Municipality of [ABC]

DATE

Financial System Replacement Project Charter

Presented by:

Table of Contents

Table of Contents ................................................................................................................................................. 2

1 Project Contacts and Revision History .................................................................................................. 1

2 Introduction ............................................................................................................................................... 2

3 Project Scope and Goals .......................................................................................................................... 3

3.1 Project Modules and Objectives ............................................................................................................................ 3

3.2 Implementation Scope ........................................................................................................................................... 4

3.2.1 Project Scope ................................................................................................................................................ 4

3.2.2 Project Management .................................................................................................................................... 4

3.2.3 System Setup and Configuration ................................................................................................................... 5

3.2.4 System Training ............................................................................................................................................. 5

3.2.5 Legacy Data Entry .......................................................................................................................................... 6

3.2.6 Reporting ....................................................................................................................................................... 7

4 Roles and Responsibilities ...................................................................................................................... 8

4.1 Roles and Responsibilities ...................................................................................................................................... 8

5 Risk Items ................................................................................................................................................... 10

6 Accessing Microsoft Customer Source and Training ........................................................................ 11

6.1 How to sign in to Customer Source ...................................................................................................................... 11

6.2 Accessing eLearning in CustomerSource ............................................................................................................. 13

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1 Project Contacts and Revision History

Version No.: 1.0

Date: <Insert Date>

Project Name: <Insert Client Name Here>

Diamond Sales Contacts: <Insert Sales Resource>

<Insert Pre-Sales Resource>

Phone:

Phone:

<Phone>

<Phone>

Diamond Project Manager: <Insert Project Manager> Phone: <Phone>

Diamond Account Executive <Insert Account Executive> Phone: <P{hone>

Client Executive Sponsor <Insert Executive Sponsor> Phone: <Phone>

Client Project Manager: <Insert Project Manager> Phone: <Phone>

Revision History

Version Date Comments

1.0 TBD Initial Template first revision for review with Mike D’Arcy

Use this section to record changes to the version as discussed and finalized with

the customer through the sales and early project planning process.

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2 Introduction

The Municipality of ABC has hired Diamond Municipal Solutions (Diamond) to implement the Diamond Municipal and Microsoft Dynamics GP solutions to enable their project vision as stated below.

Project costs, billing rates and travel per diems have been stated in the contract, most notably in Appendix A.

Project Vision and Objective

The project vision and objective is to replace the current financial system(s) with a more stable, comprehensive and efficient financial system. The new solution will provide an integrated and consolidated financial system with the functionality to perform the following:

System Manager and Administration

General ledger

Financial reporting tools

Fixed Assets

Budgeting tools

Accounts payable

Bank reconciliation

Sundry Accounts Receivable

Payroll

Property Taxes

Utility Billing

Animal Licensing or Business Licensing

The Municipality of ABC’s measures of success for the implementation of Diamond Municipal and Microsoft Dynamics GP are:

Replace financial system(s) existing capacity at the Municipality of ABC with a more stable, comprehensive and efficient financial system

Expand financial reporting and monitoring

On time and within allotted budget

Project Price

Detail a summary of project costs here and/or simply refer to “Appendix A” of the contract…

Travel

There is no travel budget included in the scope of the project. All implementation items from installation,

setup and configuration and training will be performed remotely using web-based desktop sharing tools and

teleconference calls.

Any travel required for the project as directed by the Municipality of ABC will be billed on a time and

materials basis per our standard travel rates as included in the contract appendices.

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3 Project Scope and Goals

3.1 Project Modules and Objectives

Project costs, billing rates and travel per diems have been stated in the contract, most notably in Appendix A.

Project Vision and Objective

The project vision and goal is to replace the current financial system(s) with a more stable, comprehensive and efficient financial system. The new solution will provide an integrated and consolidated financial system with the functionality to perform the following:

System Manager and Administration

General ledger

Financial reporting tools

Fixed Assets

Budgeting tools

Accounts payable

Bank reconciliation

Sundry Accounts receivable

Payroll

Property Taxes

Utility Billing

Business Licensing

Animal Licensing

In addition, some specific project and operational goals include:

Quickly produce financial, trial balance and other reports through end user control Provide financial reporting to department heads and decision makers True multi-user system where staff can:

o Remain in the system while items are being posted o Allow multiple users in the same area (e.g. two users in payables or cash receipts at the same time) o Allow a single user into multiple screen at the same time (e.g. cash receipts and payables at same time)

Excellent system performance, efficiency and stability: o System is faster and more efficient (e.g. Does not take minutes/hours to produce a simple account inquire

or moving from screen to screen) o Provides efficient means to assist the public, providing better customer experience o System does not “crash”, downtime is less than one incident per every three months o Integrated system - Ability to use the same financial system for all posting requirements

Payroll Improvements including: o Payroll Direct Deposit provided to employees o Allocate staff time to the appropriate departments o Tracking vacation, sick and Overtime for employees o Producing T4 and ROE information, submit electronically

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3.2 Implementation Scope

This section itemizes the deliverables and responsibilities of both Diamond and the Municipality of ABC as broken

down into the major implementation steps and categories.

3.2.1 Project Scope

The entire project scope is defined as those items specifically included in this project charter.

NOTE: Any item not included within this charter are deemed an extra to the scope and project and a change

order itemizing the fees to add the item will provided by Diamond to the Municipality of ABC. All additional

items will be included in a phase 2 project.

3.2.2 Project Management

Diamond will provide the following project management services for the duration of the project.

o At the start of the engagement, Diamond and the Municipality of ABC will discuss the project

schedule and document key milestones.

o Diamond will provide a project plan with key milestones and specific training/meeting dates.

o Diamond will provide the Municipality of ABC general status reports and schedules via email on a

monthly basis with a follow up telephone conversation if requested by the Municipality of ABC

o Adhoc telephone or email dialog as initiated by the Municipality of ABC or Diamond.

NOTE: It is the responsibility of the Municipality of ABC to inform Diamond at least one week in advance of a

scheduled training/meeting date if they date needs to be rescheduled.

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3.2.3 System Setup and Configuration

Diamond will provide the following system setup and configuration services:

o Installation of MS-SQL database and SQL Reporting services on computer server and hardware as

directed by the client.

o Installation of Diamond/Dynamics GP on up to five (5) workstations. Configuration of remote

workstations not directly connected to the main server via high speed network is not included.

o Installation of Management Reporter and client software on two (2) workstations.

o System configuration of the following:

Chart of accounts structure as finalized in section 3.2.1 Project Scope and Discovery

Select system settings as finalized in section 3.2.1 Project Scope and Discovery

All necessary system parameters not discussed or mutually defined in the project scope and

discovery will automatically be defined and configured by Diamond for the Municipality of

ABC based on typical best practises for municipal units of similar size and geography.

Setup of five (5) system users with “Power User” (full system) security access.

NOTE: It is the responsibility of the Municipality of ABC to:

Obtain applicable Microsoft SQL Server licensing and provide product registration keys to Diamond

PRIOR to installation of the Microsoft SQL database.

Have purchased, installed or have ready computer server hardware and workstations suitable for the

operation of the Diamond and Dynamics GP financial solution and have this ready PRIOR to the

installation of the Microsoft SQL database and Diamond/Dynamics GP installation.

Customize system security and user access to meet their specific business needs.

3.2.4 System Training

Diamond will provide one (1) session of agenda based and hands-on training for each module/functional area

noted in section 3.1 project Modules and Objectives. Key elements of the training provided by Diamond include:

A standardized training checklist will be provided for each session by Diamond outlining specific areas to

be covered for the training segment and the learning objectives.

Guidance on where the Municipality of ABC can access the Microsoft Dynamics GP and Diamond

printable manuals and online help that will support the learning objectives for each module.

Other items of note:

Training will occur on the Municipality of ABC’s entered test data. Municipality of ABC is responsible for

entering the data and having it ready for training per an agreed to training schedule.

If the Municipality of ABC’s test data is not ready and the client wishes to complete training regardless,

Diamond Municipal Solutions may be able to provide a test environment suitable for a single user

hands-on experience. The Municipality of ABC acknowledges that this may not provide an optimal

training environment.

All training will occur remotely unless otherwise requested by the Municipality of ABC in which case

travel will be billed on a time and materials basis per our standard travel rates as included in the contract

appendices.

Diamond requires the Municipality of ABC to utilize online training courses found online at the Microsoft Customer Source website prior to training with the consultant. Instructions on accessing these courses are noted at the end of this document.

