HomeMy WebLinkAboutContract 37974-A6 CITY SECRETARY CONTRACT NO. �
AMENDMENT NO. 6 TO
CITY SECRETARY CONTRACT NO. 37974
PROFESSIONAL SERVICES AGREEMENT
EVERGE GROUP OF TEXAS, LTD.
WHEREAS, the City of Fort Worth (hereafter "City") and eVerge Group of Texas, Ltd.,
(hereafter "eVerge") entered into City of Fort Worth City Secretary Contract ("CSC") No.
37974, which was authorized by the City Council by M&C C-23171 on November 11, 2008;
and
WHEREAS, the Contract involves implementation services for Phase I of the
transformation of the City's legacy financial and administrative information systems to an
Enterprise Resource Planning("ERP") System; and
WHEREAS, the Contract is on a fixed cost basis for completion of certain agreed upon
deliverables and milestones; and
WHEREAS, the City and eVerge previously amended CSC No. 37974, via CSC No.
37974-Al to modify the deliverables and payment schedule; and 37974-A2 to include the
professional services required to implement the PeopleSoft Directory Interface Module; and
37974-A3 to expand the scope of the Contract to provide additional Training services and
additional Time & Labor services; and 37974-A4 to further modify the deliverables and payment
schedule, and 37974-A5 to include the professional services required to implement additional
configuration and modifications (collectively the "Contract");; and
WHEREAS, the City and eVerge now wish to modify and expand the scope of the
Contract pursuant to a revised plan and timeline for implementing PeopleSoft set forth in this
Amendment No. 6 ("Amendment").
OFFICIAL RECORD
CITY SECRETARY
CT.,W0RTH,TX
NOW, THEREFORE, the City and eVerge, acting herein by and through their duly
authorized representatives, enter into this agreement which amends the Contract as follows:
1.
Exhibit A, Scope of Work, is hereby amended to modify the project timeline as shown in
Section 3.0, Timeline—Revision 1, which replaces Exhibit A, Section 3.0, and is attached hereto
and incorporated into the Contract for all purposes.
Exhibit A, Scope of Work, is hereby amended to include the project staffing as shown in
Section 5.0, Staffing — Revision 1, which defines the eVerge staffing plan for the remainder of
the project that will be in effect upon execution of this amendment, and is attached hereto and
incorporated into the Contract for all purposes.
Exhibit A, Scope of Work, is hereby amended to expand Section 6.0, Assumptions, to
include the additional assumptions contained in Section 6.0, Additional Assumptions, which is
attached hereto and incorporated into the Contract for all purposes.
Exhibit A, Scope of Work, is hereby amended to include the professional services
required to guide the City through the implementation of the Enterprise Learning Management
("ELM"), ePerformance, and Recruiting modules as described in Project Change Request
Number 4.0 — PeopleSoft Remaining 3 Modules which is attached hereto and incorporated into
the Contract for all purposes. The City will pay eVerge for the professional services required to
guide the City through the implementation of these modules on a time-and-materials basis.
Payment for these services will be made at a rate of$184.50 per hour, inclusive of expenses, and
shall not exceed 360 hours or $66,420.
Exhibit B-2, Payment Schedule, is hereby amended to modify the deliverables and total
contract amount as shown in Exhibit B-3, which replaces Exhibit B-2, and is attached hereto and
incorporated into the Contract for all purposes. The changes set forth in this Amendment will
result in a $1,302,423 net increase to the total amount of the Contract which is within the total
amount originally authorized by City Council for this Contract.
CFW/eVerge
Amendment No.6 to CSC No.37974
Page 2 of 4
2.
The changes reflected in this Amendment plus any attachments set forth the
understanding of the parties. If there is any conflict between this Amendment and any other
provisions of the Contract,this Amendment shall control.
3.
All other provisions of the Contract that are not expressly amended herein shall remain in
full force and effect.
CFW/eVerge
Amendment No.6 to CSC No.37974
Page 3 of 4
Executed on this the `{~day of 12010.
CITY OF FORT WORTH: EVERGE GROUP OF TEXAS,LTD.
By By: r
Karen Montgomery John , Executive Vice Presi ent
Assistant City Manager eVerge Group of Texas, Ltd.
