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HomeMy WebLinkAboutKittitas County JWorks SOW 20171208 ©equivant All Rights Reserved. Attachment A Statement of Work Kittitas County District Attorney December 5, 2017 Information contained in this document is proprietary to equivant, and may be used or disclosed only with written permission from equivant. This document, or any part thereof, may not be reproduced without the prior written permission of equivant. This document refers to numerous products by their trade names. In most, if not all cases these designations are claimed as Trademarks or Registered Trademarks by their respective companies. equivant is a registered trademark of CourtView Justice Solutions Inc. JWorks is a registered trademark of equivant. This document and the related software described in this manual is supplied under license or nondisclosure agreement and may be used or copied only in accordance with the terms of the agreement. The names of companies and individuals used in the sample database and in examples in the manuals are fictitious and are intended to illustrate the use of the software. Any resemblance to actual companies or individuals, whether past or present, is purely coincidental. equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 2 Table of Contents Introduction .................................................................................................................................... 3 Project Management ...................................................................................................................... 4 Software Installation ....................................................................................................................... 7 System Set-Up and Testing ............................................................................................................. 9 Data Migration .............................................................................................................................. 11 Document Template Migration Assistance .................................................................................. 15 Interfaces ...................................................................................................................................... 16 JWorks Software Customization ................................................................................................... 17 Training ......................................................................................................................................... 18 Go-Live Support ............................................................................................................................ 20 Preliminary Project Schedule ........................................................................................................ 21 Additional Project Assumptions .................................................................................................... 23 equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 3 Introduction equivant is pleased to partner with the Kittitas County District Attorney’s office f or the implementation of the JWorks Attorney Case Management System (CMS). This Statement of Work identifies the tasks required to complete the JWorks implementation based on equivant’s current understanding of your requirements and equivant’s previous experience implementing similar solutions. equivant recommends that each Customer appoint both a project manager and an executive decision maker to help guide the project. In addition, we recommend that you identify one or more project team members from each business area affected by this project. These persons should be both technically qualified and knowledgeable of their groups’ business processes and will serve as subject matter experts for the project. We have included descriptions of the required tasks and activities along with a sample timeline for the project. At the beginning of the project, we will work with you to construct a custom project schedule reflecting the task sequencing and timeline that best meets your specific needs. The major tasks in this project are:  Project Management  Software Installation  System Set Up and Testing  Data Migration  Document Template Migration Assistance  Training (System Administrator and Train the Trainer)  Go-Live Support The following sections provide more detail about these major tasks and their associated deliverables. The following tasks are not included in this Statement of Work. If they are determined to be necessary, they could be added to the project via a Project Change Request and would result in additional costs and time to complete the project:  Interfaces  JWorks Software Customization equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 4 Project Management equivant will provide project management and oversight services as necessary to ensure a successful project. An equivant project manager will meet regularly with your project manager and will coordinate the day-to-day activities of all equivant resources assigned to the project. An equivant project management executive will participate in higher-level decision-making and issue resolution and will meet regularly with your project sponsor to review project status. The equivant project manager will provide the following project management services:  Coordination of project resources and work so that milestones are achieved in an efficient manner; tasks will be designed so as to minimize implementation time and cost while taking into consideration resource and