CITY COUNCIL AGENDA MEMORANDUM

Transcription

1 CITY COUNCIL AGENDA MEMORANDUM City and County of Broomfield, Colorado To: Mayor and City Council From: Prepared by: Charles Ozaki, City and County Manager Jennifer Hoffman, Assistant City and County Manager Pat Soderberg, Finance Director Suzanne Smith, Human Resources Director Ernesto Chavez, Information Technology Director Meeting Date Agenda Category Agenda Item # May 24, 2016 Council Business 11(c) 1. Proposed Resolution No , Authorizing an Agreement with CherryRoad Technologies, and Agenda Title: 2. Proposed Resolution No , Authorizing an Agreement with North Highland Company, and 3. Proposed Resolution No , Adopting the Second Amendment to the Budget for 2016 Summary Staff is seeking City Council s approval for agreements with CherryRoad Technologies (CherryRoad), and North Highland Company (NHC) to implement Oracle s Human Capital Management (HCM) Cloud service as the new Human Resources Information System (HRIS). This replaces the 27 year old paper intensive payroll system with a comprehensive and nearly paperless HRIS. Since the last update provided to Council in March 2016, staff has engaged with CherryRoad and NHC to finalize and update details in the project scope, statement of work, terms and conditions, pricing, payment milestones, and implementation schedules. Updated implementation costs are in the financial considerations table below. Increases from the last estimate provided in March are the result of adding: change management professional services; system integrations; vendor support; and additional subscription fees to support a successful and timely implementation of the HRIS. All additional costs can be supported with savings from other capital improvement projects. The recently implemented Google and New World (Police software) projects both demonstrated the critical importance of change management, project management, and technical support. The proposed additions to the scope of services will provide: o Increased project management services through the course of the project. Given current staffing levels in the IT Department, the contracted project management services will assure the project has the necessary level of service to see it succeed. o Enhanced change management expertise and support. The recent projects have demonstrated that change management activities are as important to the project as the software itself. The proposed additions to the change management scope of services will provide the appropriate level of expertise to prepare and train staff to effectively use the new software and allow the City and County to see the full benefits of the new software. o Technical support to work in cloud-based systems. The additional scope will provide technical support for IT staff to manage cloud-based systems. All of these enhancements to the scope of services will provide immediate services to the HRIS project. They will provide the longer term benefit of providing staff side-by-side access to experienced and successful professionals which will allow them to improve their skills and knowledge. The increased staff skill and knowledge will be critical to the success of this and future projects. Proposed Resolution No authorizes an agreement with CherryRoad to provide implementation, subscription, and support services for the Oracle HCM Cloud services. Four optional years of subscription fees at a fixed rate are included. Proposed Resolution No authorizes an agreement with NHC which includes project management and change management support for the implementation of the new HRIS. Proposed Resolution No adopts the second amendment to the 2016 budget for the Sales and Use Tax Capital Fund. This amendment allocates unspent fund balance and reserve funds to this project. If City Council approves these resolutions, staff will begin implementation in June 2016 with initial core capabilities (i.e payroll, benefits, and attendance) scheduled to go-live in December Additional services (i.e., performance management, recruiting, position control and training) are scheduled to go-live in April Details are included in the Implementation and Transition Project Charter (see Attachment A). Progress and status of the implementation will be provided to City Council through the Quarterly Information Technology Project Status Updates. Prior Council Action September Resolution No , Approving an Agreement with North Highland Company Financial Considerations Sufficient funds are available in the capital improvements fund budget to pay for the proposed contracts as show in the table below: SOURCES AND USES Human Resource Information System Sources of Funds: Sales and Use Tax CIP Fund - Original Budget $ 900,000 $ - $ - Sales and Use Tax CIP Fund - Roll Forward from Prior Year - 872, ,833 Sales and Use Tax CIP Fund - Budget Amendment - 1,570,822 - City General Operating Fund ,498 Total Sources $ 900,000 $ 2,443,147 $ 921,331 Uses of Funds: North Highland Consultant - Project Management (Phase II) $ 27,675 $ 92,325 $ - North Highland Consultant - Project and Change Management (Phase III) - 227, ,430 CherryRoad Implementation - 1,414, ,667 CherryRoad Subscription/Support - second year (starting June 2017) ,831 System Integration Fees (Other Vendors) - 20,000 20,000 Contingency - 50,000 42,403 Total Uses $ 27,675 $ 1,804,314 $ 921,331 Balance $ 872,325 $ 638,833 $ - Alternatives Consider engaging in negotiations with second best solution proposed by an alternate vendor. Proposed Actions/Recommendations If Council desires to proceed with the project, the appropriate motions are. That Resolution No be adopted. That Resolution No be adopted. That Resolution No be adopted. 11(c) - Page 1

2 Human Resources Information System Implementation Authorization Page 2 of 4 BACKGROUND The City and County of Broomfield has been actively engaged in a yearlong project to replace the existing 27 year old payroll system with a comprehensive Human Resources Information System (HRIS). This project will convert a paper intensive system to a nearly paperless system. The new system will allow an integrated approach from accounting for approval of a position in the budget, to hiring a new employee and performing all other functions until the employee separates service. This technology will automate business processes including on-line workflows, approvals, timesheets, and provide employees and supervisors with self-service access to their employee records. The project was broken out into three phases: Phase I Evaluation of the Need; Phase II Discovery and Selection; and Phase III Implementation and Transition. In September 2015, Phase II of the project began and City Council received a thorough overview of this project in a request to acquire contract services from North Highland Company (NHC). (Here is a link to the memo for reference.) In March 2016, City Council received an update on the comprehensive procurement process and recommendation of CherryRoad Technologies (CherryRoad) to implement Oracle s Human Capital Management (HCM) Cloud service for the HRIS project with lead project management support from NHC. Here is a (link to the memo for reference.) Over the past several weeks, staff have engaged with CherryRoad and NHC to finalize and negotiate details in the project scope, statement of work (SOW), terms and conditions, pricing, payment milestones, and implementation schedules. Several changes led to updated project costs ($2,753,320) since the estimates provided in March ($2,407,556) however, these changes also create opportunities that embrace the City and County s Information Technology Roadmap to innovate and establish repeatable processes. These include: The recently implemented Google and New World (Police software) projects both demonstrated the critical importance of change management, project management, and technical support. The proposed additions to the scope of services will provide: Increased project management services through the course of the project ($20,000). Given current staffing levels in the IT Department, the contracted project management services will assure the project has the necessary level of service to see it succeed. Enhanced change management expertise and support ($150,000). The recent projects have demonstrated that change management activities are as important to the project as the software itself. The proposed additions to the change management scope of services will provide the appropriate level of expertise to prepare and train staff to effectively use the new software and allow the City and County to see the full benefits of the new software. Technical support to work in cloud-based systems ($62,000). The additional scope will provide technical support for IT staff to manage cloud-based systems. All of these enhancements to the scope of services will provide immediate services to the HRIS project. They will provide the longer term benefit of providing staff side-by-side access to experienced and successful professionals which will allow them to improve their skills and knowledge. The increased staff skill and knowledge will be critical to the success of this and future projects. Additional changes that updated the costs presented to City Council in March 2016 include: Added system integrations: Once Oracle HCM was identified as the preferred system, staff reached out to existing vendors to obtain cost estimates in developing automatic data sharing between systems. Two systems were also added to the CherryRoad SOW as it was determined that significant time savings could be achieved by establishing these connections to the new system. The additional costs to add this capability is estimated to be $70,000 that will be used to obtain services from multiple vendors. Implementation Subscription Fees: The subscription fees require an additional $44,000 to provide access to the application during the first six months while the system is configured. In addition to significant discounts on subscription fees (26% or $80,000/year), staff negotiated several features that minimize risk to the City and County. Highlights of these features include: Payment schedules focused on key deliverables and milestones Key milestones throughout the implementation with specific performance requirements to encourage all parties to stay on schedule Retention of 15% on service fees not due until final acceptance based on contract performance requirements Problem resolution procedures to equitably address issues that may arise 11(c) - Page 2

3 Human Resources Information System Implementation Authorization Page 3 of 4 CherryRoad Agreement Proposed Resolution No authorizes an agreement with Cherry Road Technologies to provide implementation and integration services as well as support and subscriptions to the Oracle HCM Cloud applications. The agreement also includes an option for post-implementation support to assist the IT Department with bi-annual system upgrades and access to expert technical resources for day to day management of the system. The implementation and first year of subscriptions is estimated to not exceed $1,944,456. The City and County has the option to lock in the discounted subscription fees for three additional years under this agreement. North Highland Company Agreement Proposed Resolution No authorizes an agreement with North Highland Company to expand its current role to provide full time lead project management and focused change management services throughout the implementation of the new technology. The services provided under this agreement are estimated to not exceed $365,630. Implementation If City Council approves these resolutions, staff is prepared to initiate the implementation phase of this project. The Implementation and Transition Project Charter (see Attachment A) provides a summary of the project team, roles and responsibilities, and other details on how the project will be managed to maintain the schedule outlined below. Progress and status of the implementation will be provided to City Council through the Quarterly Information Technology Project Status Updates. Budget Amendment Proposed Resolution authorizes the second amendment to the 2016 budget for the Sales & Use Tax Capital Fund. This amendment reallocates unspent fund balance and reserves in the amount of $1,570,822 to the HRIS project. FINANCIAL CONSIDERATIONS The sources and uses of funds related to this project are shown in the table below. The table outlines both the capital funds (implementation and first year subscriptions/support) and the operating funds (second year subscriptions/support) that are associated with the new system for the years 2015, 2016 and SOURCES AND USES Human Resource Information System Sources of Funds: Sales and Use Tax CIP Fund - Original Budget $ 900,000 $ - $ - Sales and Use Tax CIP Fund - Roll Forward from Prior Year - 872, ,833 Sales and Use Tax CIP Fund - Budget Amendment - 1,570,822 - City General Operating Fund ,498 Total Sources $ 900,000 $ 2,443,147 $ 921,331 Uses of Funds: North Highland Consultant - Project Management (Phase II) $ 27,675 $ 92,325 $ - North Highland Consultant - Project Management (Phase III) - 112, ,430 North Highland Consultant - Change Management (Phase III) - 115,000 35,000 CherryRoad Implementation - 1,036, ,000 CherryRoad First Year Subscription/Support (June May 2017) - 348,333 91,667 CherryRoad System Integration Fees - 30,000 - CherryRoad Subscription/Support - second year (starting June 2017) ,831 System Integration Fees (Other Vendors) - 20,000 20,000 Contingency - 50,000 42,403 Total Uses $ 27,675 $ 1,804,314 $ 921,331 Balance $ 872,325 $ 638,833 $ - 11(c) - Page 3

4 Human Resources Information System Implementation Authorization Page 4 of 4 PROPOSED RESOLUTION NOS , AND Proposed Resolution No would approve a contract with CherryRoad Technologies, Inc. in the amount of $1,944,456 for cloud based software as a service (SaaS) subscription services and related implementation costs for a Human Resources Information System (HRIS). Proposed Resolution No would approve a contract with North Highland Company in the amount of $365,630 for consulting services for the implementation of a Human Resources Information System (HRIS). Proposed Resolution No would approve the second budget amendment for the Sales & Use Tax Capital Fund to increase the funding for the HRIS project by $1,570,822. This increase to be funded from unspent fund balance and reserves. 11(c) - Page 4

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21 Exhibit A CLOUD SERVICES ORDERING DOCUMENT New Subscription Cloud Services Data Center Region : North America Service Period: 12 months Part # - Description Quantity Term Unit Net Price Net Fee B Oracle Human Capital Management Base Cloud Service - Hosted mo , Employee B Oracle Fusion Global Payroll Cloud Service - Hosted Named User mo , B67295 Oracle Fusion Workforce Compensation Management Cloud mo.79 11, Service B Oracle Fusion Time and Labor Cloud Service Hosted Named User mo.79 11, B Oracle Fusion Performance Management Cloud Service - Hosted mo.52 7, Named User B Oracle Fusion Goal Management Cloud Service - Hosted Named mo.52 7, User B Oracle Fusion Talent Review & Succession Management Cloud mo.26 3, Service - Hosted Named User B Oracle Additional Test Environment for Oracle Fusion Cloud Service mo 1, , Each B Oracle Taleo Talent Acquisition Cloud Service (Platform, Recruiting, mo , Onboarding, Sourcing) - Hosted Employee B Additional Test Environment for Oracle Taleo Cloud Service - Test 1 12 mo 1, , Environment B Oracle Taleo Learn Cloud Service - Hosted Trainee mo.52 7, B Oracle Planning and Budgeting Cloud Service - Hosted Named User mo , Fee Description Net Fee Cloud Services Fees $186, Total Fees $186, (c) - Page 21 Page 1 of 5

22 CLOUD SERVICES ORDERING DOCUMENT New Subscription Cloud Services Data Center Region : North America Service Period: 12 months Part # - Description Quantity Term Unit Net Price Net Fee B Oracle Transactional Business Intelligence Enterprise for Human mo , Capital Management Cloud Service Hosted Employee B Oracle Storage Cloud Service - TB of Storage Capacity 2 12 mo Fee Description Net Fee Cloud Services Fees $15, Total Fees $15, (c) - Page 22 Page 1 of 5

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24 Exhibit B City and County of Broomfield, CO Table of Contents SECTION 1: BACKGROUND AND OVERVIEW OF PROJECT Project Scope Functional / Module Scope Organizational Scope Data Conversion Scope Interfaces Scope Modification/Enhancement Scope Reporting Scope Workflow Scope Deliverables/Milestones Rates for Change Orders SECTION 2: PROJECT GOVERNANCE City of Broomfield Project Structure and Responsibilities Vendor Project Structure and Responsibilities Third Party Vendors SECTION 3: TECHNOLOGY REQUIREMENTS Technology Architecture System Requirements PC Requirements Required Environments SECTION 4: IMPLEMENTATION Schedule Project Phases Implementation Methodology/High-Level Plan Project Management Project Plan Project Documentation Project Status Reports Steering Committee Meetings (c) - Page 24

25 Requirements Traceability Matrix Issue Log Deliverable/Milestone Acceptance HRIS/Phase Acceptance Deliverable/Milestone Invoicing and Payment Issue Resolution Process Implementation Tasks Project Planning and Discovery Implementation Tasks Solution Configuration and Prototype(s) Implementation Tasks Solution Deployment and Testing Implementation Tasks Training and Implementation Implementation Tasks Production Support Implementation Tasks Deliverables/Milestones SECTION 5: End-User Training Training Coordination Training Material Development Training Courses Training Delivery Training Evaluation and Follow Up SECTION 6: Quality Assurance SECTION 7: Post Live Support Post Live Support Scope Post Live Support Duration SECTION 8: Facility Requirements Project Team Equipment (c) - Page 25

26 8.2 Project Team Facilities/Workspace/Security Access SECTION 9: Personnel Requirements SECTION 10: Payment Schedule (c) - Page 26

27 Section 1: Background and Overview of Project The City and County of Broomfield ( the City or the Client ) is within a thirty minute commute of the Denver International Airport (DIA). The city has an estimated population of 65,907, and spans nearly square miles. Although Broomfield existed as a small rural community in the mid 1800's, its emergence as a significant regional governmental entity began in the 1950's when construction of Broomfield was begun as one of the state's first master planned communities. Broomfield was incorporated as a city on June 6, 1961, and became a home rule city under the Constitution of Colorado, on adoption of its Charter on November 5, Problems and confusion in accessing services prompted residents to seek relief in a constitutional amendment creating a City and County of Broomfield. The City and County of Broomfield officially took effect on November 15, The City currently uses a variety of older administrative systems and manual processes for managing human resources and payroll functions. The City implemented its current HR/payroll software system (HTE) over 26 years ago. The City also uses NeoGov for recruiting functions. The City has recognized that there have been many technological advancements and industry best practices developed since that time which would allow for a more effective and efficient payroll and HRIS. The City desires to implement a new Human Resources Information System (HRIS) in a Software as a Service (SaaS) deployment model that meets the administrative and human capital management needs of the City including Human Resources, Benefits, Payroll, Timekeeping, and related human resource functions. In this regard, the City has selected CherryRoad Technologies, Inc. as the prime contractor to implement an Oracle Software-as-a- Service (SaaS) HCM solution as a foundation to meet the needs of the City. The City anticipates that the HRIS project will improve three levels of HR management: Operational (automating) - automate routine HR/payroll-related employee and administrative tasks Managerial (informing) aggregate HR/payroll records management and reporting functionality Strategic (transforming) facilitate the utilization of HR/payroll information for strategic decision making purposes. 1.1 Project Scope The functional project scope for implementation of the software covers the major human capital management business areas within the City including. This includes the business 4 11(c) - Page 27

28 functions listed in the table below and detailed in the CherryRoad Proposal response to the RFP Appendix B included as Exhibit 1 to this SOW: Functional Scope Human Resources Information System (HRIS) Time and Attendance Payroll Workforce Management (including Benefits Administration, Leave Management, Compensation Management) Position Control Learning and Training Performance Management Onboarding 1 The City will be deploying and implementing these functions using an Oracle SaaS/Cloud-based solution Functional / Module Scope The application module descriptions in this section provides an overview of each of the Oracle SaaS/Cloud application modules to be implemented. In addition to the Oracle Cloud application modules, several technical modules to support reporting, implementation requirements, and other Cloud technology requirements have also been included for Broomfield. Technical modules include: Oracle Additional Test Environment for Oracle Fusion Human Capital Management Cloud Service Oracle Fusion Transactional Business Intelligence for Human Capital Management Cloud Service Oracle Storage Cloud Service 2 TB of Storage Capacity Oracle Additional Test Environment for Oracle Taleo Cloud Service A description of each major application software component is outlined next. 1 The City will continue to use NeoGov for Recruiting 5 11(c) - Page 28

29 FUSION PLANNING AND BUDGETING CLOUD SERVICE 2 Oracle Planning and Budgeting Cloud Service is a flexible planning application based on Oracle Hyperion Planning that supports enterprise-wide planning, budgeting, and forecasting in a cloud-based deployment model. Oracle Planning and Budgeting Cloud Service provides a Web enabled planning and modeling framework that supports driver-based planning to help connect operational assumptions to financial outcomes. FUSION HUMAN CAPITAL MANAGEMENT (HCM) BASE CLOUD SERVICE Oracle Fusion HCM delivers seamless management of employees, contingent workers, and other persons across the enterprise that may have simple or complex work relationships with the organization. The following HCM Cloud modules will be implemented for the City: Fusion Human Resources - Delivers seamless management of employees, contingent workers and other persons across the enterprise that may have simple or complex work relationships with the organization. Human Resources provides a simple user interface to deliver relevant and secure information to users. Best-in practice processes, interactive organizational charts, collaborative tools, predictive analytics, and productive self-service are natively delivered out-of-the box. Fusion Benefits - Oracle Fusion Benefits is a rules-based benefits application that enables organizations to manage and deliver benefits programs to meet their mission, objectives, and strategic alignment to the organization. It supports the cafeteria style of choosing benefits as well as flex credits if required. Benefits self-service presents the employee with an intuitive process that guides them through selection of their eligible benefits. Employees can review and update their contacts as part of the enrollment guided process and also select dependents and beneficiaries in a separate step at the end of the enrollment process. Fusion Absence Management - As an integral part of the Oracle HCM Cloud Service solution, Absence Management enables organizations to create basic and complex as well as highly differentiated absence plans while providing simplified and smart absence transactions for employees, managers, and administrators. FUSION GLOBAL PAYROLL CLOUD SERVICE Oracle Payroll Cloud Service is a rules-based payroll management system that ensures the entire workforce is paid on time and according to compensation rules. 2 Only Position Control and Budgeting will be implemented 6 11(c) - Page 29

30 Oracle Payroll Cloud Service is fully integrated to provide easy access to financial reconciliations across the enterprise. Configuration wizards and design templates match the way you run payroll, reducing risk and costs. Oracle Payroll Cloud Service provides process flows that appear as checklists allowing users to configure payroll processing steps and assign owners and deadlines. Oracle Payroll Cloud Service also provides a Payroll Dashboard that proactively brings payroll information directly to the user in real-time. FUSION TIME AND LABOR CLOUD SERVICE Oracle Time and Labor Cloud Service is a comprehensive, easy to use, rules-based time recording and management system designed to give you maximum visibility and control over your most valuable asset, your people. Fully integrated with Oracle Human Capital Management Cloud Service, Oracle Absence Management Cloud Service, Oracle Payroll Cloud Service, and Oracle Project Costing Cloud Service, Time and Labor supports a wide range of time recording needs. The real-time rules engine and rule templates provide an extensible and easy to configure method for validating time entries and applying pay rules, with the results included on the time card. Integration with Absence Management means scheduled absences will be shown on the calendar and time card and absences can be reported through both the calendar and the time card. With integration to Payroll, including support for retroactive changes, and recording time against valid up-to-date project information, Time and Labor provides accurate and consistent time related data to the Enterprise. FUSION WORKFORCE COMPENSATION CLOUD SERVICE Oracle Fusion Workforce Compensation (Compensation) delivers the ability to design and deliver pay programs tailored for your organization all in one application, including modeling various scenarios, gathering manager input and final reward communications. The robust configuration and integration capabilities make it the premier solution for rewarding the 21st Century workforce locally and around the globe. Compensation is built to offer extensive customer driven configuration options and simplified screen designs offered by Oracle Human Capital Management (HCM). With Compensation you can model an unlimited number of plans to create true differentiation and tailor reward designs to your complex and ever changing requirements. As a result, your organization, from line managers to top executives, will make better informed pay recommendations. 7 11(c) - Page 30

31 FUSION PERFORMANCE MANAGEMENT CLOUD SERVICE Oracle Fusion Performance Management (Performance Management) fully automates the performance process and provides executives, managers, and employees with valuable and immediate insight to workforce performance progression and its alignment with organizational objectives. Performance Management is designed to support employees, managers, and business leaders with point in time evaluation of worker performance. Organizations can configure the performance process to match their business practices. An industry leading user experience enables employees and managers to easily see where they are and move smoothly through the process. Guidance and decision support are provided to users in context to help them easily and intelligently complete evaluations. Embedded intelligence supports managers and HR administrators in efficiently monitoring and managing the overall performance management process, enabling them to take action at the point it is needed. FUSION GOAL MANAGEMENT CLOUD SERVICE As an integral part of Oracle Human Capital Management (HCM), Oracle Fusion Goal Management (Goal Management) provides organizations a best in class solution to track and manage organizational and individual goals and closely align them with the overall talent management process. Goal Management enables the setting and tracking of goals across the various levels of an organization, supporting an ongoing performance conversation throughout the year. Business leaders communicate high level initiatives, and managers and employees can collaborate to set goals that align to the organization s direction. Personal development plans are delivered to allow employees to track their personal growth and career development. Strategic Goal Management features includes Track goals on an ongoing basis, Publish organization goals for strategy visibility, Promote collaboration using goal sharing and social network, View goal progress for your team at a glance and Track tasks as milestones for goal achievement. FUSION TALENT REVIEW AND SUCCESSION PLANNING CLOUD SERVICE Oracle Fusion Talent Review and Succession Management leverages the power of the talent profile to provide the most complete, integrated talent review and succession solution. TRSM enables executives and HR professionals to assess talent, evaluate macro organizational trends, identify and mitigate talent risk, develop a leadership pipeline, and review individual talent details such as potential and risk of loss. Additionally, succession plans and talent pools can be created and viewed from within the context of the talent review dashboard. 8 11(c) - Page 31

32 TALEO CLOUD SERVICES The following modules in the Taleo Cloud will be deployed and implemented for the City: Learn - Oracle Taleo Learn Cloud Service is a comprehensive learning solution that helps your organization perform at the highest levels by linking investments in people to bottom line business results. Based on a scalable and extensible cloud platform, Oracle Taleo Learn Cloud Service provides a system for delivering, managing, and tracking your learning initiatives. Featuring a flexible architecture that adapts to business requirements and learning cultures, it gives you the power to make the changes you need, when you need them. Talent Acquisition 3 Provides capabilities to streamline and automate the recruiting and onboarding process by moving it online. Configurable onboarding portals help candidate s quickly complete necessary documentation while increasing engagement and time to productivity through access to media content and integrated compliance and role based training. 3 rd PARTY PRODUCTS/APPLICATIONS The following 3 rd Party products/applications will be incorporated into the overall implementation of the new HRIS. Implementation of third party products/applications will be managed by CherryRoad. All pricing for third party application implementation has been included in the milestone pricing within this SOW. Vertex - Oracle Payroll Cloud Service in the United States includes delivery of the required Vertex Tax Calculation Module. This is included within Oracle Payroll Cloud Service. ADP ADP will be utilized to provide payroll tax reporting services via an interface to Oracle Fusion Payroll. Additional 3 rd Party solutions will be integrated with the overall implementation of HRIS as an application interface. These interfaces will be addressed in Exhibit 3 Interfaces to the SOW. 3 Only the Onboarding component of Talent Acquisition will be implemented and the City will continue to use NeoGov for Recruiting. 9 11(c) - Page 32

33 1.1.2 Organizational Scope All Organizations/Departments in the City that interact with or are impacted by the new HRIS will be included in the scope of the project Data Conversion Scope The scope of data to be converted for the City s HRIS has been summarized in Exhibit 2 Conversions of this SOW Interface Scope The scope of required Interfaces for the City s HRIS has been summarized in Exhibit 3 Interfaces to the SOW Modification / Enhancement Scope There are no customizations, modifications or code enhancements of the Oracle Cloud applications in scope. The general approach for the HRIS implementation assumes that the City will adapt their business processes and use the system s standard practices, reports and workflows to meet their needs. To meet any unique requirements of the City, CherryRoad will: Implement City-specific configurations and business rules using standard delivered functionality. Any complex (requiring validation tables, requiring conditional type of logic, SQL coding and logic etc.) Descriptive Flexfield (User Defined Field) configurations will be identified during the Gap Analysis and are not in scope. Incorporate and configure delivered workflows, User-Defined-Fields and business processes in the applications. Recommend any needed business process changes for the City to implement Reporting Scope The general approach for the HRIS implementation assumes that the City will adapt their business processes and use the delivered standard practices, reports and workflows to meet their needs. The Oracle Cloud/SaaS application products come complete with a large number of standard reports for each module (c) - Page 33

