supervisors of the county of stanislaus action agenda summary … › bos › agenda › 2006 ›...

SUPERVISORS OF THE COUNTY OF STANISLAUS ACTION AGENDA SUMMARY

DEPT: AUD BOARD AGENDA # xg-1

Urgent Routine / AGENDA DATE May 16,2006

Recommendation 4'5 "Ote YES a NO a Required

(InformationAttached)

SUBJECT:

Approval to Issue a Request for Proposal (RFP) for the Upgrade to Oracle/PeopleSoft's Version 8.9 Human Capital Management (HCM) System

STAFF RECOMMENDATIONS:

Authorize the PurchasingAgent to issue a Request for Proposal (RFP) for Technical and Functional Conversion Support.

FISCAL IMPACT:

There is no fiscal impact associated with this item. Upon completion of the RFP process a project budget will be submitted to the Board for approval.

- Continued on Next Page -

BOARD ACTION AS FOLLOWS:

On motion of S U ~ ~ N ~ S O ~------M~yfik!d_-----------------., Seconded by Supervisor----G1~ye.r------------------and approved by the following vote, . .Ayes: S ~ ~ ~ W ~ ~ ~ ~ ~ : ~ Q ~ B L ~ ? D ~ ~ ~ ~ ~ ~ ~ ~ ~ , G ~ Q Y ~ ~ . P _ B I M ~ ~ ~ I ~ ~ L - ~ O L ~ ~ C ~ ~ C ~ B D ~ S ~ ~ ~ D ~.................... -----------------Noes: Supervisors:--------------N-0-n-e_ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _ e _

Excusedor Absent: SU~~W~SO~S:NQLI~........................................................................ Abstaining: Supervisor:--------_Naoe.................................... ------------------------------------I) X Approved as recommended 2- Denied 3 L _ _ Approved as amended 4 ) Other: MOTION:

ATTEST: CHRISTINE FERRAROTALLMAN, Clerk

Approval to Issue a Request for Proposal (RFP) for the Upgrade to OracleiPeopleSoft's Version 8.9 Human Capital Management (HCM) System.

FISCAL IMPACT, CONTINUED:

County staff will be the primary resource for the conversion with vendor resources used to provide technical and hardware needs not available internally. This external support will allow County staff to gain the expertise to support the new version into the future. A proposed budget is being developed to provide the additional hardware, training, and technical support needed for the success of the project.

To mitigate the budgetary impact on departments, these costs would be amortized over a two- year period. Allocations would be made to user departments of these costs beginning in the 200712008 fiscal year.

DISCUSSION:

The OracleIPeopleSoft Human Resource Management System (HRMS) was implemented in 1999. This system includes the following modules: Human Resource, Benefits, Time and Labor, Payroll, and Training and Tracking. An upgrade to the system was completed in 2002 to utilize web functionality and retain vendor and tax support. The Oracle Corporation purchased PeopleSoft in 2005. A new combined product called "Fusion" is currently being developed that will combine the best of both products (Peoplesoft's HCM and Financials and Oracle's E-Business Suite). This could benefit the County by providing a seamless integration between the HCM and Financial systems.

The current PeopleSoft system will lose support in March 2007. An upgrade of the system from version 8.1 to version 8.9 is in the planning stage. This upgrade will permit the County to continue to receive vendor technical support and tax upgrades. Oracle is also developing conversion scripts for converting version 8.9 to the "Fusion" product. When using vendor- supported systems it is expected that the County will complete an upgrade every 3 to 5 years depending on maintenance and support schedules.

Strategic Direction

One of the Board priorities is "Efficient Delivery of Government Services." The second goal within this priority is to "improve the efficiency of County government processes." Oracle/PeopleSoft's version 8.9 Human Capital Management (HCM) improves the self-service and workflow capabilities of the electronically based HCM system. HCM includes Human Resources, Employee Benefits, Time and Labor, Payroll, and Training and Tracking. While more detail of these capabilities is listed in the next section, it is clear that this upgrade will assist the County and departments in supporting this Board priority.

Approval to Issue a Request for Proposal (RFP) for the Upgrade to OracleiPeopleSoft's Version 8.9 Human Capital Management (HCM) System.

New Capabilities to Meet the Board Priorities

Each module; Human Resource, Employee Benefits, Time and Labor, Payroll, and Training and Tracking has been improved with the new OracleiPeopleSofi HCM version 8.9.

Human Resource Module

The Human Resource module has been re-written to include the following enhancements:

Introducing the Person Model HR will be required to define employees into one of three categories:

Employee Contractor Person of Interest

Each person will have a single ID number for their entire relationship with the organization regardless of their status. This also allows for segregation in tracking types of staff and new reporting features.

Absence Management This is a completely new feature. Leave accrual and absence tracking functionality was previously part of Benefits Administration. Absence Management gives you more control of absence planning and compensation tracking.