time constraints  Serve as the main point of contact for your project manager  Provide updates to the work plan and project budget as appropriate  Participate in project status meetings and steering committee meetings  Provide monthly project status reports  Update risk and issue management document as appropriate  Process project invoices  Obtain Customer acceptance of project deliverables The equivant project manager will ensure that sufficient equivant resources are available to implement the system in accordance with the project requirements. The equivant project manager will monitor the project resources to ensure quality delivery of services and that the deliverables are completed in accordance with the project requirements. The project managers will meet at least weekly via teleconference to review project status, assess project progress, assess current risks, review scheduled activities and adjust the project plan to accommodate the project status, risk and schedules. The equivant project management executive will meet monthly with both project managers and the person or group that you have identified as providing executive oversight for the project to review the project status. At least once per quarter, this meeting will occur on-site at the Customer’s facility with the equivant project manager attending in person. The kick-off and close out meetings will be on-site at the Customer’s facility. Off-site meetings will be held via teleconference. Project change requests (PCR) will be processed using the standard equivant PCR form. When either party requests a change that affects project deliverables, schedule or cost, the equivant project manager will fill out a PCR form. The Customer will review and accept or reject the change specified in the PCR form within five business days unless the project managers have agreed to an alternate period. PCRs that are not accepted or rejected by the Customer within the pertinent period will be assumed to be rejected. Deliverable acceptance requests (DAR) will be processed using the standard equivant DAR form. The equivant project manager will initiate a DAR contemporaneous with the delivery of each completed deliverable. The Customer will either approve the deliverable or notify equivant, in writing; of the deficiencies within ten business days, unless the project managers agree to either an alternate period or an alternate period is specified in the statement of work. DARs for which the Customer neither approves nor reports deficiencies within the pertinent period will be considered accepted by the Customer. equivant expects one consolidated feedback from Customer relative to each deliverable. equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 5 Project issues may arise that are beyond the authority of the project managers to resolve . Project issues that cannot be resolved by the Customer and equivant project managers will be escalated for review, as an issue request, to the Customer and equivant individual or group empowered to resolve policy and project issues. Issue requests (IR) will be processed using the standard equivant IR form. The IR form will contain the date by which a decision is required so that the project schedule will not be impacted. Responses to IRs that are not received in the specified timeframe may impact the delivery of deliverables. If the delivery of deliverables is impacted a PCR will be required. The equivant project manager will be responsible for delivering all equivant deliverables and the Customer project manager will be responsible for approval of all equivant deliverables. At project conclusion, a close out meeting will be scheduled during which the statement of work will be reviewed to validate that all deliverables have been delivered. The close out meeting will be attended by the equivant project manager and project management executive. The meeting will be on-site at the Customer’s facility. The project manager assigned to this project will be: Sibyl Govan Sr. Project Manager 406.558.4840 sibyl.govan@equivant.com The project management executive assigned to this project will be: Dave Carlson Director, Professional Services 406.495.7288 dave.carlson@equivant.com Project Kickoff: The equivant project manager will work with your project manager to plan the project kick-off meeting. It is assumed that your project manager will complete the scheduling and arrangement of the kickoff meeting. Planning Deliverables: equivant will assign a project manager to the project. The equivant project manager will work with you and your project manager to establish and define the upfront plans that will help guide a project of this type. The primary scope of these activities is to produce plans defining processes and procedures that will help guide the project team to success. equivant will produce several planning deliverables as described below: Project Status Reports: The equivant project manager will provide weekly status reports as part of the weekly status meetings conducted via teleconference to review project status, assess project progress, assess current risks, review scheduled activities and adjust the project plan to accommodate the project status, risk and s chedules. Statement of Work: One of the first activities will be to review and update this Statement of Work to ensure that it addresses equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 6 all contractual adjustments and mutually agreed-upon changes. Project Schedule: The equivant project manager will maintain a detailed project schedule in MS Project and provide a monthly updated MS