34 Any custom reports needed to meet unique City reporting will be identified during the Gap Analysis o CherryRoad will provide training to the City of Broomfield in the use of Oracle report development tools and assist the City in identifying and designing any custom reports. o The City and County of Broomfield will be responsible for developing custom reports identified in the Gap Analysis using the ad-hoc reporting and workflow tools available with the Oracle Fusion/Cloud software. CherryRoad has included 200 hours of reports development support to assist the City in training on report development tools and custom reports assistance and development activities undertaken by the City. Use of report development hours will be managed and tracked by the City on project status reports Workflow Scope The general approach for the HRIS implementation assumes that the City will adapt their business processes and use the delivered standard workflows to meet their needs. In this regard: The Oracle Cloud/SaaS application products come complete with a large number of standard workflows for each module. Delivered workflows can be configured to support City specific business rules and processing requirements. Workflow configurations that are complex (requiring validation tables, requiring conditional type of logic, SQL coding and logic etc.) will be identified during the Gap Analysis and are not in scope. Custom developed workflows are not permitted in the Oracle Cloud and are not in scope. If standard and configured workflows cannot meet a specific requirement as identified in Exhibit 1 CherryRoad Response to RFP Functional Requirements, the City will change their business process or deploy workarounds designed and recommended by CherryRoad as documented in the Gap Analysis Deliverables/Milestones As part of the implementation process, CherryRoad will produce a variety of deliverables and establish milestones for completion of tasks and activities (c) - Page 34

35 A description of the deliverables/milestones by major Project Phase for the City s implementation have been included in Section Rates for Change Orders In the event that the City requires additional work that is not in scope as mutually agreed to by the City and CherryRoad as a result of the Gap Analysis, the following Hourly Rates will be used to bill the City for any additional out-of-scope work: Work in $177/hour including expenses Work in $179/hour including expenses Work in $182/hour including expenses Thereafter, 3% Increase from previous year s rate plus expenses CherryRoad will present estimates for additional work to the City for approval prior to incurring additional hours and/or expenses. Unless mutually agreed to between the City and CherryRoad, all change orders will include a fixed amount per milestone or an adjustment to an existing milestone calculated using the rates listed above (c) - Page 35

36 Section 2: Project Governance The City s HRIS project presents organizational, staffing, and managerial challenges to the project team. The need to work with representatives from multiple organizations and units within the City and the need to complete this effort in an aggressive timeframe demands a project structure that: Facilitates communication with the City and within the project team. Is organized into manageable teams, each whom have designated responsibilities for specific areas of the project. Provides for continuity in staff from analysis and planning through implementation. Provides a thorough review and quality assurance mechanism. Supports collaboration and open communication between multiple City sponsored vendors involved in delivering the capabilities identified in this SOW. The project organization shown in the exhibit below is designed to achieve all of these objectives. City of Broomfield - HRIS Implementation Proposed Project Organization 13 11(c) - Page 36

37 2.1 City of Broomfield Project Structure and Responsibilities The City Steering Committee The City and County of Broomfield Steering Committee will have oversight responsibility for the entire project. The Steering Committee consists of a diverse group of administrators and managers representing major functional areas of the City. The Steering Committee s main responsibility is to ensure that the project is proceeding according to plan and major organizational issues related to the project are being adequately dealt with by the project team. This committee will be responsible for: Coordination with City executives; Establishing quality control standards for use by the project teams; and, City Project Manager The City has contracted a consultant a dedicated project manager. CherryRoad s primary point of contact in matters of project management will be the City Project Manager. In his or her project management role, the City Project Manager will be responsible for: Coordinating the reporting, review, and quality control process; Facilitating the effective participation of City staff; Resolving questions raised by Vendor requiring clarification of City requirements, policies, and procedures; Monitoring the progress of all principal Project participants; Facilitating the timely resolution of issues raised by the Vendor; and, Reviewing and presenting project Milestones, Deliverables, and the System to the Project Sponsor. When the project manager determines a rejection: CherryRoad and the Project Manage will work through resolution prior to presenting item to the Project Sponsor for acceptance. The City Project Manager shall be the person to whom CherryRoad shall request review and Acceptance of Milestones and Deliverables. City Functional Team Leads/Subject Matter Experts (SMEs) The City will assign individuals as Functional Team Leads for each of the modules or major business areas being implemented. One Functional Team Lead will be assigned to each of the Oracle 14 11(c) - Page 37

38 modules. These individuals will work closely with CherryRoad during all activities and tasks, and will be the City s primary point of contact relative to their particular module responsibilities. It is not expected that the Functional Team leads will be assigned full time, however, the implementation project will be their primary responsibility, during the implementation process. These individuals will participate in all aspects of the implementation including lead and decision making roles from the City side during: The Configuration Mapping / Gap Analysis Sessions and Workshops Assistance and support to CherryRoad in the prototype system setup and configuration Participate in the prototype presentation sessions provided by CherryRoad Take a lead role in the City acceptance test of each module Participate in train-the-trainer and other training sessions May act as City trainers to train end-user community Provide implementation and post implementation support to end users. City Non-Lead Project Members The City should also assign additional individuals to support the overall implementation team effort (as needed). These individuals will bring additional departmental and subject matter experience and insight and participate during the various stages of implementation. The exact number of Non-Lead Project Members to be assigned will be at the discretion of City. CherryRoad recommends no more than 3-4 individuals per module or business area. Types of tasks that these individuals may participate in include: Initial Project Team Training Configuration Mapping / Gap Analysis Sessions and Workshops Prototype Workshops Acceptance Testing End User Training City Technical Staff The City will assign a Technical Lead who will be responsible for coordinating all of the City s technical responsibilities regarding this project. Particular responsibilities of this individual will be to: Coordinate the installation and setup of City system hardware (if any) Coordinate City technical efforts associated with the Oracle Cloud 15 11(c) - Page 38

39 Coordinate and oversee the duties of other City technical team members assigned to the project, and report writing responsibilities. Coordinate with CherryRoad and other supporting vendors to develop, test, and release interfaces to external applications. Coordinate with CherryRoad and other supporting vendors to download, analyze, and prepare data files for migration into Oracle Cloud. Review and assure all IT security measures are in place to properly protect the City s data. The City will assign other technical staff to the project and establish additional contract agreements to support interface and conversion file preparation. 2.2 Vendor Project Structure and Responsibilities CherryRoad Project Manager An assigned CherryRoad Project Manager will have overall responsibility for the vendor efforts and the individual teams within our project organization. The CherryRoad Project Manager will report to an assigned City Project Manager who will have overall responsibility for the project on behalf of the City. The CherryRoad Project Manager will be dedicated to the City of Broomfield HRIS Implementation. In addition to managing staff and work efforts, our Project Managers are working managers and will provide significant guidance to the project team in terms of product functionality or public sector best practices. The CherryRoad Project Manager will be responsible for numerous management and coordination tasks including: Developing project workplans, schedules, and budgets Supervising the day-to-day activities of the CherryRoad/Oracle project team Developing and maintaining communication and involvement with key City management personnel Resolving project related issues Takes lead role to address issues related to Oracle and/or the Oracle HCM product and 3 rd Party products/applications during the implementation period. Playing a lead role in key project/module design and implementation of best practices Reviewing all interim and final deliverables Monitoring progress against workplans, schedules and budgets Reviewing final products prior to quality assurance reviews CherryRoad s Project Manager shall not be re-assigned without the replacement consent of the City (c) - Page 39

40 Quality Assurance/Client Manager Assisting and supporting the Project Manager is a senior CherryRoad executive in a Quality Assurance role. The QA/Client Management function will provide advisory services and periodic review of major project milestones and will assist the Project Team by reviewing major deliverables, identifying major issues, and communicating the project direction and strategy. Oracle will also participate in selected QA activities and provide sponsorship and tactical support to the City and CherryRoad implementation team. CherryRoad Functional Team In each of the phases of the effort, there will be a team of individuals working with the Project Manager and City project staff who will conduct the Gap Analysis and configuration for each functional area in order to ensure that the business needs and objectives of the City and the individual users in each department are being met. This team will work closely with City s Project Steering Committee and supporting staff to identify and validate requirements for the new system and simultaneously review and re-engineer business processes in order to meet these requirements. This team will then configure the software to meet business needs and prototype the new system with key users and management. Following this, the functional teams will assist with preparing end users for migration to the new system through training, documentation, and implementation support. CherryRoad Technical Support Team The responsibility of the Technical Support Team is to translate the requirements and reengineered business processes (from earlier efforts) from the analysis and configuration phase, work with City project staff in the design, development, and testing of interface and conversion processes, and assist in the overall testing of the system. In addition, this team will be responsible for the coordination of all technical support and issue resolution activities with Oracle Cloud operations, as well as working with City Technical staff to establish network connectivity to the Oracle Cloud and to ensure adequate performance and response times. 2.3 Third Party Vendors 17 11(c) - Page 40

41 Oracle HCM Payroll provides a comprehensive Cloud solution for configuring and calculating payroll including deductions and gross to net calculations. ADP will be required to handle the actual tax filings for Federal, State and Local taxes. Oracle Payroll will create and transmit a file to ADP each pay period to facilitate this tax filing. CherryRoad will manage this integration and interfacing requirement with ADP. Additional 3 rd Party solutions will be integrated with the overall implementation of HRIS as an application interface. These interfaces will be addressed in Exhibit 3 Interfaces to the SOW (c) - Page 41

42 Section 3: Technology Requirements 3.1 Technology Architecture The proposed solution is for a SaaS deployment. Operational tasks such as installation, patches, ongoing maintenance, upgrades, monitoring, data/system security and backup and recovery are managed by Oracle Cloud Operations and those costs are included as part of the subscription costs. Throughout implementation, CherryRoad will coordinate Oracle resources and manage operational tasks. As part of training, CherryRoad will instruct City technical staff how to engage Oracle resources for post-implementation support. 3.2 System Requirements Please see SOW Exhibit 4 System and PC Requirements 3.3 PC Requirements Please see SOW Exhibit 4 System and PC Requirements 3.4 Required Environments HCM and Taleo Cloud Services include 3 environments: Production Development Test/Training Planning and Budgeting Cloud includes 2 environments: Production Development/Test 19 11(c) - Page 42

43 Section 4: Implementation 4.1 Schedule The City s HRIS will be implemented in a measured and phased manner over an 11 month period. This will allow for the significant organizational and related changes that will occur as a result of the new system to be effectively managed within the City and minimize the overall risk. The phasing approach and strategy is based on the following factors: Stabilize Basic Operations First By splitting capabilities over two phases, the City can stabilize core operations and functions first before adding on new modules. This also allows the City s users and administrators to get comfortable with the new system in a more manageable way. Reduced Impact on the City Staff By phasing in functions over time, City staff are not overly burdened with having to support too many modules being implemented at one time. Minimize Temporary Interfaces This approach minimizes temporary or bridge interfaces or temporary manual procedures that will be necessary if other phasing strategies are adopted. Mitigate Risk A phased approach is more manageable, allowing for a risk adverse implementation of the full system over time Project Phases The schedule will include the implementation in the following Phases: Phase I Core HRIS Applications by January 2017: o Fusion Human Resources o Fusion Self Service HR o Fusion Payroll o Fusion Benefits o Fusion Time and Labor o Fusion Absence Management o Fusion Workforce Compensation 20 11(c) - Page 43

44 Phase II Remaining HRIS Applications by April 2017 o Taleo Talent Acquisition (Onboarding only) o Taleo - Learn o Fusion Planning and Budgeting (Budget Preparation) o Fusion Performance Management o Fusion Goal Management o Fusion Talent Review and Succession Planning The Summary Phasing Schedule for the project is shown in the following chart. BROOMFIELD HUMAN RESOURCES INFORMATION SYSTEM (HRIS) J J A S O N D J F M A M PROJECT ROLL-OUT/PHASING Phase I - Core HRIS Applications (HCM Base Cloud, Benefits, Payroll, Time and Labor, Workforce Compensation) 2016 PHASE I -GO LIVE 1/17 1 MONTH POST LIVE SUPPORT 2017 Phase II - Remaining HRIS Applications (Performance Management, Goal Management, Succession Planning, Taleo Onboarding, Taleo Learn and Planning and Budgeting) PHASE II - GO live 4/17 1 MONTH POST LIVE SUPPORT 4.2 Implementation Methodology / High Level Plan CherryRoad will use our own FastTrack Fusion Implementation Methodology as a guide for the implementation of Oracle-Cloud based applications and technology at the City. Offering a comprehensive methodology and support tools specifically for Oracle Cloud/SaaS software implementations, FastTrack addresses the entire implementation life cycle, from strategic systems planning through system support. The following diagram illustrates the major phases/tasks in the FastTrack Fusion Implementation Methodology and the key deliverables/milestones in each phase (c) - Page 44

45 Planning And Discovery Solution Configuration and Prototype (s) Solution Deployment and Testing Training and Implementation Production Support Organize Project and Facilities Requirements Validation/Gap Analysis Plan Conversions and Integrations Training Planning and Development Post Implementation Support Scope Validation and Discovery Foundation Project Team Training Initial Prototype Key Deliverables Project Charter and Plan Discovery Questionnaires Completed Foundation Team Training Initial Prototype Software Configuration Conference Room Pilots CRP(s) CRP Refinement and Final Configurations Process Re-engineering & Adoption Key Deliverables Gap Analysis Conference Room Pilot(s) Final Configurations Industry Best Practices/Processes Implementation Accelerators Develop Reports, Workflows and Extensions Develop Conversion and Interface Templates System and Integration Testing Client Acceptance Testing Key Deliverables Conversion and Interfaces Templates Developed Reports, Workflows and Extensions Testing Plan Tested Conversions and Interfaces Completed Acceptance Test Training Program Execution Production Set-Up and Conversion Implementation and Roll-Out Planning Key Deliverables Training Plan Training Material Roll-Out Plan Completed Production System Project Phasing and Roll- Out Transition Planning Extended Support Key Deliverables Transition Plan Completed Post Implementation Support Project Management and Change Management The FastTrack Implementation Methodology consists of 5 key project phases essential for a Cloud software implementation. The major tasks, responsibilities and deliverables/milestones for each phase are described in the following sections Project Management Project Management refers to those tasks accomplished by the management team to administer and control the overall project, manage project resources, and to track, document and communicate project issues. Key Project Management Activities associated with the City s HRIS implementation include: Project Plan where a Project Plan and Summary Project Dashboard is managed and maintained. This detailed plan will also be used to monitor project progress during implementation. In this activity, we review the project plan on a periodic basis, usually weekly, and update it to reflect the current status of project tasks, activities, and deliverables (c) - Page 45

46 Staff and Resource Management which includes day-to-day supervision and management of the Project Team, monitoring completion of tasks and activities, and resolving issues. Project Status Reporting this includes both weekly Team Meetings and Monthly Steering Committee/Project Sponsor Meeting and Reports Issue Management - Given the importance of the issue or problem resolution process to our methodology, the City will track issues and CherryRoad will manage issues as part of our weekly project management meetings. Numerous tools are used including online Issue Logs and White Papers. Quality Assurance - The basic goals for quality management of HRIS technology projects are to assure: o Project deliverables meet their stated requirements. o Project management processes are appropriately followed. o Project risks are being monitored and evaluated While QA staff will be monitoring and reviewing Project Status Reports and Steering Committee Reports on an ongoing and routine basis, specific Quality Assurance Reviews will be conducted at key milestone points in the project Project Plan CherryRoad and the City will jointly prepare a final Project Plan as one of the first Deliverables of the implementation. The Project Plan will include the following components: MS Projects Gantt Chart o Tasks and Activities by Phase o Resources o Milestones/Deliverable Description of Project Phases Description of Implementation Approach and Methodology Project Management Tools City tasks including all testing, review, and acceptance periods Project Documentation CherryRoad in conjunction with the City s IT Department will establish a Project Documentation Library on the City s network. This includes establishment of a shared directory and workspace 23 11(c) - Page 46

47 that contains all project documentation and deliverables to promote collaboration and communications between the Project Team members Project Status Reports CherryRoad will prepare the following Project Status reports: Weekly Team Status Report CherryRoad will prepare a weekly Project Status report and coordinate a weekly meeting with City staff to review and discuss project progress, issues, and up-coming activities. Current issues and resolution responsibilities will also be review and tracked during this meeting. Monthly Steering Committee Report CherryRoad and the City Project Manager will jointly prepare a Monthly Steering Committee report that provides project status and overall progress to the City Steering Committee. Specific issues requiring Steering Committee attention or other policy level information will also be provided Steering Committee Meetings A monthly Steering Committee meeting will be held with CherryRoad and City Steering Committee members to review project progress and discuss any issues requiring Steering Committee attention or resolution. The City will be responsible for recording each Steering Committee meeting and posting on the project website Requirements Traceability Matrix CherryRoad will use the Functional Requirements in Exhibit 1 to conduct a gap analysis, define a solution for each requirement, and prepare a Requirements Traceability Matrix. This Traceability Matrix will be used together with the System Prototype as the final and established requirements blueprint against which acceptance will be evaluated Issue Log CherryRoad will manage an Issue Log that tracks all project issues during the implementation. This Issue Log will identify: Issue Description 24 11(c) - Page 47

48 Identified By Resolution Assignment Person Resolution Due Date Issue Status (Open, In-Process, Closed) Issue Resolution Description Issue Resolution approved as completed by the City s Project Manager Issue log status shall be a mandatory part of the weekly project meeting and always available on the project web-site Deliverable / Milestone Acceptance A description of all Deliverables/Milestones has been included in Section 4.5. Deliverable(s) and Milestones will be completed on a monthly basis as part of the implementation process to document the progress of the project. Exhibit 6 Payment Schedule identifies the anticipated month in which the deliverable/milestone is to be completed. The following process will be followed for review of all deliverables/milestones: CherryRoad will submit the deliverable and/or indicate completion of a milestone by submitting a Deliverable/Milestone Completion Form. The City will review a written deliverable or completed milestone and provide feedback to CherryRoad within 5 business days. Should a written deliverable have material issues and/or require changes, CherryRoad and the City will make updates to the deliverable as appropriate and necessary. The deliverable/milestone Form will be signed-off by the Project Manager to indicate completion of a deliverable/milestone. A Sign-Off Form to signify completion of a Deliverable/Milestone will be mutually developed by CherryRoad and the City. Key Milestone Points Broomfield will also designate acceptance of several Key Milestone Points during the implementation. These Milestone Acceptance Points represent completion of significant activities or steps during the implementation of each phase of the project. Key Milestone Points have been highlighted in Exhibit 6 Payment Schedule. The following Key Milestone Points have been designated for each phase along with the criteria for acceptance by the City: 25 11(c) - Page 48

49 Key Milestone Point Final Conference Room Pilot/Broomfield Prototype KEY MILESTONE ACCEPTANCE POINT Completed Acceptance Test Phase KEY MILESTONE ACCEPTANCE POINT Completed Production System Phase KEY Acceptance Criteria 1. Cherry Road has demonstrated and the City has validated how all system functionality requirements are available in the system to include all Broomfield unique requirements and configurations. Final Prototype will become the final core configuration for each project phase. Core configuration is defined as all data elements necessary to begin conversion and interface development mapping activities with reasonable assurance that values will not change. 2. CCOB test members can access all modules that will be implemented in the phase 3. CCOB test members have the ability to process basic transactional activity for all the modules that will be implemented in the phase. 1. CCOB completes test scripts for all functional modules in the phase, reporting issues to CherryRoad for resolution, until test results are Acceptable or Acceptable with Workaround. 2. CCOB can verify data can be transmitted to benefit providers automatically via direct electronic communications if feasible or at minimum via standard reports that can be downloaded and transmitted manually. Should there be an issue, CherryRoad must provide clear evidence that the configurations they are responsible for are fully functional. 3. CCOB can verify that all Interfaces identified in Exhibit 3 needed for the Phase are functioning as designed. 1. System is operating as planned per 26 11(c) - Page 49

50 Key Milestone Point MILESTONE ACCEPTANCE POINT Completed Post Implementation Support Phase KEY MILESTONE ACCEPTANCE POINT Release of Retainage Acceptance Criteria requirements and design documents 2. Users are able to log in, access data, and input data as required in the system 3. HR and Finance are able to execute transactions as expected in support of business functions 1. Successful completion of one month end closing period and one calendar quarter end process for Phase I and 30 days of support for Phase II. 1. All issues, deliverables, functions, and capabilities for Phase "go-live" related to the implementation services provided are addressed and accepted by CCOB as "Acceptable" or mutually agreed to as "Acceptable with workaround". This does not include reported but open issues, problems and service requests associated with the Oracle SaaS Cloud software HRIS / Phase Acceptance Acceptance of each phase will occur in a two (2) step acceptance process and will include Conditional Acceptance (occurring after UAT) and Final Acceptance (occurring thirty days after go-live ). The City will use testing methods as planned in this SOW and in the project plan to thoroughly test the system prior to go-live and issue Conditional Acceptance to proceed with go-live. Following go-live, the City will have 30 days to use the system in a live production environment (including one (1) month end close and quarter end close for Phase 1) to identify and communicate any material issues related to the City s functional requirements, project deliverables, or requirements of the SOW to CherryRoad. Issues specific to the implementation of the module shall be identified and resolved before the City grants Final Acceptance. The City will be responsible for any outstanding issues/service requests related to the Oracle SaaS software after Final Acceptance (c) - Page 50

51 Deliverable/Milestone Invoicing and Payment CherryRoad will invoice the City for all Implementation Services deliverable(s)/milestone(s) completed in each month less a 15% Retainage. CherryRoad will also invoice the City for all SaaS Fees and Project Management Services on a monthly basis. There will be no Retainage on SaaS Fees or Project Management Services. Retainage for each phase will be invoiced and released by the City after completion and Final Acceptance of the Phase as defined in Issue Resolution CherryRoad will track all identified project issues using an Issue Log (see 4.2.6) The process to be followed for Issue Resolution includes: Issues are identified by the Project Team members (CherryRoad and City) Issues are documented and tracked on the Issue Log where a team member (CherryRoad or City) is identified as the person responsible for resolution. As, needed, individual meetings are held with appropriate team members to review and discuss issues requiring resolution Issues requiring Steering Committee input or resolution and forwarded to Steering Committee members along with impacts and options. Steering Committee issues are reviewed during the Monthly Steering Committee Meetings Once a resolution is reached, the Issue Log is updated and the Issue is closed Implementation Tasks and Deliverables/Milestone TASK 1. Manage Project Staff 2. Weekly Project Status Reporting (D) 3. Steering Committee DELIVERABLE CHERRYROAD ROLE OR MILESTONE # Manage and coordinate CherryRoad Staff and overall project management. 1 Prepare and deliver Status Report. Assist in preparation of Steering Committee Report CITY ROLE Manage and coordinate City staff and overall project management. Assist in preparation of Status Report. Prepare Agenda and assist preparation of report and schedule Steering Committee 28 11(c) - Page 51

52 Reporting 4. Conduct Quality Assurance Review 5. Provision and Support Oracle Cloud Environment 6. Maintain Project Management Tools Conduct periodic QA reviews. Prepare QA Report. Manage provisioning and support of cloud environment Prepare and maintain: Project plan (develop) Requirements traceability Decision Matrix meeting. Participate in QA Reviews None Assist in managing and updating Project Management tools as needed. The City will own and maintain: Issue Log Project documentation site Project Plan (maintain) Project Planning and Discovery The Project Planning and Discovery phase ensures that all the facets of the project are directed towards meeting the defined goals and objectives. This includes the people, the deployed technology, and the methods and approach for completing the tasks and activities associated with the project. As one of the first steps in this phase, a detail Project Charter and Plan is prepared and approved by all parties. This final plan provides a schedule and resources for the project and serves as an overall guide to monitor project progress and track the completion of milestones and deliverables. Prior to the official Project Kick-Off, CherryRoad will prepare and deliver a set of Discovery Questionnaires for the City to complete. These questionnaires are designed to get basic answers from the city related to data, processes and business rules, and organizational considerations. CherryRoad will conduct a series of workshops to review the completed Discovery Questionnaires and use this information to prepare, configure and deliver an initial Best Practices Prototype System with Gap Analysis that will be used as a baseline to design and configure the city s final solution a joint effort plan with the City, CherryRoad and Oracle As part of these workshops, CherryRoad will conduct a series of overview training sessions for the City Project Team that demonstrate the initial Cloud prototype, basic navigation and processing capabilities and the pre-configured data and workflows in the software (c) - Page 52

53 Implementation Tasks and Deliverables/Milestone TASK 7. Prepare Project Questionnaires (D) 8. Complete Project Questionnaires 9. Organize Project Team 10. Conduct Project Kick-Off and Orientation DELIVERABLE CHERRYROAD ROLE OR MILESTONE # 2 and 22 Prepare initial Project Questionnaires.. Review Questionnaires with City. Organize Project Team members, roles and responsibilities, and project facilities and resources. Prepare Kick-Off Meeting and Orientation. CITY ROLE Complete initial Project Questionnaires. Organize City Staff and Facilities. Support CherryRoad is locating team and facilities Attend Project Kick-Off 11. Prepare Final Project Plan (D) 3 Prepare Final Project Plan. Provide input and review Final Project Plan. 12. Conduct Foundation Team Training (M 13. Conduct Workshops to Review Questionnaires 14. Prepare Initial Prototype (M) 4 and 23 Prepare Foundation Team Training Materials and deliver Project Team Training. Lead workshops and review session to assess completed Project Questionnaires. 5 and 24 Configure initial Prototype system and demonstrate to City Attend Project Team Training. Participate in workshops.. Attend review sessions and provide feedback on initial Prototype Solution Configuration and Prototype(s) The Solution Configuration and Prototype(s) phase is a critical component of the CherryRoad FastTrack methodology and sets the stage for all future phases of the project. This phase incorporates all of the tasks necessary to analyze and review the Best Practices software configuration and make necessary changes to address the city s business requirements. This includes finalizing a new chart-of-accounts, adjusting standard workflow and adding additional fields on transactions and screens/forms that are specific to each client (c) - Page 53