Labor Agreement Support This is a completely new feature. This provides for the following union labor functionality:

Configurable, multiple seniority dates, tiebreakers and expiration rules. Rule based automated union wage progression. Collective actions functionality. Layoff and reinstatement features.

Configurable Actions and Action Reasons Not all job actions are appropriate for all types of workers. When you create a new action reason you can now decide if it is for informational purposes or if you will actually use the new status for Human Resource or payroll.

Benefits Module

Benefits Module has been enhanced to included the following:

Approval to Issue a Request for Proposal (RFP) for the Upgrade to Oracle/PeopleSoft's Version 8.9 Human Capital Management (HCM) System.

Benefits Solutions

Deferred Processing Mode Enables you to enter data quickly and efficiently without losing any keystroltes due to the refresh of a page or waiting for processing of the page to occur.

New Functionality for 457 Savings Plans Currently the County has a 457 Savings Plan. Our current PeopleSoft version does not support the 457 plan. Therefore, we are modifying the system to handle it under a 401K setup, which causes limit overages at the end of the year. The new 457 functionality will he able to monitor the plan correctly and also has the ability for the employees to do their own contribution changes online.

Age 50 Processing for Deferred Compensation This functionality provides automated extension amounts for employees over the age of 50 for their deferred comp contributions

Improved Carrier Interface This has been rewritten to improve both performance and functionality. The process runs 10 times faster and offers new features such as customer configuration options, online inquiry, etc.

Credit Card Interface New Credit Card Interface will provide the ability to communicate between PeopleSoft and a third party product for credit card authorization, to be used for Benefits Billing (Cobra and Employee Deposit).

Benefits Administrative Contacts A new Benefits Administrative Contacts record allows the tracking of contact information for benefits staff. This information will be used for the printing of system-generated letters.

1)cpendcnt-. Beneficiary I~:nhancemmts Currantly the Dependent Rcneticiarv recurtls ;Ire not eirecti\.c dated. In ilic u p ~ ~ x d c , rhc ..

~ e ~ e n d e n tBeneficiary records will be effective dated so that we can have more reporting and tracking capabilities. We will be able to track exactly what information changed and when. This will help us remain compliant with Child Support Orders (QMCSO) and Domestic Relations Orders (QDRO).

Time and Labor Module

Time and Labor The Time and labor module has also been re-written.


Enhanced Scheduling Includes graphical representation of employee's schedules. Easier monitoring of absences, schedule deviation, and schedule errors. The set up of the scheduling has been streamlined to reduce maintenance. New functionality allows employees and managers to view and print monthly schedules including work, shift, planned absence, holiday and training information.

Timesheets Includes features for pre-population and configurability, visibility to important information, such as accrual balances, and task completion improvements. Employees will benefit from greater ease of use.

Time Approval Set up will allow managers to see the same employees every time they log on to their time system to monitor or approve time as well as a better view of critical information such as overtime, schedule deviation, and absences.

Other enhancements include: Punch time reporters and adjusters have a single page to report punch and elapsed time. Users are automatically brought into the timesheet based on the current date. Time reporting codes are filtered so that only the codes that should be entered online are available.

Performance Time administration and dynamic group rekesh processing have been shortened by 20 percent.

Summary

The complexity of the County's diverse business needs, union agreements, and labor tracking and costing, requires a more comprehensive and configurable system. Of the 15 counties larger than Stanislaus, 9 use Peoplesoft, 3 have in-house systems, 1 has SAP and 1 has Integral. There are 7 smaller counties that also use PeopleSofi. The upgrade to the 8.9 version of OracleiPeopleSoft Human Capital Management meets the Board of Supervisors' priority to create a more efficient government.

Recommendation

Application upgrades as described, are part of the normal life cycle of a system. These can be expected every 3 to 5 years due to vendor support of the release and technological changes. The equipment used to run these systems also needs to be upgraded andlor replaced every 3 to 5 years. Oracle/PeopleSoft upgrades such as this typically take a minimum of 5 months. It is desirable for the new version to be operational one quarter prior to the maintenance expiration date of March 2007. This would allow for one quarter of production time prior to the expiration date of our existing maintenance for version, 8.0.


POLICY ISSUES:

In order to continue to meet the Board priority of "Efficient delivery of Government Services through improved efficiency of County government processes," it is important to understand that applications as well as technological improvements and changes are constant and must be supported on an ongoing basis, not only to stay current but to improve and progress.

STAFFING IMPACT:

There are no specific staffing impacts with this item.

