Backup Documents 10/22/2024 Item #16J 1 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 1 6 J 1
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
** ROUTING SLIP**
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2. (Enter your Dept here)
3. County Attorney Office County Attorney Office $
C2'` iiVa ei
4. BCC Office Board of County CH by MB
Commissioners [s] (012R/07
5. Minutes and Records Clerk of Court's Office 419
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is eeded in the event one of the
addressees above may need to contact staff for addition or missing information.
Name of Primary Staff Madison Bird Phone Number 2939
Contact/Department
Agenda Date Item was 10/22/24 Agenda Item Number �b J I
Approved by the BCC
Type of Document(s) ,,QQ Number of Original
/ 1
Attached //ur rP�f Documents Attached
PO number or account • / n�/
number if document is Ern a.' riAA cor/
to be recorded Det^ek . J,/nSSen
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A" in the Not Applicable column,whichever is Yes N/A(Not
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provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
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the Chairman,with the exception of most letters,must be reviewed and signed by the
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4. All handwritten strike-through and revisions have been initialed by the County Attorney MB
Office and all other parties except the BCC Chairman and the Clerk to the Board.
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during the meeting have been incorporated in the attached document. The County Snfilhb an option for
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9. Initials of attorney verifying that the attached document is the version approved by the N/A is not
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Chairman's signature. Ihis,l ne,,
1:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04;Revised 1.26.05;2.24.05;11/30/12;4/22/16;9/10/21
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FIFTH AMENDMENT TO AGREEMENT No. 21-7936
FOR
PROFESSIONAL SERVICES FOR SAP S/4 HANA IMPLEMENTATION
THIS FIFTH AMENDMENT to Agreement No. 21-7936 is made and entered into on this
day of October, 2024, by and between Phoenix Business, Inc. d/bla Phoenix Business Consulting
(the "Consultant") and Collier County, a political subdivision of the State of Florida, (the "County")
(collectively, the"Parties"):
WHEREAS, on April 12, 2022 (Agenda Item 11.C), the County, in partnership with the Clerk
of Courts and Comptroller's Office, entered into Agreement No. 21-7936"Professional Services for SAP
S/4 HANA Implementation (the "Agreement") with Consultant to implement required upgrades to the
current SAP Financial Management System; and
WHEREAS, on May 9, 2023 (Agenda Item 16.J.4), the Parties executed a First Amendment
to the Agreement to add Task 10 to the Scope of Services relating to SAP Success Factors Employee
Central and Workforce Time Management, reflected in the Schedule A-2 Statement of Work attached
thereto, with an additional cost of $1,768,251 now reflected on the revised Schedule B Basis of
Compensation, which also added a timeline for completion of the various task/modules for
implementation by an additional 13 months; and
WHEREAS, on May 31, 2023, the Parties executed a Second Amendment to the Agreement
to remove any ambiguity as to whether the First Amendment extended the term for completing all the
tasks set forth in the Agreement through and including April 30, 2024, not taking into consideration that
there was a three month delay in the execution of that amendment, which should have reflected an
enlarged completion date in the Second Amendment through July 30, 2024; and
WHEREAS, on December 31, 2023, the Parties executed a Third Amendment to the
Agreement to increase the number of Policy Profiles, User Roles, Time-off banks, and custom
notifications quantities in Section 3.4 SAP Time and Attendance by Workforce Software scope of
Statement of Work added through the First Amendment resulting in a total dollar increase of
$144,369.23 but neglected to further extend the completion date through October 31, 2024 as part of
that Third Amendment; and
WHEREAS, on April 23, 2024, the Parties executed a Fourth Amendment to the Agreement
to clarify and correct previous scrivener errors as to the actual completion and Estimated Go-Live dates
resulting from the First and Third Amendments to the Agreement to reflect the corrected completion
date of October 31, 2024; and
WHEREAS, the Parties wish to further amend the Agreement to: (1) add complex time
scheduling tasks related to SAP Success Factors Workforce Job Scheduling for EMS 56 and Battalion
Chiefs for the additional sum amount of $286,039.00, based on the attached Statement of Work and
with an outer estimated Go-Live and extended completion date to complete the EMS tasks under the
Agreement of April 28, 2025, and (2)to make a change in the Replication Automation GoLive and WFS
GoLive dates to cover the cost to support a 12-week extension of Consultant resources, allow for testing
of(UAT/Parallel), Environmental Cleanup/Changes, Continued Data Cleansing support, and Continued
OM Changes for the additional sum of$106,500.00 (for the aggregate sum of$392,539.00)
Page 1 of 4
Fifth Amendment to Agreement#21-7936
1
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NOW, THEREFORE, in consideration of the mutual promises and covenants herein
contained, it is agreed by the Parties as follows:
fi
1. The above recitals are hereby incorporated into this Fifth Amendment as if fully set forth
herein.