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3.2.5 Legacy Data Entry

The client will manually enter the following information into the application:

o Chart of Accounts

o General Ledger Actual Transactions

o General Ledger Budget Amounts

o Fixed Asset Masters

o Accounts Payable Vendor Master

o Payroll Employee Master

o Payroll T4 Year-to-date

o Revenue Customer Master (used for Sundry AR, Taxes, Utilities, Licensing)

o Revenue Balances

o Pet License Masters

o Business License Masters

Diamond will migrate:

o Property Tax Master

o Property Tax Balances

o Property Tax Assessments

o Property Tax Local Improvements

o Property Tax Districts

o Utility Billing Masters

o Utility Billing Balances

The following is specifically noted as the responsibility of the client:

o Entering the above information into the Diamond System

o Reviewing the entered data for accuracy and balancing

Data conversion assistance or customization provided by Diamond will be billed on a time and materials

basis based on verbal or written approval by the Municipality of ABC.

IMPORTANT NOTE: The Municipality of ABC is entering all data manually. Because of the volume and type of data,

this is a more reliable and efficient method of “legacy data translation”.

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3.2.6 Reporting

The client will use “out of the box” standard reporting which will include:

o One (1) Property Tax Notice specific to your geography.

In Alberta, this will be a combined assessment and tax notice.

In Ontario and Nova Scotia this will be single tax notice suitable for both interim and final tax

bills

o Three (3) Property Tax arrears letters

o One (1) Property Tax Certificate

o One (1) Utility Bill

o Three (3) utility arrears letters

o Five AP Cheque stubs (each a different type and style)

o Accounts Receivable Invoice

o Accounts Receivable Statement

o Business License

Diamond will provide and install the Management Reporter financial reporting tool and will include on day of

training on this tool (see training section for more details). Diamond will also include a suite of standard

reports which will include a balance sheet and income statement and one department report. The

Municipality of ABC will be responsible for building any addition financial reports or modifying the existing

reports using Management Reporter.

Other than the reports listed above, the client will use the standard suite of out-of-the-box reports available

in the Diamond and Dynamics GP system (of which there are upwards of two thousand) for routine tasks

such as posting journals, trial balances and so on.

Additional report customization assistance from Diamond beyond the scope included above will be billed on

a time and materials basis based on verbal or written approval by the Municipality of ABC.

It is assumed that MICR encoding will be preprinted on all cheques

Barcodes are not included in scope.

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4 Roles and Responsibilities

4.1 Roles and Responsibilities

DIAMOND ROLES & RESPONSIBILITIES MUNICIPALITY OF ABC ROLES &

RESPONSIBILITIES

The Director of Professional Services or Assistant Director of Professional Services oversees the entire implementation managed by the Project Manager. The Director/Assistant Director is the final level of escalation in an implementation.

The Municipality of ABC Executive Sponsor is a senior level executive who has accepted the ownership of investing in a financial system initiative and will promote funding and staffing of the project and will make final decisions on organizational process that will be impacted by the implementation.

The Diamond Project Manager is responsible for ensuring that all aspects of the project are planned and executed in a manner that will lead to meeting the implementation goals within the established timeframe and budget to a high degree of customer satisfaction. The Project Manager has overall responsibility for escalation of issues and maintaining a good working relationship with the Municipality of ABC.

The Municipality of ABC Project Manager is responsible for ensuring all customer requirements are planned and executed in a manner that will meet the implementation goals for the project

The Application Consultant(s) will participate in every aspect of the implementation from acting on the customer’s business requirements to configuring the application to meet the customer’s needs. The Application Consultant will communicate with the Municipality of ABC on many organizational levels to obtain the necessary understanding of the business processes.

The IT Department/Resource responsible for the Municipality of ABC’s IT environment including both hardware and software, or the person filling this role may be accountable for assembling the resources who can be responsible for these technologies. This may include data extraction, maintenance and other technical functions.

The Installation Consultant is tasked with installation of the solution which includes the Server and one workstation with an installation template for additional workstation installations.

Project Power User is the person who learns and understands all areas of the application. They are typically a Supervisor, or Manager who has a broad base of experience with the Municipality of ABC procedures and processes.