To create a structure to ensure a successful upgrade and the transfer of knowledge to County staff a Steering Committee was formed and members of a project team identified:

Steering Committee: Stan Risen (Interim Strategic Business Technology Director) Lany Haugh (Auditor-Controller) David Dolenar (BenefitsIRisk Management) Jody Hayes (CEO-Human Resources) Project Manager (To be identified)

County Functional Team: Kim Groesbeck (Time and Labor, and Payroll) Casi Persons (Benefits) To be determined (CEO HR) To be determined (Department representatives)

County Technical Team: Bill Allen (Databases) Michael Pless (Server Administration) Roger Lovell (Oracle/Peoplesoft system administrator - application) Lisa Mekwunye (Oracle/Peoplesoft software developer - application)

STANISLAUS COUNTY Purchasing Division

P.O. Box 3229 1010 TENTH ST, SUITE 5400

MODESTO, CALIFORNIA 95353 TEL: (209) 525-63 19 FAX: (209) 525-7787

VDOR: CIBER INC CIBER INC 5251 DTC PARKWAY #I400 GREENWOOD VILLAGE,CO 80111

AUDITOR-CONTROLLER 1010 TENTH ST #5100 MODESTO, CA 95354

AUDITOR-CONTROLLER JAN (209) 525-7926 PO BOX 770 MODEST0,CA 95353-0770

ORDER NO. REVISION PAGE

71618 1 1

DATE OF ORDER BUYER

120-OCI-06 J Nelson

DATE OF REVISION BUYER

20-OCT-06 J Nelson _ _

MER ACCT NO. VENDOR NO. PAYMENT TERMS FREIGHT TERMS F.O.B. SHIP VIA - I

6364 30 NET PREPAID DESTINATION COMMON CARRIER RM TOrrELEPHONE REQUESTOR I DELIVER TO

_ _- - - -- --- L

PEOPLESOFT UPGRADE CONSULTING

CONTRACT MAX $716,000. EXPIRES MULTI

5038.0048510.63280

E l NEW CONTRACT AMENDMENT TO CONTRACT (PO# /Contract #

CONTRACT DESCRIPTION: ruoy:: ~ 2 - 0 : t b a s * * 4 ti- ~ S J ! t: ! i r k m

LINE DESCRIPTION

FUND 'REQUIRED

ORG 'REQUIRED

ACCT *REQUIRED

GL PROJ

LOC

-2- -1 -

5rt 38

GO485 It;

63280

MlSC

AMOUNT 'REQUIRED (ENCUMBRANCE AMOUNT FOR

CURRENT FISCAL YEAR)

-3-

3 16 ,Ut)o

............................................................. IMpORTANT***************************************************************

RATE OF PAY: " L CC I: 1 .""' PAYMENT TERMS:

CONTRACT EFFECTIVE DATE: EXPIRATION DATE:

APPROXIMATE FREQUENCY OF PAYMENTS:

ADOPTED BY THE BOARD: e or N II3 CURRENT-YEAR or RESOLUTION NO:

ADDITIONAL INFORMATION TO BE PRINTED ON PO:

NOTES:

. . . . . . . . . . . . . . . . . . . . . THIS SECTION IS FOR PURCHASING DIVISION USE. * * * * * * * * * * * * * * * * * * * * *

TYPE REV # MAX EXT Y R ACT EXT Y R MAX AMT

APPROVED BY: ENTERED BY: CONTRACT #:

DATE: DATE: PO #: Distribution: Original - Purchasing, Yellow - Audtor An?, Pink - Department

-4- -5-

GSA PURCHASING AGENT 1010 Tenth Street, Suite 5400, Modesto, CA 95354

PO Box 3229, Modesto, CA 95353-3229 Phone: (209) 525-6319

Fax: (209) 525-7787

AGREEMENT FOR

PROFESSIONAL SERVICES

This Agreement for Professional Services is made and entered into by and between the County of Stanislaus ("County") and CIBER, Inc. ("Consultant"), on September 18, 2006, (the "Agreement").

Introduction

WHEREAS, the County has a need for services involving consulting services to assist with Oracie/PeopIeSoft upgrade to Version 8.9; and

WHEREAS, the Consultant is specially trained, experienced and competent to perform and has agreed to provide such services;

NOW, THEREFORE, in consideration of the mutual promises, covenants, terms and conditions hereinafter contained, the parties hereby agree as follows:

Terms and Conditions

Scope of Work

I .I The Consultant shall furnish to the County upon execution of this Agreement or receipt of the County's written authorization to proceed, those services and work set forth in Exhibit A, which is attached hereto and, by this reference, made a part hereof.

1.2 All documents, drawings and written work product prepared or produced by the Consultant under this Agreement, including without limitation electronic data files, are the property of the Consultant ("Work Products"); provided, however, the County shall have the right to reproduce, publish and use all such work, or any part thereof, for its internal use only and to authorize others within the County to do so for County's internal processes. If any such work is copyrightable, the Consultant may copyright the same, except that, as to any work which is copyrighted by t he Consultant, the County reserves a royalty- free, non-exclusive, and irrevocable license to reproduce, publish, and use such work, or any part thereof, and to authorize others to do so. The County shall defend, indemnify and hold harmless the Consultant and its officers, employees, agents, representatives, subcontractors and consultants from and against all claims, damages, losses, judgments, liabilities, expenses and other costs, arising out of or resulting from the County's reuse of the documents and drawings prepared by the Consultant under this Agreement subject to the provisions in this section. County acknowledges that Consultant is in the business of providing information technology consulting services and has accumulated expertise in this field and agrees that Consultant will retain all right, title and interest in and to all Consultant Materials. "Consultant Materials" means all discoveries, concepts and ideas, whether or not registrable under patent, copyright or similar statutes, including, without limitation, patents, copyright, trademarks, trade secrets, processes, methods, formulae, techniques, tools, solutions, programs, data and documentation, and related modifications, improvements and know-how, that Consultant, alone, or jointly with others, its agents or employees, conceives, makes, develops, acquires or obtains knowledge of at any time before, after or during the term of this Agreement without breach of Consultant's duty of confidentiality to County. Notwithstanding anything to the contrary in this Agreement, Consultant and its personnel are free to use and employ their general skills, know-how, and expertise, and to use, disclose, and employ any generalized ideas, concepts, know-how, methods, techniques, or skills gained or learned during the course of this Agreement so long as they acquire and apply such information without any unauthorized use or disclosure of confidential or proprietary information of County.