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APPROVED AS TO FORM AND LEGALITY: 0000000009 '47
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Contract Authorization:
M&C: C-23171
Date Approved: 11/11/08
CFW/eVerge
Amendment No.6 to CSC No.37974 OFFICIAL RECORD
Page 4 of 4 CITY SECRETARY
WORTH,TX
REVISIONS TO EXHIBIT A FOR AMENDMENT 6 TO CSC NO. 37974
3.0 TIMELINE — REVISION 1
The implementation phase of the ERP-HR/Payroll Project began on December 1, 2008
with Human Resources/Payroll functionality. The expected timeline for going into
production is October, 2010 or sooner. Implementation of the remaining 3 modules,
Enterprise Learning Management, ePerformance, and Recruiting Solutions, is planned
to occur during the six months following post implementation support of the 5 core
modules.
City of Fort Worth Proposed Project Schedule
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CITY SECRETARY
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5.0 STAFFING — REVISION 1
The following tables show the staffing plan for the fixed-fee portion of the remainder of
the project upon execution of Amendment 6 to the contract. eVerge and the City will
collaboratively determine the staffing for implementing the remaining 3 modules (the
time-and-materials portion of the remainder of the project) no later than the go live date
for the 5 core modules.
Project Resource Firm Percent Time on Actual Number
Engagement of Months
Mike Burns eVerge 8% 8.5
Executive Sponsor
Martha Thompson eVerge 8% 8.5
Quality Assurance
Bob Moser eVerge 100% 8.25
HCM Lead / Project Manager
Zack Bakarich
Payroll Lead eVerge 100% 8.50
Technical Developer
Laurie Long eVerge 100% 6.25
Benefits / HCM Lead
Steve Oberholtzer
Technical Lead, eVerge 100% 6.25
Absence Management Lead
Debi Lyons
Time & Labor Lead, eVerge 100% 6.25
Absence Management
Shaun Vembutty
Time & Labor/Absence, R2 100% 8.25
Technical Developer
Harish eVerge 100% 1.25
Technical Developer
Rod Russell Part Time
Technical Developer R2 Conversion 4.75
Support Only
The following table describes the resources for the project in the Post Implementation
Support phase.
Post Implementation
Project Resource Support Role Support Duration
Project Management,
Bob Moser Human Resources, Nov, Dec, Jan
Benefits Administration,
Payroll
Payroll, Human Resources,
Zack Bakarich Benefits Administration, Nov, Dec, Jan, Feb
Technical
Time & Labor, Absence
Shaun Vembutty Management, Benefits Nov, Dec, Jan
Administration, Technical
Debi Lyons Time & Labor, Absence Nov
Management
Benefits Administration,
Laurie Long Human Resources Nov
Absence Management,
Steve Oberholtzer Technical Nov
6.0 ADDITIONAL ASSUMPTIONS
Schedule
1. The following assumptions are in addition to the assumptions contained within the original
implementation contract (CSC No. 37974) which remain in force. If there is any conflict
between the additional assumptions and the assumptions set forth in the original contract,
these additional assumptions shall control.
2. The fixed fee for this change order is based upon each party completing its responsibilities,
defined schedules, and assumptions herein. If eVerge Group does not meet its obligations
under this change order, eVerge Group will be required, at no additional cost to the City, to
provide sufficient resources in order to complete its obligations under this change order. If
the City does not meet its obligations under this change order and eVerge Group would be
required to incur additional time or expense, an additional change order would be required
to compensate eVerge Group for the additional amounts incurred by eVerge Group at the
negotiated contract rates.
3. The schedule in this change order is based on the approval of practices and policies by the
City. Any significant changes to the approved polices will have an impact on the schedule
that could require further change orders to the contract.
4. The project schedule includes three full parallel cycles that will be numbered 3, 4, and 5.
However, the City and eVerge agree to determine the necessity and/or scope of parallel
cycles 4 and 5 based on additional discussions to occur within 30 days of the availability of
parallel 3 results. If changes are determined to be needed, then the deliverable schedule
and costs will be modified to reflect the changes in services needed.
5. The project schedule is based on a Go Live date no later than October 18, 2010 with the
first payroll from PeopleSoft being the paycheck dated October 29, 2010. The City and
eVerge will discuss the feasibility of an earlier go-live date as part of the discussion to
determine the necessity and/or scope of parallel cycles 4 and 5.
6. The first PeopleSoft paycheck date of October 29, 2010 can create potentially large
additional risks to the project due to it being the second pay period in a new fiscal year. This
assumption will mitigate the risk of incorrect paychecks for pay related changes. If large pay
related changes are needed due to the fiscal year cutover they must be completed in
Genesys prior to the Go Live cutover tasks or be performed in PeopleSoft after the second
payroll run so that they are not required for the first Payroll out of the new system when
there will be a shorter data entry period for completing these tasks due to cutover and
conversion tasks.
