IAEA Specification. Provision of Oracle and related technologies skilled resources STATEMENT OF WORK. Page 1 of 14

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1 STATEMENT OF WORK Provision of Oracle and related Page 1 of 14

2 1. Introduction The IAEA's ERP project, known as the Agency-wide Information System for Programme Support (AIPS), will improve the quality, accuracy, timeliness and accessibility of management information, and will harmonize and streamline the processes that underpin Programme delivery. The objective is to implement a single, fully integrated solution that leverages Oracle ebusiness Suite ERP, Oracle Hyperion EPM, Oracle Taleo and best practice processes, replacing 45 stand-alone systems. AIPS will be introduced in multiple plateaus. Plateau 1, focused on processes related to the Finance, Procurement and implementation of Programme and Project Management, went live in year Plateau 2 introduced the Contacts Management and Programme and Budgets development and evaluation processes and was completed in year The current phase, AIPS Plateau 3, will develop solutions to address processes related to Human Resources Management (including Payroll) and in the final phase Plateau4 the areas of Travel and Meeting Management are envisioned to be addressed. A dedicated ERP support organization, AIPS Services Unit (ASU), has been established to provide on-going support to the users, provide ongoing training as well as bring improvements to the implemented systems. The IAEA is seeking expertise of functional, technical, and training consultants with skills in various Oracle ERP, Oracle Hyperion EPM and related technologies, as mentioned in this Statement of Work, to be provided as and when requested by the IAEA, for any duration to be agreed in advance. These consultants will augment existing IAEA teams working on the AIPS project as well as ASU and will be assigned tasks within respective work areas, and are managed by IAEA team leads for respective domains. Additionally, IAEA is seeking to establish standard rates for development work considered as work packages in relation to E-Business implementation such as development of Reports, Interfaces, Conversions, Extensions, Forms and Workflows based on Oracle ebusiness Suite Release 12 stack with Oracle Hyperion and Oracle Business Intelligence Enterprise Edition (OBIEE). 2. Environment The AIPS application is hosted at United Nations International Computing Center (UNICC) in Geneva, Switzerland. Most of the IAEA users are based in Vienna and a very limited number of users are spread across different IAEA offices. The working language of the IAEA is English. The Contractor s consultants and developers will be provided access to nonproduction instances. If the Contractor s consultants and developers are engaged off-site, the Contractor shall allow access to IAEA data only to those consultants and developers that are engaged by the IAEA. The contractor should revoke such access to their staff once they are rolled off the engagement. Page 2 of 14

3 The teams use Subversion as code repository, Oracle Test Manager for requirements, test plans and issue management, and SharePoint for document management. 3. Special Requirements The consultants and developers shall meet the profile of the experience and skill requirements as defined below. With regards to the pool of Consultants, it is requested that resources shall have Release 12, Hyperion Release11, OBIEE Release 11 proven experience and skillsets Functional Consultant Senior consultants/team leads shall have at least 6 to 8 years of experience in implementation or support of various modules of Oracle ERP (or various related technologies), with minimum 3 full life cycle implementations on Oracle ebusiness suite Release 12. Junior consultants shall have at least 3 to 5 years of experience in implementation or support of various modules of Oracle ERP (or various related technologies), with minimum 1 full life cycle implementation on Oracle Release ebusiness Release12. Principal Consultants shall have at least 8 years of experience, with minimum 5 full cycle implementations on Oracle ebs. They shall be wide-ranging experienced professionals, taking ownership of complex issues and developing creative solutions and workarounds in effective and efficient ways, within appropriate timelines. Functional consultants shall have strong knowledge and experience in two or more of the following Oracle application modules: Finance: Oracle General Ledger Oracle Payables Oracle Payments Oracle Receivables Oracle Fixed Assets Oracle Cash Management Oracle Treasury Procurement: Oracle Sourcing Oracle iprocurement Oracle Purchasing Oracle Inventory Oracle EAM Page 3 of 14