Agreement for Professional Services - County of Stanislaus and CIBER, Inc.

I .3 Services and work provided by the Consultant under this Agreement will be performed in a timely manner in accordance with a schedule of work set forth in Exhibit A. If there is no schedule, the hours and times for completion of said services and work are to be set by the Consultant; provided, however, that such schedule is subject to review by and concurrence of the County.

1.4 The Consultant shall provide services and work under this Agreement consistent with the requirements and standards established by applicable federal, state and county laws, ordinances, regulations and resolutions. The Consultant represents and warrants that it will perform its work in accordance with generally accepted industry standards and practices for the profession or professions that are used in performance of this Agreement and that are in effect at the time of performance of this Agreement. For a period of ninety (90) days from the date of County's acceptance (the "Warranty Period"), Consultant warrants that it will provide Work Products that conform in all material respects to the specifications set forth in Exhibit A or the applicable statement of work. County must report any deficiencies to Consultant in writing within the Warranty Period to receive warranty remedies. County's exclusive remedy and Consultant's entire liability is to provide Services to correct the deficiencies. If Consultant is unable to correct the deficiencies, County is entitled to recover the fees paid to Consultant for the deficient portion of the Services or Work Product. CONSULTANT DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR PARTICULAR PURPOSE, EXCEPT AS SET FORTH IN EXHIBIT A. Consultant makes no warranties regarding any portion of any deliverable developed by County or by any third party, including any third party software, hardware, or other third party products provided by Consultant.

1.5 If the Consultant deems it appropriate to employ a consultant, expert or investigator in connection with the performance of the services under this Agreement, the Consultant will so advise the County and seek the County's prior approval of such employment. Any consultant, expert or investigator employed by the Consultant will be the agent of the Consultant not the County.

2. Consideration

2.1 The Consultant shall be compensated on either a time and materials basis or a lump sum basis, as provided in Exhibit A attached hereto.

2.2 Except as expressly provided in this Agreement, Consultant shall not be entitled to nor receive from County any additional consideration, compensation, salary, wages or other type of remuneration for services rendered under this Agreement, including, but not limited to, meals, lodging, transportation, drawings, renderings or mockups. Specifically, Consultant shall not be entitled by virtue of this Agreement to consideration in the form of overtime, health insurance benefits, retirement benefits, disability retirement benefits, sick leave, vacation time, paid holidays or other paid leaves of absence of any type or kind whatsoever.

2.3 The Consultant shall provide the County with a monthly or a quarterly statement, as services warrant, of fees earned and costs incurred for services provided during the billing period, which the County shall pay in full within 30 days of the date each invoice is approved by the County. The statement will generally describe the services performed, the applicable rate or rates, the basis for the calculation of fees, and a reasonable itemization of costs. All invoices for services provided shall be forwarded in the same manner and to the same person and address that is provided for service of notices herein.

2.4 County will not withhold any Federal or State income taxes or Social Security tax from any payments made by County to Consultant under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums is the sole responsibility of Consultant. County has no responsibility or liability for payment of Consultant's taxes or assessments. County will reimburse

Prof. Serv. Agmt. (Rev. 7.12.04) Page 2


Consultant for all sales and similar taxes, including, but not limited to, sales, use, gross receipts, and ad valorem taxes, duties or similar charges imposed on the Services or Work Product (exclusive of taxes based on the property or net income of Consultant),

3. - Term

3.1 The term of this Agreement shall be from the date of this Agreement until completion of the agreed upon services unless sooner terminated as provided below or unless some other method or time of termination is listed in Exhibit A,

3.2 Should either party default in the performance of this Agreement or materially breach any of its provisions, the other party, at that party's option, may terminate this Agreement if such default is not cured within 30 days of receipt of written notification by the other party specifying the default.

3.3 The County may terminate this agreement upon 30 days prior written notice. Termination of this Agreement shall not affect the County's obligation to pay for all fees earned and reasonable costs necessarily incurred by the Consultant as provided in Paragraph 2 herein, subject to any applicable setoffs..