7. The first PeopleSoft paycheck date of October 29, 2010 can create potentially large
additional risks to the project due to it being the second pay period in a new fiscal year. This
assumption will mitigate the risk of incorrect security assignments, timesheet entry,
paycheck processing, and financial information that could occur for organizational related
changes. If restructuring of the Organization requires large configuration changes due to the
fiscal year cutover they must be completed in Genesys prior to the scheduled Go Live
cutover tasks or be performed in PeopleSoft after the second payroll run so that they are not
required for the first Payroll out of the new system when there will be a shorter data entry
period for completing these tasks due to cutover and conversion tasks.
8. The proposed project schedule will require that Payroll for checks dated October 15, 2010
be completed no later than October 13, 2010 at 8:00 AM so that appropriate time can be
allocated for cutover tasks scheduled for completion Sunday evening October 17, 2010.
During the performance of cutover tasks October 13 — 17 neither the Genesys nor
PeopleSoft systems will be available for data entry or processing. All information that needs
to be entered into the system during that time will be held for entry into PeopleSoft upon
release of the system to end users on October 18, 2010.
9. The 2011 Benefits Open Enrollment must start and end within the Month of November 2010.
10. The 2010 4th Quarter, Year End reporting and W2 generation must be completed by the end
of January 2011 to allow eVerge to provide the necessary support to the City for these
activities.
11. Knowledge Transfer tasks will be designed and delivered by eVerge to one functional CFW
resource in each of the module areas.
12. Knowledge Transfer tasks will be designed and delivered by eVerge to two CFW technical
support/development resources. The technical support/development resources will be
assigned such that each module will be covered by one of the two resources and all
modules will have technical support and knowledge transfer coverage.
13. All CFW resources that will be in the support organization will have completed all Oracle
University PeopleSoft training required for their role before eVerge knowledge transfer tasks
will begin, but no later than July 16, 2010 so that effective knowledge transfer tasks can be
completed before the end of the project.
Resources
14. CFW will provide sufficient resources to complete all tasks in the Time & Labor and Absence
Management Design, Development, Documentation, and Unit Testing tasks within the
proposed project schedule.
15. For this change order eVerge will assign one consulting functional resource to provide
support for the Benefits Administration and Human Resources modules.
16. CFW HR and Benefits Administration functional project resources will be required to
complete the remaining conversion, conversion validation, data entry, and reconciliation
tasks for each remaining parallel and go live cutover tasks with only one FTE resource from
eVerge available for support and guidance of both modules.
17. The eVerge functional Payroll resource will only be available on a limited basis during
periods defined in the project schedule for Time & Labor and Absence Management
reconciliations of Parallel pay cycle 3.
18. The CFW payroll functional project resources will be required to complete the remaining
conversion, conversion validation, data entry, and reconciliation tasks for Parallel pay cycle
3 with one limited part time basis resource from eVerge available for support and guidance.
19. CFW will assign additional resources to the project to assist with Time and Labor Payroll
reconciliation tasks for Parallel Pay cycles 3-5. These resources must be at a timekeeper
super user level and capable of completing reconciliation tasks assigned to the City during
these parallels at a sufficient rate to complete reconciliation as defined in the project
schedule. To qualify as a super user level the resources must have actively participated in
previous parallels as a timekeeper for their area, have a good understanding of the
PeopleSoft time entry process, and have attended the Advanced timekeeper class. Metrics
from completion of Parallel 2 will be used to project the anticipated total employees to be
reconciled during parallels 3-5.The City will use the metrics from Parallel 2 to determine the
appropriate number of City resources required and committed to reconcile parallels 3-5
within the defined schedule.
20. One of the eVerge functional Time and Labor resources will be assigned on a .5 FTE basis
for the task of training and mentoring the CFW Time and Labor reconciliation resources
defined in the previous assumption for the duration of Parallel 3 Time and Labor
reconciliation tasks based on the project schedule.
21. The eVerge Time and Labor technical resource will be removed from the project on June 30,
2010. One of the Time and Labor functional resources will begin serving a role in both
technical and functional capacities at that time.
22. eVerge will provide a training resource for 2 weeks (80 hours) to provide Knowledge
Transfer relating to developed City UPK training materials and the organization of those and
other training documents that were developed.