2. The Parties agree to amend the Agreement to add tasks related to SAP Success Factors
Workforce Job Scheduling for EMS 56 and Battalion Chiefs (the "EMS tasks") as set forth
in the attached Statement of Work ("SOW')for the additional sum of$286,039.00 with an
estimated Go-Live date of April 28, 2025,to complete the tasks set forth in the SOW under
the Agreement. The April 28, 2025 Go-Live date extends the completion date of the
Agreement with respect to the incorporation, integration, and implementation of all
Activities and Work Products related to the EMS tasks as more fully set forth in the
attached SOW, which is incorporated into this Fifth Amendment as if fully set forth herein.
3. The Parties further agree to make a change in the Replication Automation GoLive and
WFS GoLive dates to cover the cost to support a 12-week extension of Consultant
resources, allow for testing of (UAT/Parallel), Environmental Cleanup/Changes,
Continued Data Cleansing support, and Continued OM Changes for the additional sum of
$106,500.00, and revising the GoLive dates for the completion of these tasks from
September 21, 2024 to January 25, 2025, (which work will run contemporaneously with
the extended date for the additional above-referenced EMS 56 and Battalion Chiefs SAP
Success Factors Workforce Job Scheduling tasks), as well as completing all other existing
incorporated modules that were added through previous amendments to the Agreement.
By the addition of this task, the Parties agree to the further following changes to the
Agreement:
I
f Description of Services Added:
a. (EC) Support/KT Environment Updates/Clean up
} b. (EC)/Replication) Continued Data Cleansing Support
c. (EC/Replication) Continued OM Changes/Retro Active Changes
d. (WFS) UAT:
(i) Testing support
(ii) Defect resolution
(iii) Configuration of minor new requirements
e. (WFS) Payroll Parallel:
(i) Loading time files
(ii) Support error resolution in WFS post data load
(iii) Data validation support
(iv) Integration error resolution support
f. (WFS) Enablement services extension
g. (WFS) Onsite support*for 1st BCC payroll run
*Travel costs is not included in this agreement. Expenses will be billed to
the County at actual in accordance with Florida statute compliance.
Technical Support: Included
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Fifth Amendment to Agreement#21-7936
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Relevant Dates:
Start Date: Effective September 1, 2024
End Date: December 31, 2024
Current Go Live Date: September 21, 2024
New Go Live Date: January 25, 2025
Payment Schedule:
1. Milestone 1: CR approval— 25%
•
2. Milestone 2: UAT completion — 50%
3. Milestone 3: Phase 2 Go Live — 25%
•
Implementation Cost for the above additional tasks and extension of services: $106,500, as
• follows:
Estimated
Scope Requirements Cost
Environment Update Configuration Changes $6,000.00
Defect Resolution support
Data Cleansing Support Preparing & Loading data files $6,000.00
Error resolution of data loads
Data validation support
Integration error resolution support
Organization Mgmt. BCC reorganization $6,000.00
Changes
Extended User Acceptance Configuration of new Requirements $61,600.00
Testing (ex., WBS element reporting)
Testing Support
Defect resolution support
Additional Parallel Payroll Preparing & loading data files $22,950.00
Error resolution of data loads
Data validation support
Integration error resolution support
Enablement Services WFS Corporate support for implementation $3,950.00
Extension
$106,500.00
4. All other terms and conditions of the Agreement, as previously amended, shall remain the
same.
Page 3 of 4
Fifth Amendment to Agreement#21-7936
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IN WITNESS WHEREOF, the Parties have executed this Fifth Amendment by an authorized
person or agent on the date and year first written above.
ATTEST:
Crystal K. Kinzel, Clerk of Circuit Court BOARD OF COUNTY COMMISSIONERS
and Comptroller COLLIER CO TY, FLORIDA
•
d / ," - B .