3.4 This Agreement shall terminate automatically on the occurrence of (a) bankruptcy or insolvency of either party, or (b) sale of Consultant's business.

4. Required Licenses, Certificates and Permits

Any licenses, certificates or permits required by the federal, state, county or municipal governments for Consultant to provide the services and work described in Exhibit A must be procured by Consultant and be valid at the time Consultant enters into this Agreement. Further, during the term of this Agreement, Consultant must maintain such licenses, certificates and permits in full force and effect. Licenses, certificates and permits may include but are not limited to driver's licenses, professional licenses or certificates and business licenses. Such licenses, certificates and permits will be procured and maintained in force by Consultant at no expense to the County.

5. Office Space, Su~plies, Equipment, Etc.

Unless otherwise provided in this Agreement or unless Consultant is working onsite at the County, Consultant shall provide such office space, supplies, equipment, vehicles, reference materials and telephone service as is necessary for Consultant to provide the services under this Agreement. The Consultant--not the County-(unless Consultant is working onsite at the County) has the sole responsibility for payment of the costs and expenses incurred by Consultant in providing and maintaining such items.

6. l nsurance

6.1 Consultant shall take out, and maintain during the life of this Agreement, insurance policies with coverage at least as broad as follows:

6 I I General Liability. Commercial general liability insurance covering bodily injury, personal injury, property damage, products and completed operations with limits of no less than One Million Dollars ($1,000,000) per incident or occurrence. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to any act or omission by Consultant under this Agreement or the general aggregate limit shall be twice the required occurrence limit.



6.1.2 Professional Liabilitv Insurance. Professional errors and omissions (malpractice) liability insurance with limits of no less than One Million Dollars ($1,000,000) aggregate. Such professional liability insurance shall be continued for a period of no less than one year following completion of the Consultant's work under this Agreement.

6.1,3 Automobile Liability Insurance. If the Consultant or the Consultant's officers, employees, agents or representatives utilize a motor vehicle in performing any of the work or services under this Agreement, ownedlnon-owned automobile liability insurance providing combined single limits covering bodily injury and property damage liability with limits of no less than One Million Dollars ($1,000,000) per incident or occurrence.

6A.4 Workers' Compensation Insurance. Workers' Compensation insurance as required by the California Labor Code. In signing this contract, the Consultant certifies under section 1861 of the Labor Code that the Consultant is aware of the provisions of section 3700 of the Labor Code which requires every employer to be insured against liability for workmen's compensation or to undertake self-insurance in accordance with the provisions of that code, and that the Consultant will comply with such provisions before commencing the performance of the work of this Agreement.

6.2 Any deductibles, self-insured retentions or named insureds must be declared in writing and approved by County. At the option of the County, either: (a) the insurer shall reduce or eliminate such deductibles, self-insured retentions or named insureds, or (b) the Consultant shall provide a bond, cash, letter of credit, guaranty or other security satisfactory to the County guaranteeing payment of the self- insured retention or deductible and payment of any and all costs, losses, related investigations, claim administration and defense expenses. The County, in its sole discretion, may waive the requirement to reduce or eliminate deductibles or self-insured retentions, in which case, the Consultant agrees that it will be responsible for and pay any self-insured retention or deductible and will pay any and all costs, losses, related investigations, claim administration and defense expenses related to or arising out of the Consultant's defense and indemnification obligations as set forth in this Agreement.

6.3 The Consultant shall obtain a specific endorsement to all required insurance policies, except Workers' Compensation insurance and Professional Liability insurance, naming the County and its officers, officials and employees as additional insureds regarding: (a) liability arising from or in connection with the performance or omission to perform any term or condition of this Agreement by or on behalf of the Consultant, including the insured's general supervision of its subcontractors; (b) services, products and completed operations of the Consultant; (c) premises owned, occupied or used by the Consultant; and (d) automobiles owned, leased, hired or borrowed by the Consultant. For Workers' Compensation insurance, the insurance carrier shall agree to waive all rights of subrogation against the County its officers, officials and employees for losses arising from the performance of or the omission to perform any term or condition of this Agreement by the Consultant.

6.4 The Consultant's insurance coverage for the general liability and automobile liability.insurance shall be primary insurance regarding the County and County's officers, officials and employees. Any insurance or self-insurance maintained by the County or County's officers, officials and employees shall be excess of the Consultant's insurance and shall not contribute with Consultant's insurance.

6.5 Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the County or its officers, officials and employees.

6.6 The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. Consultant has cross liability only on its general liability insurance.

6.7 Each insurance policy required by this section shall be endorsed to state that coverage



shall not be suspended, voided, canceled by either party except after thirty (30) days' prior written notice has been given to County. The Consultant shall promptly notify, or cause the insurance carrier to promptly notify, the County of any change in the insurance policy or policies required under this Agreement, including, without limitation, any reduction in coverage or in limits of the required policy or policies.