23. CFW will assign resources to complete testing and approval of the BRASS interface by no
later than May 28, 2010.
24. Scheduling of time away from the project for CFW and eVerge resources must occur in such
a manner that allows for the resources to complete their assigned tasks by the appropriate
due dates. This includes time for training, vacations, furloughs, and other city assigned or
required tasks.
25. CFW ERP Project Management will be responsible for managing tasks assigned to CFW
resources in the ERP SharePoint site through the remainder of the project to ensure the
tasks are completed fully by the required due dates to meet the new project schedule.
26. eVerge Project Management will be responsible for managing tasks assigned to eVerge
resources in the ERP SharePoint site through the remainder of the project to ensure the
tasks are completed fully by the required due dates to meet the new project schedule.
27. CFW and eVerge project resources will be required to work the weekend of October 15 — 17
completing cutover tasks for Go Live October 18, 2010.
28. Guidance and support for CFW 2011 Benefits Open Enrollment, Payroll 2010 end of year
and 4th Quarter reporting and W2 processing will be provided by onsite eVerge consulting
resources as part of post implementation support.
29. eVerge functional and technical consulting resources have a broad set of cross module skill
sets and experience. In an effort to reduce costs post Implementation consulting support
resources will be deployed in the following manner:
Resource Support Role Post Implementation Support
Duration
Bob Moser Project Management, Nov, Dec, Jan
Human Resources,
Benefits Administration,
Payroll
Zack Bakarich Payroll, Human Resources, Nov, Dec, Jan, Feb
Benefits Administration,
Technical
Shaun Vembutty Time & Labor, Absence Nov, Dec, Jan
Management, Benefits
Administration, Technical
Debi Lyons Time & Labor, Absence Nov
Management
Laurie Long Benefits Administration, Nov
Human Resources
Steve Oberholtzer Absence Management, Nov
Technical
30. Changes to responsibility for preparation of the weekly status report does not relieve eVerge
from providing the required input data for completion of status reporting.
31. Parallel Tasks: The following table describes the tasks that comprise a typical parallel test
cycle. The specific tasks performed in a particular parallel test cycle will depend upon the
nature and scope of the testing to be performed (i.e., full or targeted).
Parallel Testing Category and eVerge City
Activities—
Conversion
Capture all paperwork for dual Contributing Accountable
entry into Genesys and
PeopleSoft
Capture all paperwork for Contributing Accountable
adjustment dual entry
Refresh PeopleSoft Database Contributing Accountable
Instance
Extract conversion data from Contributing Accountable
Genesys, MARS, and
BuySpeed
Convert extracted data into Accountable Contributing
PeopleSoft
Validate Conversion Data Contributing Accountable
Correct conversion-related Accountable Contributing
issues
Parallel Testing Category and eVerge City
Activities—
Data Entry and Processing
Enter all HR, BA; and PY data Contributing Accountable
changes/updates
Enter Time and Absence Contributing Accountable
related data
Review and Approve Time and Contributing Accountable
Absence transactions
Enter Genesys Adjustment Contributing Accountable
Transactions
Run Payroll in PeopleSoft Contributing Accountable
including all edits and
corrections to errors
Run all interfaces and reports Contributing Accountable
Parallel Testing Category and
Activities— eVerge City
Compare/Reconciliation
Refresh MARS/BuySpeed Test Contributing Accountable
system for GL and AP Testing
Extract Genesys payroll Contributing Accountable
compare information
Run Compare Accountable Contributing
Processes/Reports of
PeopleSoft to Genesys Payroll
Results
Document any identified issues Contributing Accountable
Correct any system- or Accountable Contributing
conversion-related identified
issues
Rerun Payroll in PeopleSoft Contributing Accountable
Compare PeopleSoft to Accountable Contributing
Genesys Payroll Results
Reconcile and fully document Contributing Accountable
identified differences
Run GL Distribution in Contributing Accountable
PeopleSoft
Reconcile GL Distribution in Contributing Accountable
PeopleSoft
Interface GL Distribution to Contributing Accountable
MARS Test System
Extract MARS GL Distribution Contributing Accountable
data from production
Compare PeopleSoft results to Contributing Accountable
MARS results
Document any identified GL Contributing Accountable
issues or differences
Correct any system- and Accountable Contributing
conversion-related issues
Rerun GL distribution Contributing Accountable
Finalize documentation of GL Contributing Accountable
differences
Interface AP to BuySpeed Contributing Accountable
Compare to manual entry Contributing Accountable
records
Document any identified AP Contributing Accountable
issues or differences
Correct any system- and Accountable Contributing
conversion-related issues
Rerun AP Interface Contributing Accountable
Finalize documentation of AP Contributing Accountable
differences
Parallel Testing Category and eVerge City
Activities—
Reconciliation Review and
Approval
Compile all reconciliations Accountable Contributing
results
Review all reconciliation results Contributing Accountable
Determine Success or Failure Contributing Accountable
of Parallel Cycle
Signoff on parallel reconciliation Contributing Accountable
and results
Scope Related
1. Nothing in this contract change order relieves eVerge from the responsibility of providing
(at no charge) an acceptable solution to the gap in functionality of the eRecruiting
module that was represented in eVerge's response as standard functionality for the
software.