Project file to adjust for approved project change requests and other course corrections. Deliverable Review (applies to all deliverables in this Statement of Work): Deliverables will be submitted by the equivant project manager along with a Deliverable Acceptance request form (DAR). The Customer will either approve the deliverable or notify equivant, in writing; of the deficiencies within ten business days, unless the project managers agree to either an alternate period or an alternate period is specified in the statement of work. Deliverables are assumed acceptable if no feedback is received from the Customer within ten business days. Deliverables for Project Management:  Project Status Reports (ongoing throughout the project)  Statement of Work  Monthly Updated Project Schedule in a MS-Project file  Attendance at kick-off meeting  Attendance at weekly Project Management meetings  Attendance at monthly Executive meetings  Attendance at close-out meeting There will be one review cycle for deliverables except in cases where equivant did not make the changes that you identified. equivant expects one consolidated feedback on deliverables. Payment Milestones for Project Management: Project management for the project will be invoiced at $15,600.00 with $1,300.00 being invoiced at the end of each month that project management services are provided. If go-live support begins less than twelve months after the project kick-off, any remaining months of the first eleven months will be invoiced at the end of the month in which go-live support begins. Item Fee PM Month 1 $1,300.00 PM Month 2 $1,300.00 PM Month 3 $1,300.00 PM Month 4 $1,300.00 PM Month 5 $1,300.00 PM Month 6 $1,300.00 PM Month 7 $1,300.00 PM Month 8 $1,300.00 PM Month 9 $1,300.00 PM Month 10 $1,300.00 PM Month 11 $1,300.00 PM Month Go-live $1,300.00 equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 7 Software Installation Software Installation includes your creation of the Host Environment and the installation of the equivant provided applications:  JWorks Attorney Case Management System  JWorks Showcase Document Management System  JWorks Reporting Module (Seal Reports) Host Environment The Customer is responsible for maintaining a host environment with the necessary hardware, operating system and database software to support the JWorks applications. equivant will work with you to define the host environment that is best suited to the operation of the provided software within your environment. The minimum recommended hardware and software will be captured in the Host Environment Specification. The Customer will make remote high-speed connectivity to the host environment available to equivant for the purposes of the software installation and for ongoing support of the CMS software application and database . An equivant technical specialist will perform a validation of the host environment prior to installation of the application and database software. Should the host environment not meet the minimum requirements, a list of deficiencies will be provided. You will mitigate any deficiencies prior to the commencement of application and database installation activities. equivant recommends, and supports, up to three application environments in the host environment; two non- production (e.g. Test, Staging) and one Production. You will install the environments per the minimum requirements outlined in the Host Environment Specification. An equivant technical specialist will perform a validation of the host environment prior to installation of the software applications . Should the environment(s) not meet the minimum requirements, a list of deficiencies will be provided. You will mitigate any deficiencies prior our installation of the JWorks application software. It is critical that a non-production environment is ready prior to start of System Configuration, Data Conversion and Training as this environment will be utilized for these activities. Host Environment Evaluation equivant will review the host environments (up to two non-production and one production) host environment prior to the installation of the JWorks software to validate that the hosts meet the minimum requirements set forth in the Host Environment Specification and are prepared for the installation of the JWorks applications . equivant assumes that all hosts are available for review when the host environment evaluation commences. Application Installation equivant technical specialists will install the base Software applications in up to three environments: two non- production and one production environment. During the installation, equivant will deploy the Software applications into your host environment. The databases will be installed and files and file structures created. The equivant technical specialist will validate the installation through a set of structured validation steps. Once validation is completed, an administrator account will be created for you and a successful administrator login validated by your staff. Perform Initial Application Configuration equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 8 equivant will perform an initial configuration of the Software applications. As a starting point, equivant will utilize a base application template. Deliverables for Software Installation:  Host Environment Specification  Host Environment Evaluation  Installation of JWorks software applications Payment Milestones for Software Installation: Software installation will be invoiced at $8,190.00 with $2,300.00 being invoiced at the end of the month in which the host environment evaluation is