By: _ �_il Y
Chris II, Chairman
]r
Dated: /*g(67 2.1
(SEAL) Attgst s'tti ch�'irman's
s fidture only
Consultant's Witnesses: CONSULTANT:
// ,..:�.L., 11i /� Phoenix Business, Inc. d/b/a
Phoenix Business Consulting
First Witness
Derik Simovart By:
TType/print witn s name Signa ure
Hanif Sarangi, President
Second Witness TType/print signature and titleT
Satya Praveen
TType/print witness nameT 10-1-2024
Date
A d as to For and Legality:
1
,. /........,,L______
Scott R. Teach, Deputy County Attorney
•
Page 4 of 4 WU
Fifth Amendment to Agreement#21-7936
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4.
•
PHOENIX
BUSINESS CONSULTING
Phoenix Business Consulting
SAP SuccessFactors
Workforce Software Job Scheduling for EMS56 and Battalion
Chief
Statement of Work for
Collier County, Florida
CoL county
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PHOENIX
Table of Contents
Our Commitment 3
1 Overview 4
2 Understanding and Recommendation 4
3 WorkForce Software Job Scheduling Scope 5
3.1 Job Scheduling Components 5
3.2 WorkForce Software Job Scheduling Imports 6
3.3 WorkForce Software Job Scheduling Assumptions 6
3.4 Job Scheduling by WorkForce Software Implementation Assumptions 7
3.5 integration Scope 8
4 Project Approach 8
4.1 WorkForce Software Job Scheduling 8
4.2 Activities 9
4.3 Deliverables 11
4.3.1 Acceptance Procedure 12
5 Project Structure,Roles&Responsibilities 12
5.1 Roles and Responsibilities 12
5.1.1 Project Team Roles 12
5.1.2 Project Activity RASCI 13
5.1.3 Client Resource Comm ittments 13
6 Commercial 15
6.1 Implementation Costs 15
6.2 Total Costs and Cash Flow 15
6.3 Standard Rate Card for On-Demand Services 15
6.4 Invoicing and Banking Info 17
6.5 Signatures 17
Collier County:SOW for SAP SuccessFactors
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,4` .di PHOENIX
Our Commitment
Attn: Collier County
Clerk of the Circuit Court&Comptroller Finance Department
3299 Tamiami Trail East,Ste. 403
Naples, Florida 34112-5746
Dear Collier County,
Phoenix Business, Inc., DBA Phoenix Business Consulting (Phoenix) is pleased to present to Collier County our
Statement of Work (SOW) for your WorkForce Software Job Scheduling project. Phoenix offers world-class
implementation,integration,and on-going support services for SAP SuccessFactors and WorkForce Software.The
Phoenix Team is excited at the opportunity to deliver your project.
Phoenix brings a perfect blend of value, experience, and expertise to implement the functionality/scope
requested. Choosing Phoenix as your implementation partner, Collier dramatically reduces implementation risk
and takes advantage of our extensive implementation experience and capabilities in SAP and WorkForce Software.
You have my personal assurance that I will do everything possible to make certain that your initiative is an
immediate and long-term success. Please do not hesitate to contact me at (512) 557-4731 if you have any
questions or require any further assistance. We look forward to working with you and partnering together to
achieve your goals.
Respectfully,
Hanif Sarangi,
President,Phoenix Business Consulting
rfpteam@phoenixteam.com
Collier County:SOW for SAP SuccessFactors
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Implementation Services
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w x $v a oDe,HeBd oLI.,aLIL,/,io
1 Overview
This Statement of Work ("SOW") is prepared by Phoenix Business, Inc dba Phoenix Business Consulting of 6021
Midnight Pass Rd., Suite 3 Sarasota, FL 34242 ("we", "Phoenix Business Consulting" or "Phoenix") for Collier
County with a principal of business at 3299 Tamiami Trail East Ste.403 Naples,FL 34112-5746,or also collectively
known as("you","Client","Customer").
The Client is seeking the assistance of Phoenix to implement the WorkForce Software Job Scheduling Module.
This SOW defines the services,schedule, and cost for this Project.
2 Understanding and Recommendation
Collier has licensed the WorkForce Software, Job Scheduling module, and now requires configuration and
implementation services from Phoenix.