2. The tasks for completion of implementation of the 3 remaining modules (Enterprise
Learning Management, ePerformance, and Recruiting Solutions) will be deferred to a
later date so that they are not included in the Go Live of the 5 core modules planned in
this change order for no later than October 18, 2010. The new Go Live date for the 3
remaining modules is planned to be no later than July 31, 2011. Meeting this date will
allow eVerge to have continuity of Project Management and Technical resources and
help minimize the financial impact of moving the Go Live date for these modules. The
actual start up and Go Live project plan for these modules will be completed no later
than September 30, 2010.
3. With Oracle General support scheduled to end for ELM in April 2011, the ELM
application will be upgraded from 9.0 to 9.1 no later than January 14, 2011. This will
also require a tools upgrade for ELM to be performed in conjunction with the application
upgrade.
4. The deployment approach of the remaining 3 modules (Enterprise Learning
Management, ePerformance, and Recruiting Solutions) will be based upon the decisions
and designs already agreed to and system tested by CFW with the exception of
prototyping, process decisions, and testing related to addressing the eRecruiting gap in
functionality.
5. CFW resources will be responsible for updating training materials relating to ELM,
Recruiting and ePerformance. Delivery of training related to the remaining 3 modules
will be the responsibility of CFW.
6. City Support resources (currently Theresa Goolsby (HR), Misty Haney (Payroll), Eric
Palmer (HR), Shawnette Brown (HR), Carol Dickey (ITS), Ken Mercadante (ITS), Carey
Morris (ITS) and appropriate HR resources) will attend PeopleSoft training for ELM,
Recruiting and ePerformance prior to January 15, 2011.
7. CFW will assign appropriate functional project resources and testers to the
implementation of the Remaining 3 modules (Enterprise Learning Management,
ePerformance, and Recruiting Solutions) to complete their assigned tasks for the
remaining training, conversion, conversion validation, data entry, testing and go live
cutover within the time allowed based on the proposed estimate included in this change
order.
8. The remaining 3 modules will be prepared and deployed to production by CFW
resources with guidance and support from eVerge resources. The remaining 3 modules
will be phased into production within the defined schedule as they become production
ready. The departmental rollout of the remaining 3 modules may vary based on the
specific module and the City's determination of appropriate user readiness and
necessity.
9. The City acknowledges that the development hours set aside for gaps, reports,
conversions, and interfaces were consumed and that eVerge expended additional
resources in development. eVerge agrees not to seek to recover those hours over and
above the amount set aside.
EXHIBIT B-3
PAYMENT SCHEDULE
The total cost of services provided by the Prime Vendor is $8,033,372. This is a
firm, fixed-price that is inclusive of travel and expenses. The following table
establishes the deliverables/milestones, associated payments, and amounts for
retainage.