54 Oracle Cloud/SaaS applications include a specific tool to support rapid configuration for a SaaS/Cloud based solution including. CherryRoad will use and leverage the Oracle Fusion Functional Setup Manager to rapidly configure the Cloud applications to meet the requirements of the city. Using this productivity tool you can implement the Oracle Fusion applications through a standard and consistent process: Learn about and analyze implementation requirements and steps. Configure Cloud applications to meet requirements. Get complete visibility to setup requirements and steps through guided, sequential lists, downloadable for project management and planning. Enter all required setup data from links available directly from the task list to user interfaces. Export and import data from one database instance to another for rapid setup of alternate environments for testing, training, etc. Validate all setups by reviewing setup data reports. Functional Setup Manager provides a fully integrated guided process for end-to-end applications implementation Plan Configure Implement Getting Started Configure Offerings Manage Implementation Projects Maintain Export & Import All Tasks (Search) Manage Configuration Packages 31 11(c) - Page 54

55 The approach to be followed for the Solution Configuration and Prototype phase consists of a set of structured analysis sessions with key users to validate new system requirements and analyze how the Cloud software applications can be tailored to meet the unique requirements of the city s business. Because the Cloud/SaaS solution database is already configured with basic public sector best practices the analysis typically focuses on gaps and the changes and additions required to incorporate the city s specific functions and business needs. The initial Prototype system prepared in the prior phase will be used as a baseline during this analysis process. Key activities in the Gap Analysis include: A review and validation of system requirements Discussion of how to improve business processes for the City Mapping of user requirements (from business process improvement decisions) to baseline software capabilities and Best Practices configurations: o Gap Analysis o Re-designing of business processes o Review, acceptance and incorporation as appropriate of industry best practices o Change management impacts Solution Designs to address gaps, new extensions and reports Once the gap analysis is completed, the initial prototype is re-configured and updated to meet the unique requirements identified in the previous tasks. The City Prototype will contain configurations that are City-specific and can be used to review basic business processes and Broomfield-specific data and City s solutions for addressing gaps in functionality. This includes setting-up and configuring a fully functioning software application with: Business Rules City Specific Codes and Configuration Options New or Additional Fields on Forms/Screens Approval Rules Workflow and Routing Specific Validation Requirements Representative Users and Security 32 11(c) - Page 55

56 Typical configurations to address the unique requirements of a customer s business could include the deployment and enablement of: Flexfields Oracle Flexfields allow you to add user defined fields to your Oracle Cloud Applications quickly and without coding. These customizable fields are part of the Oracle Cloud Applications Architecture and can be used to capture more information that is unique to a customer business models and processes. Once setup, Flexfields automatically appear on the appropriate screens and data capture. The can also be used in workflows, ad-hoc reports and for integration with external systems. Since Flexfields are a delivered component of the application, they are fully upgrade safe. Tailoring Applications Look and Feel Oracle Cloud Applications also provide the ability to tailor the look and feel of the application to suit business needs. Some of the available configurations include the ability to hide, enable, reorder, rename, and highlight the elements of the application. Oracle applications support two type of tailoring ; one that is controlled and mandated by the organization; and one that allows individuals to personalize the application to their requirements. In both cases, an Oracle tool that is part of the Cloud Applications to make these configurations quickly and easily. Workflow Configurations Oracle Cloud Applications contain a number of built-in workflows that are based on commonly used best practices. The solution also allows users to manage workflow processes to their specific requirements. A graphical user interface is available for users to easily modify and customize workflows. Personalizations Are used to change an individual s view of a portal or application page. Other users are not affected by this change. Oracle Composer is a delivered tool to simplify the personalization process by displaying information in a role-based view, so that users only see components relevant to them Once the configuration of Cloud Applications has been completed, the final step in this phase is the preparation and demonstration of one or more Prototypes or Conference Room pilots (CRPs). In this activity, CherryRoad creates a working CRP of a fully configured application and demonstrates the prototype to key users. This prototype is subsequently used to make refinements and changes as demonstrated in subsequent CRP activities until the entire system represents a fully working and functioning solution. The CRP s are also useful tools for key user to gain hand-on access and come up the learning curve by processing real transactions and reviewing new and re-engineered business processes 33 11(c) - Page 56

57 within the new system shortly after the initial prototype is completed, within 2 months of project start Implementation Tasks and Deliverables/Milestone TASK 15. Review and validation of functional requirements DELIVERABLE OR MILESTONE # CHERRYROAD ROLE Review Functional Requirements: Map functional requirements to application capabilities, and assess gaps. Discuss solutions for gaps. Identification of how each requirement is met Identification of Gaps Design how each gap will be address via configuration changes and additions, new reports or extensions to the application CITY ROLE Participate in Reviews/Meetings. Map functional requirements to application capabilities, and assess gaps. Discuss solutions for gaps. Identification of how each requirement is met Identification of Gaps 16. Conduct Gap Analysis 17. Prepare and Finalize Gap Analysis (D) 18.Configure Prototype/ Conference Room Pilot Conduct review and analysis sessions Participate in Reviews/Meetings. Participate in Gap Analysis discussions. Review and accept recommended solutions for addressing gaps. 6 and 25 Prepare Gap Analysis Document Review Gap Analysis Document Configure Broomfield Prototype for each module and processes across modules including: COA Business Rules Workflows Approvals Security Standard Reports Support configuration process, clarify questions and issues raised by CherryRoad, make decisions on Cityspecific configurations. 19. Conduct Prototype Review Sessions and Demonstrations Organize and conduct review sessions for Broomfield Prototype. Make adjustments and changes as needed. Prepare additional Prototype(s) Participate in Prototype(s) review and assessment. Provide feedback, recommend additional changes in process or configurations as needed. Get handson with Prototype(s) and achieve 34 11(c) - Page 57

58 TASK 20. Completed Prototype (M) 21. Document Final Module Configurations (D) DELIVERABLE CHERRYROAD ROLE OR MILESTONE # as needed to refine and reflect changes and additions. Review with City. 7 and 26 Finalize Broomfield Prototype. Import configurations to additional Test and Training environments. 8 and 27 Prepare Final Configurations Document. knowledge transfer. Test Milestone Final Approval CITY ROLE Review Final Configurations Document Solution Deployment and Testing In the Solution Deployment and Testing phase, all development activity needed for the new system is planned and executed. Typical development activity will include: Integration/Interfaces Conversion processes New Workflows, Extensions and Reports (if any) For Interface and Conversions to be developed, this phase incorporates the following key activities: Interface and Conversion Specifications and Design - where all required interfaces and automated conversion programs are designed and processing specification documented. Interface and Conversion Development - where interfaces and automated conversion programs or spreadsheet templates are developed Interface and Conversion Testing where interfaces and automated conversion processes are unit tested with test data 35 11(c) - Page 58

59 Standard Oracle tools to support Integrations/Interfaces and Conversions for Fusion Cloud implementations include: File Based and Spreadsheet Loader - File Based Loader or Spreadsheet Loader as a powerful and efficient method of importing bulk data into Oracle Cloud Applications. The upload process can be scheduled to reduce manual intervention in the integration process. In addition, File Based Loader and Spreadsheet Loader leverage the core business objects that serve as the foundation for the Cloud solution meaning that all edits, business rules and validation logic that an online user would be subject to also govern all data being loaded into the Cloud Applications as well. Spreadsheet Loader allows business users to work with data within a familiar Excel format and upload bulk data into the system. System Extract - Outbound data can be extracted using System Extract or built-in reporting tools like Oracle Transactional Business Intelligence. System Extract consists of a set of prebuilt templates delivered by Oracle on certain defined Oracle data objects. It is ideal for complex reporting and extraction needs, such as distribution of data to third-party systems. Customers can also easily modify existing templates or create their own templates to extract virtually any data in their Cloud service. Web Services - Web Services are utilized as a standardized way of integrating Cloud services with other disparate application systems. These Web Services, when invoked or initiated by an event, carry out business process functions. The function of each Web service is described in a Web Service Description Language (WSDL) file. This simple architecture ensures that users need only invoke the required web services and expect 36 11(c) - Page 59

60 the correct results, without going into further complexities. Delivered Oracle Cloud Application web services are documented and available for review within the Oracle Enterprise Repository. Once the development of conversion and integration processes and extended capabilities are completed, they are thoroughly tested. The CherryRoad Testing task in our FastTrack methodology covers all the tasks necessary to plan and execute all the testing necessary before production operations. Tests are conducted from both a functional (does it do what it is specified to do?) and a performance (does it adversely impact system performance or does it meet performance requirements?) perspective. The four kinds of tests performed are: Unit Tests - performed on individual programs to validate the program logic; System/Integration Tests - performed on a logical component of programs to validate the accuracy and completeness at performing the designed functions as well as testing interaction between programs and subsystems; Performance Tests - performed on the entire system to verify the ability of the software to perform under "stress" conditions; User Functional Tests - performed on the entire system by users and management representatives to verify system functionality and usability Implementation Tasks and Deliverables/Milestone TASK 22. Analyze Interface Requirements 23.Design and Finalize Interface Processes 24. Prepare Interface File Loader and/or Spreadsheet Template Formats (D) DELIVERABLE OR MILESTONE # CHERRYROAD ROLE Review interface requirements with the City. Confirm interfaces and integration approach. Design interface processes, map data, and finalize all interfaces. 9 and 29 Prepare file loader and Spreadsheet template formats. CITY ROLE Support CherryRoad during interfaces review and analysis. Obtain documentation on interfaces as needed. Assist CherryRoad in legacy side interface design process (data mapping, legacy system requirements, etc.) Assist in reviewing file loader and spreadsheet formats to be used for interfaces. Test creating files and populating spreadsheet templates (c) - Page 60

61 TASK 25. Create Interface Files and/or Spreadsheet to Oracle DELIVERABLE OR MILESTONE # CHERRYROAD ROLE Process Interface files and spreadsheet templates into Oracle Cloud. Review and confirm interfaced data in Oracle. CITY ROLE Extract data from legacy interface system. Prepare Interface file(s) and/or populate spreadsheet templates. 26. Create Extracts Files and/or Spreadsheets from Oracle Create extract files or spreadsheets for all data to be interfaced from Oracle to existing City legacy system or 3 rd parties. Process extract file(s) or spreadsheets and in legacy systems). 27. Test and Finalize Interface Processes (M) 28. Analyze Conversion Requirements 29. Design and Finalize Conversion Processes 30. Prepare Conversion File Loader and/or Spreadsheet Template Formats (D) 31. Validate and clean up conversion data 32. Create Conversion Files and/or Spreadsheet to Oracle 33. Test and Finalize Conversion Processes (M) 10 and 31 Test all interfaces to and from Oracle. Document test results. Make changes and adjustments as needed. Review conversion requirements with the City. Confirm data to be converted and conversion approach. Design conversion processes, map data, and finalize all conversions. 11 and 28 Prepare file loader and Spreadsheet template formats. Support City in data validation Process conversion files and spreadsheet templates into Oracle Cloud. Review and confirm converted data in Oracle. 12 and 30 Test all conversion processes to Oracle. Document test results. Make changes and adjustments as needed. Test all interfaces to and from Legacy system. Document test results. Make changes and adjustments as needed. Final approval of milestone Support CherryRoad during conversion review and analysis. Obtain documentation on existing data to be converted as needed. Assist CherryRoad in legacy side conversion design process (data mapping, legacy system requirements, etc.) Assist in reviewing file loader and spreadsheet formats to be used for converting. Test creating files and populating spreadsheet templates. Review, clean-up and validate all data needed for conversion from legacy systems. Extract conversion data from legacy system. Prepare conversion file(s) and/or populate spreadsheet templates. Test all conversion extracts from Legacy system. Document test results. Make changes and adjustments as needed Final approval of Milestone (c) - Page 61

62 TASK DELIVERABLE OR MILESTONE # CHERRYROAD ROLE CITY ROLE 34. Train City on Cloud Reporting Tools 35. Review Gap Analysis Solution for Custom Report 36. Design Custom Reports 37. Use Cloud Tools to Develop Custom Reports CherryRoad will train the City on the Cloud Reporting Tools. All custom reports identified in the Gap Analysis will be reviewed and the Cloud reporting tool needed for development will be identified. Support City efforts to design/layout custom reports and assist in mapping fields to Cloud data. Support City efforts to develop custom reports using Cloud Reporting Tools. Attend training sessions on Reporting Tools Review custom reporting requirements with CherryRoad. Use existing reports to determine formats. Prepare designs for all custom reports required. Review with CherryRoad. Use Cloud Reporting Tools to develop new reports. 38. Test Custom Reports Support City efforts to test custom reports using Cloud Reporting Tools. Run and test custom developed reports. 39. Prepare Acceptance Test Plan (D) 13 and 32 CherryRoad will prepare an Acceptance Testing Plan that defines the testing strategy, tools, and processes for the City s Acceptance Test. Assist CherryRoad in reviewing and finalizing testing strategy, identifying timeframe for testing, and finalizing testing tools (scripts, forms, etc.) Training and Implementation The CherryRoad training approach is designed to help mobilize an organization for change and assess the landscape for change issues. Under the CherryRoad Training approach, there are four key tasks that needed to be completed for the development and execution of an effective training program. Training Assessment where the training needs of an organization and the logistics are determined and a Training Plan is prepared. Training Development where standard CherryRoad Training Material is customized to reflect the City s configuration and business rules. Training Delivery and Execution where training classes are conducted and delivered (c) - Page 62

63 Training Evaluation where the effectiveness of the Training program is measured and any remedial training needed is conducted. The CherryRoad training approach is designed to provide clients with the training they need to effectively use the new system in their defined roles. CherryRoad s general philosophy is to use customized train-the-trainer training delivered by CherryRoad staff using custom developed training materials. In addition, our training approach also establishes a permanent training database on-site that may be used for hand-on training and to support long-term training needs. Concurrent with the execution of a training program, a variety of Production preparation activities occur including: Establishing the Production environment Performing final configurations in Production Migrating all extensions and city specific business objects to Production Establishing users and related security profiles Running and validating final conversions Preparing Go-Live Checklists for the user organizations and validating readiness Preparing a post-production support strategy Implementation Tasks and Deliverables/Milestone TASK 40. Assess Training Requirements DELIVERABLE OR MILESTONE # CHERRYROAD ROLE CherryRoad will conduct meetings to assess and analyze City training requirements. CITY ROLE Provide information on staff to be trained, training facilities, and train-the-trainer strategy for end users. 41. Prepare Training Plan (D) 42. Prepare Trainthe-Trainer/SME Training Material (D) 43. Prepare End- User Training Material 14 and 34 Prepare Training Plan that identifies, training approach, specific classes, facilities and tools. 15 and 35 Prepare Training Material for all core SMEs and City trainers Assist the City in using prepared SME Training Material to prepare Training Classes for Review Training Plan CCOB to assign dedicated person for in depth review Review Training Material CCOB to assign dedicated person for in depth review Use SME training material to prepare training material for end-users based on job roles (c) - Page 63

64 TASK 44. Provision and Prepare Training Environment 45. Conduct Trainthe-Trainer/SME Training (M) 46. Conduct End User Training 47. Prepare Acceptance Test Environment 48. Prepare Acceptance Test Scripts 49. Conduct Acceptance Test (M) 50. Prepare Production Environment 51. Establish and Configure the Production Environment 52. Migrate all Interfaces and City Specific Business Objects (Reports, Interfaces, automated conversions) to Production 53. Establish Users and Related Security Profiles 54. Prepare Final Conversion Files DELIVERABLE OR MILESTONE # end-users. CHERRYROAD ROLE Provision and configure a Training database to support all training activities 16 and 36 CherryRoad will conduct and deliver all SME/Train-the-Trainer training CherryRoad will conduct two end-user training classes for each subject Provision and configure a Testing database to support City Acceptance Test activities Support City s preparation of Test Scripts. Provide samples from other clients as needed. 17 and 33 Support City s Acceptance Testing process. Resolve issue and problems reported Provision the City s Production database and Cloud environment Configure and set up all final City configurations and 3 rd Party integration. Migrate and establish Cityspecific interface and conversion processes and custom reports Assist City in defining all City Users, roles and responsibilities Review final City conversion files for Production. CITY ROLE CCOB designs and train active staff on role None Organize and attend training classes. Identify participants Organize and deliver all remaining enduser training required for City staff Establish Users/Roles for staff conducting Testing activities Prepare Test Scripts. Conduct Acceptance Test and document results, and problems. Retest after issue/problem resolution. Final approval of milestone None Assist CherryRoad in configuring Production environment (for knowledge transfer). Assist Cherry Road in migrating and establishing all City business objects to Production environment for knowledge transfer). Set-Up Users, Roles and Responsibilities. CCOB will identify dedicated resource Create final conversion files for loading including any data clean-up activities (c) - Page 64

65 TASK 55. Run Final Conversions 56. Execute any Manual Conversions 57. Validate and Reconcile Converted Data 58. Create and execute cutover strategy 59. Validate Business Readiness 60. Prepare a Post-Production Support Strategy (D) DELIVERABLE OR MILESTONE # CHERRYROAD ROLE Execute final automated conversion processes Assist City in completing any manual conversion needed. Support City in validating all converted data for Production. CherryRoad will create a detailed cutover strategy with document steps and execute this as part of go live Support City in validating business readiness 18 and 37 CherryRoad will assist the City in the creation of a Production Support Plan. CITY ROLE Validate final conversion runs Execute any manual conversion activities. Review and validate converted data in Production The City will own certain steps in the cutover plan and will be responsible for executing on these steps City will monitor and report on business readiness and will take steps to help the business close any gaps in readiness City will create a post-production support plan that documents how the City will support the new system after go-live 61. MILESTONE GO LIVE (M) 19 and 38 None None Production Support CherryRoad recognizes the importance of proving on-site support to end-users and technical staff after live operations and our methodology specifically incorporates these activities. The goals of this phase are to make the city self-sufficient functionally and technically in the operations and use of the new system. To facilitate this, CherryRoad provides the following support: Question and answer type of support Help-desk support System monitoring Performance tuning Remedial training Transition documentation and planning 42 11(c) - Page 65

66 One of the key components of this phase is the preparation of a Transition Plan document. This deliverable provides comprehensive documentation of the software status (release levels, patches applied, etc.), client-specific Extensions and project documentation (libraries where project designs and deliverables are maintained). CherryRoad will end its implementation assistance by debriefing management on our assessment of the current status of the project and by offering recommendations, which will enhance the overall use of the system in the future. In addition to Post Implementation Support that is provided on every project as part of the CherryRoad FastTrack Methodology, CherryRoad also offers our clients an optional long-term support structure and assistance beyond the first month of implementation. Called CustomerCare, this initiative provides: As needed telephone support and assistance Dial-in support Extended Support where CherryRoad staff visit each project for a week a month over a three month period after production operations Critical Events Support where CherryRoad staff provide onsite support to the city during the first round of critical events: o Calendar Year HR/Payroll changes and first W-2 cycle o First Open Enrollment o First Budget Development Implementation Tasks and Deliverables/Milestone TASK 62. Prepare Post- Implementation Transition Plan 63. Review/Finalize Post- Implementation Transition Plan (D) DELIVERABLE CHERRYROAD ROLE OR MILESTONE # CherryRoad will prepare a Transition Plan after go-live that documents all project activities, and serves to transition support activities to the City 20 and 39 Conduct Review meetings and update Transition Plan CITY ROLE Review Plan and organize internal staff to support the system Review and approve Transition Plan 43 11(c) - Page 66

67 TASK 64. Provide Post- Implementation Support (M) DELIVERABLE CHERRYROAD ROLE OR MILESTONE # 21 and 40 CherryRoad will provide 1 month of Post-Implementation support for each phase. CITY ROLE Final approval of milestone 4.3 Deliverables and Milestones As part of the implementation process, CherryRoad will produce a variety of deliverables and establish milestones for completion of tasks and activities. The following presents a description of each deliverable/milestone. Deliverable/Milestone Number: 3 Deliverable/Milestone Name: Project Plan/Charter (Deliverable) Phase: Phase I & Phase II Planning and Organization Objective: To establish a final Project Plan and Schedule for HRIS Project Scope: CherryRoad will prepare a detailed Project Work Plan that will identify each specific deliverable and milestone in the Schedule of Deliverables as well as intermediate tasks and deliverables as necessary for effective project scheduling and control. This Plan will consist of an MS Project Gantt chart, saved used as the save as baseline option, identifying each of the phases/tasks, milestones and deliverables associated with each task, estimated duration of each phase/task and, the type and level of participation of CherryRoad and city staff necessary to achieve the plan objectives. The Work Plan will include specific responsibilities for both CherryRoad and city staff. Format: Word Document and MS Project Plan Sample Outline: Introduction Project Objectives Project Organization Roles and Responsibilities Project Status Reporting MS Project Plan Notes / Expectations: N/A City Role: Participate in planning sessions Review deliverable CherryRoad Role: Conduct review sessions Prepare deliverable 44 11(c) - Page 67

68 Acceptance Criteria: Complete deliverable as defined in the SOW. City final approval Deliverable/Milestone Number: 2 Deliverable/Milestone Name: Initial Discovery Questionnaires Phase I (Deliverable) Phase: Phase I Planning and Organization Objective: To obtain basic information on Phase I modules and related City processes and data Scope: CherryRoad will provide a series of questionnaires for each module so that module leads can document city expectations, key business flows, data, and basic processes. Format: Word Document Sample Outline: Introduction Instructions Questionnaires for each Phase I module/business area Notes / Expectations: N/A City Role: Complete questionnaires Review questionnaires CherryRoad Role: Prepare Questionnaires Conduct review sessions Analyze Questionnaire responses Acceptance Criteria: Provide city specific questionnaire to City Deliverable/Milestone Number: 4 Deliverable/Milestone Name: Completed Foundation Team Training Phase I (Milestone) Phase: Phase I Planning and Organization Objective: Training is intended to provide city Project Team members with the exposure to the Oracle Cloud architecture and navigation very early in the project in order for them to be able to effectively participate in the subsequent gap analysis and prototype processes. Scope: Training provided to the city project team on the basic system architecture (e.g., look and feel of the system, tool bars and icons, drop down lists, etc.) and system navigation. Training is also provided to the project team on the basic operations and transaction flow of each of the Cloud Applications modules individually, as well as how these modules work in an integrated fashion (c) - Page 68

69 Format: Complete and deliver all foundation team training materials and project team training as defined in the SOW. Sample Outline: Not Applicable - Milestone Notes / Expectations: N/A City Role: Attend training CherryRoad Role: Prepare training sessions Deliver training Acceptance Criteria: Complete training as defined in this SOW City final approval Deliverable/Milestone Number: 5 Deliverable/Milestone Name: Initial Prototype Phase I (Milestone) Phase: Phase I Planning and Organization Objective: To configure and demonstrate an initial prototype system to support gap analysis and City-specific configurations Scope: An initial baseline prototype will be established and demonstrated showing functions, features and capabilities of the Cloud Applications. A review of standard configurations, workflows and delivered capabilities will be demonstrated and assessed. Format: None Sample Outline: Not Applicable - Milestone Notes / Expectations: N/A City Role: Attend prototype demonstrations CherryRoad Role: Prepare and deliver prototype demonstration sessions Acceptance Criteria: City s final approval Initial prototype covering full functional scope of project for Phase 1 is completed and delivered and demonstrated to the City. Deliverable/Milestone Number: 6 Deliverable/Milestone Name: Gap Analysis Phase I Phase: Phase I (Deliverable)) Solution Configuration and Prototype(s) Objective: To review the Functional Requirements, industry best practices, and map to baseline Cloud functionality in order to identify gaps and how they will be addresses 46 11(c) - Page 69

70 Scope: For each application, a Gap Analysis will be prepared that identifies gaps between the requirements and delivered functionality and best practice configurations. This will include: Mapping of city requirements to Oracle Cloud functionality, including a mapping of workflow requirements Identification of how each requirement is met Identification of Gaps Design of how each map will be address via configuration changes and additions, new reports or extensions to the application Format: Word and Excel Sample Outline: Introduction Objectives Requirements Validation Gap Analysis and Recommended Solutions Notes / Expectations: N/A City Role: Attend Gap Analysis sessions Review and approve Gap Analysis CherryRoad Role: Prepare and deliver Gap Analysis Acceptance Criteria: Deliverable complete and delivered to City as defined in the SOW. Deliverable/Milestone Number: 7 Deliverable/Milestone Name: Conference Room Pilot(s) Phase I (Milestone) Phase: Phase I Solution Configuration and Prototype(s) Objective: To develop a working city specific prototype of Cloud modules and business processes with city specific data, workflows, chart of accounts, etc. Scope: Specific system setup requirements identified in the Gap Analysis Document will be configured within the prototype system for all of the application modules. In addition, any flexfields or new user-defined fields will be developed within the prototype, workflow will be configured and personalizations will be added. CherryRoad will configure all of the unique city requirements in a Prototype application and also demonstrate the prototype system to the project team showing how the requirements have been incorporated within the prototype setup. The prototype will be closely reviewed and demonstrated by the project team to identify any requirements overlooked or misunderstood during analysis. Corrections will be made to the prototype and demonstrations continued until all requirements are identified and included. Format: N/A This is a milestone 47 11(c) - Page 70