In optimizing our Job Scheduling delivery,we acknowledge that EMS56 and Battalion Chiefs will be the targeted
group for this implementation.These two groups operate within highly dynamic and intricate frameworks,
demanding a level of sophistication in configuration beyond mere rotation patterns.We will need to incorporate
precise scheduling rules,empowering the scheduler to seamlessly adapt to changing circumstances.
Given the dynamic nature of the paramedical and emergency services universe,the scheduling rules serve as a
linchpin for efficient operations.They facilitate the seamless deployment of personnel across various stations,
ensuring that individuals work when their qualifications and proficiency align with the demands of the situation.
This will also apply for the call out rules and ensure more automation for these complex processes.
Flexibility when it comes to shift swapping and OT equalization in relation to scheduling and call out rules is also
very important for the scope of this project.
The result is a finely tuned scheduling system that not only meets, but also anticipates,the complex demands of
the paramedical and emergency services sectors. Efficiency,adaptability, and precision—hallmarks of our
solution—are poised to revolutionize the way these critical teams manage their resources and schedules.
WorkForce Software Job Scheduling description and benefits
WorkForce Software Job Scheduling streamlines complex scheduling for employers.Sophisticated options such as
job-based scheduling, event scheduling, automatic callout and overtime equalization provide a robust flexibility
suitable for any industry's requirements.
Key solution features include:
• Easily balance skills,employee availability,labor costs, union requirements,and other unique factors
• Enforce regulations,such as minor employee work restrictions,without manual effort
• Track employee skills,certifications,and certification expiry dates
• Schedule thousands of employees and jobs at the touch of a button
• Tailor schedules to match your needs with flexible rules configuration
• Simplify complex policies (e.g.overtime equalization)in multiple-union environments
• Streamline job and shift assignments across the enterprise
• Quickly notify eligible employees of open shifts
• Allow employees to swap shifts with qualified peers
Collier County:SOW for SAP SuccessFactors
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PHOENIX
w �a,
When unplanned absences and other events create schedule gaps,WorkForce Software Job Scheduling helps you
quickly fill those gaps with the appropriate staff. Managers have"callout"features that they can use on-the-fly to
I'. send eligible employees' information about open shifts. WorkForce Software Job Scheduling's unique Callout
[. feature can immediately reach many employees through text, phone, or email. A first-come, first-serve design
E
encourages employees to respond quickly,and subsequent respondents are notified that the shift has been filled.
Simple, flexible, and highly automated, Job Scheduling's callout capabilities help ensure that your organization
never has a gap in coverage.
3 WorkForce Software Job Scheduling Scope
3.1 Job Scheduling Components
Item In Scope Comment/Characteristics/
Outcomes
Change entails configuration of additional Job
Scheduling module for EMS56 and Battalion Chief
group, job profiles, shifts, policy groups and
employee data,etc., as listed below.
Scope of Work:
• Org structure maintenance
• Callout rules
• Rotation patterns
• Models(Jobs)
• Skills(Qualifications)
• Custom User Interface filters /
constraints
• Manage Shift Swap
• Integrations to & from WFS Time &
Attendance-Job Scheduling
Functional Scope Detail:
1. 1 Organization
2. Up to 4 Scheduling groups
3. A maximum of 2 scheduling units/per
scheduling group(i.e. 8)
4. A maximum of 20 scheduling rules
5. A maximum of 4 holiday calendars
6. A maximum of 200 rotation patterns
7. A maximum of 200 job models
8. A maximum of 4 unavailability types
Collier County:SOW for SAP SuccessFactors page 15
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PHOENIX
9. A maximum of 8 shift swapping rules
10. A maximum of 5 OT equalization banks and
rules(OT banks that will be used to schedule
or callout employees)
11. A maximum of 25 qualifications and 2
proficiency levels per qualifications
kk
fl
3.2 WorkForce Software Job Scheduling Imports
Item In Scope Comment/Characteristics/
Outcomes
Job Scheduling Import—Model /
V
Job Scheduling Import—Qualification /
r V
Job Scheduling Import—Rotation Pattern /
11/
Job Scheduling Import—Employee Assigned Qualification /
V
3.3 WorkForce Software Job Scheduling Assumptions
• County of Collier will allocate the key project team members,from the HR,Finance,Scheduling,
and EMS Business Operations to actively participate throughout the project phases.
• Project team members from County of Collier will be available throughout the project lifecycle. Project
Team will identify delegates if they are unable to attend workshops or approve deliverables.
• Phoenix will have access to County of Collier project team members throughout the project lifecycle.
• The Client will be highly involved during the project.
• Any requirements not mentioned as part of this SOW or Change Request document are considered out of
scope.
• Any extension to project activities and timeline at the request of County of Collier may result in a change
request.
• Services will be a blended approach of on-site and virtual delivery.
• All workshops and meetings will be done remotely when possible.
• Travel costs will be allocated from the Exhibit B travel budget if onsite travel is required.
• Data mapping, data extraction and data cleansing is County of Collier's responsibility.
it
Collier County:SOW for SAP SuccessFactors
Implementation Services I Page 1 6
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4 ' PHOENIX
• Conversion data gathered will be formatted into the single data layout provided by Phoenix with Phoenix
support. Could you please provide more details about what you mean by historical data? Are you
specifically referring to records of employee information, time sheets, and time off requests? It's
important to note that schedule data is not included in the conversion data and cannot be transferred to
the job scheduling module in WF.
• All relevant information (e.g., collective bargaining agreements, policies, etc.) and historical information
(e.g.,reports,etc.)needed will be obtained and available to be used when conducting the project.
is
• A working day for a Phoenix resource is 8 hours.
• The documentation will be done in English only.
• legacy Kronos Telestaff system update and integration is excluded.
• Any configuration of the Solution not explicitly described in the Configuration Scope shall be considered
out-of-scope.
• Timelines for review and approval of deliverables will be communicated and adhered to.
• Decisions and/or approvals will be made by the County of Collier delegates within the identified
timeframes.
• County of Collier will identify a team of test users,who will complete the user acceptance testing within
I
the identified timeframes.
• County of Collier is responsible to draft, script, and execute test scenarios based on their business
processes with Phoenix support.
• Collier county resources and project management activities related to the county staff will be handled by
Gr the Collier County project manager.
• End user trainings are managed by Collier County.
3.4 Job Scheduling by WorkForce Software Implementation Assumptions
• On-site requirements workshops will be based on the pre-filled Business Requirement Document(BRD)
based on Collective Bargain Agreement(CBA):
o Follow up workshop to review the CBA analysis.
o County of Collier to review the requirements and consult internally during the time between the
Requirements Workshops.
• WFS lead will remain the same resource for Collier County as from the Time and Attendance Module
implementation,additional resources will be onboarded to support the Job Scheduling implementation.
• Realize phase will be comprised of 2 Iterations.
• Deploy phase will be based on two employee groups:EMS56 and Battalion Chief.
• The project timeline and budget are based on a "big bang" approach,where assessment of requirements,
configuration and testing would be done all at the same time.
......... .. ..... .....
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3,5 Integration Scope
Source System Target System Comment/Characteristics/
Outcomes
WorkForce Software Time and WorkForce Software Job Standard Job
Attendance Scheduling
4 Project Approach
4.1 WorkForce Software Job Scheduling
Approach and Timeline
The Implementation and configuration of the WorkForce Software Job Scheduling module components listed
above will allow Collier to manage employee schedules to ensure that the right people are scheduled at the right
time for the right job and cost.
Our project implementation methodology is aligned with the SAP Activate framework and can be used to plan and
execute complex solutions by integrating SAP products with other best-of-breed and specialized HRIS, like
WorkForce Software.
As a leader in MR Solutions, Phoenix has developed the knowledge and experience to deliver successful
implementations based on proven Best Practices.
The Realize phase includes iterations, which enables our customers to maximize solution understanding and
facilitate change adoption. An implementation made by iterations refers to configuration and development that
is executed through a series of repeating cycles, iterations, or sprints. Instead of completing the entire project in
a linear fashion, it is broken down into smaller, manageable chunks that are worked on iteratively. Each iteration
involves planning,executing, and evaluating the progress with active customer participation before moving on to
the next iteration.
For the County of Collier project,we defined the following timeline which correspond to the following phases:
•
Weeks 11.I 213 4 SI 6 718 91 10.11 12 13114 15 16 17 18 19 20 21 22 23 24125 26 27 28129 30 31 32 33.,,,
Wave 1 Mid config s Final contig i
Plan I review OM review(112)
Requirements 1
Design I
; . . I . I.
Build and Unit Test
i
U
I
i ,I,
AT
:
; 1...
Deploy 1 i ` '
:
GoLive i 1 i
Hypercare
*Design phase—Review and signoff of requirements
Collier County:SOW for SAP SuccessFactors Page 18
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The Timeline will be reviewed by the parties during the preparation phase and once agreed upon by the Parties,
the timeline shall be final.
Collier County's populations will go-live as depicted in table below.
Solution Population Estimated Go-Live
28,2025
EMS56 and 33 Weeks The week of
WorkForce Software Job SchedulingApr
Battalion
Chief
4.2 Activities
As seen in the table below,the following table outlines the key activities that will occur and the work products
that will be delivered for each phase of the implementation.
Table 1:Key Project Activities by Phase
Fro et:Plan Kectiv�ti Ul�ork Products
. ; PHASE: PREPARE
• Project kickoff • Finalized project plan
Accelerators: • Finalize project plan • Provisioned test tenant
• Project plan template • Allocate resources • Data migration scope&
• Data migration scope and • Verify project scope plan
planning template • Organization structure workshop • Business Requirement
• Business Requirement • Data migration workshop Document—scope,
Document template • Business scenario reviews organization structure
• Integration requirements gathering • Integration design
• Conduct Project Verification checkpoint i document
MILESTONE. Solution Walkthrough and High-Level Demo
Goal Client signs off agreeing to the scope to be delivered during implementation of WorkForce;Software Jo
Scheduling,If necessary,a change order may be executed for out-of-scope items For the avoldance of doubt,th
acceptance procedures outlined in this SOW shall apply to this`Project Verification Milestone"
•
Collier County:SOW for SAP SuccessFactors Page 1 9
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, Partner PHOENIX
PHASE: Explore
• Create and activate organization • Solution acceptance
Accelerators: structure document
• Solution walkthrough plan • Conduct iterative workshops • Key User Training plan
template • Configure test system • Standard solution test cases
• Issue,Action&Risk log • Migrate/setup sample data • Documentation&
• Key User Knowledge • Conduct Solution walkthrough Knowledge Transfer of
Transfer Training plan • Gap identification&resolution system configurations made
template • Conduct Solution Acceptance
• Standard test plan • Develop/configure integrations
• Prepare Key User Knowledge Transfer
Training plan
• MILESTONE: System Readiness Acceptance for Testing
Goal Client signs.off agreeing that the business m scenarios demonstrated eet the requirements to be delivered'
during the project and that all ;configuration questions have been addressed For the avoidance of doubt, the]
acceptance procedures outlined in this SOW shall apply to this"Solution Acceptance
PHASE: Realize(TEST)
• Assist in data migration testing 11 • Recordings of Key User
Accelerators: • Support key user training I Training(if available)
• Transition plan template • Conduct solution walkthrough for • Finalized cutover plan
integrations • Provisioned production
• Assist in end-to-end process testing and tenant
integrations testing • Documented test plan, test
• Conduct cutover workshop cases& test results
• Prepare cutover plan
• Perform mock cutover
• Conduct Readiness Acceptance
checkpoint
• Request production tenant
~'r;< MILESTONE:Cutover
Goal Client signs off agreeing that the systems, data, and;people,are ready to executor the cutover to the;:
production environment,For the avoidance of doubt,the acceptance procedures outlined in-this.SOW shall`apply
to this"Headiness Acceptance Milestone."
PHASE: DEPLOY
• Deploy integrations to production • Cutover to live production
Accelerators: system system
• Handoverto support • Migrate master data • Solution Launch
checklist • Assist in validation of cutover
• Conduct the handover to support
• Application Go-live
Collier County:SOW for SAP SuccessFactors ' Page 10
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SAP
Partner PHOENIX
MILESTONE Live System
C' Oval:Client signs off agreeing that the cutover is complete,and the organization is prepared to use and support
the:new solution. For the avoidance of doubt,the acceptance procedures outlined in this SOW shall apply to this
"Ga live process;
PHASE: SUPPORT
• Live production system
Accelerators: Issue Resolution
• User Support
• Phoenix Premium •
Monitoring Transactions and
Support • Operations
o See project schedule
MILESTONE ProjectCompletion •
C• Goal Ensure the e sy stemw is orking as desigjted
The table below shows the tentative key meetings and durations during the implementation for planning
purposes. The actual meetings will be determined after project kickoff upon Client's written approval. These
meetings may be conducted onsite or remotely at Client's discretion.
Table 2: Key Meetings and Durations
Project Duratio
Project Kickoff& Business Process Workshops 10 days
Solution Walkthrough 5 days
User Acceptance Testing k 10 days
Go Live and Support 30 days
*The above duration times are estimates only. As part of the Fixed-Bid, Phoenix will work with Client to ensure
adequate time is allocated for each activity's successful completion.
4.3 Deliverables
The following table identifies the deliverables for this Project:
Table 3: Project Deliverables
IA# Deliverables fro ect Phase ,
1 1rProject Schedule -- [-Prepare Phase_
__ i�Project Standards and Procedures [Prepare Phase
�.�2
3 WFS Job Scheduling Business Requirements Realize Phase
Document
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777 DeI3vMables _ �(,'__- `;PrQj+RtPise___.'
L4 [-integration Specification Realize Phase
L^6 Risk,Issue,Action&Defect log __. ][jxplore Phase
7 113ioduction Cutover Man Realize Phase
9 1 Configuration Signoff Documentation Realize Phase —1
10 —I Final System Design Document LDepioy Phase
11 Fully Functional WFS Job Scheduling Module IDeploy(Go-Live)
12 (f Project Closure Report/Lessons Learned , ][ Deploy(Go-Live)
4.3.1 Acceptance Procedure
Any documentation that will require Client's review and approval will be completed within five (5) business days
after submission by Phoenix. In the case of milestones/deliverables, if Client does not respond within five (5)
business days of the submission of milestone/deliverable(s),the milestone/deliverable will be deemed complete.
Phoenix may raise invoice after this date for a milestone-based billing (as applicable). Any changes to the
deliverable(document)after this date will be mutually agreed to by both parties.
5 Project Structure, Roles & Responsibilities
5.1 Roles and Responsibilities
5.1.1 Project Team Roles
The following table describes the roles and responsibilities of the key stakeholders in this project.
Table 4: Project Team Roles/Responsibilities
Role Primary Responsibilities
Phoenix Project Executive • Makes critical business decisions
• Approves change requests
■ Participates in Steering Committee meetings
Client Project Manager • Owns and drives the project,jointly with the Phoenix Project Manager
■ Coordinates Key Users
Phoenix Project Manager ■ Owns and drives the project,jointly with Client Project Manager
• Coordinates with Consultants
■ Manages communication with other parties(SAP Support,Service Center)
Client Business Process • Provide business process expertise and make decisions
Owners • Perform required data migration activities
• • Perform the fine-tuning,testing and cutover activities,jointly with Phoenix
Consultants
Phoenix Consultants • Conduct workshops
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Role Primary Responsibilities
• Perform the fine-tuning,testing and cutover activities,jointly with the Key
Users
■ Gather requirements,develop customizations/integrations,and test jointly
with the Key Users
5.1.2 Project Activity RASCI
The following table describes the roles and responsibilities of the project team mapped to each project activity:
Table 5: Project Activity RASCI Matrix
Key Work Activity Phoenix
Business Scenario Review Sessions R/S/C A/R
Business Requirement Document C/S/I AIR
Business Requirement Document (Job A/R C/S/I
Scheduling)
Integration Solution
Design Document(Job A/R C/S/I
Scheduling)
Project Verification A/R C
Fine-tuning&Solution Walkthroughs C/S A/R
Solution Acceptance Document C/S/I A/R
Solution Acceptance A/R — C
Key User Training A/R/S C/S
Test Scripts —�- A/R/S C/S/I yY �` -�-
' User Acceptance Testing(UAT) A/R/S C/S/I
Readiness Acceptance A/R C
}; End User Training A/R/5 uS
Data Migration .��... A/R/S.—._____- R/C
GoLive------------------- ---__----- .__ A i.._..._..__...-___ R.-.....—.
R=Responsible,more than one team can be Responsible;but only one can be Accountable
II A=Accountable,only one party can be accountable
S=Support
C=Consulted
I=Informed
is 5.1.3 Client Resource Committments
Based on our experience with similar projects, we believe that the Client resource commitments, at a minimum,
should include:
Table 6: Client Resource Commitments
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Resource Time Comment
F -
; Prepare
Gather data requirements for migration Key Users/Business Process Key user(decision maker)per
templates Owners functional area for 5 days
Data Analysis,cleansing and template Key Users/Business Process Ongoing effort.Client needs to
population for data loads Owners assign a person (50%)depending on
_ how much cleansing is required
Provide Test Data—Small data sets for Key Users/Business Process Subset of products, Clients,and
demonstration Owners supplier(8 hrs. per data set)
integration requirements gathering Key Users/Business Process Technical SME;workshop identifying
Owners technical landscape and system
requirements. (12 hrs.)
Review Deliverables Project Manager/Business Approximately 1.5 hrs.for each
Process Owners deliverable
Explore
Preliminary Training Documentation Key Users/Business Process Approximately 4-8 hrs. per
Owners functional area.
Conduct Iterative Workshops Key Users/Business Process Key user/decision makers per
Owners functional area;module specific 8hrs
per session.
Review Deliverables Project Manager/Key Users Approximately 1.5 hrs. for each
/ Business Process Owners deliverable
Realize::
Conduct testing and document test Key Users/Business Process Phoenix will deliver approximately
scripts pass Owners 20 key processes per workstream.
Client should allocate approximately
5-20 hrs. per process (100-400
total)
Provide mock HR cutover data Key Users/Business Process Client needs to provide data on EE
Owners master data,future effective dated
EE transaction data
Finalize master and HR cutover data Key Users/Business Process Client needs to provide supporting
Owners foundation data and EE master data.
Review Deliverables — Project Manager/Key Users Approximately 1.5 hrs. for each
/Business Process Owners deliverable
Launch � --_ L
Go Live 1rEntire joint Project Team [ Full time use of system.
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6 Commercial
6.1 Implementation Costs
Table 10: Implementation Costs for SAP SuccessFactors
SAP SuccessFactors Implementation Costs
WorkForce Software Job Scheduling Fixed BID Costs $286,039
Integration Costs Included
TOTAL.Due;; $286;039`.
6.2 Total Costs and Cash Flow
Table 11: Table of Cash flows
*Travel costs have been included in the previous agreement in the amount of$100,000. If additional travel is
requested,it will be mutually agreed upon during course of implementation.
Table 12:Implementation Services and Payment Schedule
Phase 1 and 2
Milestone Deliverable Payment Percent
M1 Contract Execution $143,019 j 50%
M2 ' Build Completion $71,510 25%
M3 UAT Completion $42,906 15%
M4 Go Live $28,604 10%
F , TOTAL Due ;` ? $286,039 100%
*Milestones to be billed after completion and sign-off where required.
6.3 Standard Rate Card for On-Demand Services
The following table provides our standard rate card for on-demand services outside of the scope of this proposal.
Table 15: Phoenix Standard Rate Card
' IiQ�urly Ra>E
1USD) ._
----------._----
Pro ect Executive I $150
Project Director/Manager IL $150
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Technical Solutions Architect f -$150
Integration Architect $150 J
Functional Consultant fl $140 j
Transformation Architect $285 1
[Transformation Lead $220
SAP Fiori Develo er 11 $80
Fir. Basis Consultant(Security) 1_ $120 1
rr Technical Developer I $80
COCM Lead(Change Management) _I $120 1
* Note that our published rates are exclusive of travel,taxes, and duties. Travel must be approved by the Client
and expenses will be billed at actuals.These rates will be discounted by 10%for any individual project that exceeds
50 hours of total work.
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6.4 Invoicing and Banking Info
Phoenix accepts only wire transfers with online wire transfer. Confirmation Information may be sent to
invoices@phoenixteam.com.
Account Name: Phoenix Business, Inc.
Bank Name: Wells Fargo
Account Number: 5104180004
Routing Number: 121000248
Swift Code: WFBIUS6S
6.5 Signatures
IN WITNESS WHEREOF,the parties have caused this SOW to be executed and entered by their respective
duly authorized representatives as of the date set forth in our Master Services Agreement.
Phoenix Business Inc. Collier Count
114/77
By: /' By:
Name: Hanlf arangi Name: Chris Hall
Title: President Title:Chairman
ATTI3 „ I'
CRYSTAL K: 4 1 '.t~ roved t fo d gality
BY:
e W� " ` Scott . each, eputy County Attorney
Attest .s f. Chairman's
r SI.nature,only
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