EstimatedRetainage Billable
Phase Items Deliverable Amount1 ' , of •ne Month Of
Amount) • • • - •
Install PeopleSoft Software Installed $134,618.98 $13,461.90 $121,157.08 December'08
Software
Initial Project Completed Initial
Planning and Kickoff Planning and Kickoff $67,309.49 $6,730.95 $60,578.54 January'09
Meetings
Project Charter Project Charter $100,964.24 $10,096.42 $90,867.82 January'09
Completed
Review and Confirm Updated
Business
Requirements (part of RequComel ted Matrix $100,964.24 $10,096.42 $90,867.82 January'09
p Prototyping) p
N MS Project Plan MS Project Plan
� Completed ry$67,309.49 $6,730.95 $60,578.54 February '09
33%of Prototyping
M Iterative Prototyping Sessions for 5 Core $67,309.49 $6,730.95 $60,578.54 February'09
Modules Completed
Configuration Configuration Plan
Planning Completed for 5 Core $201,928.47 $20,192.85 $181,735.62 March 09
Modules
66%of Prototyping
Iterative Prototyping Sessions for 5 Core $67,309.49 $6,730.95 $60,578.54 March'09
Modules Completed
Executed Prototype
Iterative Prototyping Acceptance for 5 $201,928.47 $20,192.85 $181,735.62 April'09
Core Modules
Gap Resolution Gap Resolution
c Planning Designs for 5 Core $269,237.96 $26,923.80 $242,314.16 April 09
d 0 Modules Completed
+'' Conversion and
Conversion and
cc 2 Interface Planning Interface Designs for $201,928.47 $20,192.85 $181,735.62 April'09
U) W 5 Core Modules
Workflow and Workflow and $201,928.47 $20,192.85 $t81,735.62 May'39
Security Planning Security esigns for
5 Core Modules
Reports Planning Report Designs for 5 $269,237.96 $26,923.80 $242,314.16 May '09
Core Modules
Training Designs and
Training Plan Schedule for 5 Core $134,618.98 $13,461.90 $121,157.08 June'09
Modules
System/Acceptance/ Testing Designs and
Parallel Testing Plan Schedule for 5 Core $201,928.47 $20,192.85 $181,735.62 June'09
Modules
Successfully Unit
Tested Gap
Develop p Resolutions for 5
Resolutions Core Modules $269,237.96 $26,923.80 $242,314.16 July '09
Approved for
Development by
06/30/2009
C Successfully Unit
Develop Conversions Tested Conversion $134,618.98 $13,461.90 $121,157.08 July'09
Processes for 5 Core
d
Modules
Successfully Unit
Develop Interfaces Tested Interface $134,618;98 $13,461.90 $121,157.08 July'09
d Processes for 5 Core
Modules
U) Successfully Unit
Develop Workflow Tested Workflow and $134,618.98 $13,461.90 $121,157.08 August'09
and Security Security for 5 Core
Modules
Gap Resolution
Gap Resolution Designs for $134,618.98 $13,461.90 $121,157.08 August'09
Planning Remaining 3
Modules Completed
Successfully Unit
Tested Training
Develop Training Materials and $201,928.47 $20,192.85 $181,735.62 August'09
database for 5 Core
= Modules
o Successfully Unit
Develop Reports Tested Reports for 5 $134,618.98 $13,461.90 $121,157.08 September'09
p� Core Modules
+; Executed Prototype
� Iterative Prototyping Acceptance and
Configuration Plan
E and Configuration Completed for $134,618.98 $13,461.90 $121,157.08 September,09
N Planning Remaining 3
to Modules
Develop System/ Successfully Unit
Acceptance/Parallel Tested Test Scripts $201,928.47 $20,192.85 $181,735.62 September'09
Test Scripts for 5 Core Modules
Trained Users to
Train Testing Users conduct testing for 5 $269,237.96 $26,923.80 $242,314.16 October'09
Core Modules
Execute Initial Data Converted and
Conversion and Interfaced into the $134,618.98 $13,461.90 $121,157.08 October'09
Interface Plan for Test System for 5
testing Core Modules
Conversion and Conversion and
Interface Planning Interface Designs
And and Workflow and $134,618.98 $13,461.90 $121,157.08 October'09
Workflow and Security Designs for
Security Planning Remaining 3
Modules
System Test
Execute System Test Successfully $269,237.96 $26,923.80 $242,314.16 November'09
Executed for 5 Core
Modules
UAT Successfully
Execute UAT Executed for Core $134,618.98 $13,461.90 $121,157.08 November'09
Modules
Report Designs,
= Reports Planning, Training Designs and
p g' Schedule, and
+r Training Plan, and
ev Testing Designs and $134,618.98 $13,461.90 $121,157.08 November'09
System/Acceptance Schedule for
a i a Testing Plan Remaining 3
a Modules
Parallel Test 1
Execute Parallel Test Successfully $134,618.98 $13,461.90 $121,157.08 December'09
v 1 Executed for 5 Core
Modules
N
Successfully Unit
Tested Gap
D Resolutions,
Develop Gap
Conversions,
Resolutions, Develop