Key Users (or Subject Matter Experts) represent a functional area or department within the Municipality of ABC, such as purchasing or Property Taxes. They are typically an experienced user who has in-depth knowledge of their current business processes and procedures in their functional area or department.

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A more detailed description of client roles and responsibilities by role is as follows: Client Executive Sponsor Client will designate a staff member to be the Executive Sponsor. The Executive sponsor is a senior level executive who has accepted the ownership of investing in a financial system initiative and will promote funding and staffing of the project and will make final decisions on organizational process that will be impacted by the implementation. The executive sponsor will be responsible for;

Reviewing contracts and project charter and sign off all documents (or obtain authorized signature.

Providing the funding and payment approvals

Making executive decisions on major process decisions and other decisions escalated to their level.

Provide general leadership to staff and promote staffing and time allocation aligned with project success.

Client Project Management Client will designate a staff member to be the main point of contact between the client organization and Diamond. This person will be denoted as the client project manager. The client project manager will be responsible for;

Reviewing the project plans and making arrangements for the appropriate staff and facilities to be ready for all consulting and training sessions.

Notifying the Diamond project manager of any schedule changes on a timely basis.

Reviewing project communication from the Diamond project manager on a regular basis and bringing forward any concerns/issues related to the project.

Ensuring Municipality of ABC staff complete critical tasks such as balancing, and general system testing.

Notifying the Diamond project manager of approval/rejection for all deliverables, work orders, and change orders.

Client IT Department/Resource Municipality of ABC IT Department/Resource is responsible for:

Ensuring that their server(s) and workstations meet the minimum hardware specifications for Microsoft Dynamics GP and Diamond software packages.

Server(s) being loaded with the proper version of Windows operating system and connected to their network with domain access.

All network configuration, maintenance, and troubleshooting

Loading the software on workstations after the initial installation is done (if required)

Updating of the software periodically with Microsoft service packs, and Diamond quarterly releases (if required during implementation).

Setup of system security and user refinement

Subject Matter Experts Municipality of ABC Subject Matter Experts in each functional area are responsible for:

Participate in training including: o self-paced online videos o System training in hands-on sessions o Additional self-learning and practise

Testing all internal processes to ensure that they have been addressed during the implementation and are working satisfactorily.

Reviewing all relevant data entry, reporting, and inquiry functions in the new system.

Ensuring that the pay generation for all employees has been tested and reviewed whenever the Payroll module is implemented.

Review of financial reports such as income statement and balance sheet (financial reporting functional area only) and creation of any additional reports required.

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5 RISK ITEMS

Attached is a table of typical risk items commonly encountered when replacing financial and accounting systems in

modest sized municipalities.

Typical Risk Items Impact (High, Medium , Low)

Overall Project Risks

o Client does not understand, plan for and accept their roles and

responsibilities as laid out in this project charter

o Client project manager does not have authority to make arrangements

for the appropriate staff and facilities to be ready for implementation

High

High

Risks to Project Schedule

o Client Resources leave the organization during the project

o Client Resources take vacation during scheduled sessions

o Client Resources take unexpected time off when sessions are scheduled

Medium

Low

Low

Cost and Budget Risk

o Client does not fully understand limitations in scope for service, training,

data conversion, reporting and general implementation delivery from

Diamond

o Client requests large number of report changes, data conversion and

other customizations leading to increased system costs (implementation

and ongoing)

High

Medium

Technical Risks

o Server/Workstation not configured or available on time

o Client Technical consultant not accessible

Medium

Medium

Other Risks

o Client does not fully review, validate and balance manually entered data

o Client does not test system for correct functions (e.g. Client does not try

test AP invoice posting to review posting and related tax calculations)

Medium

Medium

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6 ACCESSING MICROSOFT CUSTOMER SOURCE AND TRAINING

Microsoft Dynamics CustomerSource is an information-packed, password-protected site for customers who use Microsoft Dynamics products. Included as a benefit of your service plan, CustomerSource allows you to search a powerful Knowledge Base for Microsoft Dynamics, view unlimited online training for Microsoft Dynamics, download updates, and find other timely information and resources virtually 24 hours a day. (Sign-in required.)

6.1 How to sign in to Customer Source

If you already have access to your organization’s CustomerSource account, simply visit the CustomerSource sign-in page and enter your Windows Live ID username and password to access the site.