6.8 lnsurance shall be placed with California admitted insurers (licensed to do business in California) with a current rating by Best's Key Rating Guide of no less than A-:VII; provided, however, that if no California admitted insurance company provides the required insurance, it is acceptable to provide the required insurance through a United States domiciled carrier that meets the required Best's rating and that is listed on the current List of Eligible Surplus Line Insurers maintained by the California Department of lnsurance.

6.9 Consultant shall require that all of its subcontractors are subject to the insurance and indemnity requirements stated herein, or shall include all subcontractors as additional insureds under its insurance policies.

6.10. At least ten (10) days prior to the date the Consultant begins performance of its obligations under this Agreement, Consultant shall furnish County with certificates of insurance, and with original endorsements, showing coverage required by this Agreement, including, without limitation, those that verify coverage for subcontractors of the Consultant. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. All certificates and endorsements shall be received and, in County's sole and absolute discretion, approved by County. County reserves the right to require complete copies of all required insurance policies and endorsements, at any time.

6.1 1 The limits of insurance described herein shall riot limit the liability of the Consultant and Consultant's officers, employees, agents, representatives or subcontractors.

7. Defense and Indemnification

7.1 To the fullest extent permitted by law, Consultant shall indemnify, hold harmless and defend the County and its agents, officers and employees from and against all claims, damages, losses, judgments, liabilities, expenses and other costs, including litigation costs and attorneys' fees, arising out of, resulting from, or in connection with the negligent acts, omissions or wrongful acts during the performance of this Agreement by the Consultant or Consultant's officers, employees, agents, representatives or subcontractors resulting in or attributable to personal injury, death, or damage or destruction to tangible or intangible property, including the loss of use. Notwithstanding the foregoing, Consultant's obligation to indemnify the County and its agents, officers and employees for any judgment, decree or arbitration award shall extend only to the percentage of negligence or responsibility of the Consultant in contributing to such claim, damage, loss and expense.

7.2 Consultant's obligation to defend, indemnify and hold the County and its agents, officers and employees harmless under the provisions of this paragraph is not limited to or restricted by any requirement in this Agreement for Consultant to procure and maintain a policy of insurance.

7.3 To the fullest extent permitted by law, the County shall indemnify, hold harmless and defend the Consultant and its officers, employees, agents, representatives or subcontractors from and against all claims, damages, losses, judgments, liabilities, expenses and other costs, including litigation costs and attorney's fees, arising out of or resulting from the negligence or wrongful acts of County and its officers or employees,

7.4 Subject to the limitations in 42 United States Code section 9607 (e), and unless othetwise provided in a Scope of Services approved by the parties:

(a) Consultant shall not be responsible for liability caused by the presence or release



of hazardous substances or contaminants at the site, unless the release results from the negligence of Consultant or its subcontractors;

(b) No provision of this Agreement shall be interpreted to permit or obligate Consultant to assume the status of "generator," "owner," "operator," "arranger," or "transporter" under state or federal law; and

(c) At no time, shall title to hazardous substances, solid wastes, petroleum contaminated soils or other regulated substances pass to Consultant.

8. Status of Consultant

8.1 All acts of Consultant and its officers, employees, agents, representatives, subcontractors and all others acting on behalf of Consultant relating to the performance of this Agreement, shall be performed as independent contractors and not as agents, officers or employees of County. Consultant, by virtue of this Agreement, has no authority to bind or incur any obligation on behalf of County. Except as expressly provided in Exhibit A, Consultant has no authority or responsibility to exercise any rights or power vested in the County. No agent, officer or employee of the County is to be considered an employee of Consultant. It is understood by both Consultant and County that this Agreement shall not be construed or considered under any circumstances to create an employer-employee relationship or a joint venture.

8.2 At all times during the term of this Agreement, the Consultant and its officers, employees, agents, representatives or subcontractors are, and shall represent and conduct themselves as, independent contractors and not employees of County.

8.3 Consultant shall determine the method, details and means of performing the work and services to be provided by Consultant under this Agreement. Consultant shall be responsible to County only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, shall not be subjected to County's control with respect to the physical action or activities of Consultant in fulfillment of this Agreement. Consultant has control over the manner and means of performing the services under this Agreement. If necessary, Consultant has the responsibility for employing other persons or firms to assist Consultant in fulfilling the terms and obligations under this Agreement.

8.4 Consultant is permitted to provide services to others during the same period service is provided to County under this Agreement; provided, however, such services do not conflict directly or indirectly with the performance of the Consultant's obligations under this Agreement.

8.5 If in the performance of this Agreement any third persons are employed by Consultant, such persons shall be entirely and exclusively under the direction, supervision and control of Consultant. All terms of employment including hours, wages, working conditions, discipline, hiring and discharging or any other term of employment or requirements of law shall be determined by the Consultant.

8.6 It is understood and agreed that as an independent contractor and not an employee of County, the Consultant and the Consultant's officers, employees, agents, representatives or subcontractors do not have any entitlement as a County employee, and, except as expressly provided for in any Scope of Services made a part hereof, do not have the right to act on behalf of the County in any capacity whatsoever as an agent, or to bind the County to any obligation whatsoever.