Interfaces, and
Conversions and $134,618.98 $13,461.90 $121,157.08 December'09
Interfaces, Develop Reports for
Reports Remaining 3
Modules Approved
for Development by
11/16/2009
Data Converted
Test Conversion and End User Data
and Data Entry for Entry Completed $67,309.49 $6,730.95 $60,578.54 January '10
Parallel Test 2 for 5 Modules for
Parallel Test 2
Remaining
Execute Remaining Activities for
Parallel Test 2 Parallel Test 2 $67,309.49 $6,730.95 $60,578.54 May'10
Activities Successfully
Executed
Successfully Unit
Tested Test Scripts
Develop System/ and Training
Acceptance Test Materials and
Scripts, Develop Database and $134,618.98 $13,461.90 $121,157.08 January'10
Training, and Train Trained Users to
Testing Users Conduct Testing for
Remaining 3
Modules
Successfully Unit
Tested Workflow and
Develop Workflow Security, Data
and Security, Converted and
Execute Initial Interfaced into the
Conversion and Test System, and $134,618.98 $13,461.90 $121,157.08 February'10
Interface Plan for System Test
testing, and Execute Successfully
System Test Executed for
Remaining 3
Modules
Conduct Essential Trained System
End User Training Users for
for Remaining 3 Remaining 3 $134,618.98 $13,461.90 $121,157.08 March '10
Modules Modules
Complete Targeted
Conversion To
Provide Detail
Cleanup Tasks of all
Data Issues and
Provide additional
reconciliation
Parallel 3 CNV resources to support
Conversion the City's effort to
Validation Complete complete
and Parallel reconciliation due to $420,000.00 $42,000.00 $378,000.00 May '10
2— Provide a much larger
Additional than anticipated
o. Reconciliation number of pay
Resources differences resulting
from significant
variance across the
City with
respect to proper
application of time
and attendance
olicies.
Revised Project Plan MS Project Plan for
and new Go Live
Contract Amendment date and completion $210,000.00 $21,000.00 $189,000.00 May '10
for New of associated
Go Live Date contract amendment.
Parallel 3 Conversion Data Converted and
and Validated For
Validation Complete Parallel 3 and
and Parallel Support provided for $210,000.00 $21,000.00 $189,000.00 June '10
3 Data Entry Support Data Entry of Parallel
Provided 3 Task
Concluded
Parallel 3 Paychecks parallel 3 Paychecks
for 50/o of for 50% of
employees included employees included
in the in the parallel
parallel either either matching $110,000.00 $11,000.00 $99,000.00 June '10
matching within within tolerance,
tolerance, corrected, corrected, or
or reconciled.
reconciled.
Parallel 3 Paycheck
Corrections or
Parallel 3 Paycheck Reconciliations 100%
Corrections Complete and
or Reconciliations Parallel 3 Payroll
100% Processing
Complete and Successful Through
Parallel 3 Payroll Confirmation $210,000.00 $21,000.00 $189,000.00 July '10
Processing Through and Remaining
Confirmation Execute Activities for Parallel
Remaining Parallel Test 3 including GL
Test 3 and AP
Activities Processing
Successfully
Executed
Parallel 4 Conversion Data Converted and
and Validated For
Validation Complete Parallel 4 and
and Parallel Support provided for $110,000.00 $11,000.00 $99,000.00 July 10
4 Data Entry Support Data Entry of Parallel
Provided 4 Task
Concluded
Parallel 4 Paychecks Parallel 4 Paychecks
for 100% for 100%of
of employees employees included
included in the in the parallel
parallel either either matching
matching within within tolerance,
tolerance, underlying underlying system $110,000.00 $11,000.00 $99,000.00 August'10
system issues corrected,
issues corrected, or or reconciled, and
reconciled Parallel 4 Payroll
and Parallel 4 Payroll Successful
Processing Processing Through
Through Confirmation Confirmation
Execute Remaining and Remaining $140,000.00 $14,000.00 $126,000.00 August 10
Parallel Test Activities for Parallel
including GL and AP
Processing
Successfully
Executed
Parallel 5 Conversion Data Converted and
and Validated For
Validation Complete, Parallel 5, Support
Parallel 5 provided for
Data Entry Support Data Entry of Parallel
Provided, 5 Task
and Parallel 5 Concluded, and
Paychecks for Parallel 5 0 $210,000.00 $21,000.00 $189,000.00 September'10
50%of employees Paychecks for 50/o
included in of employees
the parallel either included in the
matching parallel either
within tolerance, matching within
corrected, or tolerance,
reconciled. corrected, or
reconciled.