completed, $2,300.00 being invoiced at the end of the month that the JWorks software applications are installed in the first non-production environment, $2,300.00 being invoiced at the end of the month that the JWorks software applications are installed in the second non -production environment, and $1,290.00 being invoiced at the end of the month that the JWorks software applications are installed in the production environment. Item Fee Host Environment Evaluation $2,300.00 Installation of First Non-Production $2,300.00 Installation of Second Non-Production $2,300.00 Installation of Production $1,290.00 equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 9 System Set-Up and Testing System Set Up and Testing includes all of the activities necessary to tailor the highly configurable JWorks application to your specific business application. As part of this task, we will conduct an in-depth review of your current business processes and then help you set up screen layouts, code tables and business rules needed to perform those tasks in JWorks. It also includes testing the system to make sure it meets your needs prior to going live. Ready Environment for Configuration An equivant Business Analyst will validate the base templates against any specific site implementation requirements and ready the environment for the Business Process Review. Business Process Review An equivant Business Analyst will facilitate BPR sessions with your business users to compare-contrast your current business processes against the base templates to determine gap-fit and prepare for configuration sessions. The gap-fit review will include the following tasks:  Review and confirm functional requirements  Interview business users  Walkthrough current business operations  Review documents and forms currently used by business units  Review reports currently used by business units The review will conclude with the delivery of a high-level report capturing the outcomes of the business process review. The delivery of this report is a predecessor activity to the JWorks System Administration Training. JWorks Code and Case Management Configuration Assistance Following JWorks System Administration Training, equivant will provide Code and Case Management Configuration assistance via a number of interactive work-sessions over an eight-week period to help you configure the JWorks application. equivant staff will walk through the various JWorks options and configurations with you. equivant staff will explain the pros and cons of various options so that you can make decisions and complete the actual configuration of the JWorks application. These sessions will be interactive and it is critical that your business decision makers will attend sessions in their applicable area. As part of these activities, equivant will review configuration options across all areas of the product including:  Screen layout design  Screen panel field definitions  Code Configuration  Workflow Setup  Business Rules  Document Templates  Dashboard Reports  User Roles - Security  Calendars  Tasks  Other setup equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 10 The Customer must complete configuration during the period allotted in the project schedule to keep the project on schedule. Verify and Test Configuration Prior to the start of Train-the-trainer training, equivant and your project team will walk through each area of the system to ensure that the configurations are complete and work as expected. User Acceptance Test Once system configuration and training is complete, the Customer will conduct a final User Acceptance Test to confirm that users are able to execute daily, monthly and other business tasks in the context of the JWorks Case Management System. This test will coincide with a mock data conversion to allow testing with a fully loaded system. The Customer must provide a User Acceptance Test plan to equivant prior to the start of user acceptance testing. The User Acceptance Test plan identifies testers, outlines specific test scenarios and test cases, identifies the test data to be used, and specifies the expected outcomes and pass-fail criteria for each test. Deliverables for Software Configuration:  Business Process Review  Business Process Review Report  JWorks Code and Case Management Configuration Assistance  User Acceptance Test Support Payment Milestones for Software Configuration: Software Configuration will be invoiced at $40,560.00 with $9,360.00 invoiced at the end of the month in which the BPR has been completed and the BPR report delivered, $21,000.00 invoiced at the end of the month in which the JWorks Code and Case Management Configuration Assistance has been provided, $10,200.00 invoiced at the end of the month in which the Acceptance Test assistance has been provided. Item Fee Analysis (Business Process Review) $9,360.00 Configuration Assistance $21,000.00 Acceptance Test Assistance $10,200.00 equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 11 Data Conversion Data Migration enables the Customer to retain the electronic case histories that have been assembled over time in the legacy system. Data will be converted from DAMION. This legacy data is processed and mapped to fit within the JWorks data structures. Data Conversion Overview The conversion process will require a Customer review of legacy data and will provide the opportunity for the Customer to perform data analysis and clean-up, plus mapping of legacy codes to the JWorks codes prior to moving data into JWorks. Identity Consolidation The consolidation, or deduplication, of identity records from the