71 Sample Outline: N/A Notes / Expectations: N/A City Role: Attend Prototype sessions Review and approve configured Prototype(s) CherryRoad Role: Configure city specific Prototype(s) Demonstrate Prototype(s) Finalize Prototype Acceptance Criteria: Conference room pilot completed and reviewed to identify any unmet City requirements. City s final approval Deliverable/Milestone Number: 8 Deliverable/Milestone Name: Final Module Configurations - Phase I (Deliverable) Phase: Phase I Solution Configuration and Prototype(s) Objective: To document the final configurations for the Cloud Applications based on the Prototypes. Scope: The Final Configurations deliverable documents all of the final configurations in the Cloud Application including all changes, additions and new workflows incorporated. Format: Word and Excel Sample Outline: TBD Notes / Expectations: N/A City Role: Review Final Configurations Document CherryRoad Role: Prepare Final Configurations Document Review Final Configurations with City Acceptance Criteria: Final configurations are reviewed and accepted by City and final configuration document prepared and includes documentation for all City modules and requirements. Deliverable/Milestone Number: 11 Deliverable/Milestone Name: Conversion Process Templates Phase I (Deliverable) Phase: Phase I Solution Deployment and Testing Objective: To document the conversion data and processes and prepare conversion spreadsheet templates and 48 11(c) - Page 71

72 file formats to support the automated conversion needed for the project. Scope: CherryRoad will analyze conversion requirements and prepare a series of spreadsheet templates and file formats to support the city in preparing conversion data and files. These template will be either in a File Loader or Spreadsheet Loader format. A map from existing files or tables will be provided with each template to assist the city in filling up each spreadsheet or preparing a file for loading. Format: Word and Excel Sample Outline: Introduction Conversion Data and Approach Matrix Spreadsheet Loader Template File Loader Formats Notes / Expectations: N/A City Role: Review Conversion Process Template Extract and Clean Conversion Data Prepare Spreadsheet Template with Conversion Data Prepare File Loader Files CherryRoad Role: Analyze Conversion Requirements Prepare Conversion Process Templates Review and finalize with City Acceptance Criteria: Conversions are analyzed to define requirements. All conversions are documented using conversion process templates. Data is loaded into the application and tested. Deliverable/Milestone Number: 9 Deliverable/Milestone Name: Interface Templates Phase I (Deliverable) Phase: Phase I Solution Deployment and Testing Objective: To document the interface data and processes and prepare interface spreadsheet templates and file formats to support the automated interfaces needed for the project. Scope: CherryRoad will analyze and prepare a series of templates to support the city in preparing interface data and files for Interface into Oracle Cloud based on the needs of the vendor receiving the file. These template will be either in a File Loader or Spreadsheet Loader format. A map from existing files or tables will be provided with each template to assist the city in filling up each spreadsheet or preparing a file for loading. For Interfaces/Integration requirements from Oracle Cloud CherryRoad will prepare data extracts using standard Data Extract utilities for transmission to external systems. Format: Word and Excel Sample Outline: 49 11(c) - Page 72

73 Introduction Interface Approach Matrix Spreadsheet Loader Template File Loader Formats Notes / Expectations: N/A City Role: Review Interface Process Templates Extract and Prepare Interface Data to Oracle Prepare and populate Spreadsheet Templates with Interface Data Prepare File Loader Files Use data extract files from Oracle to interface back to external systems CherryRoad Role: Analyze Interface Requirements Prepare Interface Process Spreadsheet Templates Document File loader specifications Review and finalize with City Load Interface Data into Cloud Applications and Test Interface Processes Create data extract files for city to process for interfaces from Oracle Acceptance Criteria: Interface requirements are defined using interface process templates. All interface data is loaded/extracted and tested per requirements of this SOW. Deliverable/Milestone Number: 12 Deliverable/Milestone Name: Tested Conversion Processes Phase I (Milestone) Phase: Phase I Solution Deployment and Testing Objective: Completed Conversion Processes Scope: This milestone represents completed testing of all conversion processes using the standard Oracle Cloud file and spreadsheet loader processes. Format: N/A Sample Outline: N/A This is a Milestone Notes / Expectations: N/A City Role: Review Completion of Conversion Processes. Perform validation of interface data Test conversion processes 50 11(c) - Page 73

74 Provide feedback to Oracle CherryRoad Role: Load Conversion Data into Cloud Applications and Test Conversion Processes Test Conversion Processes Acceptance Criteria: Conversions tested and issues resolved City s final approval Deliverable/Milestone Number: 10 Deliverable/Milestone Name: Tested Interface Processes Phase I (Milestone) Phase: Phase I Solution Deployment and Testing Objective: Completed Interface Processes Scope: This milestone represents completed testing of all Interface/Integration processes using the standard Oracle Cloud file and spreadsheet loader processes and data extract capabilities. Format: N/A Sample Outline: N/A This is a Milestone Notes / Expectations: N/A City Role: Review Completion of Interface Processes Perform validation of interface data Test interface processes Provide feedback to Oracle CherryRoad Role: Test Interface Processes Acceptance Criteria: Interfaces tested and issues resolved City s final approval Deliverable/Milestone Number: 13 Deliverable/Milestone Name: Testing Plan Phase I (Deliverable) Phase: Phase I Solution Deployment and Testing Objective: To document the Acceptance Test Plan and Strategy Scope: CherryRoad will prepare an Acceptance Test Plan describing how the city will prepare for and execute the acceptance test. This plan provides a description of the testing approach, the tools and techniques to be used and a preliminary schedule for the testing effort. The Acceptance Test will serve as the city s basis for accepting the system and beginning full production operations Format: Word and Excel 51 11(c) - Page 74

75 Sample Outline: Introduction Testing Strategy and Approach Test Scripts Testing Tools Testing Schedule Acceptance Criteria Notes / Expectations: N/A City Role: Review and approve Testing Plan CherryRoad Role: Analyze Testing Requirements Prepare Testing Plan Review and finalize with City Acceptance Criteria: Test Plan completed as defined in this SOW and delivered to city Deliverable/Milestone Number: 17 Deliverable/Milestone Name: Completed Conditional Acceptance Test Phase I (Milestone) Phase: Phase I Solution Deployment and Testing Objective: Document Completion of City Acceptance Test Scope: This milestone represents completion of the city Acceptance Test and certification that the system is ready for go live. Format: N/A Sample Outline: N/A This is a Milestone Notes / Expectations: N/A City Role: Prepare Acceptance Test Scripts Execute Acceptance Test Review and report results CherryRoad Role: Support city Acceptance Testing Resolve issues and problems Acceptance Criteria: Configured system meets scope as defined in this SOW and adheres to functional requirements. All material errors are corrected and City shall have the approval for the decision to go-live. Deliverable/Milestone Number: 14 Deliverable/Milestone Name: Training Plan Phase I (Deliverable) Phase: Phase I Training and Implementation 52 11(c) - Page 75

76 Objective: To document the Training Plan and Strategy Scope: This document presents the overall training strategy to be adopted for the HRIS implementation and presents an overview of the recommended training courses and schedule for the HRIS training program. Format: Word Sample Outline: The Training Plan will contain a detailed discussion of the following topics: Training Assessment Presents a review of the overall training needs of the city HRIS and identifies the types of training needed. Description of Training Courses Provides a brief synopsis of the individual training courses, topics to be presented, prerequisites, timing, etc. Training Facilities Discusses the facilities, equipment, and forms, needed to execute and manage the HRIS training program. Training Schedule Presents a detailed schedule and calendar for the HRIS training program (train-thetrainer and final end-user training Notes / Expectations: N/A City Role: Assess Training Needs and Users Plan Training Facilities Review Training Plan CherryRoad Role: Analyze Training Requirements Prepare Training Plan Review and finalize with City Acceptance Criteria: Prepare Training plan as defined in this SOW. Deliverable/Milestone Number: 15 Deliverable/Milestone Name: Phase I Training Material by module (Deliverable) Phase: Phase I Training and Implementation Objective: To prepare the Training Material for Train-the-Trainer/SME Training Scope: CherryRoad will prepare City specific Training Material for each module for the train-the-trainer training program which CherryRoad will execute. The city will work with the CherryRoad Training Material to prepare all end-user training. Format: Word Sample Outline: 53 11(c) - Page 76

77 TBD Notes / Expectations: N/A City Role: Review Training Material CherryRoad Role: Prepare Training Material Review and finalize with City Acceptance Criteria: Training materials developed and delivered to City. Deliverable/Milestone Number: 16 Deliverable/Milestone Name: Train-the-Trainer Training by module (Milestone) Phase: Phase I Training and Implementation Objective: To deliver and complete the final Train-the-Trainer/SME classes and program Scope: This milestone represents completion of the Train-the-Trainer/SME training program. Format: N/A Sample Outline: N/A This is a Milestone Notes / Expectations: N/A City Role: Organize and attend Train-the-Trainer/SME Training sessions CherryRoad Role: Conduct Train-the-Trainer/SME Training sessions Evaluate Training Acceptance Criteria: Train the trainer training completed for each module. City s final approval Deliverable/Milestone Number: 18 Deliverable/Milestone Name: Roll-Out and Post Implementation Support Plan By Phase (Deliverable) Phase: Phase I Training and Implementation Objective: The objectives of this document are to summarize the final HRIS implementation steps and provide a recommended strategy for providing post implementation support for the HRIS project after it is put into production on the Oracle Cloud Scope: Implementation Checklist which provides a final checklist of the remaining HRIS implementation activities as well as a contingency procedure in the event that HRIS cannot be brought live according to the current schedule. Post-Implementation Support Strategy which describes how HRIS support will be provided to users after 54 11(c) - Page 77

78 production operation begins. Format: Word Sample Outline: TBD Notes / Expectations: N/A City Role: Review Roll-Out Plan CherryRoad Role: Prepare Roll-Out Plan Review and finalize with City Acceptance Criteria: Roll Out and Post Implementation Support Plan developed and delivered to city. Deliverable/Milestone Number: 19 Deliverable/Milestone Name: Completed Production System Phase I Go Live (Milestone) Phase: Phase I Production Support Objective: Go Live and begin Production operations for Phase I Scope: This milestone represents delivery of a completed Production database ready for go live, with all configurations and conversions. Format: N/A - Milestone Sample Outline: N/A Notes / Expectations: N/A City Role: Create Final Conversion Files/Data Support establishment of Production Security and Users Conduct Final Validation CherryRoad Role: Prepare, configure and deliver Production System Execute final conversions Establish Security Establish Users Support validation of Production data Acceptance Criteria: System is operating as planned per requirements and design documents Users are able to log in, access data, and input data as required in the system HR and Finance are able to execute transactions as expected in support of business functions Deliverable/Milestone Number:20 Deliverable/Milestone Name: Transition Plan Phase I Phase: Phase I 55 11(c) - Page 78

79 (Deliverable) Production Support Objective: The objectives of this document are to document the current Production environment and facilitate the transition of operations and support to the city Scope: This document provides an outline of the post-implementation activities necessary to maintain the HRIS production system for all of the HRIS applications. In addition, it will provide the information necessary to facilitate the transition of these activities from CherryRoad to the city. Format: Word Sample Outline: The document will cover the following topics: Issue Identification and Resolution Procedures; System Administration; Oracle Support; Software Patches and Upgrades; Documentation on Interfaces; and final configurations. Notes / Expectations: N/A City Role: Review Transition Plan CherryRoad Role: Prepare Transition Plan Review and finalize with City Acceptance Criteria: Transition Plan developed as defined in this SOW and delivered to city Deliverable/Milestone Number: 21 Deliverable/Milestone Name: Implementation Support Phase I (Milestone) Phase: Phase I Production Support Objective: Provide 30 days of post-production support to include one month end close process. Provide support during first quarter closing process for quarterly tax reporting. Scope: This milestone represents completion of the post-implementation support period. Format: N/A - Milestone Sample Outline: N/A Notes / Expectations: N/A City Role: Assist in problem reporting and resolution Grant Final acceptance CherryRoad Role: Support operations Provide remedial training as needed Resolve issues and problems 56 11(c) - Page 79

80 Acceptance Criteria: Post Go-Live support period completed and Final acceptance granted for by the City as defined in Section Deliverable/Milestone Number: 22 Deliverable/Milestone Name: Initial Discovery Questionnaires Phase II (Deliverable) Phase: Phase II Planning and Organization Objective: To obtain basic information on Phase II modules and City processes and data Scope: CherryRoad will provide a series of questionnaires for each module so that module leads can document city expectations, key business flows, data, and basic processes. Format: Word Document Sample Outline: Introductions Instructions Questionnaires for each Phase II module/business area Notes / Expectations: N/A City Role: Complete questionnaires Review questionnaires CherryRoad Role: Conduct review sessions Prepare deliverable Acceptance Criteria: Provide customized Discovery questionnaires to City Deliverable/Milestone Number: 23 Deliverable/Milestone Name: Completed Foundation Team Training Phase II (Milestone) Phase: Phase II Planning and Organization Objective: Training is intended to provide city Project Team members with the exposure to the Oracle Cloud architecture and navigation very early in the project in order for them to be able to effectively participate in the subsequent gap analysis and prototype processes. Scope: Training provided to the city project team on the basic system architecture (e.g., look and feel of the system, tool bars and icons, drop down lists, etc.) and system navigation (c) - Page 80

81 Training is also provided to the project team on the basic operations and transaction flow of each of the Cloud Applications modules individually, as well as how these modules work in an integrated fashion. Format: None Sample Outline: Not Applicable - Milestone Notes / Expectations: N/A City Role: Attend training CherryRoad Role: Prepare training sessions Deliver training Acceptance Criteria: Complete training as defined in this SOW City s final approval Deliverable/Milestone Number: 24 Deliverable/Milestone Name: Initial Prototype Phase II (Milestone) Phase: Phase II Planning and Organization Objective: To configure and demonstrate an initial prototype system to support gap analysis and City-specific configurations Scope: An initial baseline prototype will be established and demonstrated showing functions, features and capabilities of the Cloud Applications. A review of best practice configurations, workflows and delivered capabilities will be demonstrated and assessed. Format: None Sample Outline: Not Applicable - Milestone Notes / Expectations: N/A City Role: Attend prototype demonstrations CherryRoad Role: Prepare and deliver prototype demonstration sessions Acceptance Criteria: Initial prototype covering full functional scope of project for Phase 2 is completed and delivered and demonstrated to the City. City s final approval 58 11(c) - Page 81

82 Deliverable/Milestone Number: 25 Deliverable/Milestone Name: Gap Analysis Phase II Phase: Phase II (Deliverable) Solution Configuration and Prototype(s) Objective: To review the Functional Requirements, industry best practices, and map to baseline Cloud functionality in order to identify gaps and how they will be addresses Scope: For each application, a Gap Analysis will be prepared that identifies gaps between the requirements and delivered functionality and best practice configurations. This will include: Mapping of city requirements to Oracle Cloud functionality, including a mapping of workflow requirements Identification of how each requirement is met Identification of Gaps Design of how each map will be address via configuration changes and additions, new reports or extensions to the application Format: Word and Excel Sample Outline: Introduction Objectives Requirements Validation Gap Analysis and Recommended Solutions Notes / Expectations: N/A City Role: Attend Gap Analysis sessions Review and approve Gap Analysis CherryRoad Role: Prepare and deliver Gap Analysis Acceptance Criteria: Complete and provide deliverable as defined in this SOW. Deliverable/Milestone Number: 26 Deliverable/Milestone Name: Conference Room Pilot(s) Phase II (Milestone) Phase: Phase II Solution Configuration and Prototype(s) Objective: To develop a working city specific prototype of Cloud modules and business processes with city specific data, workflows, chart of accounts, etc. Scope: Specific system setup requirements identified in the Gap Analysis Document will be configured within the prototype system for all of the application modules. In addition, any flexfields or new user-defined fields will be developed within the prototype, workflow will be configured and personalizations will be added (c) - Page 82

83 CherryRoad will configure all of the unique city requirements in a Prototype application and also demonstrate the prototype system to the project team showing how the requirements have been incorporated within the prototype setup. The prototype will be closely reviewed and demonstrated by the project team to identify any requirements overlooked or misunderstood during analysis. Corrections will be made to the prototype and demonstrations continued until all requirements are identified and included. Format: N/A This is a milestone Sample Outline: N/A Notes / Expectations: N/A City Role: Attend Prototype sessions Review and approve configured Prototype(s) CherryRoad Role: Configure city specific Prototype(s) Demonstrate Prototype(s) Finalize Prototype Acceptance Criteria: Conference room pilot completed and reviewed to identify any unmet City requirements. City s final approval Deliverable/Milestone Number: 27 Deliverable/Milestone Name: Final Configurations - Phase II (Deliverable) Phase: Phase II Solution Configuration and Prototype(s) Objective: To document the final configurations for the Cloud Applications based on the Prototypes. Scope: The Final Configurations deliverable documents all of the final configurations in the Cloud Application including all changes, additions and new workflows incorporated. Format: Word and Excel Sample Outline: TBD Notes / Expectations: N/A City Role: Review Final Configurations Document CherryRoad Role: Prepare Final Configurations Document Review Final Configurations with City 60 11(c) - Page 83

84 Acceptance Criteria: Final configurations are reviewed and accepted by City and final configuration document prepared and includes documentation for all City modules and requirements. Deliverable/Milestone Number: 28 Deliverable/Milestone Name: Conversion Process Templates Phase II (Deliverable) Phase: Phase II Solution Deployment and Testing Objective: To document the conversion data and processes and prepare conversion spreadsheet templates and file formats to support the automated conversion needed for the project. Scope: CherryRoad will analyze conversion requirements and prepare a series of spreadsheet templates and file formats to support the city in preparing conversion data and files. These template will be either in a File Loader or Spreadsheet Loader format. A map from existing files or tables will be provided with each template to assist the city in filling up each spreadsheet or preparing a file for loading. Format: Word and Excel Sample Outline: Introduction Conversion Data and Approach Matrix Spreadsheet Loader Template File Loader Formats Notes / Expectations: N/A City Role: Review Conversion Process Template Extract and Clean Conversion Data Prepare Spreadsheet Template with Conversion Data Prepare File Loader Files CherryRoad Role: Analyze Conversion Requirements Prepare Conversion Process Templates Review and finalize with City Load Conversion Data into Cloud Applications and Test Conversion Processes Acceptance Criteria: Conversions are analyzed to define requirements. All conversions are documented using conversion process templates. Data is loaded into the application and tested. Deliverable/Milestone Number: 29 Deliverable/Milestone Name: Interface Templates Phase II (Deliverable) Phase: Phase II Solution Deployment and Testing Objective: To document the interface data and processes and prepare interface spreadsheet templates and file 61 11(c) - Page 84

85 formats to support the automated interfaces needed for the project. Scope: CherryRoad will analyze and prepare a series of templates to support the city in preparing interface data and files for Interface into Oracle Cloud based on the needs of the vendor s receiving file. These template will be either in a File Loader or Spreadsheet Loader format. A map from existing files or tables will be provided with each template to assist the city in filling up each spreadsheet or preparing a file for loading. For Interfaces/Integration requirements from Oracle Cloud CherryRoad will prepare data extracts using standard Data Extract utilities for transmission to external systems. Format: Word and Excel Sample Outline: Introduction Interface Approach Matrix Spreadsheet Loader Template File Loader Formats Notes / Expectations: N/A City Role: Review Interface Process Templates Extract and Prepare Interface Data to Oracle Prepare and populate Spreadsheet Templates with Interface Data Prepare File Loader Files Use data extract files from Oracle to interface back to external systems CherryRoad Role: Analyze Interface Requirements Prepare Interface Process Spreadsheet Templates Document File loader specifications Review and finalize with City Load Interface Data into Cloud Applications and Test Interface Processes Create data extract files for city to process for interfaces from Oracle Acceptance Criteria: Interface requirements are defined using interface process templates. All interface data is loaded/extracted and tested per requirements of this SOW. Deliverable/Milestone Number: 30 Deliverable/Milestone Name: Tested Conversion Processes Phase II (Milestone) Phase: Phase II Solution Deployment and Testing Objective: Completed Conversion Processes Scope: This milestone represents completed testing of all conversion processes using the standard Oracle Cloud file and spreadsheet loader processes. Format: N/A 62 11(c) - Page 85

86 Sample Outline: N/A This is a Milestone Notes / Expectations: N/A City Role: Review Completion of Conversion Processes Perform data validation Provide feedback to Oracle CherryRoad Role: Test Conversion Processes Acceptance Criteria: Conversion processes tested and issues resolved City s final approval Deliverable/Milestone Number: 31 Deliverable/Milestone Name: Tested Interface Processes Phase II (Milestone) Phase: Phase II Solution Deployment and Testing Objective: Completed Interface Processes Scope: This milestone represents completed testing of all Interface/Integration processes using the standard Oracle Cloud file and spreadsheet loader processes and data extract capabilities. Format: N/A Sample Outline: N/A This is a Milestone Notes / Expectations: N/A City Role: Review Completion of Interface Processes Perform validation of interface data Provide feedback to Oracle CherryRoad Role: Test Interface Processes Acceptance Criteria: Interfaces tested and issues resolved City s final approval Deliverable/Milestone Number: 32 Deliverable/Milestone Name: Testing Plan Phase II (Deliverable) Phase: Phase II Solution Deployment and Testing Objective: To document the Acceptance Test Plan and Strategy Scope: CherryRoad will prepare an Acceptance Test Plan describing how the city will prepare for and execute the acceptance test. This plan provides a description of the testing approach, the tools and techniques to be used 63 11(c) - Page 86

87 and a preliminary schedule for the testing effort. The Acceptance Test will serve as the city s basis for accepting the system and beginning full production operations Format: Word and Excel Sample Outline: Introduction Testing Strategy and Approach Test Scripts Testing Tools Testing Schedule Notes / Expectations: N/A City Role: Review Testing Plan CherryRoad Role: Analyze Testing Requirements Prepare Testing Plan Review and finalize with City Acceptance Criteria: Test Plan completed as defined in this SOW and delivered to city Deliverable/Milestone Number: 33 Deliverable/Milestone Name: Completed Acceptance Test Phase II (Milestone) Phase: Phase II Solution Deployment and Testing Objective: Completed City Acceptance Test Scope: This milestone represents completion of the city Acceptance Test and certification that the system is ready for go live. Format: N/A Sample Outline: N/A This is a Milestone Notes / Expectations: N/A City Role: Prepare Acceptance Test Scripts Execute Acceptance Test Review and report results CherryRoad Role: Support city Acceptance Testing Resolve issues and problems Acceptance Criteria: 64 11(c) - Page 87

88 Configured system meets scope as defined in this SOW and adheres to functional requirements. All material errors are corrected and City is ready for go-live. City s final approval Deliverable/Milestone Number: 34 Deliverable/Milestone Name: Training Plan Phase II Phase: Phase II (Deliverable) Training and Implementation Objective: To document the Training Plan and Strategy Scope: This document presents the overall training strategy to be adopted for the Phase II HRIS implementation and presents an overview of the recommended training courses and schedule for the HRIS training program. Format: Word Sample Outline: The Training Plan will contain a detailed discussion of the following topics: Training Assessment Presents a review of the overall training needs of the city HRIS and identifies the types of training needed. Description of Training Courses Provides a brief synopsis of the individual training courses, topics to be presented, prerequisites, timing, etc. Training Facilities Discusses the facilities, equipment, and forms, needed to execute and manage the HRIS training program. Training Schedule Presents a detailed schedule and calendar for the HRIS training program (train-thetrainer and final end-user training Notes / Expectations: N/A City Role: Assess Training Needs and Users Plan Training Facilities Review Training Plan CherryRoad Role: Analyze Training Requirements Prepare Training Plan Review and finalize with City Acceptance Criteria: Training Plan completed as defined in this SOW and delivered to city Deliverable/Milestone Number: 35 Deliverable/Milestone Name: Phase II Training Material by module (Deliverable) Phase: Phase II Training and Implementation Objective: To prepare the Training Material for Train-the-Trainer/SME Training 65 11(c) - Page 88

89 Scope: CherryRoad will prepare Training Material for each module for the train-the-trainer training program which CherryRoad will execute. The city will work with the CherryRoad Training Material to prepare all end-user training. Format: Word Sample Outline: TBD Notes / Expectations: N/A City Role: Review Training Material CherryRoad Role: Prepare Training Material Review and finalize with City Acceptance Criteria: Training materials developed and delivered to City. Deliverable/Milestone Number: 36 Deliverable/Milestone Name: Train-the-Trainer Training by module (Milestone) Phase: Phase II Training and Implementation Objective: To deliver and complete the final Train-the-Trainer/SME classes and program Scope: This milestone represents completion of the city Acceptance Test and certification that the system is ready for go live. Format: N/A Sample Outline: N/A This is a Milestone Notes / Expectations: N/A City Role: Organize and attend Train-the-Trainer/SME Training sessions CherryRoad Role: Conduct Train-the-Trainer/SME Training sessions Evaluate Training Acceptance Criteria: Train the trainer training completed for each module. City s final approval for each module (c) - Page 89

90 Deliverable/Milestone Number: 37 Deliverable/Milestone Name: Roll-Out Plan and Post Production Support Strategy By Phase (Deliverable) Phase: Phase II Training and Implementation Objective: The objectives of this document are to summarize the final HRIS implementation steps and provide a recommended strategy for providing post implementation support for the HRIS project after it is put into production on the Oracle Cloud Scope: Implementation Checklist which provides a final checklist of the remaining HRIS implementation activities as well as a contingency procedure in the event that HRIS cannot be brought live according to the current schedule. Post-Implementation Support Strategy which describes how HRIS support will be provided to users after production operation begins. Format: Word Sample Outline: TBD Notes / Expectations: N/A City Role: Review Roll-Out Plan CherryRoad Role: Prepare Roll-Out Plan Review and finalize with City Acceptance Criteria: Complete deliverable as defined in this SOW. Deliverable/Milestone Number: 38 Deliverable/Milestone Name: Completed Production System Phase II Go Live (Milestone) Phase: Phase II Production Support Objective: Go Live and begin Production operations Scope: This milestone represents delivery of a completed Production database ready for go live, with all configurations and conversions. Format: N/A - Milestone Sample Outline: N/A Notes / Expectations: N/A City Role: Create Final Conversion Files/Data Support establishment of Production Security and Users Conduct Final Validation 67 11(c) - Page 90