Parallel 5 Paychecks
Parallel 5 Paychecks for 100% of
for 100% employees included
of employees in the parallel
included in the either matching
parallel either within tolerance,
matching within underlying system
tolerance, underlying issues corrected,
system or reconciled,
issues corrected, or Parallel 5 Payroll $75,000.00 $7,500.00 $67,500.00 September'10
reconciled, Successful
Parallel 5 Payroll Processing Through
Processing Confirmation, and
Through Remaining
Confirmation, and Activities for Parallel
Execute Remaining Test 5
Parallel Test including GL and AP
5 Activities Processing
Successfully
Executed
Execute Production
Conversion Operation Production $210,000.00 $21,000.00 $189,000.00 October"0
and Deployment System
Strategy
Post implementation
PIS Month 1 support $210,000.00 $21,000.00 $189,000.00 November'10
provided
Post implementation
PIS Month 2 support $75,000.00 $7,500.00 $67,500.00 December'10
provided
Post implementation
PIS Month 3 support $79,374.83 $7,937.41 $71,437.42 February "0
provided
Acceptable
System Tuning and Response and
Final System Processing Times/ $803,337.20 February "0
Acceptance" Accepted
Sys em
$8,033,372 $803,337.20 $8,033,372
Note: Milestone Payment amounts do not include the cost for the 2,000 development hours.
*See Final System Acceptance Criteria detailed on next page.
CFW ERP Phase I HR/Payroll Implementation Project Change Request(PCR) Document
Originator: Martha Thompson Date Submitted: 05/20/2010
PCR Number: 4.0—PeopleSoft Remaining 3 Modules Date Logged:
DESCRIPTION OF CHANGE
Task 0 Resource QTesting Quality
Item Description Amount
1.0 Provide professional services to guide the City in upgrading ELM to Not to
Release 9.1 and deploying ELM, Recruiting and ePerformance into Exceed
production. $66,420.00
The planned timeline for these services is a start date in October, 2010 with a
completion date in August 2011.
The total cost for this item shall not exceed $66,420. This estimate is based on
360 hours priced on a time-and-materials basis at$184.50/hour.
The following sections define scope, responsibilities and assumptions related to
the services to be provided.
Scope of Services
eVerge will provide guidance and support to the City team as the City team
deploys the remaining 3 modules(ELM, Recruiting and ePerformance).
Guidance and support can encompass any and all of the following:
• Project planning including development of a project schedule,
identifying detail tasks, and planning for training, risks, deployment and
production support.
• Functional assistance and support for system testing, troubleshooting
and production support.
• Technical assistance for the ELM 9.1/PeopleTools 8.5 upgrade
including installation, troubleshooting and system administration
support.
• Technical assistance with application troubleshooting and re-application
of ELM customizations.
The goal of this approach is to foster the necessary skills within the City Support
team to prepare them for future new module/new functionality projects.
eVerge Responsibilities
• Resources will be available for onsite and offsite support. It is
anticipated that most of the technical support will be provided remotely.
Functional support will be provided both onsite and offsite and will be on
a part-time, as needed basis throughout the project timeline.
CFW Responsibilities
• The City will provide appropriate technical, functional and project
management resources to perform the tasks necessary to upgrade ELM
and deploy the remaining 3 modules with the guidance and support of
eVerge as described above.
Assumptions
• Decisions, approvals and support required of the City during the
delivery period will be rendered expeditiously such that the timeline is
not negatively impacted.
• The City will work collaboratively with eVerge to determine the
appropriate amount and timing of support activities to best facilitate the
City's upgrade of ELM and deployment of the 3 modules.
• Nothing in this project change request relieves eVerge from the
responsibility of providing (at no charge) an acceptable solution to the
gap in functionality of the eRecruiting module that was represented in
eVerge's response as standard functionality for the software.
Assigned resource and billing rates:
- Consultant— Bob Moser-$184.50/hour, inclusive of expenses
- Consultant—Shaun Vembutty-$184.50/hour, inclusive of expenses
- Consultant—Tracey Kiser-$184.50/hour, inclusive of expenses
- Consultant—Steve Oberholtzer-$184.50/hour, inclusive of expenses
Investigation Required?Y/N_N_ Estimate to investigate(hours)
Estimated Cost Increase(Decrease)(Hours/$$):360 hours/$66,420 on a Time&Materials basis.
IMPACT OF CHANGE