4 Programme & Project Management: Oracle Grants Accounting Oracle Project Costing Oracle Project Foundation Oracle Project Management Planning and Evaluation Oracle Hyperion Planning Contacts (MDM/CRM) Customer Data Hub Supplier Data Hub Customers Online Oracle Marketing Human Resources: Oracle Human Resources Oracle Self Service HR Oracle Learning Management Oracle Payroll Oracle Labour Distribution Oracle Taleo recruitment Oracle Taleo on-boarding/transition Oracle Performance Management Oracle Fusion Performance Management Others: Oracle isupport Oracle TeleService Oracle isetup Oracle Governance Risk and Controls Suite Oracle Role Based Access Control (RBAC) Config SnapshotMicrosoft SharePoint Consultants with Grant Accounting experience and public sector UN experience are desirable. The functional consultants are expected to work as follows: Participate in the project or support activities and work as a functional consultant to undertake various tasks such as requirements analysis, fit gap analysis, solution design, build configuration, data conversions, process testing and cut over to new system, or any other tasks related to the implementation/support of the ERP system; Prepare functional designs and test the delivery of RICEFW components (reports, interfaces, extensions, conversions, workflow) and support custom component development; Test the solution and the custom components developed; Prepare training material and train end-users; Page 4 of 14

5 Provide application support to users once the new system is Live; and Trouble shoot system issues, follow up with Oracle and other third party vendors for the service requests, test the system patches, resolve integration issues and provide such other necessary support as may be required. Prepare reports using Oracle OBIEE; 3.2. Solution Architect Solution Architect consultants shall have at least 7 years of experience and at least three end to end life cycle implementations on Oracle E-Business Suite, including one implementation Oracle Release 12. They shall also have experience in Oracle E-Business Suite Application Support in large complex environments is desirable. Principal Solution Architect consultants shall have at least 8 years of experience, with minimum 5 full cycle implementations on Oracle ebs. They shall be wide-ranging experienced professionals, taking ownership of complex issues and developing creative solutions and workarounds in effective and efficient ways, within appropriate timelines. Solution Architects consultants shall have the following skills and knowledge: With respect to the design, development, deployment and operation of Oracle E- Business Suite, specifically Release 12 Oracle Financials and Procurement, Human Resources and Payroll. Knowledge of Oracle Release 12 Projects &Grants is highly desirable. Knowledge of OBIEE is highly desirable Knowledge and exposure to Oracle Hyperion Planning, Hyperion Financial Reporting is desirable. The solution architects are expected to work as follows: Provide solutions which are robust and are aligned with overall application architecture Undertake necessary architecture review activities Resolve cross functional issues within and across teams 3.3. Technical Consultant Senior consultants/team leads shall have at least 6 to 8 years of experience in implementation or support of various modules of Oracle ERP (or various related technologies), with minimum 3 full life cycle implementations on Oracle ebusiness suite Release 12. Page 5 of 14

6 Junior consultants shall have at least 3 to 5 years of experience in implementation or support of various modules of Oracle ERP (or various related technologies), with minimum 1 full life cycle implementation on Oracle Release ebusiness Release12. Principal Consultants shall have at least 8 years of experience, with minimum 5 full cycle implementations on Oracle ebs. They shall be wide-ranging experienced professionals, taking ownership of complex issues and developing creative solutions and workarounds in effective and efficient ways, within appropriate timelines. Specific to technical consultants, there are the following additional experience requirements: Developers shall have at least 3 to 5 years of experience in building or supporting custom components in the context of Oracle ERP (or various related technologies), with a minimum 1 full life cycle implementation on Oracle ebusiness Release 12 or related product. System Administrators shall have at least 3 years of experience in System Administration of Oracle ebusiness Suite, in areas of User provisioning, access and security policy and administration, APPS and DB proactive monitoring and Tuning, workflow monitoring, batch jobs monitoring, user administration, handling concurrent managers and other sysadmin related activities. Database Administrators shall have at least 3 years of experience in production system administration of Oracle Applications and Databases including installing, patching and managing Oracle technology components, including Oracle ebusiness Suite 12.x / DB 11g, OBIEE 10g / 11g, OAS, Weblogic Server. Knowledge of 11g database features like TDE, Database Vault, and RAT are quite essential. Hyperion Database Administrators shall have at least 3 years production administration of Hyperion Planning System Management including experience in installing, patching and managing Hyperion system technology components, user provisioning and access administration. Technical consultants 1 shall have strong experience in the following areas: Oracle Business Intelligence Enterprise Edition (OBIEE) Oracle BI Publisher Oracle PL/SQL Oracle Workflow Builder Oracle ADF, OAF Oracle Hyperion Planning and Reporting Oracle Essbase SOA Gateway Oracle Integration Repository Oracle Data Integrator Oracle Taleo Connect 1 This includes Developers, System Administrators, Database Administrators, Hyperion Database Administrators. Page 6 of 14