91 CherryRoad Role: Prepare, configure and deliver Production System Execute final conversions Establish Security Establish Users Support validation of Production data Acceptance Criteria: System is operating as planned per requirements and design documents Users are able to log in, access data, and input data as required in the system HR and Finance are able to execute transactions as expected in support of business functions Deliverable/Milestone Number: 39 Deliverable/Milestone Name: Transition Plan Phase II (Deliverable) Phase: Phase II Production Support Objective: The objectives of this document are to document the current Production environment and facilitate the transition of operations and support to the city Scope: This document provides an outline of the post-implementation activities necessary to maintain the HRIS production system for all of the HRIS applications. In addition, it will provide the information necessary to facilitate the transition of these activities from CherryRoad to the City. Format: Word Sample Outline: The document will cover the following topics: Issue Identification and Resolution Procedures; System Administration; Oracle Support; Software Patches and Upgrades; Documentation on Interfaces; and final configurations. Notes / Expectations: N/A City Role: Review Transition Plan CherryRoad Role: Prepare Transition Plan Review and finalize with City Acceptance Criteria: Transition Plan developed as defined in this SOW and delivered to city Deliverable/Milestone Number: 40 Deliverable/Milestone Name: Implementation Support Phase II (Milestone) Phase: Phase II Production Support Objective: Provide 1 month of post-production support 68 11(c) - Page 91

92 Scope: This milestone represents completion of the post-implementation support period. Format: N/A - Milestone Sample Outline: N/A Notes / Expectations: N/A City Role: Assist in problem reporting and resolution CherryRoad Role: Support operations Provide remedial training as needed Resolve issues and problems Acceptance Criteria: Post Go-Live support period completed and Final acceptance granted for the City as defined in Section City s final approval 69 11(c) - Page 92

93 Section 5: End-User Training The training approach for the City HRIS is designed to provide the City users with the training needed to effectively use the new system in their defined roles. CherryRoad will assume a leadership role and be responsible for all training required for the project except final end-user training where a train-the-trainer approach will be adopted. CherryRoad will plan and prepare fully customized Training Material for the train-thetrainer/subject Matter Experts (SME) training classes, train City trainers/subject matter experts and conduct the first class of final end-user training classes. After this, the City will be responsible for executing the remaining end user training program with support from CherryRoad. 5.1 Training Coordination All training activities will be planned and coordinated by CherryRoad in close cooperation with the City Project Manager. A formal Training Plan deliverable will be prepared that will be used as a guide to coordinate all training activities. This document presents the overall training strategy to be adopted for the HRIS implementation and presents an overview of the recommended training courses and schedule for the HRIS training program. The Training Plan will contain a detailed discussion of the following topics: Training Assessment Presents a review of the overall training needs of the city HRIS and identifies the types of training needed. Description of Training Courses Provides a brief synopsis of the individual training courses, topics to be presented, prerequisites, timing, etc. Training Facilities Discusses the facilities, equipment, and forms, needed to execute and manage the HRIS training program. Training Schedule Presents a detailed schedule and calendar for the HRIS training program (train-the-trainer and final end-user training. 5.2 Training Material Development Handout training material/documentation will be prepared for each course offered for the HRIS. Each Training Class Material will be developed by CherryRoad and will be fully customized to include and incorporate: 70 11(c) - Page 93

94 City Business Rules City Data and Fields City Supporting Procedures Screen by Screen instructions Classroom hands-on exercises Training material will be built based on the final configured HRIS, so that users are being trained on the system they will see and use when they go live. Hands-on training for classroom exercises will be accomplished using a training database established and maintained by the project team. A packet of Training Documentation will be prepared for each class and will include: Copy of class material and supporting information for students to take notes. Instructor Notes/Guide IDs, passwords and other data to be used for the workshop. Contact names, phone # s for assistance after implementation Information on how to get on-line HELP in HRIS Information of how to use Oracle Book (on-line documentation) For any technical training that may be needed, CherryRoad recommends that all technical training will be accomplished by Oracle Education, and training materials and facilities will be provided by Oracle. 5.3 Training Courses Project Team Training Project Team Training is typically conducted at the start of the project with a final set of training classified as project team training for Acceptance Testing towards the end of the implementation effort for each phase. CherryRoad has proposed to conduct all Project Team Training efforts onsite (to reduce costs) and facilities provided by the City. Project Team Training components include: Management Orientation Training - This initial training will be conducted during the Project Planning and Discovery phase of the project to orient users at all levels to basic system functionality, concepts and key goals and objectives of the effort (c) - Page 94

95 Navigation Training This training is provided to train the core team on the basic navigation, menu, and related capabilities of the Oracle Cloud software. Foundation/Initial Module Training - Prior to the Solution Configuration and Prototype(s) phase of the project, where the new system configuration, workflow, and option settings will be designed, CherryRoad will conduct overview training on each of the modules to be implemented. This training will focus on a specific module and cover navigation concepts, baseline functionality, processing and workflow and other concepts specific to a given module. The goal of this training is to prepare core users of a module for the Implementation Analysis sessions. Train-the-Trainer and End User Training The overall HRIS training program for end-users will need to support the diverse requirements of three distinct types of users: department users who interact with the system in a limited manner; department users who need to have a greater level of understanding of each module; and key managers in the City responsible for overall financial and HR management and reporting. CherryRoad will plan a training program for all three types of users within the City. The general strategy used for training these types of users is to provide relevant training - i.e., providing enough information directly related to their interaction with the HRIS. For example, a general department user will be entering and forwarding requisitions, with no capability to generate bids and print purchase orders. Thus, training in the purchasing area for this class of users should be limited to requisition entry, approval and other relevant areas. As a result, the overall HRIS User Training program will consist of: Management/Executive Training Typically intended for executives, managers and casual users of the new system. Advanced or Train-the-Trainer User Training - Typically intended for the City Subject Matter Experts (SMEs) or Trainers conducted by CherryRoad. End User Training - This will be accomplished by City staff trainers or Subject Matter Experts with support from CherryRoad. Each of these types of users will have their own customized training program consisting of one or more individual modules or subsets of individual modules. Thus, the design of individual training modules needs to be such that a given module can be easily sub-divided to support the needs of general and central department users (c) - Page 95

96 Each training module will be designed so that individual topics or components can be easily segregated to address the needs of each of the two levels of users (general and central department users).. Subsets of the advanced training will be used for training the remaining end-user staff in each department of the City. For the City, much of the final training for centralized functions conducted by CherryRoad, will actually represent the final end-user training for many of the modules like HR, Benefits and Payroll, etc. Thus no train-the-trainer training will be needed in these areas since CherryRoad will train all core users in these areas. Examples where train-the-trainer training may be applicable include: Using employee Self Service HR Benefits enrollment Budget preparation and planning In cases where train-the-trainer training is applicable, the following process will be followed: CherryRoad will prepare all customized training materials to be used, online exercises, training environment, etc. for trainers/smes. CherryRoad will train Trainers or City SME s. The City will use the CherryRoad Training Material to prepare training materials for endusers. CherryRoad will conduct first class for end-users while Trainers observe. CherryRoad will then support City Trainer/SME led efforts for remaining end-user training. 5.4 Training Delivery All Project Team training described in 5.3 will be delivered by CherryRoad. All SME/Training-the-Trainer Training will be delivered by CherryRoad. For any End-User training that is required, CherryRoad will conduct the first End-User Training Class. All subsequent End-User Training will be delivered by the City. 5.5 Training Evaluation and Follow Up 73 11(c) - Page 96

97 All user training will be evaluated to obtain feedback from participants and to determine if additional remedial training is necessary. CherryRoad may use as appropriate, several approaches to verify that knowledge transfer has taken place either though formal or informal training and mentoring: Training Audit CherryRoad shall conduct a training audit after completion of end-user training to evaluate the effectiveness of the training program. User Surveys Users will complete a user survey so that we can assess training effectiveness and knowledge transfer. Training Workshops During the initial weeks of live operations, CherryRoad recommends a centralized workshop facility where users can come and enter their initial transactions while having direct support from CherryRoad staff (c) - Page 97

98 Section 6: Quality Assurance and Change Management 6.1 Quality Assurance The basic goals for quality management in technology projects are to assure: o Project deliverables meet their stated requirements. o Project management processes are appropriately followed. o Project risks are being monitored and evaluated. While QA staff will be monitoring and reviewing Project Status Reports and Steering Committee Reports on an ongoing and routine basis, specific Quality Assurance Reviews will be conducted at key milestone points in the project. The following are some of the key project milestones that will be reviewed by the QA Team: Project Plan The QA team will review, assess and present recommendations to the Steering Committee on the Final Project Plan deliverable. Specifically, the QA team will highlight key milestone dates and potential risks areas and focus on: Documentation standards Issue Tracking Processes and Procedures Status and Management Reporting Procedures Gap Analysis Documents Review the QA team will review and provide an overall system assessment of the finalized Implementation Gap Analysis (Configuration Design) documents prepared by the project team. Specific emphasis will be given to a review of: Extensions (if any) Overall workflows City s overall business process Incorporation of Best Practices Reporting Strategy System Prototype Review the QA team will obtain and assess user feedback and comments on the system prototype and make recommendations for change and enhancement if required. Training Plan The QA team will review the overall Training Plan and strategy and provide an assessment of: 75 11(c) - Page 98

99 Communications strategy The overall Training approach Training evaluation Implementation/Roll-out Strategy Assessment The QA team will conduct a detailed assessment of how prepared the City is for the final roll-out of applications and make recommendations for risk mitigation if required. Also the final Post-Implementation Support Plan is reviewed to ensure that the support strategy after the system is life is adequate and the City has the technical and organizational structure in place (c) - Page 99

100 Section 7: Post Go-Live Support 7.1 Post Go-Live Support Scope As part of the implementation methodology, CherryRoad will provide post go-live support to the City for each phase of the project. The scope of the post live support will include: Question and answer type of support Help-desk support Problem assessment Issue resolution Remedial training Transition documentation and planning Post go-live support will be provided for the following periods after the go-live of each phase: Phase I: 30 calendar days including one month end closing process and support for the first quarterly tax reporting process Phase 2: 30 calendar days One of the key components of this phase is the preparation of a Transition Plan document. This deliverable provides comprehensive documentation of the final configurations, any city-specific reports and workflows, and all project documentation (libraries where project designs and deliverables are maintained). 7.2 Post Live Support Duration One month of Post Live Support will be provided for each of the two Phases of the project to include a minimum of one calendar quarter-ending process in Phase I. 7.3 On-Going Customer Care Support Services (Optional) CherryRoad will provide On-Going Support as described in Exhibit 7-CherryRoad Customer Care Support Services, for a period of 1 year after the completion of both Phases of the project. These services will include: Incident Based Support (Bronze Level) Release Management for Fusion (2 Releases) 77 11(c) - Page 100

101 Section 8: Facility Requirements 8.1 Project Team Equipment The City will provide the following equipment and software for CherryRoad to support the HRIS Implementation project. 1 PC/Workstation Projector for training and analysis Network connectivity to the Oracle Cloud and other standard network resources. Access to the City s Google Drive for project files and documentation library Explorer/Safari/Chrome Browser Internet Access City address Office Supplies o Copying facilities o Telephone access including long distance for project purposes only o General office supplies for the project 8.2 Project Team Facilities / Workspace / Security Access Project Space and Facilities to accommodate 3 CherryRoad Consultants o Desks o Chairs o Parking at project site o Conference/Meeting Rooms o White Board o Availability of a conference room holding 8-10 people with white boards o Training Room with PC/Workstations connected to the Cloud/SaaS to support up to 8 trainees 78 11(c) - Page 101

102 Section 9: Personnel Requirements Personnel requirements are identified in SOW Exhibit 5 Staffing Plan (c) - Page 102

103 Section 10: Payment Schedule The Payment Schedule is included as SOW Exhibit (c) - Page 103

104 Exhibit 1 CherryRoad Response to Functional Requirements 81 11(c) - Page 104

105 RFP # Exhibit 1 Response Instructions, Assumptions and Definitions Detailed functional requirements for the systems desired by the City and County of Broomfield, CO (CCOB) are provided in this workbook. These requirements are based on the needs and requirements of the CCOB as well as industry standard guidelines for Human Resources Information Systems (HRIS). The following codes should be used to indicate the ability of the proposed system to meet the needs of the CCOB. Each tab refers to the application with which the functionality is being requested. Code C Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Place an "X" within the appropriate response column next to each requirement. Where applicable and where requested, provide additional information that describes the way in which the proposed system fulfills the given requirement or how an alternative to the requirement will meet CCOB's needs. Short responses may be provided in the "Comments" column, while longer answers may be provided on a separate page. Do not insert rows into any portion of the document or modify the functional requirements numbering or description. Please respond to each requirement. Omitted responses will be evaluated as response codes of "N" (proposed system does not comply with requirement). Assumptions and Definitions Assumptions 1 All activity is completed online (e.g., reading, viewing), unless specifically stated otherwise. The term "any field" implies any available field. If the word "any" in a requirement is too inclusive, and you can provide the functionality 2 but not to the extent that you believe the word "any" implies, please indicate the limitations. Agency Agency-defined Application Automatically CCOB-defined Definitions City and County of Broomfield, Finance Department and Human Resources Department Configurable by the customer at the agency level A collection of software modules designed for a general type of function (e.g. Attendance, Payroll, Benefits) Occurs without user intervention Configurable by the customer at a system level Module Operational data element System User Independent portion of an application providing specific functionality for a business purpose Data entered by user, not generated by the system or system administrator Refers to the collective whole of all Saas applications A person conducting a transaction in the system Appendix B 11(c) - Page 105 Assumptions and Definitions Page 1 of 21

106 RFP # Attendance Vendor Name: CherryRoad Technologies Inc. Code C Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments Ability to enter time from a remote device (smart phone), a kiosk, or some other time entry device supplied by the vendor X Ability to enter time through self service and have it routed to and approved by the appropriate supervisor X Ability to track salaried exempt and non-exempt work schedule to be used for negative time recording X System must be able to track hourly work schedules that include but are not limited to: 4X10, 3 days on - 4 days off - 4 days X on - 3 days off, 2 week rotating schedules, 4X9 + 4 hours, 5X8) System must track a holiday schedule for all employees that includes actual & observed holidays (actual and observed X holiday falls on the same day), actual holidays (the calendar day on which the holiday actually falls), and observed holidays (work day on which the holiday is observed if actual holiday falls on a weekend) Ability to show employee the appropriate time entry screen by position status (eligible for leave vs. not eligible for leave) X Ability to record time by project code, program code, activity, task, grant, etc X The Fusion Project application is not part of this proposal Ability to have time broken out by project code, depending on department, and to allow for several different entries in one work day, and to allow for start and stop time for each project code X The Fusion Project application is not part of this proposal Ability for approved leave to automatically populate in timesheet; but can be overwritten X Ability for the system to not allow more than 24 hours total between hours worked, leave hours, and on call hours - in any X given day (except on Holidays) Ability to enter time in 15 minute increments X Ability for employee to make notes about a specific time entry X Ability to allow exempt employees to record more than 80 hours worked by project code, although payroll will not pay them more than 80 hours X The Fusion Project application is not part of this proposal Ability to designate absences in a hierarchy by type (Regular absences, FMLA, Limited duty, etc) that can then be expanded X to show all the absences in that type If hierarchies cannot be developed, ability for employee to record an attendance or absence and flag it as 'modified duty', X 'FMLA', etc Ability to summarize how much time was worked in a given shift/day. X Ability for administrator to add project and task codes to employee profiles/timesheets for a set period of time X The Fusion Project application is not part of this proposal Ability to track and charge OT costs to the position/project/task being worked when the OT is earned X The Fusion Project application is not part of this proposal Ability for applicable employee to indicate on their timesheet if they want OT hours a) paid out or b) banked as comp time. X Ability to set up comp time bank (as a leave accrual type) and limit the accrual (e.g., 40hrs max). Once this limit is reached, X remaining OT hours must be paid out Ability to enter training hours (logged as 1.08 x hrs worked) by day on the timesheet and indicate if they want those hours X a) paid out or b) granted as additional annual leave Ability for applicable employee (or designee) who works on a holiday to indicate, on their timesheet, if they want holiday hours a) paid out or b) banked as holiday leave. X Ability to specify leave without pay use only if specified leave banks have been exhausted X Ability to allow supervisor (or designee) to determine who on their team(s) has not yet submitted timesheets. X Ability to send multiple reminder s to employee until their time is submitted X Appendix B Attendance 11(c) - Page 106 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 2 of 21

107 RFP # Item # C N A M Comments Ability to allow employee, supervisor, designee, HR, or Payroll to submit corrected timesheets (with reason) for a previous, current, or future payroll period X Ability to notify employee that a timesheet has been modified or rejected X Ability to require when an employee (or designee) opens a rejected timesheet the previous hours entered are displayed to X the user along with the rejection reason Ability to set up approval hierarchy for different types of leaves (ex: approval from department head for donated leave) X Ability for user to designate a separate GL account/task/project for OT and on call hours X Ability to manage leave programs, to include the Family and Medical Leave Act, and allow for updates as regulations X change and allow employees to flag time as FMLA The system must track certain absences that can only be taken if there are available leave balance hours. X The system must not allow leave hours to be submitted on the time sheet if adequate leave balance is not available. X The system must return an error message if leave hours are not available and cannot be taken. X Ability for users (employees and time administrators) to enter future dated absences X Ability to create leave balances for individual employees that are then debited when certain absences are recorded X Ability for employees to request future leave via ESS and managers to approve/reject via MSS and employees to receive X notification regarding status of approval/denial Ability for ESS and MSS to display leave available, less amount taken and amount requested and approved X Ability for a manager to see all upcoming vacation requests for their team in a calendar view X System must not allow a future dated leave request to be submitted if adequate leave balance hours will not be available X Ability to display an error message if an employee requests a future dated leave and there will not be enough accrued X hours to support the leave Ability to calculate pay period leave accrual amounts based on position and years of service, and calculate different accrual X rates for different groups of employees Ability for leave to be available in the period after it is accrued X Ability to assign sick leave to all employees at the start of the calendar year. X Ability to calculate and assign prorated sick leave balances for all new hires X Ability to automatically roll over up to a defined number of Annual Leave hours (which may change) and create the new X calendar year leave balance for each employee Ability to take all forfeited Annual Leave (not rolled over via previous requirement) from the previous year and calculate X total number of hours forfeited by person and in total from all employees Ability to take unused sick leave balance on 12/31 and add it to the newly-created Annual Leave balance for the future year X for each employee Ability to report on the percentage of lost staff time (Percent of recorded absences in a defined period versus the available X time to work per the work schedule) Ability to track cumulative hours paid to part time and temporary employees (who have been assigned a bucket of hours to X work during the calendar year), burn rate, and potentially a graph for ideal and actual hours used Ability to track cumulative hours paid to a 'Super Position' (who have been assigned a bucket of hours to work during the calendar year), hours burn rate, potentially a graph for ideal and actual hours used X Ability to create a report of hours worked & dollars paid by GL account, by project code, by grant code, by employee, by X The Fusion Project application is not part of this proposal. position Public Works uses a custom build time entry system called TMI (Time Management Input) that allows them to record units X of accomplishment associated with certain tasks. The following requirements relate to this system. If vendor is not able to meet these requirements, we will keep this system and import time data Ability to record time against project codes, task codes, client codes, location codes X The Fusion Project application is not part of this proposal Ability for employee to self-identify as a 'crew lead' or a member of a crew (and identify who the crew lead was) X Ability to track units of accomplishment associated with a task, such as linear feet, linear miles, lane miles, square feet, each, acres, and hours X Ability to capture notes related to each task recorded that are visible to time reviewer and payroll administrator X If TMI (Time Management Input) system is kept, ability for system to import time entries from TMI X Appendix B Attendance 11(c) - Page 107 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 3 of 21

108 RFP # Payroll Vendor Name: CherryRoad Technologies Inc. Code C Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments System must allow employees to submit, save, view, and change their W-4 online x System must present a W-4 calculator to end users through the employee portal x System must allow employees to access and print their W-2 online x Ability to hold both the original and corrected W-2s if a W-2 is corrected. x Ability for administrator to print and mail W-2s for terminated/inactive employees x Ability to view and print employee earning statements and W-2's for the last 5 years online (self service) x Ability to provide a net pay calculator to end users for "what if" deduction scenarios on the employee portal x System must allow us to track employees who have applied for and been granted exempt status on their W-4 x System must allow employees to request a replacement check through ESS x Ability to restrict certain remittances/benefits/deductions to specific employee types for all pays and deductions. x Ability for system to perform retroactive payroll calculations on all types of payroll data x Ability to pay employees with different positions and different hourly rates within a pay period on the same paycheck x Ability to add one or more flat daily rates to an employee's normal pay calculation x Ability to configure system to set rules if an employee's pay is insufficient to cover the deduction x Ability to capture, track, and adjust deductions not taken and future scheduling of deductions x Ability for administrator to take additional one time or recurring deduction (as well as refund the deductions) for all x benefits System must allow for special types of pay, such as on-call which pays an employee their rate X.125 for every hour they x are on call Ability to prorate deductions and fringes in the same method as salaries into the financial system (for labor distribution) x Ability to allow at least four decimals places when calculating pay rates x Ability to link deduction amounts with pay frequencies (e.g., some deductions, including charitable donations are annual or x periodic) Ability to accommodate definitions of an unlimited number of deduction codes that can be effective dated, prioritized and x utilize various calculation rules (e.g., based on a declining balance basis, percentage or a flat rate) Ability to apply different withholding rules per IRS regulations to specific earnings (e.g., retroactive payroll adjustments, x stipends, and awards) and to be able to deduct withholdings for differing types of pay that is paid on the same "regular" check Ability to compute employer share of certain deductions and charge them to the appropriate account x Ability to mass load information and create specific deductions (ex. Insurance open enrollment) x Ability to set up deductions with goal amounts that will automatically 'turn off' when the goal has been reached x Ability to calculate, pay and track county share of benefit deductions regardless of whether or not an employee receives a x paycheck Ability to recover overpayments x Ability to restrict the use and editing of certain additional earnings to specific groups of employees x Ability to maintain an unlimited number of FLSA categories x Ability to capture comments related to reasons for pay adjustment, special payments, etc., x Ability to pay mass salary changes retroactively x Ability to establish specific salary/grade/step parameters for all positions x Appendix B Payroll 11(c) - Page 108 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 4 of 21

109 RFP # Item # C N A M Comments Ability to perform mass pay scale reclassifications retroactively (e.g., step/grade increment) x Ability to validate benefit limits and maintain annual maximumss for deductions. x Ability to distribute benefit costs among multiple GL accounts by dollar amount. x Ability to set criteria for when and how OT is calculated (e.g. for sworn user working >80hrs over 2wks vs. non-sworn x working >40hrs over 1wk) For hourly employees, system must pay all hours worked on the holiday at 1.5X their regular rate x System must create 8 hours of Holiday Leave per holiday at the start of a pay period in which there is a holiday (per the holiday calendar). We understand that this may be an additional program and outside the functionality of the system x Ability for payroll administrator to override the default GL codes for all employee earnings, deductions, taxes, and employer deductions Ability to calculate, withhold, maintain, and change additional federal, state, and/or county tax on an annualized or a percentage basis Ability to calculate the appropriate taxes for taxable non-cash fringe benefit values that were reported, and to withhold the taxes from the employee's regular wage payments (e.g., personal use of a county vehicle, domestic partner benefits) x x x Ability to deduct an additional amount over and above W-4 tax status as indicated on W-4 form x Ability to default to single zero if no W-4 data is entered x Ability to calculate and withhold Federal Insurance Contributions Act (FICA) taxes according to whether the employee is x FICA exempt or subject to Medicare only and document non-exempt reasons Ability to have the payroll close defined by the payroll administrator (and the pay period). For instance if the last pay period of the month is the 28th then month may close on the 28th, alternatively the administrator may choose for the 3rd of the following month to be the close. However, the month close will always be on the same day as a pay period close. x Ability to run a pre-payroll and check for exceptions or errors prior to the actual payroll run x Ability for payroll administrator to view in-process workflow items that may impact payroll calculations x Ability to pre-note direct deposit after changes. x Ability to reverse deductions in subsequent pay periods x Ability to set the number of allowed EFT transactions for employees x Ability to define the Payroll cycles and date ranges x Ability to allow for off-cycle manual checks, which must be available for both print and direct deposit x Ability to produce online and printed pay stubs with all gross pay, taxes, deductions, net pay, and leave balances x Ability to print checks sorted first by Department, then location, and then in alphabetical order by last name. x Ability to print 2 signatures (facsimile) on checks at the time the check is printed x Ability to change the signatory on the checks x Ability to assign a numbering system for ACH. Need further clarification Ability to set parameters for flagging paychecks based on deduction amounts, gross amount, net amounts, etc. x Ability to process multiple checks for an employee in the same pay cycle x Ability to process a single paycheck for employees with multiple jobs but still be able to differentiate between the various x jobs and allocate expenses to the appropriate fund Ability to print customized messages on an employee's earnings statement. x Ability to allow printed check or direct deposit to be specified for different types of checks x Ability to maintain period, monthly, quarterly, year-to-date, and inception-to-date balances on some withholdings x Ability to query retroactive payments during a user defined period x Ability to process/maintain/update/apply multiple types of garnishments in accordance with federal, state, and local x regulations Ability to generate a letter to the employee notifying them of a new garnishment, garnishment completion, stop and start x dates, and deduction amount Ability to process garnishment checks from payroll and print Payee information on the check, including but not limited to x case number, employee name, date, etc System must allow for creation of a file to be loaded into the Financial System (FINS) that includes payroll elements such as x department, division, object, and project code (may include more payroll data elements) Ability to properly allocate portions of payroll that overlap fiscal years for the GL file x Ability to reconcile payroll bank statement against payroll checks x Appendix B Payroll 11(c) - Page 109 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 5 of 21