8.7 It is further understood and agreed that Consultant must issue W-2 forms or other forms as required by law for income and employment tax purposes for all of Consultant's assigned personnel under the terms and conditions of this Agreement.

8.8 As an independent contractor, Consultant hereby indemnifies and holds County harmless from any and all claims that may be made against County based upon any contention by any third party



that an employer-employee relationship exists by reason of this Agreement.

9. Records and Audit

9.1 Consultant shall prepare and maintain all writings, documents and records prepared or compiled in connection with the performance of this Agreement for a minimum of four (4) years from the termination or completion of this Agreement. This includes any handwriting, typewriting, printing, photostatic, photographing and every other means of recording upon any tangible thing, any form of communication or representation including letters, words, pictures, sounds or symbols or any combination thereof.

9.2 Any authorized representative of County shall have access to any writings as defined above for the purposes of making audit, evaluation, examination, excerpts and transcripts during the period such records are to be maintained by Consultant. Further, County has the right at all reasonable times to audit, inspect or otherwise evaluate the work performed or being performed under this Agreement.

10. Confidentialitv

As used herein, "Confidential Information" means any and all non-public technical or business information, including third party information, furnished or disclosed by one party (the "Disclosing Party") to the other party (the "Receiving Party") that, if in a tangible medium, the Disclosing Party has marked as "confidential," "proprietary" or similarly at the time of disclosure and that, if disclosed orally, the Disclosing Party indicates as confidential or proprietary at the time of disclosure and subsequently, within twenty (20) days after the date of such oral disclosure, confirms as confidential or proprietary in a writing sent to the Receiving Party that describes the information that is to be kept confidential. Each party will maintain all Confidential lnformation it receives from the other in confidence using commercially reasonable standards and no less care than it uses with its own information, and will use and disclose such information only as cotltemplated by this Agreement or as authorized by the Disclosing Party. Each party will require its personnel to do likewise. These obligations do not apply to information that: (a) is generally available to the public other than by a breach of this Agreement; (b) is rightfully received from a third party lawfully in possession of the information and not subject to a confidentiality or nonuse obligation: (c) is independently developed by the Receiving Party or its personnel, provided the persons developing the information have not had access to the information of the Disclosing Party; or (d) was already known to the Receiving Party prior to its receipt from the Disclosing Party. In addition, the Receiving Party will be allowed to disclose Confidential lnformation of the Disclosing Party to the extent that such disclosure is: (x) approved in writing by the Disclosing Party; (y) necessary for the Receiving Party to enforce its rights under this Agreement in connection with a legal proceeding; or (z) required by law or by the order of a court of similar judicial or administrative body, provided that the Receiving Party notifies the Disclosing Party of such required disclosure promptly and in writing and cooperates with the Disclosing Party, at the Disclosing Party's reasonable request and expense, in any lawful action to contest or limit the scope of such required disclosure. In addition, Consultant shall not be required to keep confidential any ideas, concepts, know- how or techniques developed during the course of this Agreement by Consultant personnel or jointly by Consultant and County personnel. Upon termination of this Agreement or the Disclosing Party's request, the Receiving Party will promptly return any Confidential lnformation of the other party or destroy such at the request of the Disclosing Party.

1 , Nondiscrimination

During the performance of this Agreement, Consultant and its officers, employees, agents, representatives or subcontractors shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any employee, applicant for employment or person receiving services under this Agreement because of race, religion, color, national origin, ancestry, physical or mental handicap, medical condition (including genetic characteristics), marital status, age, political affiliation or sex. Consultant and its officers, employees, agents, representatives or subcontractors shall comply with all applicable Federal, State and local laws and regulations related to non-discrimination and equal opportunity, including without limitation the County's nondiscrimination policy; the Fair Employment and

Prof. Serv. ~gmt . (Rev. 7.12.04) Page 7


Housing Act (Government Code sections 12900 et seq.); California Labor Code sections 11 01, 1102 and 11 02.1 ; the Federal Civil Rights Act of 1964 (P.L. 88-352), as amended; and all applicable regulations promulgated in the California Code of Regulations or the Code of Federal Regulations.

12. Assianment

This is an agreement for the services of Consultant. County has relied upon the skills, knowledge, experience and training of Consultant and the Consultant's firm, associates and employees as an inducement to enter into this Agreement. Consultant shall not assign or subcontract this Agreement without the express written consent of County. Further, Consultant shall not assign any monies due or to become due under this Agreement without the prior written consent of County.

13. Waiver of Default

Waiver of any default by either party to this Agreement shall not be deemed to be waiver of any subsequent default. Waiver or breach of any provision of this Agreement shall not be deemed to be a waiver of any other or subsequent breach, and shall not be construed to be a modification of the terms of this Agreement unless this Agreement is modified as provided below.