7 Oracle Forms and Reports Oracle System Administration Oracle Database Administration (DBAs) Any other Oracle Technical skill sets as may be required for development of custom components to assist the implementation or support of Oracle ebusiness Suite and related tools (OBIEE, Hyperion). Oracle Testing suite (OATS) Noetix Answers and reporting Any other Oracle technology components and tools SharePoint consultants should have at least 4 years of experience in developing, managing and enhancing Microsoft SharePoint application. Kintana consultants should have at least 4 years of experience in designing, developing, and managing Kintana application. The Technical Consultants 2 are expected to work as follows: Build and test BI Publisher Reports; Modify existing workflows; Design and develop new workflows; Design and develop application extensions (OAF and/or ADF) to meet process gaps; Design and develop interfaces with existing legacy systems using standard APIs or Oracle open interfaces; Development of Alerts; Development of OBIEE reports, utilizing and extending third-party Noetix Views where relevant; and Create, administer and maintain Hyperion applications, add dimensions and members, load data, set up security, create and maintain data forms and reports, set up calculations and business rules; Build ODI routines Build Hyperion financial reports Build reports using Taleo Build integrations with Oracle Taleo using TCC. Any other related work in Oracle technologies 3.4. Technical Architect Technical Architects shall have at least 7 years of progressively responsible experience, with prior experience working as a technical architect and specific experience in working with Oracle E-Business Suite. They shall also have experience in the implementation of Oracle E-Business Suite on at least 3 large enterprise scale solutions. In addition, 2 This includes Developers, System Administrators, Database Administrators, Hyperion Database Administrators Page 7 of 14

8 experience of working in E-Business suite involving projects on finance, procurement, programme and projects, human resources, payroll, and Hyperion planning is highly desirable Principal Technical Architect consultants shall have at least 8 years of experience, with minimum 5 full cycle implementations on Oracle ebs. They shall be wide-ranging experienced professionals, taking ownership of complex issues and developing creative solutions and workarounds in effective and efficient ways, within appropriate timelines. Technical Architect consultants shall have the following skills and knowledge: Strong understanding of the E-Business Suite technical architecture, release 12 Sound understanding of Oracle AIM (applications implementation methodology). Extensive knowledge of Oracle E-Business Suite integration approaches and technologies Extensive knowledge of Oracle E-Business Suite custom development methodologies, processes, tools and techniques The Technical Architects are expected to work as follows: Provide technical architect assistance in creating scalable solutions Capture non-functional requirements and facilitate non-functional testing of the applications built Ensure optimal integration solutions are deployed Ensure custom solutions built are scalable and maintainable as per Oracle recommendations and industry best practices Evaluate various tools and techniques released by Oracle, or other third parties, help the project team adapt the tools. Provide necessary technology advice Project Manager Project Manager consultants shall have at least 7 years of progressively responsible relevant practical experience in IT, including experience in responsible roles in at least 5 Oracle E- business suite projects. Also, they shall have experience of running various key project streams such as Reporting Stream, Data Conversions, Cut Over and Transition streams in Oracle E-Business environment. Principal Project Manager consultants shall have at least 8 years of experience, with minimum 7 full cycle implementations on Oracle ebs. They shall be wide-ranging experienced professionals, taking ownership of complex issues and developing creative solutions and workarounds in effective and efficient ways, within appropriate timelines. Project Managers consultants shall have the following strong skills and knowledge: Project Management Processes based on Prince2 methodology. Ability to manage and prioritize among projects and conflicting priorities. Demonstrated ability to lead project activities in accordance with Oracle Applications Implementation Methodology (AIM). Page 8 of 14

9 Demonstrated ability to manage all application activities related to system upgrades and new product Implementations on Oracle ERP, from business requirements definition through solution implementation. Understanding of Oracle ERP configuration management, data conversions approach, integrations approach, cutover/transition approach, end- user training approach in an ERP environment. Project Managers consultants are expected to work as follows: As a project manager, undertake a specific stream of work, such as design, development, specifications, testing, cut-over, supervise the team, provide necessary guidance to the team and report progress to AIPS management timely and ensure that deliverables are completed as per the agreed timelines Project Support Project Support consultants shall have a minimum of six years of relevant ERP project support experience. Project Support consultants shall have the following skills and knowledge: ERP project support knowledge, in particular in the areas of human resources, finance and travel. Knowledge in drafting and formatting reports and preparation of statistics. Project Support consultants are expected to work as follows: Assist AIPS / ASU Project Managers in managing project plans, maintain issue and risk registers Provide general assistance to the project managers in creating, maintaining and executing project plans, including critical path analysis, resource loading etc. Support Project Managers in managing resource onboarding / offboarding Assist in preparing various project management reports 3.7. Training Consultant Training consultants shall have at least 4 years of experience in training end-users on Oracle ERP, and a good working knowledge of various modules of Oracle ERP and EPM along with strong expertise of Oracle UPK. Training consultants shall have as a minimum experience with the following: Oracle User Productivity Kit Oracle Tutor. Page 9 of 14

10 The Training consultants are expected to work as follows: Prepare training plans and schedules; Create super user and end-user training material using Oracle User Productivity Kit (UPK); Deliver super user and end-user training; Provide end-user production support in post go-live walk-in sessions; and Participate in user workshops to handhold end-users and help them adapt to the solution QA Consultant QA consultants shall have at least 4 years of experience in testing systems based on Oracle ERP, and a good working knowledge of various modules of Oracle ERP and EPM. Training consultants shall have as a minimum experience with the following: Strong knowledge and expertise of Oracle Testing Manager Strong knowledge of Quality Assurance processes within the context of an Oracle ERP application. The QA consultants are expected to work as follows: Setup and execute Quality Assurance processes related to system design, build or test for AIPS project or operations Review various project artefacts, including process, design and configuration documentation Co-ordinate with various contractor staff to implement review feedback Requirements common to all consultant profiles It is expected that the consultants shall have the following specific skills: Strong understanding of Oracle AIM Methodology Strong understanding of recommended development standards Experience of the relevant domain, such as accounting, Human resources etc. Excellent communication skills and ability to communicate conceptual ideas clearly and effectively; Ability to operate at a team member level or team lead level fairly independently; Good documentation and presentation skills; Experience in interacting with the business units in the functional area; Experience in conducting architecture, design and solution workshops, application testing, and User Acceptance Tests; Experience in working independently with minimum supervision; and Fluency in written and spoken English. Knowledge of PRINCE2 Project Management methodology Knowledge of ITIL based IT support processes. Page 10 of 14

11 The IAEA reserves the right to seek an immediate replacement for any consultant, who is found unsuitable for the assigned tasks as determined by the IAEA. In such cases, the IAEA will request a replacement consultant, with equal or better qualifications and experience, to complete the tasks. If no suitable replacement consultant can be agreed upon, the IAEA reserves the right to terminate the assignment of the unsuitable consultant with immediate effect. Continuity of staff is an important consideration. The Contractor shall therefore keep changes to staff being assigned to the IAEA to a minimum. The Contractor s consultants shall conform to the IAEA s working hours and days when working at the premises of the IAEA. Value Add Services Contractor shall propose an induction program to help new consultants become productive in one to three months (depending upon service) after the start of their assignment at the IAEA (5000 words maximum, unlimited number of pictures or figures). The description of the induction program shall include the following points: Content of the induction program; Involvement expected from IAEA staff; Best practices used, if any; Specific examples of how such an induction program was done for another customer, if any Contractor shall propose a retention mechanism to encourage consultants to stay as required for the successful completion of a task and/or work package. Contractors are invited to demonstrate their willingness to invest in training whenever a competence needed for the successful completion of a task as required by the IAEA is not presently available. The above described value add services will be an important part of Contractor s evaluation as being indicative of Contractor s willingness to become a long term IAEA s Information Technology partner. The Contractor s consultants shall complete any tasks as assigned by the IAEA. For the development work the IAEA will request the Contractor to develop and deliver specific work packages. A work package may consist of one or more custom components to be delivered based on a functional or technical design or requirements document. IAEA expects the development and delivery from the Contractor s premises. IAEA will provide access to development and test environments and a focal point of contact to manage the delivery. Page 11 of 14

12 IAEA will provide licenses for software tools for the onsite resources. For offshore resources the Contractor shall take care of any technical or functional development related tools, IAEA will provide the enterprise application licenses (i.e. Oracle ERP, Hyperion software). The Contactor is expected to bring tangible re-useable materials from its previous projects and engagements, like different specific methodologies, internal tools, etc. that can be of Agency benefit. 5. Deliverables The deliverables for each assignment (for functional and technical consultants) shall follow established IAEA standards, and will typically include: Creating and maintaining process documents and system configuration documents; Architecture documents; Approach papers and strategy documentation (for example, Integration approach, data conversion approach); Detailed functional and technical design of the custom components; Testing documentation; Training documentation; Creating presentations for different types of users; and Any other document as assigned by the IAEA. For the development work packages, the Contractor shall, based on the specifications received in the agreed deliverable templates, provide the following for each component developed: Functional and Technical design document; System configuration document Build custom component (RICEFW Reports, Interfaces, Conversions, Extensions, Forms or Workflows) as per coding standards that will be provided by IAEA these should include code, code review checklist, installation routines and any documentation to assist UNICC in executing the code installation in controlled environments; Unit, System and Integration Test scripts; Test results of the executed Unit Test, System Test and Integration Test; and Updated documentation, if required, after resolving bugs raised during the testing; Co-ordination with UNICC on installation of the component in controlled environments, including production. Knowledge transition to ASU 4 weeks of post-production support. 6. Acceptance of work done Completion of the work of the consultants shall be at the time of acceptance of the agreed deliverable by the IAEA. For Consultants the IAEA will make payments every month for days worked the previous month upon presentation of invoice and signed timesheets certifying the consultants time. Page 12 of 14

13 Unless otherwise agreed, a calendar month comprises 21 working days. One workday shall consist of eight (8) hours excluding lunch. Payment will be made based on the actual number of days worked. Workdays shall be estimated, ordered, and invoiced at the half-day (four hour) level. For work packages the IAEA will make payments in accordance with the milestone payment schedule agreed for each work package. For Time and Material engagements, the contractor shall initially produce a timesheet and will raise the invoices monthly, upon approval of the timesheets. IAEA will test the work packages delivered and provide feedback to the contractor within 1to 2 weeks, depending on the complexity of the deliverable. Based on the results of testing, IAEA will either raise non conformities or formally accept the deliverable. Non conformities shall be fixed by the contractor at no additional cost to IAEA. For changes to scope, contractor may invoke a change request process and shall provide an additional quote to accommodate such changes. Further work may proceed only upon formal acceptance of the change request through a revision of the Purchase Order for the work package. For the work packages delivered, IAEA reserves the right to subject the work packages to an independent third party or internal audit, for adherence to coding standards and best practices. The contractor shall rectify any adverse findings of the audit, at no cost to IAEA. IAEA commits to complete any such audit and provide feedback to the Contractor within one month from delivery of the work package. The audit may be done where the component delivered is highly complex or critical in nature. 7. Performance Management The Contractor s performance under the Agreement will be measured by the IAEA using the following indicators: Resources Quality: 1. Number of consultants selected versus number of CVs received 2. Number of consultants for whom the travel time to Vienna after selection exceeded 6 weeks versus number of consultants selected 3. Percentage of consultants with unsatisfactory performance Deliverables Quality: 1. Number of deliverables not provided on time versus total number of deliverables 2. Number of deliverables not meeting acceptance criteria on first release versus total number of deliverables 3. Overall Quality = number of defects / number of delivered components Page 13 of 14

14 4. Time to resolve defects= average time between the moment defects are reported and closed 5. Average number of defects in the first 3 months following deployments Relationship Health and Efficiency: 1. Number of escalations above designated Program Manager 2. Customer Satisfaction Questionnaire Proactiveness: Number of solutions proposed / number of solutions deployed Cost Efficiency: Offshore target = Number of tasks processed offshore / total number of tasks Contractor s engagement management will be monitored based on response times to requests, issue management including escalations, and participation in the monthly status reviews. The IAEA is expecting a one day kick-off meeting at the IAEA as part of the first purchase order to establish the rules of engagement. Thereafter monthly status review meetings by telephone or video conferences will be held with the supplier s contract management to review the status of the work, including any open issues and performance, and to discuss upcoming activities to facilitate forward planning. The Contractor shall provide management escalation channels, in order to allow IAEA to raise the Contractor s management attention when needed. Page 14 of 14