110 RFP # Item # C N A M Comments Ability to generate and transmit file to bank containing all checks issued in a given pay cycle, including check number and amounts (positive pay file) x Requires Interface to Bank(s) Ability to create payroll registers (and Bureau of Labor Statistics reporting data - total employee count, total full time and x part time count, and total women paid) Ability to generate Advice File for Bank Notification and produce grand total report for reconciliation x Ability to generate Check/Advice Stock Reconciliation Report (a report reconciling starting/ending check numbers with x total items printed) Ability to create a payroll labor distribution report that tracks each GL account charged during a user defined period and x amount per employee charged to that account Ability to create a payroll hours report that tracks each GL account charged during a user defined period and all hours per employee charged to that account x System must create W-3 for submission to IRS x Custom Report/Form Ability to generate tax register (both employee and employer) for all calculated taxes x Appendix B Payroll 11(c) - Page 110 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 6 of 21

111 RFP # Benefits Code C N A M Vendor Name: CherryRoad Technologies Inc. Response Proposed SaaS system complies with requirement. Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments Ability to set up different benefit programs for different groups of employees x Ability to define eligibility for benefit programs based on employee type, group, and employment status x Ability to define benefit types, plans, and options along with coverage levels (employee only, family, civil unions, etc) and x assign them to various benefit programs Ability to define employee deductions/contributions and employer share amount/percentage for benefit plans based on x employee type, group, and employment status Ability to define date sensitive benefit plan costs as pre-tax or after tax and based on salary and/or percentage calculations x Ability for employees to select and change benefit elections and beneficiaries through self service x Ability to collect and maintain current and historical dependent data x Ability for administrator to determine which benefit plans require a beneficiary designation or provide a message to x employees instructing them to another website Ability to elect multiple beneficiaries (both primary and contingent) by percentage. x Ability to track age of dependent and flag those reaching a defined age x Ability to flag and track a disabled dependent and allow coverage to continue beyond defined age limit x Ability for employees to view all historical and current plan options, coverage levels, and costs x No Historical options can be viewed, just current benefit elections Ability for employees to view their historical and current benefit elections and covered dependents by date x Ability to track employees who qualify for wellness incentives x Ability for administrator to define life events (including annual election) and display the allowed actions regarding plan and x level changes to the employee Ability to provide a customizable workflow around life events and annual election to walk employees through all allowed changes, including but not limited to beneficiaries and plans, and allow the upload of documentation, if required x Ability to allow users to view and print their benefits summary through self service x Ability to control employees' ability to change information based upon business rules and policy guidelines x Ability for all newly eligible employees (new hires, those transferring from a benefits-ineligible position to a benefitseligible x position) to be enrolled in benefits on the first day of the month (if eligible on the first day) or the first day of the following month (if eligible starting on the 2nd day of the month or later) Ability to identify employees who did not elect coverage within defined dates (e.g., 15 days, 10 days, etc) during their x eligibility period Ability to allow the administrator to modify the instructions on the screen when employees are selecting their benefits x through self service Ability to utilize web based hot links to direct employees to other web sites with related benefit information x Ability to define and apply a waiting period based on eligibility criteria x Ability to require certain benefit changes or updates to require approval via workflow x Appendix B Benefits 11(c) - Page 111 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 7 of 21

112 RFP # Item # C N A M Comments Ability for two or more open enrollment periods to be open for each employee group, and allow the administrator to x determine which benefit plans should be updated during each period For Health Plans, ability to allow dual coverage for both spouses who work for the City. For example, an employee can x elect health coverage for themselves and their dependents, but also be covered as a dependent by a spouse who works for the City Ability to confirm submission of open enrollment selections to user via online message/confirmation x Ability to keep terminated employees (due to severance package, etc) enrolled in benefits for a defined period of time x Ability to link to payroll information to ensure that employee's Flexible Spending Account deduction amount doesn't x exceed maximum deduction election when making changes Ability to process multiple retroactive benefit changes to employee records and process the correct employee and x employer deduction/refund amounts Ability to make retroactive or future mass changes to employee benefit records Ability to create a deduction for benefit payments prior to the effective date of coverage x Ability to allow administrator to update deduction balances if payment is received outside of the payroll function (for x example, an employee on leave without pay must make monthly payments to keep their coverage active) Ability to support the creation of ACA forms 1094 and 1095 x W-2 must reflect actual value of health plan versus the employee contribution associated with the plan (needed to meet x ACA reporting requirements) Ability for administrative personnel to generate periodic benefits statements showing current employee coverage for all x plans and the value of employer paid benefits, such as health benefits coverage, and paid leave Ability to track smokers and charge different premiums for health/life insurance x Ability to determine eligibility for COBRA benefits based on qualifying events x Ability to customize COBRA letters based on the qualifying event x Ability to print COBRA letters due to a qualifying event x Ability to create a file to each carrier (in their defined format) with employee information regarding plans, coverage levels, x dependents, and costs Ability to link to carriers electronically to process all new/changed/deleted benefit records in real time x Ability to produce self-billing statements for identified benefit plans and carriers x Appendix B Benefits 11(c) - Page 112 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 8 of 21

113 RFP # Workforce Code C Vendor Name: CherryRoad Technologies Inc. Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments If CCOB maintains its existing recruiting solution (NEOGOV), system must allow for new hire data to be imported and then x modified Ability to capture necessary information through development of pre-defined actions and reason codes x Ability to support multiple employee and non-employee types and statuses x Ability to allow administrator to attach/upload documents to the employee file in support of an action x Ability to record multiple employment actions containing the same effective date x Ability to generate s to various departments (IT, security, etc) when various actions are recorded (new hire, x termination, etc) Ability to store miscellaneous information in delivered or user defined fields for items such as badge number, access card, x keys, computers, phones, purchasing cards, fobs, outside employment, etc Ability to track when CCOB-owned items were issued to and returned by the employee, along with key information about x the items on loan (ID number of object, amount, etc) Ability to capture an unlimited number of pay components on an individual (multiple positions/statuses and pay rates x associated with them) Ability to calculate the proper gross pay when a bonus is requested as a net amount x Ability to capture an address and phone number for all dependents x Ability to capture emergency contact information, including and phone number x Ability for system to auto update EEO function and Category codes, workers Comp Code, and GL account numbers based on position changes x Ability to flag a related person in the employee file who is also an employee x Ability to store a primary work location and multiple secondary work locations and maintain history on these fields x Ability for administrator to override the unique employee ID and re-use the ID of a previously-terminated employee x Ability for CCOB to define what information is viewable and changeable by the employee and the manager x Ability to store an employee photo x Ability to create, edit, view, and maintain history of all employee data x Ability to track and report on an unlimited number of date types x The solution provides for various dates on the employee record. In addition, HCM Cloud supports adding descriptive flexfields (user defined fields) to store additional dates throughout the application Ability to provide a warning message if entered pay amount is outside the pay range (min or max) for the position x Ability to allow administrator to enter a pay increase (flat dollar or percent) with an associated action that will then autocalculate x the new hourly/annual pay Ability to capture a reason code and allow for free-form text entry as justification for all salary/pay changes x Ability to allow for step plan changes to be auto-updated for all employees that are in that step. For example, if Step 1 of x Grade 1 is increased from $5.00 to $5.50 then all Step 1 Grade 1 employees must be increased to $5.50 as of the effective date Ability to perform mass pay changes to individual pay components, and updates must include but not be limited to effective date, reason code, and amount (either flat amount or based off percent increase) x Appendix B Workforce Mgmt 11(c) - Page 113 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 9 of 21

114 RFP # Item # C N A M Comments Ability for system to not apply mass updates for merit increases to employees who have been employed for less than 90 days. x Ability to query/view and approve groups of employees in regards to pay/merit adjustments x Ability for all employee changes to be routed through workflow at CCOB's discretion x The solution provides delivered workflows for the following transactions - add non-worker, add pending worker, adding new employment, promotions, transfers, terminations, change of work hours, adding a new assignment, work schedule changes, adding a new work relationship, changes to work relationship, location change and manager change Ability to maintain and view (via self service) the status of employee requests such as direct deposit changes, W-4 changes, benefit changes, etc x Ability to provide an alert to the employee or supervisor when a license or certification is about to expire. x Ability to provide alerts for employees or groups of employees based on certain defined criteria (for example, all x employees on a certain medical plan need to be notified that a new ID is being issued) Ability for workflow to allow for various forms or transactions to be completed online and routed to various supervisors, x HR reps, etc for approval, with various numbers of approval levels Ability to obtain and report on demographic data in compliance with the EEO-4 report x Ability to allow administrator to grant limited access to an individual employee's public record information (Colorado x Open Records Act compliance) Ability for users to view and print a total compensation report (including all earnings, employer and employee x contributions to Benefits, taxes, deduction, etc) for any fiscal year or year to date Ability to generate forms for various employee supporting/source documentation (I-9, W-4, direct deposit, etc) x Ability to automatically generate online reports based on defined transactions or action x Ability for all reports to be available online but allow for printing or exporting x Ability to schedule and automatically generate certain reports on a daily, weekly, monthly, or annual basis x Ability to support headcount reporting for employees with multiple jobs and/or positions x Ability to create custom forms that populate form fields from information in the HRIS system x Appendix B Workforce Mgmt 11(c) - Page 114 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 10 of 21

115 RFP # Position Control Code C Vendor Name: CherryRoad Technologies Inc. Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments Ability to support the creation, storage, updating, and deletion of multiple proposed personnel budgets (planning for x position and salary/benefit changes) When creating proposed budgets, the system must calculate and budget unfilled positions at the maximum benefit cost x and midpoint salary for each specific position When creating proposed budgets, the system must only consider employees who have worked for 90 days when applying x merit increase calculations Ability to build forecasts for an indefinite number of years x Budget projections must allow for percent increases by department, percent increases by employee type, individual x record updates, giving different time periods different percent increases, Step and Grade increases (for police, looking at hiring date and knowing where they will fall in the step and grade), etc Ability to select a final budget after it has been approved x Ability to send final budget via interface to FINS (Financial Information System) x Ability to validate account numbers and project/grant codes against FINS at the time of upload x Ability to run a report identifying employees who fall outside of the salary range, employees who are in the lower or x upper half of the range, and those who are at the midpoint Ability to project future payroll based on YTD payroll results x Ability to compare projected future payroll (from previous requirement) against budgeted future payroll x Ability to keep track of and report on vacancy savings to date by department and by division. x Ability to create a 'super position' (for pooled employees) where a maximum number of hours or budget can be assigned x Ability to assign an unlimited number of pooled employees to a 'super position' x Ability for authorized users to transfer positions and project/grant codes between GL accounts in the budget in real time. A history will be maintained Ability to tag positions as eligible for hire, on hold, frozen, unavailable, etc x Ability to notify administrator when position status is changed x Ability to recruit for a filled position and hire a replacement into a filled position (for example, employee has given notice x and we are hiring their replacement while existing position holder is still employed) Ability to determine position counts, full time equivalents (FTE), head counts, and adjust the counts when position x changes and employee changes occur Ability to assign and change multiple GL accounts, project codes, and grant codes (salary and benefits) to a position x Ability to perform mass update of chart of account strings x System must allow authorized department representative to override the GL account code assigned to the employee (via the position) and send to Budget for approval via workflow Ability to create and edit salary range (e.g., grades, step and banding) and apply mass changes (retroactive, current, and future) to salary tables based on user defined criteria and maintain historically Ability to create an organizational chart based on defined parameters x Ability to setup and maintain a city and countywide job title table, including descriptions, qualification standards and x salary information (pay plan) x x x Appendix B Position Cntrl 11(c) - Page 115 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 11 of 21

116 RFP # Item # C N A M Comments Ability to capture detailed information relating to the job, such as job description, duties, working condition, reporting x structure, minimum quals, etc Ability to track a position's worker's comp code and rate, FLSA status, EEO function, and EEO category x Ability to create, edit and maintain start and end date funding for positions and identify positions for which funds will x end Ability to assign multiple positions to an employee x If CCOB does not use the vendor's recruiting solution or if the vendor does not propose a recruiting solution, CCOB must have the ability to send open positions from the HRIS to NEOGOV (current CCOB Recruiting solution) x Appendix B Position Cntrl 11(c) - Page 116 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 12 of 21

117 RFP # System & Tech Code C Vendor Name: CherryRoad Technologies Inc. Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments Ability for system to create and send s natively or via smtp server X Ability for system to store content, documents, and/or records as needed in Google Drive X Oracle HCM Cloud Applications support attachments via upload, or specification of a link to a URL Ability to integrate with Chrome and Google Apps services X Oracle HCM Cloud supports the Chrome browser. It does not natively support Google Apps Ability for all reports to be printable and exportable X Ability for built-in spell check and search features X HCM Cloud provides built-in search features throughout the application. Browser spell check may be used Ability to utilize single sign on services, specifically SAML 2.0 or a Microsoft Server 2012 single sign-on across all applications X The solution supports federated single sign-on with Security Assertion Markup Language (SAML) 2.0 security standards. We support ADFS, OIF, Shibboleth, Okta, and Ping Identity. The solution enforces user name and password for all modules Ability to configure system to accept local log on credentials or enforce user name and password prompts at one or all modules X Vendor must be able to provide a HIPAA Business Associate Agreement (BAA) X Please refer to the response in Appendix A, Question Vendor must be FedRamp, SOC 2/3, ISO certified or the equivalent to protect PII, financial and HIPAA data X The Oracle Cloud services are aligned with ISO (International Organization for Standardization) 27001:2013 security controls. ISO aims to centralize and simplify various controls and compliance efforts including HIPAA, PCI-DSS, SSAE16 and ISAE The ISO security framework includes a comprehensive set of security controls that are used as a baseline for the operational and security controls utilized to manage and secure the Oracle Cloud Service. Audit assertions are delivered via the SSAE 16 report (SOC 1 and SOC 2), which can be requested through a Oracle Sales representative Ability to track all user permissions historically (permissions they hold currently and those they have held in the past) X HCM Cloud supports audit policies to monitor user activity and configuration, security, and data changes that have been made to an application Ability to track and view an audit trail (date/time of change, ID of person making the change, original and new values, X approvals (if required), reason codes, etc) for any employee master record modifications, including actions Ability for workflow and other actions/transactions to generate s, and for this functionality to be configurable and X modifiable by CCOB Ability to use workflow in all modules X Appendix B System&Technical 11(c) - Page 117 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 13 of 21

118 RFP # Written Questions Vendor Name: CherryRoad Technologies Inc. Question # Question Response If the proposal you have submitted for this RFP includes Please see Functional Proposal - Written Questions partnering with another vendor, please describe the business relationship and your experience working with this/these vendor(s) Please describe your implementation methodology, keeping in mind that CCOB prefers to use iterative approaches for software design and implementation. Please see Functional Proposal - Written Questions Explain your project management approach to implementing your Please see Functional Proposal - Written Questions solution, including the tools, templates, and skills your team brings to the project Explain your upgrade process, including release schedule, expectations of your clients, and durations of tasks. Oracle s expected frequency for updates and new functionality to the Oracle Cloud Applications is approximately 2-3 times a year. Typical release cycles are 3-5 months, but that may vary depending on the content of each release. Oracle Cloud Operations determines when the upgrades will take place, however customers have a window of a few months to uptake the upgrade. Customers will be notified of upgrades via My Oracle Support, Oracle s Support website. Oracle Cloud Applications have well-defined change management policies and procedures which are defined in Section 5 of the Oracle Cloud Enterprise Hosting and Delivery Policies, which can be found at What is your approach to receiving and acting on customer feedback for solution improvements? In general, Oracle communicates with customers to learn needs and priorities and gather recommendations for new features and capabilities. These ideas are combined with internally developed research. The results are tested, evaluated, and compared to priorities and target quality metrics. The features that meet quality standards and are of highest priorities in meeting customer needs are then released. Time frames are determined by individual product development organizations and release dates. The following list represents some of the ways system enhancements and future product development functionality are considered and included within releases of Oracle products. User Groups Oracle incorporates input from a number of independent user groups. Focused on products, technologies, applications, and industries, the users groups offer an environment for all customers to network, share information and best practices and provide a forum for customer feedback and product enhancement requests. Oracle Customer Advisory Panel Program (CAP) Oracle conducts highly targeted surveys to specific customer segments as part of Oracle s Customer Advisory Panel program enabling customers to share their experiences, and influence the future direction of products. Feedback is provided to Oracle executives, product development teams, and various lines of business. Oracle Services Customer satisfaction is gauged based on feedback to Oracle Consulting Services and Product Support as well as through the support portal, which is then passed on to development teams. In addition, periodic customer satisfaction surveys are conducted by Oracle and the results of these surveys are integrated into Product Development planning. Enhancement Requests Oracle customers may use the Online Enhancement Request process, which offers the opportunity to submit enhancement requests to Oracle. The requests are submitted through the support portal are routed directly to the product development teams. Enhancement requests can also be generated internally from Oracle s sales force. Oracle provides several mediums in which customers are able to provide feedback on our cloud systems. Such mediums include: Oracle Cloud Customer Connect, User Groups, User Experience Labs and Forums, among several more What makes you equipped to handle the needs of a government Please see Functional Proposal - Written Questions organization? Please describe your experience working with other government agencies Give examples of why clients have left, and your experience with Oracle cannot provide information on why clients have left because Oracle's agreements with its customers may contain nondisclosure terms that prohibit the disclosure of returning the data back to them and meeting IT security standards customer information and project information. for data removal. Upon termination of services or expiration of production services under the ordering document, or at a customer's request, Oracle will delete the environments and any production data residing therein in a manner designed to ensure that they cannot reasonably be accessed or read, unless there is a legal obligation imposed on Oracle preventing it from deleting all or part of the environments. For a period of up to 60 days after the termination or expiration of production services under the ordering document, Oracle will permit a customer to access a secured site solely to the extent necessary to retrieve an export file of customer data, as it existed in the customer's environment on the date of termination. After 60 days, Oracle removes the customer data archive as well as all production and test sites. Data will not be available after this period expires. Oracle follows the NIST guidelines for destruction of data at service termination. Appendix B Written Questions 11(c) - Page 118 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 14 of 21

119 RFP # Question # Question Response Explain how your solution was developed. What it built from the ground up or was it developed by merging multiple solutions together? How is workflow and self service integrated throughout the solution? What are its limitations? Oracle develops the substantial majority of their products internally. In addition, Oracle has extended their product offerings and intellectual property through acquisitions of businesses and technologies. Oracle also purchases or licenses intellectual property rights in certain circumstances. Internal development allows Oracle to maintain technical control over the design and development of products. Oracle HCM Cloud Service was developed in response to customer needs and requirements for their HCM business today not based upon needs that may have been expressed 10 years ago. Oracle HCM Cloud Service is a modern service introduced in It embraces the support of business processes associated with Modern HR emphasizing support of core HR processes such as organizational and employee management, payroll, benefits, and compensation planning but also includes a comprehensive talent management suite including recruiting, on boarding, learning and development and full succession planning. The scope of our solution came about as a result of our diligent engagement with our customers throughout the development process. The Oracle Customer Connect Community provides the framework for processes and forums where Oracle Customers and HCM influencers interact with Oracle HCM product development to address their specific needs for HCM and which capabilities provide the greatest impact to their organization today, not ten years ago. Rapid technological advances in hardware and software development, evolving standards in computer hardware and software technology, changing customer needs and frequent new product introductions and enhancements characterize the software and hardware markets in which Oracle competes. Oracle plans to continue to dedicate a significant amount of resources to research and development efforts to maintain and improve their current product and services offerings. Workflow and self-service enablement are key enablers for a modern Human Resources system and we have embedded those capabilities throughout the solution. Out solution has a flexible, work flow-driven talent management and embedded social capabilities to enable organizations to source, recruit, develop, retain and compensate top talent. There is a change in the employee marketplace. Social is how today s workforce collaborate and communicate already. You will hold them back if you don t give them a tool that you are comfortable with inside the enterprise. Our social tools are embedded in what they are doing. For example it s embedded in the performance review or the goals application. They do not have to jump out to grab a quote from Yammer or some other app. It is a part of what they re doing and a part of their job. The consumer experience has bled into the workplace. This is increasingly evident in the way that users expect to interact with applications. They want simple and intuitive experiences, focused on quick, task-driven transactions and tailored to their role. They want relevant information at their fingertips. In Oracle HCM Cloud s role based solution, your employees only see what they need so they can get their work done fast. And they can see it all on their computer or mobile device of choice. The result for HR is increased adoption and a more productive, more engaged workforce Are any of your products dependent on MS Office? Please explain. Many end users of the Oracle Cloud Applications optionally utilize desktop applications, such as Microsoft Excel and Microsoft Word, to manage information also used by their web applications. Oracle Cloud Applications may utilize MS Office in the following ways: Microsoft Excel Spreadsheet Loader to import bulk data into Oracle Cloud Applications. Note: Oracle Cloud applications also support alternative custom data loading capabilities Microsoft Word templates to support pixel-perfect report publishing. Note: Oracle Cloud applications also support alternative custom report layout definitions Options to download transactional data and report output to Microsoft Office Please describe your back end payroll processing, including submitting taxes, paying vendors, issuing paychecks, performing bank reconciliations, and transmitting data to the financial system. Oracle Payroll Cloud delivers standard payroll processing while providing the flexibility to handle an organization s unique requirements. It improves control over all aspects of your payroll operations, allows best practices to be replicated across the enterprise and increases visibility into individual country activities. Oracle Payroll Cloud delivers best practice payroll flows with configurable checklists that include the delivered payroll validation and reconciliation reports. The payroll flows are viewed through the payroll administrator dashboard, which is a dedicated, pre-configured work area that allows the payroll administrator to manage all relevant pay flows in a single view. Managing both on-cycle and off-cycle payrolls as well as reviewing errors generated during the payroll processing, the dashboard manages the step-by-step payroll process in a guided, intuitive fashion. Customers can leverage a third-party tax filing service or use in-house tax filing software. Typical steps in a payroll flow include: entry of payroll data, calculation, pre-process, check and deposit advice print, payroll reports, create costing file, and transfer to the General Ledger (GL). Additional steps can be added to meet client specific requirements. Processing times will also vary based on number of employees, jurisdictions, and complexity of payroll calculations. Oracle's Fusion Financial application is not included in this proposal. The Financial application includes Bank Reconciliations functionality. Your company and it's implementation partner can leverage Oracle Human Resources Analytics Cloud (OTBI) to build an interface during implementation. OTBI delivers several views, which can be used and formatted to interface data to another vendor s financial ledger Please describe your ability to calculate bonus payments using Oracle Payroll Cloud gives customers the flexibility to include bonuses, expenses and commissions in a regular pay run, or make a decision to produce a separate various time and pay elements (assuming a program that must be bonus/commission run if desired. Oracle Payroll Cloud gives you flexibility to determine what should be included in your payroll processes using functionality called Payroll developed). Flows. For example, as all payrolls are not the same, the bonus payroll flow differs from the regular frequency flow and they both differ from the termination payroll flows. Appendix B Written Questions 11(c) - Page 119 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 15 of 21