14. Notice

Any notice, communication, amendment, addition or deletion to this Agreement, including change of address of either party during the term of this Agreement, which Consultant or County shall be required or may desire to make shall be in writing and may be personally served or, alternatively, sent by prepaid first class mail or by nationally recognized overnight courier (e.g., Federal Express) to the respective parties as follows:

To County: County of Stanislaus GSA Purzhasing Division 101 0, 10 Street, Room 5400 Modesto, CA 95354 Attn: John Thiercof

To consultant: CIBER, Inc. 5251 DTC Pkwy, #I400 Greenwood Village, CO 801 11 Attn: Legal Department

Conflicts

Consultant agrees that it has no interest and shall not acquire any interest direct or indirect which would conflict in any manner or degree with the performance of the work and services under this Agreement.

16. Severability

If any portion of this Agreement or application thereof to any person or circumstance shall be declared invalid by a court of competent jurisdiction or if it is found in contravention of any federal, state or county statute, ordinance or regulation the remaining provisions of this Agreement or the application thereof shall not be invalidated thereby and shall remain in full force and effect to the extent that the provisions of this Agreement are severable.

17. Amendment

This Agreement may be modified, amended, changed, added to or subtracted from by the mutual


Agreement for Professional Services - County of Stanislaus and GIBER, Inc.

consent of the parties hereto if such amendment or change is in written form and executed with the same formalities as this Agreement and attached to the original Agreement to maintain continuity.

18. Entire Agreement

This Agreement supersedes any and all other agreements, either oral or in writing, between any of the parties herein with respect to the subject matter hereof and contains all the agreements between the parties with respect to such matter. Each party acknowledges that no representations, inducements, promises or agreements, oral or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement or promise not contained in this Agreement shall be valid or binding.

19. Advice of Attorney

Each party warrants and represents that in executing this Agreement, it has received independent legal advice from its attorneys or the opportunity to seek such advice.

20. Construction

Headings or captions to the provisions of this Agreement are solely for the convenience of the parties, are not part of this Agreernent, and shall not be used to interpret or determine the validity of this Agreement. Any ambiguity in this Agreement shall not be construed against the drafter, but rather the terms and provisions hereof shall be given a reasonable interpretation as if both parties had in fact drafted this Agreement.

21, Governing Law and Venue

This Agreement shall be deemed to be made under, and shall be governed by and construed in accordance with, the laws of the State of California. Any action brought to enforce the terms or provisions of this Agreement shall have venue in the County of Stanislaus, State of California.

22. Limitation of Liabilitv.

NEITHER PARTY WILL BE LIABLE TO THE OTHER PARTY FOR ANY LOST DATA, LOST PROFITS OR INCIDENTAL, CONSEQUENTIAL, PUNITIVE, SPECIAL OR OTHER INDIRECT DAMAGES OF ANY KIND FOR ANY REASON WHATSOEVER INCLUDING, BUT NOT LIMITED TO, DAMAGES BASED UPON NEGLIGENCE, BREACH OF WARRANTY, STRICT LIABILITY, OR ANY OTHER THEORY EVEN IF A PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES RELATED TO PERFORMANCE UNDER THIS AGREEMENT. Each party agrees that the other party's liability hereunder for damages, regardless of the form of action, will not exceed the total amount actually paid for the Services and Work Product giving rise to the damages.

23. Nonsolicitation.

During the term of this Agreement and for a period of one (1) year after its termination, neither party will directly or indirectly (a) solicit for hire or engagement any of the other party's personnel who were involved in the provision or receipt of Services under this Agreement or (b) hire or engage any person or entity who is or was employed or engaged by the other party and who was involved in the provision or receipt of Services under this Agreement until one hundred eighty (180) days following the termination of the person's or entity's employment or engagement with the other party. For purposes herein, "Solicit" does not include broad-based recruiting efforts, including without limitation help wanted advertising and posting of open positions on a party's internet site. If either party hires or engages, directly or indirectly, any personnel of the other party in violation of (b) above, The violating party will pay the other party a finder's fee equal to three times the monthly billing rate (assuming 168 hours per month) for such personnel.



IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year first hereinabove written.

Prof. Serv. Agmt. (Rev. 7.12.04)

F STANISLAUS CIBER, Inc.

%(, ULL 'Piu,txdT

Page 10

"County" APPROVED AS TO CONTENT:

Auditor-Controller APPROVED AS TO FORM: Michael H. Krausnick

Assistant County Counsel

"Consultant"


EXHIBIT A

A. SCOPE OF WORK

The Consultant shall provide services under this Agreement for Professional Services between the County of Stanislaus ("County") and CIBER, Inc. ("Consultant"), as set forth in the Consultant's Proposal and Scope of Work dated September 22, 2006, attached hereto and, by this reference, made a part hereof.

B. COMPENSATION

Th'e Consultant shall be compensated for the services provided under this Agreement as follows: t

I. Consultant will be compensated on a lump sum basis for each task as set forth in the proposal and scope of work dated September 22, 2006, attached hereto and, by this reference, made a part hereof. In addition to the aforementioned fees, