HomeMy WebLinkAboutKittitas County WA_SOW_PF_06.04.18 (1)
Statement of Work
Kittitas County, WA
OpenGov Cloud Implementation
SOW Effective Date 5/29/2018
Created By Santana Shorty
CONFIDENTIAL
OpenGov - Statement of Work Page 1
1. Objective
1.1. Summary
This Statement of Work (“SOW”)identifies services that OpenGov,Inc.(“OpenGov”)will
perform for Kittitas County,WA (“Customer”).This SOW is subject to,and hereby
incorporates by reference,the terms and conditions contained in the Software
Subscription Agreement (the “Agreement”)to which it is attached between Customer and
OpenGov.
OpenGov will enable and support the Customer to deliver on the Scope of Work outlined
below. The objective of this Statement of Work (SOW) is to define the scope, activities,
roles and responsibilities, and timeline necessary to successfully execute this deployment
project. This project aims to implement the OpenGov Cloud for the Customer to enable
effective and accountable governing. This SOW defines the scope and deliverables for a
successful implementation of the full OpenGov Cloud.
2. Scope
2.1. Project Scope
The project scope includes the following services and deliverables. Any items not
specifically included in scope will be considered out of scope.
OpenGov will provide Professional Services to implement some portions of the OpenGov
Cloud solution, which includes the Budget and Planning, and Operational Performance
solutions, with ERP Integrations, and CAFR and Budget Book by Wdesk.
2.2. Deliverables
Basic Operational Performance Deployment Package
Product Setup ●4 Standard Reports (Annual, Budget to Actuals,
Balance Sheet, and Transactions)
●Up to 5 years of data
●Standard saved views
●2 strategic initiative dashboards from OpenGov list
●2 KPI tiles per initiative (and corresponding reports)
●Up to 4 datasets
Training ●Administrator Training
Hours 44
OpenGov - Statement of Work Page 2
Standard Budgeting & Planning Deployment Package
Product Setup Budget Builder
●1 customer-specific chart of accounts
●1 data validation report
●1 budget milestones report
●1 budget to actuals report
Personnel Cost Forecasting/Workforce
●1 authorized position list report
●1 total compensation detail report
Budget Book
●1 Budget Book document (see details in the table
below, Budget Book Standard Onboarding Package)
Training ●Administrator Training
●Training to departments
●Training to council and/or agency management, etc.
Project Scope ●Project support to "Budget Kick-off"
●Project continues until Adopted Budget (includes
Budget Development and Budget Approval).
●Weekly/bi-weekly calls
●Submitted proposal review
●Budget milestone data support
●Budget end user assistance
●Training and presentation prep
●Proposal creation assistance
Hours 110
OpenGov - Statement of Work Page 3
Budget Book Standard Onboarding Package
The Standard Package includes the below services for one Budget Book document.
Document Set-Up
Import and
Format Main
Document
Import document (must be in .docx format for document or .pptx format for
presentation or .xlsx format for tables/workbooks/spreadsheets) provided by
Customer. Set up document outline and break document into appropriate
outline sections. Review text and tables for formatting accuracy (font style,
font size, spacing, borders, shading). Set up default header and footer.
Import and place graphics. Set up the Table of Contents to auto generate
page numbers, edit text to reflect current quarter and add hyperlinks to text.
The remainder of the document content will be as imported.
Linking Includes example linking to the main document, examples described below
for a Budget Book document.
For Budget Book:
one (1) complete budget program
Set-up Hours Workiva support team will spend up to 40 hours on the Document Set-Up. If
additional time is required, customer will be expected to move to the
subsequent onboarding package.
Services
Process
Improvement
Consultation
Workiva's solutions architect team will spend up to 4 hours with your
reporting team. This time will allow Workiva's team to evaluate and review
data source files and how they integrate with your final report(s) in Wdesk.
The Solutions Architect will provide recommendations in Wdesk reports to
increase reporting efficiency based upon automation of data feeds.
Training Workiva's support team will spend up to 4 hours with your reporting team
training on the Wdesk Account and Budget Book project editing and
maintenance following implementation. Five training sessions will be offered:
Wdesk Application Introduction & Account Overview,
Wdesk Account Administration,
Wdesk Document Editing & Formatting,
Wdesk Spreadsheet Editing, and
Wdesk Linking & Wdesk Sync.
OpenGov - Statement of Work Page 4
CAFR Standard Onboarding Package
The Standard Package includes the below services for one CAFR document.
Document Set-Up
Import and
Format Main
Document
Import document (must be in .docx format for document or .pptx format for
presentation or .xlsx format for tables/workbooks/spreadsheets) provided
by Customer. Set up document outline and break document into
appropriate outline sections. Review text and tables for formatting
accuracy (font style, font size, spacing, borders, shading). Set up default
header and footer. Import and place graphics. Set up the Table of
Contents to auto generate page numbers, edit text to reflect current
quarter and add hyperlinks to text. The remainder of the document content
will be as imported.
Linking Includes example linking to the main document, examples described below
for a CAFR document.
For CAFR:
example linking of Statements of Net Position, Revenues Expenses and
Changes in Net Position, and Cash Flows for one of the following:
Governmental Fund Financial Statements, Proprietary Fund Financial
Statements, or Fiduciary Fund Financial Statements.
Set-up Hours Workiva support team will spend up to 40 hours on the Document Set-Up.
If additional time is required, customer will be expected to move to the
subsequent onboarding package.
Services
Process
Improvement
Consultation
Workiva's solutions architect team will spend up to 4 hours with your
reporting team. This time will allow Workiva's team to evaluate and review
data source files and how they integrate with your final report(s) in Wdesk.
The Solutions Architect will provide recommendations in Wdesk reports to
increase reporting efficiency based upon automation of data feeds.
OpenGov - Statement of Work Page 5
Training Workiva's support team will spend up to 4 hours with your reporting team
training on the Wdesk Account and CAFR project editing and maintenance
following implementation. Five training sessions will be offered:
Wdesk Application Introduction & Account Overview,
Wdesk Account Administration,
Wdesk Document Editing & Formatting,
Wdesk Spreadsheet Editing, and
Wdesk Linking & Wdesk Sync.
Financial ERP Integrations Deployment
Product Setup ●Scope, Design, Setup and Deploy integrations for
the following ERP system types:
○Cayenta
■Budget Dataset
■Expense and Revenue Dataset
3. Schedule
OpenGov will schedule resources for this project upon signature of this SOW. Unless
specifically noted, the OpenGov assigned project manager (as identified below or such
alternate designated by OpenGov, the “OpenGov Project Manager”) will work with
Customer to develop the project schedule for all requested deliverables under this SOW.
OpenGov reserves the right to adjust the schedule based on the availability of OpenGov
resources and the deliverables provided by Customer.
4. Project Organization
4.1. Project Team
OpenGov
OpenGov will assign a Project Manager (the “OpenGov Project Manager”) upon execution
of the SOW. The OpenGov Project Manager will coordinate any additional resources
needed from OpenGov.
Customer
Customer will assign a project manager (the “Customer Project Manager”) and technical
resource prior to project kick-off. The Customer Project Manager will be the primary
contact person at Customer and will coordinate all Customer resources needed to
complete the project. It is anticipated that there areas of need will be in Finance, Data
Gathering, and the IT department.
OpenGov - Statement of Work Page 6
4.2. Project Responsibilities
The project responsibilities for each organization are outlined below:
OpenGov
1.Manage delivery of in-scope items in coordination with Customer.
2.Make available deliverables to Customer project team for review and verification.
3.Provide relevant technical details and documentation for data requirements for
Customer’s environment.
4.Keep Customer Project Manager informed of project progress and communicate
any issues relating to the project in a timely manner.
5.Establish documentation and procedural standards for the project.
6.Review and administer project change control, as described in Section 5, Change
Control Procedures.
7.Ensure that all meetings and training sessions are attended by OpenGov
personnel, as scheduled.
Customer
1.Make available a representative to serve as the primary contact for OpenGov
Project Manager to coordinate project activities.
2.Make available appropriate representatives with the authority to review and
approve deliverables produced during the project.
3.Make available appropriate Subject Matter Experts (SME) to support the project
needs, test integrations and provide Customer environment specific technical
details.
4.Setup firewall rules to allow incoming requests from OpenGov’s proxy over
HTTP/HTTPS to Customer systems.
5.Communicate any issues relating to the project to OpenGov Project Manager in a
timely manner.
6.Provide acceptance of deliverables and Project in a timely manner.
7.If Integration services are purchased, Customer will be responsible for
making any modifications to Financial System (ERP) and make available
access for integration to OpenGov software. The Customer will be
responsible for ensuring that the versions of Financial System (ERP) running
on all environments remain the same across all environments.
8.Customer will be responsible for any infrastructure required to access
OpenGov, and will maintain relevant non-OpenGov software licenses and
infrastructure needed for this project i.e. accounting system licenses. Please
note, OpenGov software is optimized for Google Chrome.
9.The Customer will be responsible for ensuring that all meetings and training
sessions are attended by personnel, as scheduled.
4.3. Implementation Methodology
OpenGov - Statement of Work Page 7
OpenGov uses an iterative methodology, with a focus on rapid implementation of a
configured system. This methodology requires a degree of focus from the Customer and
collaboration between both parties to complete work products in a timely manner.
1.Initiate Phase
a.Key Activities: Discovery, Design Sessions, Solution Document Review
b.Key Work Products: Data Inventory, Functional Model Build, Solution
Document
c.Summary: The Initiate Phase is the first step of the implementation project.
The purpose of this phase is to define the success criteria of the project,
make design decisions based on the functional model build, and begin
gathering data that needs to be loaded into the OpenGov platform. At the
end of the Phase, a Solution Document will be created that outlines how
the solutions will be implemented.
2.Configure Phase
a.Key Activities: Application and Solution Configuration, Data Load
b.Key Work Products: Peer Review
c.Summary: The Configure Phase consists of application configuration, and
solution configuration as defined in the Solution Document. OpenGov will
also load the data gathered in the Initiate Phase from the Customer to use
for unit testing purposes. The Phase ends with a Peer Review done by an
OpenGov Subject Matter Expert to confirm that the solution follows
OpenGov best practices.
3.Validate Phase
a.Key Activities: User Acceptance Testing, Data Confirmation
b.Key Work Products: Test Scripts, Test Acceptance
c.Summary: The Validate Phase starts with a review of the entire solution
with the Customer project team to confirm that all project elements have
been implemented. Once that process has completed, the Customer will
execute test scripts and validate that data is being represented accurately
in the solution. If any issues are found, they will be logged and the
OpenGov team will assess the issue and resolve as needed. The Phase
ends with the Acceptance of test results by the Customer.
4.Deploy Phase
a.Key Activities: Administrator Training, Go Live Support, Transition to
Customer Success Manager and Technical Support
OpenGov - Statement of Work Page 8
b.Key Work Products: Project Documentation, Project Acceptance
c.Summary: The purpose of the Deploy phase is to complete the Admin
Training process, provide Go Live Support, and begin Transition activities
to close the project. Post Go Live Support is technical assistance with the
project team and issue resolution for the solution during the two week
period after Go Live. Once this period has passed, the Project team will
begin working on transition activities to the Customer, the CSM, and the
Customer Technical Support Function. The Project closes upon the
acceptance of the project and a brief survey to provide feedback about
the experience.
5. Change Control Procedures
No amendments, changes or other modifications to this SOW will be effective without a
written project change order, in the form attached hereto as Appendix 1 (a “Project
Change Order”). The Project Change Order will describe the change, the rationale for the
change, and specify any change in the charges, estimated schedule, or other terms. The
terms of a mutually agreed upon Project Change Order will prevail over those of this SOW
or any previous Project Change Orders. Such Project Change Order may require
additional charges, which will be set forth in the Project Change Order.
6. Fees and Expenses
6.1. Fees and Payment Terms
All fees and expenses will be paid in accordance with the Order Form to which this SOW
is attached.
6.2. Travel Expenses
All rates and fees are exclusive of work-related travel, living and other expenses.
Customer will be billed for actual expenses as incurred.
OpenGov - Statement of Work Page 9
1.Appendix 1
Project Change Order
Customer:
Project:
Date
Requested:
Requested by:
Reason for Change
Scope of Change
Project Impact (Schedule and Cost)
Approvals
OpenGov Customer
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:
OpenGov - Statement of Work Page 10