legacy data source is not included in the scope of work. equivant can provide an estimated cost for identity consolidation technical services if the Customer desires to have equivant perform this service. Conversion Strategy This Statement of Work includes a high-level overview of the strategy that equivant utilizes for data conversion of legacy data into the JWorks database. equivant will expand on this as well as update specific plans for the conversion effort. Part of the planning effort will be to make final decisions as to what legacy data will be converted through an automated data conversion effort. equivant will facilitate a data conversion planning session(s) with staff and provide a Data Conversion Strategy Plan deliverable for review and approval. The equivant conversion methodology includes seven distinct steps:  Data Mapping Business Rules  Script Development  Data Checking  Test Data Load  Mock Implementation Run  Final Conversion Run  Stabilization The activities of each of these conversion steps are described briefly below. Data Mapping Business Rules Support During the data mapping and business rule process, equivant and the Customer will analyze the legacy system data model and determine which data needs to be migrated to JWorks and where it will be viewed within the application. The Customer is required to place the data from the legacy system, which is to be migrated to JWorks, into the equivant conversion data model. Detailed worksheets will be provided outlining the format (ASCII text files having fixed length data attributes) of these files. Some extraction files may be excluded, depending on the specifications of the existing legacy system . In addition, during the extraction process, data exceptions will be discovered, allowing the Customer to identify potential data constraints and cleanse legacy data. The baseline code set-up must be completed prior to the initial mock conversion, including the Conversion Mapping Utility, which allows the Customer to map its legacy codes to the corresponding JWorks codes. It is assumed that equivant will provide the on -line mapping utility and that the Customer will use this utility to complete the actual code value mapping. Once all rules and mappings are established, a formal acceptance document is generated outlining the decisions equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 12 reached. This document is used as a guideline throughout the conversion life cycle. Any items outside the outlined scope will go through the Change Management Process. It is expected that the Customer will complete detailed worksheets for each of the legacy systems as applicable. equivant also assumes that the Customer will complete the required code mapping for all legacy systems to incorporate legacy codes into one consolidated use of code values in the JWorks system. Script Development Script development (refinement) might be necessary where the Customer has specific business requirements for handling legacy data that differ from standard equivant data conversion scripts . The scripting process is made up of separate scripts from each of the primary components of the JWorks application. This involves implementing all necessary business logic for JWorks as well as legacy rules, and data mappings established to this point. The mappings and rules utilized for the Script Development were defined in the Data Mapping Business Rules step. The output of this step is the completed data conversion scripts. Data Checking Once data has been provided in the agreed upon format, the data is loaded into conversion work tables for data checking exercises. Referential integrity, correct date values, correct numeric values, and required values are all checked during this process. A Data Issues Report identifying all issues is then sent to the Customer. There are two main sections on the report. The first one (titled ‘Stop Issues’) shows the issues that must be corrected before the data conversion can move forward. This may require correction of extract programs by the Customer and a new set of files to be provided. The second section (titled ‘Observations’) shows issues that may affect the quality of the data but do not necessarily have to be corrected in order for the conversion to continue. Customer may decide to move forward with current data and cleanup observation issues at a later time. During the data checking phase, codes will also be validated against existing JWorks code values. If a given code does not have a matching value in JWorks, the Customer will have the opportunity to create a matching code or “map to” an already existing code. All codes must have a matching value, a mapped value, or a default value before the conversion can continue. Data conversion does not include equivant staff fixing or scrubbing the Customer source data. Test Data Load equivant will perform one Test Data Load with limited volume case data provided by the Customer. Once the data conversion scripts are developed, the Customer will provide a sample data set of approximately 1,000 representative cases, defined as per the Data Mapping Business Rules. equivant will run a test data load on this data set and provide a Data Issues Report detailing any required modification to source data and scripts . equivant will rerun the Test Data Load process with a new set of sample test data after identified issues have been remedied. A test data load is a predecessor activity to the start of System Administration Training and Configuration Assistance. Mock Implementation Run Two mock conversions will be performed emulating the final implementation. Each mock conversion will be performed per the project schedule. For each conversion, the Customer will provide files of data extracted from the legacy systems, formatted according to equivant specifications. Detailed statistics by script, source table and JWorks table guarantee that the conversion effort has accounted for each row of data. A Data Statistics Report is provided for each mock conversion. Benchmarks are set utilizing time estimates from each mock conversion run. Additional critical comments are tracked in order to ensure they are equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 13 executed during implementation. Once the mock conversion is completed, the Customer will be required to review converted data and document corrections needed. As necessary corrections are found, they will be submitted to the equivant Project Manager and conversion team. Corrections may also be required for the source data. These corrections are the responsibility of the Customer. Final Conversion Run: Final conversion will occur just prior to go-live. At this time, all agreed upon data will be migrated from legacy systems to the Customer’s production JWorks environment as rehearsed during the mock conversions. During the week prior to your go-live, a conference call will take place to review the migration steps, determine the resources required, and solidify outstanding migration items. This will include reviewing roles, responsibilities and timelines for the final data conversion. The database backups must be re-scheduled, and a final review of the database configuration is required. At the previously scheduled time, the affected Customer legacy databases must be shut down, and data entry will cease in preparation for the final data extract. When backups are completed, the conversion process will begin. In order to ensure that the conversion runs smoothly during the go-live run, the Customer may be requested to stop day-to-day operations on the Thursday and Friday prior to the scheduled (weekend) conversions . This provides you and equivant the time needed to effectively implement the conversion process. Your resources must be available to validate the data the day prior to go -live so you can formally approve the data for go-live. The Customer will not utilize JWorks to support production business process until such time as the Customer has validated and approved the data conversion for go-live. Stabilization: Following the final conversion acceptance, the stabilization period begins. This typically lasts one week and includes performance analysis and general clean up. Table and index statistics are updated to ensure efficient data entry and retrieval. Any data attributes that are missing or formatted incorrectly will be addressed. Pending review of these documents, resolution will be determined, and the attributes will be corrected. Any remedy outside the outlined scope will go through the Change Management Process. Deliverables for Data Conversion:  Conversion Strategy Plan  Data Mapping Business Rules  Data Conversion Mapping Spreadsheet (Customer)  Data Code Value Mapping (Customer)  Data Files (Customer)  Data Issues Report  Data Statistics Report  Data Loaded in JWorks  Data Validation (Customer) Payment Milestones for Data Conversion: Data Migration-Conversion will be invoiced at $23,400.00, with $8,000.00 invoiced at the end of the month in which the Test Load has been completed, $7,000.00 invoiced at the end of the month in which Mock Run 1 has been completed, $6,000.00 invoiced at the end of the month in which Mock Run 2 has been completed, and $2,400.00 invoiced at the end of the month in which the Final Run [Go-Live] has been completed. equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 14 Item Fee Completion of Test Data Load $8,000.00 Completion of Mock Run 1 $7,000.00 Completion of Mock Run 2 $6,000.00 Completion of Final Run $2,400.00 equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 15 Document Template Migration Assistance JWorks Document Generation allows an Administrator to upload document templates in Microsoft Word format, configure merge fields to work with JWorks data tokens, and to define a set of default values for each generated document. For example the administrator can define whether the document is to be generated automatically or manually and whether it is to be printed, emailed and/or stored in the document management system. JWorks allows the user to “test generate” documents from the configuration page so changes can be made as necessary without opening multiple screens. The automated upload capabilities in the JWorks document administration screens will reduce the risk and overall level of effort required to migrate the document templates. The intent is to reuse existing templates from legacy systems to the degree possible while leveraging additional JWorks document features and functions. Document Template Identification: You will provide a preliminary document template inventory for equivant to review. equivant will provide feedback on whether each of the proposed document templates can be used with JWorks and what changes may be necessary to merge the document with data from JWorks. You will reconcile the feedback to determine the final inventory of document templates to be loaded to JWorks. Document Template Upload, Configuration and Testing: You will perform incremental configuration and testing on uploaded documents utilizing the ‘test generation’ functionality in JWorks. equivant will ensure you have the necessary knowledge to upload document templates, configure their merge fields to work with JWorks data tokens, and test that each document is generated correctly. This activity will occur in your JWorks test environment. Final Document Template Migration: A few weeks prior to your production go-live, a final migration will occur in which you migrate the fully configured document templates from your JWorks test environment to your JWorks production environment. During the week prior to this migration, a conference call will take place to review the migration steps, determine the resources required, and solidify outstanding migration items. This will include reviewing roles, responsibilities and timelines for the final document template migration. Deliverables for Document Template Migration Assistance:  Document template migration assistance Payment Milestones for Document Template Migration Assistance: Document Template Migration Assistance will be invoiced at $4,680.00 with $3,000.00 invoiced at the end of the month in which the document templates are migrated to the non-production environment and $1,680.00 invoiced at the end of the month in which the document templates are migrated to the production environment. Item Fee Document Templates Migrated to Non-Production Environment $3,000.00 Document Templates Migrated to Production Environment $1,680.00 equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 16 Interfaces This statement of work does not include implementation of automated interfaces to exchange information between the JWorks Case Management System and partner agencies. If the Customer determines that interfaces are needed, it will require a project change request. At that time, equivant will determine the scope and feasibility of the request and any impacts to the project schedule and budget. equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 17 JWorks Software Customization This statement of work does not include customization of the JWorks Case Management System or other applications provided by equivant. If the Customer determines that software customizations are needed, it will require a project change request. At that time, equivant will determine the scope and feasibility of the request and any impacts to the project schedule and budget . equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 18 Training An equivant Trainer will provide guidance as to training strategy, deliver training to your project team in use of the various applications and will help your in-house Trainers prepare for end-user training. equivant will provide training in the following areas:  JWorks Case Management System (System Administration)  JWorks Showcase Document Management System (System Administration)  JWorks Case Management System (Train-the-Trainer)  JWorks Reporting Module (Report Writer) The Customer is responsible for providing training facilities. Develop Training Plan equivant will work with your project manager to develop a training plan specific to your organization. The training plan will identify training audience(s), finalize the specific training topics and number of days planned for each training audience, and assign roles and responsibilities for preparing your organization to be successful with the JWorks Case Management System. JWorks User Documentation equivant will provide standard JWorks User Documentation. JWorks User Documentation does not address your organization’s unique JWorks configuration and/or business processes. JWorks Case Management System - Systems Administration Training equivant will provide JWorks/Showcase System Administration Training for up to four people. This training will prepare students to provide day-to-day system administration of JWorks and the Showcase Document Management System. This training includes the following content areas:  User Administration and Security  Screen Designers  Number Generation-Sequence  Document Generation  Document Template Migration  Default File Structure  Code Tables  Global Settings  Organization  Sentence Templates  Workflow Configuration  Technical System Administration JWorks Case Management System - Train the Trainer equivant will provide five days of JWorks Train the Trainer for up to 10 people. As part of this training, an equivant trainer will work with your trainers to customize training classes appropriate to your training audiences and will help your trainers develop training materials specific to your organization’s unique JWorks configuration , user roles and business processes. A variety of topics will be covered as necessary to cover all job functions outlined in the training plan, such as: equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 19  JWorks Introduction  Dashboard – Components (e.g. Calendar, Tasks)  Dashboard – Reports  Case Initiation  Event Processing  Document Generation  Name Management (Persons, Officers, Attorneys, etc.)  Using the Electronic Filing Cabinet JWorks - Report Writer Training equivant will provide five days of JWorks Report Writer Training for up to four report writers. This training will cover the JWorks data model and JWorks Report Writer tool and will prepare students to write reports against the JWorks database. Deliverables for Training:  Training Plan  JWorks Standard User Documentation  JWorks/ShowCase System Administration  JWorks Case Management System - Train-the-Trainer  JWorks Report Writer Training Payment Milestones for Training: JWorks end user documentation and training will be invoiced at $23,400.00 with each training component shown below invoiced at the end of the month in which a training day for the component was provided. Item Fee JWorks Case Management System - System Administration $7,800.00 JWorks Case Management System – Train the Trainer Training $7,800.00 JWorks Report Writer Training $7,800.00 equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 20 Go-Live Support As part of planning and preparing for go-live, equivant will conduct planning meetings with you to assess readiness, document go-live and cutover activities, define go-live contingency plans, and identify production support roles and responsibilities. equivant will document these sessions in the form of a g o- live plan. It is expected that the go-live plan is a document of no more than five pages. When you commence live operations, equivant will schedule appropriate staff to provide on-site “go live” assistance for the first business week of production use of the Software. Deliverable for Go-Live Support:  Go-Live Plan  Go-Live support Payment Milestones for Go-Live Support: equivant will invoice $12,480.00 for go-live support at the end of the first month in which go -live support services are provided. Item Fee On-site Go-Live Support $12,480.00 equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 21 Preliminary Project Schedule Project Schedule: Below please find a preliminary timeline for implementing the project scope. You and equivant will jointly update the timeline as one of the first project activities. equivant will create and maintain a project schedule in MS Project. equivant JWorks – Kittitas County District Attorney Stateme nt of W ork P a g e | 22 equivant JWorks – Kittitas County District Attorney State ment of W ork P a g e | 23 Additional Project Assumptions General 1. equivant’s estimates do not include installation and-or configuration of any computer hardware or peripheral equipment. You will be responsible for installing and configuring computer hardware and peripheral equipment such as printers and bar code equipment (if applicable) unless otherwise noted. 2. You will have all of the necessary and appropriate personnel at all of the meetings for the purpose of defining the requirements of the system. 3. You will appoint a single point of contact for the duration of the project. This person should have project management responsibilities and decision-making authority. This person will be the focal point of contact for the equivant Project Manager. 4. A training day is eight hours or less training provided on a single day . Unless expressly stated all training will be provided during normal business hours (eight am to 5 pm local time). 5. Customer is responsible for providing a suitable training environment that includes a personal computer for each student. 6. This proposal does not include any data conversion services other than t hose specifically described herein. 7. This Statement of Work does not include any costs associated with third party vendors or software that may be needed to complete the implementation. 8. Customer is responsible for all manual data entry. 9. equivant has estimated travel cost at $12,000.00 This estimate assumes 8 one-person interstate trips as follows:  2 Project Manager  1 Business Analyst  3 Trainer  2 Go-Live Assistance Travel expenses will be invoiced for reimbursement at cost. Project Management and Risk Factors 10. Your project manager will be responsible for obtaining any required authorizations, approvals and-or signoffs by Customer related to project deliverables and project progression in a timeframe in alignment with the project work plan. Delays to this process as well as any Customer tasks not completed within the work plan timeframe will be subject to the Change Order Management process, delayed deadlines, and increased services fees. 11. This Statement of Work does not include the expenses associated with your activities or resources assigned to the project. 12. The project schedule is contingent upon the timely attainment of several external milestones that are outside the control of equivant. Examples include but are not limited to the acquisition of the requisite software licenses and hardware and the approval of requisite capital appropriation requests as required. equivant JWorks – Kittitas County District Attorney State ment of W ork P a g e | 24 13. Circumstances may necessitate changes to the tasks and/or time estimates, at which time you and equivant will discuss these changes in good faith at the earliest opportunity. Customer Resources 14. Assumes all your key project team resources will be committed to the project as of the project start date. 15. Assumes Customer will provide the following resources to ensure a successful implementation of the products. o Executive Steering Committee – Without proper vision and guidance from an organization’s executives, many projects fail to reach their desired goals and objectives . The role of the Executive Steering Committee will be to participate in setting the goals and scope of the project and to participate in periodic status meetings with the project team. o Project Manager - A Project Manager will be assigned with appropriate decision-making authority. o Subject Matter Experts - These resources will be considered part of the core project team and will participate in tasks including Project Team training . Often these experts consist of Functional Leads in their respective areas of expertise, as well as other supporting personnel from the various departments. The resources designated for these roles should have a good working knowledge of how Customer processes are performed and understand the reasons for the current processes.