If you do not have access to your organization’s CustomerSource account, please complete the following steps:

Step 1: Ask your organization’s CustomerSource administrator to grant you access to the site.

More Information…

If you do not have access to your organization’s CustomerSource account, simply ask your CustomerSource administrator to grant you access to the site. If you don’t know who your CustomerSource administrator is, send the following information to itmbssup@microsoft.com:

Your organization’s Microsoft Dynamics Account Number

Your legal company name

Your first and last name

Your e-mail address

Your CustomerSource administrator can grant users at your organization access to CustomerSource by following these steps:

1. Sign in to CustomerSource.

2. Go to My Account > Our CustomerSource Accounts.

3. Click the Add New Professionals.

4. Fill out the profile form:

o Include the individual’s full name, phone number, e-mail address, office address, language preference, and any additional roles you feel are appropriate.

o IMPORTANT! Click the checkbox titled Send the invitation e-mail in the form. This will send an e-mail invitation for the individual to join CustomerSource. Without this email the user will not will be able to link their Windows Live ID to their profile.

o Click the Save button.

If your organization does not have a CustomerSource administrator, please contact your Microsoft partner or send an e-mail to itmbssup@microsoft.com to designate a CustomerSource administrator.

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Step 2: Create a Windows Live ID. Customer Source uses Windows Live ID for authentication. If you already have a Windows Live ID, skip this step and proceed to Step 3. If you do not have a Windows Live ID, you’ll need to register for one, which will allow you to log in to CustomerSource. <style type="text/css">.dynExpandableContentAndFAQ .dynExpandableContentAndFAQAnswerHide{position:static;}</style>

More Information…

To obtain a Windows Live ID, follow these steps:

1. Go to the Windows Live ID site.

2. Enter your valid e-mail address. If you do not know the e-mail address that is stored in your organization’s CustomerSource account, send an e-mail to itmbssup@microsoft.com, including your name and your organization’s name.

3. Enter a Windows Live ID password and then re-enter the password to confirm.

4. Select the Secret Question from the dropdown list.

5. Provide the answer to the above question in Secret Answer. Please remember this information, because it will be useful in reminding you of your password.

6. Enter the characters you see in the picture and click Continue to register.

Step 3: If you’re a first-time CustomerSource user, link your CustomerSource Profile with a Windows Live ID. <style type="text/css">.dynExpandableContentAndFAQ .dynExpandableContentAndFAQAnswerHide{position:static;}</style>

More Information…

To link your CustomerSource profile with a Windows Live ID, follow these steps:

1. Open the e-mail you received from itmbssup@microsoft.com and click on the link, or go to the CustomerSource sign-in page.

2. Enter your Windows Live ID username and password.

3. You will receive a thank you notification stating that you have successfully associated your Windows Live ID with your CustomerSource account. You are now ready to use CustomerSource!

When you use CustomerSource in the future, use the Windows Live ID username and password. If you have any trouble with your Windows Live ID account, please contact the Windows Live ID support team.

Step 4: Sign in to CustomerSource.

More information

Take a tour of CustomerSource to see all its features and benefits.

Read through the frequently asked questions about CustomerSource and Windows Live ID. (XPS 121 KB, Get XPS Viewer).

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6.2 Accessing eLearning in CustomerSource

Step 1: Locate E-Learning and launch this page

Once logged into CustomerSource, locate the vertical navigation bar on the left side of the page. Within that bar find “Readiness & Training” and highlight this with your pointer. You will see a sub-menu appear and from this you select “E-Learning”. The window shown below will appear as shown below.

Step 2: Use the Filters to locate courses

In the “Product” filter, select one of the following filters and you will see a refined list of courses:

Microsoft Dynamics GP2010 (66 courses as at Feb 2013)

Management Reporter 2.0 for Microsoft Dynamics ERP (18 courses as at Feb 2013)

Microsoft Dynamics GP2013 (Not yet listed as at Feb 2013, should be available later in 2013)

Step 3: Start a course

Simply click on one of the courses listed and either “Begin Course” or you can download the course and play them offline by selecting “Download Course” (you will also need to install an offline player and the system will walk you through steps how to do that too).

Step 4: Create a “My Learning” Centre

You can also mark courses and add them to “My Learning” for quick recall later.