120 RFP # Question # Question Response Please describe your ability to meet all IRS Federal and State tax filing requirements, including but not limited to: Creating W2s, W2c's and W3, 941 reports, State Unemployment, Federal and State payroll tax remittances. Oracle HCM Cloud for the United States (US) now supports the creation and export of the Employee W-2 as a PDF for distribution to the employees at year-end. It includes details of the earnings and taxes paid by the employee for a given year. A PDF document is created that can be printed using a four-part horizontal (4up horizontal) paper format. You can run this report from the Regulatory and Tax Reporting work area. Customers can leverage a third-party tax filing service or use in-house tax filing software. Oracle delivers 2 standard integrations for US companies: - ADP tax filing (monthly, quarterly, annual) - Mastertax (same support only mastertax facilitates clients filing on their own) CherryRoad has included ADP for Tax filing in our proposal How do you differentiate yourself in the market? What do you do better than your competitors? What are the things that set you apart from other vendors in this space? Oracle has been in the applications business for much longer than a decade. In fact, we founded our applications business in We believe that success in the cloud is about owning best in class on every single piece of the stack from infrastructure to platform as a service to software as a service to data as a service, and ultimately that foundational premise hardware equipment that all of this is built on. We can mobilize, we can secure, we can integrate and get insights out of these applications, and that s something we can uniquely do. Having both sides of those pieces, that s something unique to Oracle. Oracle s Cloud is the most COMPLETE cloud offering in the market today unifying end to end business functionality across ERP, HCM, SCM, and Talent Management and across Sales, Marketing and Service. Only Oracle offers a complete solution to meet our customers needs across all the dimensions of Cloud. Data as a Service, Software as a Service, Platform as a Service and Infrastructure as a Service. We are one of the only Cloud providers in the world that has chosen to compete in all four areas simultaneously. We ve done this because we know that our customers want a complete solution to choose from at all levels of the stack. Not just niche solutions in one area. Oracle HCM Cloud Service powers HR s contribution to the business. The industry s most complete cloud solution enables organizations to simplify managing people and build the best talent. Organizations can manage growth while adapting to needs through a HR foundation and gain actionable insights so they can execute the best talent management strategies. A simple, user-friendly experience and embedded role-based decision support transform the system from a transactional to an intelligence-driven application. Enterprise 2.0 functionality coupled with social networking and mobile capabilities make it easier than ever for you to work effectively. And seeing into the future? Oracle HCM not only places information right at your fingertips, it can even help you look ahead and be prepared for upcoming talent and business changes. Oracle is the leading vendor of HCM software for midsize to large enterprises today, managing the employee lifecycle for 40 million workers in 14,000 organizations across 40 countries. Today, Oracle is the world s second-largest vendor of software as a service, with more than 5.5 million subscribers using Oracle Software in the cloud. In addition to our vast experience and our leadership status in the HCM industry, these three themes of Comprehensive, Modern and Secure are precisely what differentiates the Oracle offering from any other Human Capital Cloud Service in the marketplace today. Comprehensive Oracle HCM Cloud Service is comprised of the most complete human capital management suite in the industry. This holistic approach enables organizations to eliminate information silos and leverage workforce data throughout the human resource management systems so they can make better operational decisions. While comprehensive and feature rich, Oracle HCM Cloud Service is also streamlined, user-friendly and flexible so companies can operate with agility and simplify how they manage their workforce. Oracle HCM Cloud Service is the only cloud-based HCM solution that enables organizations to accelerate and complete their HR transformation without any of the disadvantages inherent in niche cloud HCM applications. Cloud-based HR applications represent a fast, affordable way to speed up the transformation process, but most come with significant disadvantages. Niche cloud applications are disconnected from the rest of the business, and at best offer only a partial solution to what are effectively macro problems of process inefficiency and lack of access to data. Operating in isolation from other applications, they fragment data and processes, creating more inefficiencies than they resolve and preventing a holistic view of people-related data and activities across the organization What makes your system easy and intuitive to use? How do you ensure that users can perform necessary tasks without detailed training? The simplicity and usability of online consumer applications has raised the bar for what business users demand from their HRMS today. Users need to be able to access and share information easily and quickly without being restricted by rigid systems. Our systems are intuitive and easy to use. We offer a contextually transparent, role-based experience that blends previously disparate experiences into the single user experience needed for HR to be successful and efficient. The system is also intelligent and provides HR and managers the information they need at the right time in order for them to make decisions. Oracle Human Resources Cloud turns your organization into an interactive gallery, with each employee being assigned a portrait page. Each Portrait page displays specific information about the employee and enables certain functionality based on the user s role. This ensures that users have the right experience with the system, with casual users having a simpler UI and HR users getting the additional tools they need. Oracle Human Resources Cloud gives you many different ways to further personalize and configure screens, hide information and fields, and change the layout of tables and specific data points with fast and easy drag-and-drop capabilities. Even the casual business users can intuitively configure the system to fit their own personal work style. Analytics, role-based dashboards, and ad hoc reporting capabilities can be embedded through a modern HR system, with relevant information on each screen linked to transactions and decision points reducing employee frustration, increasing productivity, and powering optimal decision-making. Today s workforce is increasingly mobile. Jobs that used to be tethered to desks now often enjoy the flexibility of mobile access. Oracle s mobile strategy is to make it easy for everyone to use our applications on every device, leveraging a modern platform. All of the HCM cloud products are available through mobile devices. It is extremely important for our users to engage with our applications in the same way, regardless of the device they are using for access, for a consistent user experience. Appendix B Written Questions 11(c) - Page 120 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 16 of 21

121 RFP # Learning & Training Code C Vendor Name: CherryRoad Technologies Inc. Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments Ability to capture demand for new training courses throughout the year (e.g., via employee or supervisor suggestions, team X Assumes through the use of an Empty Training offering needs, etc) Ability to create, edit and view employee usage of training solution (registration, history of classes, number of hours, X completion of surveys, etc) and maintain historically Ability for administrator to review history of all classes (number of seats available, number filled, registrants, attendees, X test results, surveys completed, etc) Ability to reserve the number of seats in a training class based on specified rules X Assumes by creating priorities for users with groups Ability to indicate category of training (Supervisory, general, Safety, Wellness, Financial) X Ability to have training catalogue and class schedule available online X Ability to notify employees when new training courses are being offered X Assumes by adding the information in a widget to the learning portal Ability to record employee attendance at all training sessions and conferences and provide a certificate X Ability to automatically send an reminder to an employee /supervisor for their upcoming class, or for any X cancellations, rescheduling, reminders, class changes, etc.) Ability to create and track the inventory of training resources (e.g., training course materials, projectors, flip charts, X microphones, portable equipment, etc) Ability to create and track inventory of classroom space (e.g., including size, seating, fixed equipment, etc) X Ability to create and track inventory of trainers X Ability for workflow to route approvals for training resources, classroom space, and trainers X Ability to create, edit, delete, and view course information, including course name and description, prerequisites, trainers, X type of training, internal cost, minimum and maximum enrollment, seats available, room setup, number of hours, equipment needs, etc Ability to assign training resources, classroom space, and trainers to scheduled training courses. X Ability to assign course to the course catalog X Ability to track class attendance and no-shows X Ability to send s to employees and supervisors based on certain triggers (upcoming class scheduled, no-shows, etc) X Ability to create custom tests, surveys, and opinion polls X Ability to employees to provide course feedback via surveys and opinion polls regarding the course, instructor, facilities, etc X Ability to make an employee take an online test to show completion of the course X Ability for employees to register and edit/cancel their registration for a course via self service X Ability for solution to dynamically track the number of seats filled, available, waitlist, etc X Ability for solution to send a calendar invite to employees when they have registered for a course X Ability for employees to create a training plan (wish list) based off course catalog, which will also drive demand X Ability to track a class as part of the 'core curriculum' and track completion of the entire core curriculum X Assumes "core curriculum" can equate to a learning plan Ability to enforce / override registration cut-off time X Ability to create and print course / class rosters and sign-in sheets X Ability to compile evaluations by class into an output report X Ability report on test scores by user, class, instructor, or any other pre-defined group. X Appendix B Learning&Training 11(c) - Page 121 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 17 of 21

122 RFP # Item # C N A M Comments Ability to take history from legacy system, convert and upload to HRIS and employee master records. X Ability to assign different Administrative access levels X Ability to define and track course pre-requisites X Ability to create and track web-based courses X Ability for Managers to pull reports on their subordinates X Ability to link to other training sites or resources X Appendix B Learning&Training 11(c) - Page 122 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 18 of 21

123 RFP # Performance Management Code C Vendor Name: CherryRoad Technologies Inc. Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments Ability to create customized evaluation templates by department/division/job with rating scales for each measurement x Ability to link performance indicators in job description to job evaluation template as default entries with ability to modify x Ability to upload other documents in support of the performance evaluation and tag them by type, date, reason code, etc x Ability for an employee and/or their supervisor to create goals for a specified time period and track progress and receive x notification when changed Ability for managers to make notes on the employee and keep a performance log through the performance period that is x not visible to the employee Ability to query on performance ratings by employee x Ability to not allow changes after all routings, approvals, and sign-offs have been completed x Ability to track disciplinary and corrective actions (date, type, reason for action, outcome, etc) on the employee profile x Documents of Record can be configured to capture disciplinary actions Ability to set a month and day on the employee's profile when their annual performance review is due x This is visable to the employee within Performance Ability to create charts and graphs from performance management system data x Ability to track employees who do not have a completed performance rating x Ability for administrator to see where approvals are in the review process and send reminders x Appendix B Performance Mgmt 11(c) - Page 123 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 19 of 21

124 RFP # Recruiting Code C Vendor Name: CherryRoad Technologies Inc. Proposed SaaS system complies with requirement. Response N A M Proposed SaaS system does not comply with requirement. Proposer recommends an alternative no-cost way to meet requirement. Proposer must provide explanation in the "Comments" column. Proposed system requires a custom software modification to comply with requirement, but does not require third party software. Proposer must provide an explanation in the Comments column and list additional costs, cross-referencing the requirement, in the Cost Proposal. Item # C N A M Comments Ability to establish archiving and purging rules in compliance with agency records retention requirements X Data retention policies are set by the customer. Oracle provides mass archive and purge functionality allowing rules to be set up for mass deletion of records using your company s defined criteria. Because data retention policies within Oracle Talent Acquisition Cloud are customer defined, they can vary by country, region, etc. More Information: Oracle Talent Acquisition Cloud is Safe Harbor certified for all countries listed on the certificate plus Switzerland Ability for multiple users to access/evaluate candidates in a requisition simultaneously X Ability to establish and maintain applicant eligibility lists X Assumes this is in regards to Civil Service functionality Ability to customize workflows for routing, approvals and notifications based on agency configurations and revise as X needed Ability to track and record all requisition activities, status and progress and maintain detailed requisition history based on X event triggers such as dates of creations, approval, hurdle completion, applicant interview, and applicant selection. Should also include the ability for users to enter comments into requisition history Ability to maintain and view (with the appropriate authority) applicant data (e.g., demographics, recruitment source, X classification, acceptance/rejection of employment by applicant) for comparison to affirmative action goals Ability to specify open/close dates for job postings or Open Until Filled, or Continuous X Ability to automatically de-activate a job posting on its closing date or before if posted as Open Until Filled X Ability to specify fields as required on application X Ability to import position information, including department/division, exempt status, number of authorized vacancies, X physical location, title, description, salary info, quals, KSAs, etc Ability to fill multiple vacancies on a single requisition X Assumes requisition number of openings is greater than Ability to specify in the posting how evaluation criteria will be used to screen applications X Ability for applicants to subscribe/unsubscribe for automatic notifications when desired job title(s) are available X Ability to set up and save evaluation criteria and recruitment steps by job title X Ability to track job postings by user defined criteria, such as closing date, posting date, recruiter, title, etc X Ability for authorized hiring managers to create, review, route, approve and submit personnel requisitions X Ability to create, edit, and copy job postings and maintain historically for later use X Ability to post jobs internally (via intranet), and externally (via internet) X Ability to track where a job has been advertised / posted (e.g., internet sites, newspapers) to include date posted, length X open Ability to modify and refresh vacancy announcements in real time X Ability to automatically post jobs to external websites (governmentjobs.com, indeed.com, etc.) X Exception is governmentjobs.com which is a private domain of NeoGov and not available to other vendors Appendix B Recruiting 11(c) - Page 124 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 20 of 21

125 RFP # Item # C N A M Comments Ability for administrator to link applicant profiles (for those applicants who create multiple profiles) X Ability to view applications as they are submitted rather than when the posting closes X Ability to track online, the number of people applying for a vacancy and how long the vacancy has been open X Ability to schedule and track applicants for exams/testing/screening process in real time (Schedules, locations, and X number of slots for interviews, panels, promotional exams, and physical ability tests are set up ahead of time and once an applicant selects that slot, it is not available for other applicants to see) across multiple recruitments Ability to apply Colorado's Veteran's Preference 5 and 10 point rules, and identify 30% disabled veterans and afford them the required preference on each step of the evaluation process X Ability to record, save, view, and query on evaluator comments during the application review process X Ability to create and send standard notifications, along with the ability to customize the notification before it is sent X Ability to automatically calculate and rank final scores of applicants for all individual tests/multiple rater scores X Assumes this is in regards to Civil Service functionality Ability to "freeze" all applicants profiles (work/education history) once the application has been submitted for evaluation X Assumes this is in regards to Civil Service functionality Ability to identify applicants who are current or former employees X Ability to manually reset date applicant is allowed to re-take test(s) on an applicant by applicant basis. X Ability to capture metrics on applicants (e.g., those who apply for positions, those who move on and do not move on X through the application process, and how long they are in each step of the process) Ability to store, identify, view, and resend notifications by applicant name and/or requisition number, date/time sent, and X sender Ability to print the list of applicants at each evaluation step and to print the application/resume of the candidates to be evaluated/interviewed X Ability to analyze and report on test results to perform pass point analysis, check for adverse impact and applicant flow X Assumes this is in regards to Civil Service functionality Ability to capture EEO data, screen it from recruiters and agency users, and allow users with EEO security to view and report on summarized EEO information. Ability to apply 4/5th rule for EEO Ability to have an automatic internal and external notification function to send notifications based on event triggers to applicants and agency users Ability to advance candidates through the various evaluation steps (and revert back as needed) of the process while preventing candidates who have not successfully completed part of the evaluation process from advancing to the next step X X X Assumes that the use of Business Intelligence will provide the 4/5th rule capability Ability for hiring managers to record results of the selection interviews X Ability to import test results from OPAC, Criticall, or other similar testing solutions X Ability for applicants to designate which phone number can receive text messages; ability to send mass text notifications to applicants X Ability to add appointment to calendars (Google, Outlook, etc.) for applicants and panel members when test and/or interviews are scheduled X Ability to view peer jurisdiction job descriptions and salary ranges X Ability for applicants to create and save an online profile, which would also allow for viewing of application status X Ability to select a candidate to be hired and utilize collected information in the hiring action, where the data can be saved X or modified Notifications can include ics files for individuals to save to their calendars Appendix B Recruiting 11(c) - Page 125 Oracle Confidential, Proprietary, and/or Trade Secret Information Page 21 of 21

126 Exhibit 2 Conversion Scope Description Scope of Conversion Comments Human Resources Data Human Resources Data Human Resources Data Human Resources Data Human Resources Data Human Resources Data Human Resources Data Human Resources Data Locations - The conversion of work structures will include the conversion of all work site locations with addresses within the City. Organizations - The conversion of Organizations will focus on a review and if necessary, a clean-up from the Oracle Financials conversion to ensure all Organizations related to Positions, are properly classified. Jobs - The Job conversion will consist of jobs for the City. Associated with this conversion will be EEO Category and EEO Function Positions - The conversion of Position information will include the Organization, Job, FTE, Head Count, and work hours. Employee Demographics - All currently active employees and retirees who are paid out of the current the City's payroll system at the point of the conversion are converted over to Oracle HR. Employee Contacts/Beneficiaries - Contacts and/or Beneficiaries for HR/Payroll conversion will include the following demographics, at a minimum: Addresses - For both Employees and Contacts/Beneficiaries, an Address File will need to be created. This will be loaded to the address tables. Multiple Addresses may exist for each employee or contact/beneficiary. Phones - For both Employees and Contacts/Beneficiaries, a Phone File will need to be created. This will be loaded to the phone tables. Multiple Phones may exist for each employee or contact/beneficiary CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data 82 11(c) - Page 126

127 Description Scope of Conversion Comments Human Resources Data Human Resources Data Human Resources Data Payroll Data Payroll Data Payroll Data Employee Assignments - Employee assignments will be converted to meet the needs of the new Oracle system. The employee assignment will be the identifier for processing the payroll and establishing the hourly rates/salary for each employee we would like to manually convert employee job assignment history and wage history from the original hire date Wages and Salaries - All employees' wages and taxes, benefits, all employees' voluntary and involuntary deductions, employer contributions and all information required and necessary for payroll processing will be converted. W4 Data - W-4 Data will include both Federal and State withholding status, number of exemptions, and any additional taxes withheld. Payment Information - Payment Information will include any direct deposit information as well as any third party payment information, such as bank name, bank address, account information (which may be multiple). Employee Pay Check balances for conversion year (need balances necessary to file quarterly 941) Costing Information - Costing Information is tied to the assignment level of an employee. Costing information will indicate where the default cost for the employee is to be charged. The valid segments that will be tracked at the Assignment Level Human Resources Data Elements - Earnings and Deductions - Earnings and Deductions will consist of all recurring elements associated with an employee. This will include recurring earnings and deductions elements and all sub-category structures CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data 83 11(c) - Page 127

128 Description Scope of Conversion Comments Human Resources Data Human Resources Data Human Resources Data Payroll Data Benefits Data Benefits Data Competencies and Qualifications - If the City's elects to convert Employee Training records, Competencies and Qualifications for those classes and or employees may be converted as well. Grade/Step Tables - Grade/Step tables will be created to define the City's salaries and hourly rate structures. These tables must be associated to the employee assignment record. Special Information Types - Several Special Information Types (SIT's) will most probably be used by the City and will also need to be converted. SIT's are organization definable and are used to track additional information as defined by the City Accrual Balances -Accrual balances for sick, vacation, and comp plans will be converted as of the last payroll in the City's current HR/Payroll system. Once these balances are extracted, they will be loaded to each individual employee as initial balances for the Oracle System. HR will manually convert applicable FMLA balances Benefit Enrollment - Benefit Plans that employees are enrolled in as of the last payroll processed in the existing City's HR/Payroll system will be converted as part of the Oracle System. The conversion process will emulate the enrollment process to allow for full process through the benefit plan validation process. Dependent Enrollment - As part of the Benefit Enrollment, the benefit plans need designation as to which dependents are covered under each plan. CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data CherryRoad will provide spreadsheets or templates for loading, Broomfield will populate with conversion data 84 11(c) - Page 128

129 Exhibit 3 Interfaces Scope Innoprise Financial System Broomfield requires a two-way interface to enable the HRIS to import data from the financial system and export financial data from payroll results to the financial system. This includes: Interface from Innoprise to support Budgeting activities in HRIS Interface from Innoprise to support Project coding and validation on timesheets Interface to Innoprise to record payroll results from HRIS NEOGOV Broomfield will retain NEOGOV to perform recruiting functions. A two-way interface between the HRIS and NEOGOV will be needed: To transfer information from HRIS to NEOGOV on open and/or unfilled positions To transfer new employee data from NEOGOV to HRIS once an applicant has been hired 3 rd Party Benefit Providers Vendor 2- Way In-Bound Out- Bound Frequency Full Files or Changes/Updates Current State 24Hour Flex Unknown x Changes/Updates Cigna Unknown x Changes/Updates Delta Dental Unknown x Changes/Updates No Electronic Feeds No Electronic Feeds No Electronic Feeds Empower x - Not Current x Follows Payroll Schedule Full Files Files are sent FPPA Unknown x Follows Payroll Schedule Full Files Files are sent 85 11(c) - Page 129

130 Vendor 2- Way In-Bound Out- Bound Frequency Full Files or Changes/Updates Current State ICMA-RC x x Follows Payroll Schedule Contributions and a monthly maintenance file Kaiser Unknown x Changes/Updates No Electronic Feeds New Benefits/Telehealth Unknown x Monthly Changes/Updates No Electronic Feeds Pinnacol Unknown Changes/Updates Voluntary Life/AD&D Unknown x Changes/Updates VSP Unknown x Changes/Updates ADP Interface Manual upload into their system No Electronic Feeds No Electronic Feeds The HRIS will incorporate an interface to ADP to support payroll tax filing and W-2 processing. Bank(s) Interface The HRIS will provide an interface to Broomfield s bank(s) to transmit a file to the bank containing all checks issued in a given pay cycle, including check number and amounts (positive pay file). The HRIS will provide an interface to Broomfield s bank(s) to transmit a file to the bank containing all ACH (direct deposits) payments issued in a given pay cycle to allow the bank(s) to issue direct deposits to employee accounts. Active Directory The HRIS will provide integration with the City s Active Directory environment to enable the City s Oracle Cloud Service to be part of a City on-premise, cross domain Single Sign-On (SSO) solution. The solution uses federated single sign-on with Security Assertion Markup Language (SAML) 2.0 security standards. This does not include role synchronization between Oracle Cloud Service and Active Directory (c) - Page 130

131 Optional Interfaces The City has identified 2 potential interfaces that will require further analysis for integration/interfacing to the new HRIS. The Exhibit 6-Payment Schedule includes these interfaces assuming they are developed using standard Oracle Cloud integration/interface tools. The pricing for each interface will be $15,000. Interfaces 2way send receive TMI X When to Work X 87 11(c) - Page 131

132 Exhibit 4 System and PC Requirements Oracle Human Capital Management Cloud Release 11 Simplified User Interface on Desktop Devices Require minimum native screen resolution of 1280x1024 and one of the supported browsers below. Internet Explorer 11.x, 10.x, 9.x Mozilla Firefox 24+ Google Chrome 35+ Apple Safari 7.x and 6.x Simplified User Interface on Tablet Devices Require minimum native screen resolution of 1280x1024 and one of the supported devices below. Apple Devices: Safari on ipad2, ipad 3rd Generation, ipad 4th Generation, ipad Mini 2, ipad Mini 3, ipad Air, ipad Air 2 Android Devices: Google Chrome 35+. See Android Device Support note below this table. Desktop User Interface on Desktop Devices Require minimum native screen resolution of 1280x1024 and one of the supported browsers below. Internet Explorer 11.x, 10.x, 9.x Mozilla Firefox 24+ Google Chrome 35+ Apple Safari 7.x and 6.x Oracle Tap (Mobile Applications) Apple Devices iphone: ios 7.x and 8.x on 5, 5c, 5s, 6, 6+ ipad: ios 7.x and 8.x on all models (Except 1st Generation) Android Devices Android OS4.x+. See Android Device Support note below this table. Oracle Social Network (OSN) Browser Support Internet Explorer 11.x, 10.x, 9.x Mozilla Firefox on Windows 31+ Google Chrome on Windows 88 11(c) - Page 132

133 Apple Safari on Mac Safari 7, 8 Apple Devices ios 7, ios 8 iphone Devices: iphone 5, iphone 5s, iphone 5c, iphone 6, iphone 6+ ipad Devices - ipad 2, ipad 3, ipad 4, ipad Mini, ipad Air, ipad Air 2, ipad Mini with retina, ipad Mini 3 Android Phone and Tablet Android OS 4.x+, OS 5.x+ Add-In for Microsoft Outlook Windows 7 and Windows 8 Outlook 2007, 2010, and (32/64 bit) Desktop Client Windows 7 and Windows 8 Apple OS X 10.7, 10.8, 10.9, and ADFdi Add-in for Microsoft Excel Client Platform Support Microsoft Excel 2007 and 2010 (.xlsx,.xlsm) on Microsoft Windows 7, Windows (c) - Page 133

134 Exhibit 5 Personnel Requirements BROOMFIELD HRIS IMPLEMENTATION Month 1 = Jun-16 PROJECT ROLL-OUT PROJECT MANAGEMENT Project Manager FUNCTIONAL SUPPORT Phase I Core HRIS Functional Lead Analyst - HR Functional Lead Analyst - Benefits Functional Lead Analyst - Payroll and Time Non Lead Staff Phase II Remaining HRIS Functional Lead Analyst - Recruiting Functional Lead Analyst - Budgeting Functional Lead Analyst - Learning and Training Functional Lead Analyst Performance TECHNICAL SUPPORT Tech Analyst - Reports, Interfaces, Conversions (c) - Page 134

135 Exhibit 6 Payment Schedule 91 11(c) - Page 135

136 EXHIBIT 6 PAYMENT SCHEDULE PROJECT PHASE AND DELIVERABLE/MILESTONE Deliverable or Milestone # Month 1 JUNE Month 2 July Month 3 Aug Month 4 Sept Month 5 OCT Month 6 NOV Month 7 DEC Month 8 JAN Month 9 FEB Month 10 MAR Month 11 APR Month 12 MAY Month 13 JUN Month 14 JUL Total Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee PHASE I - CORE HRIS Project Plan/Charter (Deliverable) 3 $ 30,000 Initial Discovery Questionnaires Phase I (Deliverable) 2 $ 25,000 Completed Foundation Team Training Phase I (Milestone) 4 $ 20,456 Initial Prototype Phase I (Milestone) 5 $ 40,000 Gap Analysis Phase I (Deliverable) 6 $ 70,000 First Conference Room Pilot/Broomfield Prototype Phase I KEY MILESTONE ACCEPTANCE POINT 7 $ 110,000 Final Configurations - Phase I (Deliverable) 8 $ 50,000 Conversion Process Templates Phase I (Deliverable) 11 $ 30,000 Interface Templates Phase I (Deliverable) 9 $ 30,000 Testing Plan Phase I (Deliverable) 13 $ 20,000 Training Plan Phase I (Deliverable) 14 $ 25,000 Tested Conversion Processes Phase I (Milestone) 12 $ 35,000 Tested Interfaces/Integrations Phase I (Milestone) 10 $ 35,000 Training Material by module (Deliverable) 15 $ 60,000 Completed Acceptance Test Phase I KEY MILESTONE ACCEPTANCE POINT 17 $ 55,000 Train-the-Trainer Training by module (Milestone) 16 $ 50,000 Roll-Out Plan Phase I (Milestone) 18 $ 15,000 Completed Production System Phase I KEY MILESTONE ACCEPTANCE POINT 19 $ 50,000 Transition Plan Phase I (Deliverable) 20 $ 15,000 Completed Post Implementation Support Phase I KEY MILESTONE ACCEPTANCE POINT 21 $ 40,000 Phase 1 TOTAL $ 75,456 $ 40,000 $ 180,000 $ 110,000 $ 45,000 $ 130,000 $ 120,000 $ 65,000 $ 40,000 $ 805,456 PHASE II - REMAINING HRIS AND BUDGETING Initial Discovery Questionnaires Phase II (Deliverable) 22 $ 22,000 Completed Foundation Team Training Phase II (Milestone) 23 $ 24,000 Initial Prototype Phase II (Milestone) 24 $ 30,000 Gap Analysis Phase II (Deliverable) 25 $ 60,000 Conference Room Pilot/Broomfield Prototype with Integration Phase II KEY MILESTONE ACCEPTANCE POINT 26 $ 100,000 Final Configurations - Phase II (Deliverable) 27 $ 50,000 Conversion Process Templates Phase II (Deliverable) 28 $ 25,000 Interface Templates Phase II (Deliverable) 29 $ 25,000 Testing Plan Phase I (Deliverable) 32 $ 20,000 Training Plan Phase II (Deliverable) 34 $ 25,000 Tested Conversion Processes Phase II (Milestone) 30 $ 20,000 Tested Interfaces/Integrations Phase II (Milestone) 31 $ 20,000 Training Material by module (Deliverable) 35 $ 45,000 Completed Acceptance Test Phase II KEY MILESTONE ACCEPTANCE POINT 33 $ 45,000 Train-the-Trainer Training by module (Milestone) 36 $ 40,000 Roll-Out Plan Phase II (Deliverable) 37 $ 20,000 Completed Production System Phase II KEY MILESTONE ACCEPTANCE POINT 38 $ 48,000 Transition Plan Phase II (Deliverable) 39 $ 20,000 Completed Post Implementation Support Phase II KEY MILESTONE ACCEPTANCE 40 $ 30,000 Phase 2 -Total $ 76,000 $ 60,000 $ 200,000 $ 45,000 $ 85,000 $ 105,000 $ 68,000 $ 30,000 $ 669,000 11(c) - Page 136

137 EXHIBIT 5 PAYMENT SCHEDULE PROJECT PHASE AND DELIVERABLE/MILESTONE Deliverable or Milestone # Month 1 JUNE Month 2 July Month 3 Aug Month 4 Sept Month 5 OCT Month 6 NOV Month 7 DEC Month 8 JAN Month 9 FEB Month 10 MAR Month 11 APR Month 12 MAY Month 13 JUN Month 14 JUL Total Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Total Implementation Services by Month $ 75,456 $ 40,000 $ 180,000 $ 110,000 $ 121,000 $ 190,000 $ 320,000 $ 110,000 $ 125,000 $ 105,000 $ 68,000 $ 30,000 $ - $ 1,474,456 Oracle and ADP SaaS Fee By Month $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 18,333 $ 220,000 Project Management/Status Reporting Services 1 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 220,000 Phase I-15% Retainage on Implementation Services $ (11,318) $ (6,000) $ (27,000) $ (16,500) $ (6,750) $ (19,500) $ (18,000) $ (9,750) $ (6,000) $ - $ - $ - $ - $ (120,818) Phase II-15% Retainage on Implementation Services $ - $ - $ - $ - $ (11,400) $ (9,000) $ (30,000) $ (6,750) $ (12,750) $ (15,750) $ (10,200) $ (4,500) $ - $ (100,350) Phase Retainage Release $ 120,818 $ 100,350 $ 221,168 Estimated Invoice/Payment Amount (For Previous Month) $ 102,471 $ 72,333 $ 191,333 $ 131,833 $ 141,183 $ 199,833 $ 310,333 $ 131,833 $ 144,583 $ 248,402 $ 96,133 $ 43,833 $ 100,350 $ 1,914,456 Total Costs During Implementation Period Required Optional Interfaces* Total Implementation Services $ 1,474,456 $ 30,000 $ 1,504,456 *TMI $15,000 and When to Work $15,000 Total Project Management Services $ 220,000 $ 220,000 Total SaaS Fee (12 Months) $ 220,000 $ 220,000 Total Total During Implementation $ 1,944,456 Note: After Month 12 the implementation is completed. Only costs required after this will be $18,333/month for SaaS Fee and ADP Tax Filing Fee. Total Costs Years 2-5 (After Implementation) Optional Customer Care Total SaaS Fee Support Year 2 (Starts in Month 13) $ 220,000 $ 62,500 $ 282,500 Year 3 $ 220,000 $ 220,000 Year 4 $ 220,000 $ 220,000 Year 5 $ 220,000 $ 220,000 TOTAL 5 YEAR COSTS $ 2,886,956 11(c) - Page 137

138 EXHIBIT 5 PAYMENT SCHEDULE PROJECT PHASE AND DELIVERABLE/MILESTONE Deliverable or Milestone # Month 1 JUNE Month 2 July Month 3 Aug Month 4 Sept Month 5 OCT Month 6 NOV Month 7 DEC Month 8 JAN Month 9 FEB Month 10 MAR Month 11 APR Month 12 MAY Month 13 JUN Month 14 JUL Total Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee Services Fee 11(c) - Page 138

139 Exhibit 7 (Optional) CherryRoad Customer Care Support CherryRoad offers additional long term support around the Oracle Cloud application in two distinct areas: Incident-based Support Release Management for Fusion Incident-based support Incident-based support will cover the management and resolution of Level (or Tier) 1, 2, and 3 support for Application and Technical issues encountered by the City. Beyond normal break-fix incidents, we recognize the special care that is required for release management for the Fusion solution. Release Management The most critical element of release management revolves around the coordination of testing. Utilizing the scripts from the implementation, we would assist Broomfield in updating scripts as needed and coordination of the testing (including regression testing). We anticipate each release requiring 2-3 weeks of assistance per subject area to complete. In addition, CherryRoad will provide a What s New presentation. Pricing Incident Based Support Bronze 100 hours/yr at $1,125/month Pricing Release Management $24,500 per release x 2 releases = $49,000/ year 92 11(c) - Page 139

140 Exhibit 8 Glossary of Terms Deliverable A written document produced in support of the implementation process that is submitted for review and serves as documentation for the project. Examples include: Final Configuration Design, Gap Analysis, Training Material, etc. Milestone A goal or specific point in time during the implementation process that signifies completion of a task or set of tasks. Customization changes to the actual code in the SaaS application. This is not permitted in a Cloud deployment FlexFields User Defined Fields that can be added through a supported configuration to address the unique requirements of an implementation. Configuration Changes and set-up made in the cloud application using standard and supported tool to address unique requirements or workflow and approval processes. Upgrade A delivered change, improvement or new capability to the SaaS/Cloud software. Upgrades can incorporate bug fixes (monthly) and new releases issued by Oracle (typically twice a year). Tailoring Same as configuration. Personalization A set of configurations made by a specific user to change the view, look and feel and/or specific capabilities available through the user interface (c) - Page 140

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142 Exhibit C EXHIBIT C - PAYMENT SUMMARY Retainage Withheld Annual Amount (15%) Phase I -Implementation Services $ 805, $ 120, Phase 2- Implementation Services $ 669, $ 100, Project Management/Status Reporting Services $ 220, Oracle and ADP SaaS Subscription Fee $ 220, $ 1,914, Optional Interfaces $ 30, $ 1,944, (c) - Page 142

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162 AN AGREEMENT BY AND BETWEEN THE CITY AND COUNTY OF BROOMFIELD AND NORTH HIGHLAND COMPANY FOR CONSULTING SERVICES TO ASSIST THE CITY WITH THE IMPLEMENTATION OF A HUMAN RESOURCES INFORMATION SYSTEM (HRIS) 1.0 PARTIES. The parties to this Agreement are the City and County of Broomfield, a Colorado municipal corporation and county, (the City ) and North Highland Company, a Georgia corporation, (the Contractor ), collectively, the Parties, or individually, a Party. 2.0 RECITALS. The Recitals to this Agreement are incorporated herein by this reference as though fully set forth in the body of this Agreement. 2.1 The City desires consulting services to assist the City with the implementation of a human resources information system (HRIS); 2.2 The Contractor previously assisted the City in the solicitation, evaluation, selection and contract negotiations for an HRIS solution; 2.3 The City has established a faith and trust in the Contractor and the City wishes to continue the relationship with Contractor through the implementation of the HRIS project. 3.0 TERMS AND CONDITIONS. In consideration of the mutual covenants and promises of the Parties contained herein, and other valuable consideration, the receipt and adequacy of which are hereby acknowledged, the Parties agree as follows: 3.1 TERM. This agreement will become effective upon full execution of this instrument and shall remain effective until May 23, SCOPE OF WORK. The Contractor s scope of work is attached as Exhibit A. 3.3 INVOICE AND PAYMENT. The Contractor shall invoice the City monthly for services performed as outlined in Exhibit A. A fifteen (15%) retainer of all monies due to Contractor shall be retained by the City to be paid to Contractor upon the successful completion of each phase of the HRIS project. The total amount paid by City to Contractor for services shall not exceed $365, ILLEGAL ALIEN. If Contractor/Consultant has any employees or sub Consultants, Contractor/Consultant shall comply with C.R.S., et seq., regarding Illegal Aliens Public Contracts for Services, and this Contract. By execution of this Contract, Contractor/Consultant certifies that it does not knowingly employ or contract with an illegal alien who will perform work under this Contract and that Contractor/Consultant will participate in either the E Verify Program or the Colorado Department of Labor ( the Department ) program in order to confirm the eligibility of all employees who are newly hired for employment to perform work under this Contract Contractor/Consultant shall not: HRIS CONSULTANT 11(c) - Page 162

163 3.4.2 Knowingly employ or contract with an illegal alien to perform work under this Contract; or Enter into a contract with a subcontractor that fails to certify to Contractor/Consultant that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract Contractor/Consultant has confirmed the employment eligibility of all employees who are newly hired for employment to perform Work under this Contract through participation in either the E Verify Program or the Department program Contractor/Consultant shall not use the E Verify Program or the Department program to undertake pre employment screening of job applicants while this Contract is in effect If Contractor/Consultant obtains actual knowledge that a subcontractor performing work under this Contract knowingly employs or contracts with an illegal alien, Contractor/Consultant shall: Notify the subcontractor and the City within three days that Contractor/Consultant has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to the preceding sub subparagraph of this subparagraph, the subcontractor does not stop employing or contracting with the illegal alien; except that Contractor/Consultant shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien Contractor/Consultant shall comply with any reasonable request by the Department of Labor and Employment made in the course of an investigation that the Department is undertaking pursuant to the authority established in (5), C.R.S If Contractor/Consultant violates this provision of this Contract, the City may terminate the Contract for a breach of contract. If the Contract is so terminated, Contractor/Consultant shall be liable for actual and consequential damages to the City as required by law The City will notify the Office of the Secretary of State if Contractor/Consultant violates this provision of this Contract and the City terminates the Contract for such breach. 3.5 The Contractor will provide all services hereunder in accordance with all applicable law. 4.0 ASSIGNMENT. This Agreement shall not be assigned by the other Party without the prior written consent of the City. 11(c) - Page 163

164 5.0 NOTICES. Any notice required or permitted by this Agreement shall be in writing and shall be deemed to have been sufficiently given for all purposes if personally served or if sent by certified mail or registered mail, postage and fees prepaid, addressed to the Party to whom such notice is to be given at the address set forth on the signature page below, or at such other address as has been previously furnished in writing, to the other Party or Parties. Such notice shall be deemed to have been given when deposited in the mail of the United States Postal Service. 6.0 EXHIBITS. All exhibits referred to in this Agreement are by reference incorporated herein for all purposes. 7.0 DELAYS. Any delays in or failure of performance by any Party of its obligations under this Agreement shall be excused if such delays or failure are a result of acts of God, fires, floods, strikes, labor disputes, accidents, regulations or orders of civil or military authorities, shortages of labor or materials, or other causes, similar or dissimilar, which are beyond the control of such Party. 8.0 PARAGRAPH CAPTIONS. The captions of the paragraphs are set forth only for the convenience and reference of the Parties and are not intended in any way to define, limit, or describe the scope or intent of this Agreement. 9.0 ADDITIONAL DOCUMENTS OR ACTION. The Parties agree to execute any additional documents or take any additional action that is necessary to carry out this Agreement INTEGRATION AND AMENDMENT. This Agreement represents the entire agreement between the Parties and there are no oral or collateral agreements or understandings. This Agreement may be amended only by an instrument in writing signed by the Parties. If any other provision of this Agreement is held invalid or unenforceable, no other provision shall be affected by such holding, and all of the remaining provisions of this Agreement shall continue in full force and effect DEFAULT. Time is of the essence. If any payment or any other condition, obligation, or duty is not timely made, tendered, or performed by either Party, then this Agreement, at the option of the Party who is not in default, may be terminated by the non defaulting Party, in which case, the non defaulting Party may recover such damages as may be proper. If the non defaulting Party elects to treat this Agreement as being in full force and effect, the non defaulting Party shall have the right to an action for damages [or for specific performance or for both damages and specific performance] WAIVER OF BREACH. A waiver by any Party to this Agreement of the breach of any term or provision of this Agreement shall not operate or be construed as a waiver of any subsequent breach by either Party GOVERNING LAW. This Agreement shall be governed by the laws of the State of Colorado BINDING EFFECT. This Agreement shall inure to the benefit of and be binding upon the Parties and their respective legal representatives, successors, heirs, and assigns, provided that nothing in this paragraph shall be construed to permit the assignment of this Agreement except as otherwise expressly authorized herein INSURANCE. To assure the City that the Contractor is always capable of fulfilling specified indemnification obligations, the Contractor shall purchase and maintain insurance of 11(c) - Page 164

165 the kind, in the amounts, and subject to the conditions set forth in the Exhibit B, attached to this Agreement. However, insurance requirements contained in this Agreement shall not be deemed to limit or define obligations of the Contractor as provided elsewhere in this Agreement, and the Contractor should rely on its expertise to obtain additional insurance coverage needed for the City and the Contractor in its performance hereunder INDEMNIFICATION. Contractor expressly agrees to indemnify and hold harmless the City or any of its officers or employees, agents, or officials from any and all claims, damages, liability, or court awards, including costs and attorney's fees ( Damages ), that are or may be awarded as a result of any loss, injury, or damage sustained or claimed to have been sustained by anyone, including but not limited to, any person, firm, partnership, or corporation, in connection with or arising out of any act, omission or act of commission by Contractor or any of its employees or agents in performing work pursuant to this Agreement. In the event that any such suit or action isbrought against the City, the City will give timely notice thereof to the other Party. Notwithstanding contractor s indemnification obligations hereunder, in no circumstances shall contractor be responsible for Damages above fees paid to the City under the applicable SOW EXECUTION IN COUNTERPARTS. This Agreement may be executed in several counterparts, each of which shall be deemed an original and all of which shall constitute but one and the same instrument INDEPENDENT CONTRACTOR. The Contractor is an independent contractor as described in section (2), C.R.S., and is not entitled to workers' compensation benefits from the City and, further, is obligated to pay federal and state income tax on monies earned pursuant to this Agreement NO THIRD PARTY BENEFICIARIES. This Agreement is intended to describe the rights and responsibilities only as to the Parties hereto. This Agreement is not intended and shall not be deemed to confer any rights on any person or entity not named as a Party hereto FINANCIAL OBLIGATIONS OF THE CITY. All financial obligations of the City under this Agreement are subject to appropriation, budgeting, and availability of funds to discharge such obligations. Nothing in this Agreement shall be deemed to pledge the City's credit or faith, directly or indirectly, to the other parties ATTORNEY'S FEES. If any Party breaches this Agreement, the breaching Party shall pay all of the non breaching Party's reasonable attorneys' fees and costs in enforcing this Agreement whether or not legal proceedings are instituted NO PRESUMPTION. The Parties to this Agreement and their attorneys have had a full opportunity to review and participate in the drafting of the final form of this Agreement. Accordingly, this Agreement shall be construed without regard to any presumption or other rule of construction against the Party causing the Agreement to be drafted SEVERABILITY. If any provision of this agreement as applied to either Party or to any circumstance shall be adjudged by a court to be void or unenforceable, the same shall in no way affect any other provision of this Agreement, the application of any such provision in any other circumstances or the validity, or enforceability of the Agreement as a whole DOCUMENTS. All drawings, computer programs, computer input and output, analyses, plans, tests, maps, surveys, electronic files, and written material of any kind generated in the performance of this Agreement or developed specifically for work performed under this Agreement shall remain the sole and exclusive property of the City, and the other Party shall not provide copies of any such material to anyone without the express written consent of the City. 11(c) - Page 165

166 25.0 EXECUTION REQUIRED. This Agreement shall not be binding upon any Party hereto unless and until the Parties have executed this Agreement TERM. This Agreement shall become effective upon its execution by the City for a period of one year from the date of its execution TERMINATION. This Agreement may be terminated at any time by either Party by giving 60 days written notice to the other Party. The City shall pay the other Party for work performed to the date of delivery of the termination notice MINOR CHANGES. The Parties executing this Agreement are authorized to make non substantive corrections to this Agreement and attached exhibits, if any, as they consider necessary DAYS. If the day for any performance or event provided for herein is a Saturday, a Sunday, a day on which national banks are not open for the regular transactions of business, or a legal holiday pursuant to section (1), C.R.S., such day therefore shall be extended until the next day on which such banks and state offices are open for the transaction of business GOOD FAITH OF PARTIES. In the performance of this Agreement or in considering any requested approval, acceptance, or extension of time, the Parties agree that each will act in good faith and will not act unreasonably, arbitrarily, capriciously, or unreasonably withhold, condition, or delay any approval, acceptance, or extension of time required or requested pursuant to this Agreement SURVIVAL OF OBLIGATIONS. The obligations contained in this Agreement that are not fully performed as of termination shall survive termination and shall continue to bind the Parties until fully performed CONFLICTS WITHIN THE CONTRACT DOCUMENTS. In the event that conflicts exist within the terms and conditions of this Agreement and the attached and/or referenced Agreement documents or exhibits the former shall supersede PROTECTION OF INFORMATION Confidentiality. The Contractor agrees to appropriately protect information that is confidential pursuant to all applicable law (hereinafter referred to as Confidential Information ), which information includes, but is not limited to, Personal Health Information (PHI) pursuant to the Health Insurance Portability and Accountability Act (HIPAA) or information that is exempt from disclosure under the Colorado Open Records Act (CORA) Non Use. The Contractor agrees to use Confidential Information solely in accordance with the terms of this Agreement and to sign confidentiality agreements as requested by the City Non Disclosure. The Contractor agrees not to disclose Confidential Information to third parties without the prior written consent of any party whose consent is required pursuant to applicable law ACTIONS TO PREVENT DISCLOSURE 11(c) - Page 166

167 The Contractor will (at its own expense) take all actions necessary to restrain its employees, agents and representatives from making any unauthorized use or disclosure of any of the Confidential Information PARTIES NOT PARTNERS. Notwithstanding any language in this Agreement or any other agreement, representation, or warranty to the contrary, the Parties shall not be deemed to be partners or joint venturers, and neither Party shall be responsible for any debt or liability of the other Party. IN WITNESS WHEREOF, this Agreement is executed by the Parties hereto in their respective names as of, (c) - Page 167

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169 NORTH HIGHLAND COMPANY A Georgia Corporation By: Carla Heimbigner The foregoing instrument was acknowledged before me on this day of May 2016, by Carla Heimbigner as of North Highland Company. WITNESS my hand and official seal. (SEAL) Notary Public My commission expires: 11(c) - Page 169

170 EXHIBIT A Scope of Work 11(c) - Page 170

171 Exhibit A 600 Grant Street Suite 304 Denver, CO May 19, 2016 Pat Soderberg Finance Director City and County of Broomfield One Descombes Drive Broomfield, CO Dear Pat: North Highland appreciates this opportunity to continue building our relationship with the City and County of Broomfield. Outlined below is our understanding of the work to-be-performed in support of your HRIS implementation. This Statement of Work ( SOW ) is dated as of May 15, 2016 (the Effective Date ), between The North Highland Company, a Georgia corporation ( Consultant ), and the City and County of Broomfield (CCOB), a Colorado City and County Government ( Client ). Understanding of Needs The City and County of Broomfield is implementing Oracle Fusion as their Human Resources Information System (HRIS) and Payroll vendor. CCOB has requested that North Highland provide a Project Manager and a Change Management Practitioner to support the Oracle implementation effort for Phase III of the HRIS implementation. The objective of this Engagement is for North Highland to provide Project Management and Change Management leadership and oversight to the Broomfield team in the following manner: Support the current project management activities of CherryRoad to complete Phase III of the HRIS implementation, in conjunction with the CCOB project team Lead the planning and execution of the change management activities for Phase III of the HRIS implementation, working in conjunction with CCOB change management resources Services to be Provided As part of the Engagement, North Highland will provide the following Services: Service Responsibilities Deliverables Project Management & Subject Matter Expertise Create and maintain an integrated Project Plan and Schedule. Create and maintain Risk register and Issues Log. Monitor the quality assurance, deliverable acceptance, and sign-off processes for project deliverables and activities. Manage the project change control and issue resolution processes. Maintain continuous communications with the wider program team. Integrated Project Plan and Schedule Risk Register Issues Log Deliverable sign-off process and tracking Change control process and issue resolution process Team communications Weekly Status Reports Page 1 11(c) - Page 171

172 Service Responsibilities Deliverables Establish and maintain reporting mechanisms that accurately reflect project status and inform management of key accomplishments and risks. Track submission of deliverables for payment. Lead the creation of the post-production support model. Assist CCOB in their ownership of training delivery, UAT planning and execution, data validation, and process mapping Provide Subject Matter Expertise in the areas of project management, HR processes, payroll processes, HRIS implementations, testing, data conversion, and change management. Post Production Support model Change Management (Phase I only) Monitor and manage change deliverables Measure change effectiveness of projects Track and coordinate change management efforts across stakeholder groups Integrate change management with project management Define, develop, and maintain change management methodology, processes, and tools Provide expertise to CCOB change initiatives Educate and coach CCOB resources on change management Promote and communicate the value of change management in the organization Change Strategy Change Impact Assessment Stakeholder Analysis Sponsor Engagement Plan Stakeholder Engagement Plan Employee Readiness Assessment Strategic Communications Plan Change Network Definition and Protocol Coaching Plan Training Needs Assessment Training Plan Resistance Management Plan Change Management Handbook The activities and associated deliverables above will be created as an end products of a collaborative effort of North Highland consultants working closely with CCOB. North Highland will own and drive completion of these key deliverables. North Highland Change Management CCOB has asked North Highland to provide change management leadership on the HRIS implementation project. CCOB has traditionally struggled with change management activities, and would like to build this capability internally, utilizing North Highland s expertise and experience on this project as an opportunity to provide on-the-job training to select CCOB resources. North Highland utilizes the PROSCI framework for change management to ensure the organization is ready to accept the change. We have built a framework around you that allows us to deliver the best possible change experience on this project, but also to transfer our knowledge to your change practitioners. We feel that hands on experience is the best way for your practitioners to learn and understand the key concepts required for a change of this magnitude, and will allow them to be better change agents in the future for CCOB. Page 2 11(c) - Page 172

173 Change management is not a one-time, static activity but rather an organic approach that constantly measures the pulse of the organization and provides the right information at the right time to elicit the right results. North Highland s framework for leading your stakeholders through the change ensures that we are asking the right questions at the right time and working with the project team to provide timely answers. Change Management Approach for CCOB Below is our approach to a system implementation project such as this, with activities and deliverables being performed or created at the right time. As part of our scope of work, we will also lead assigned CCOB resources through the process, assigning them tasks and deliverables where appropriate. However, North Highland will ultimately be responsible for all deliverables and due dates. Page 3 11(c) - Page 173

174 Project Team Assignment of the specific resources is contingent upon timing of the acceptance and approval of this SOW. Role Name Location Support Type Project Manager & Subject Matter Expert Scott Martin Denver Change Manager Sia Hancock Denver Full-time from June 6, 2016 through December 31, 2016 and then part time from January 1 through April 15, 2017 Full-time from July 1, 2016 through December 31, 2016 Quality Assurance Matt Benson Denver Part-time from June 6, 2016 through April 15, 2017 North Highland can make other resources available to the project as necessary. Should additional resources be needed, we will work closely with you to scope, estimate, and structure their involvement, as the cost of these resources is not included in this SOW. Page 4 11(c) - Page 174

175 Fees The fees listed below are based on an 11 month project timeline, from June 6, 2016 through April 15, The total fee for North Highland s professional services is $365,630, billed monthly. This includes a 15% retainer for services to be paid out upon completion of the Phase I and Phase II go live, as shown below. North Highland does not anticipate any travel or miscellaneous expenses. Project Management $8,960 $26,667 $26,667 $26,667 $26,667 $26,667 $26,667 $13,334 $13,334 $13,334 $6,667 $215,630 Change Management $25,000 $25,000 $25,000 $25,000 $25,000 $25,000 $150,000 Total Monthly fees $8,960 $51,667 $51,667 $51,667 $51,667 $51,667 $51,667 $13,334 $13,334 $13,334 $6,667 $365,630 Phase I-15% Retainage on PM/CM Services ($1,344) ($7,750) ($7,750) ($7,750) ($7,750) ($7,750) ($7,750) ($47,844) Phase II-15% Retainage on PM/CM Services ($2,000) ($2,000) ($2,000) ($1,000) ($7,000) Phase Retainage Release $47,844 $7,000 $54,844 Estimated Invoice/Payment Amount (For Previous Month) $7,616 $43,917 $43,917 $43,917 $43,917 $43,917 $43,917 $59,178 $11,333 $11,333 $5,667 $7,000 $365,630 Assumptions CCOB shall make available to North Highland those executives, managers, employees, contractors, and vendors with expertise/knowledge necessary to complete of the deliverables listed above. CCOB shall provide work space for the North Highland team members staffed to this engagement, including internet access and phones for the duration of the engagement. North Highland will be provided with access to the Oracle system as needed to complete deliverables North Highland will work under the daily direction of and will be reporting to the office of the CIO. North Highland will primarily use North Highland s methodologies to develop the deliverables outlined above. If the team is asked to work on deliverables other than those outlined, it will be considered an extension / modification of scope and will require a contractual Change Agreement between North Highland and CCOB. If the timeline is accelerated from the original estimate by CCOB, more resources will be required to finish the outlined work within the shortened timeframe. North Highland will bill CCOB directly for the work described in this Statement of Work. If it is found that this project can be completed with less effort than previously identified, the overall fees will be reduced accordingly and in all cases CCOB will only be billed for actual time and expenses. North Highland will submit a bill to CCOB on a monthly basis for professional service fees and actual out-ofpocket expenses; invoices are payable net 30 days from date of invoice. Both parties will make their best effort to maintain the current scope of work and schedule, acknowledging that certain circumstances could surface that may warrant a change in scope supported by both parties. No changes shall be administered without the expressed written consent of both North Highland and CCOB. We appreciate this opportunity to be of service to CCOB in this important endeavor and assure you that we will give this engagement our fullest attention. I believe that the above outlines the nature and scope of the services you are seeking. If you have any questions, please do not hesitate to contact me at (303) Page 5 11(c) - Page 175

176 Very truly yours, Accepted and agreed on, 2016 City and County of Broomfield By: Carla J. Heimbigner Vice President North Highland Printed Name: Title: Page 6 11(c) - Page 176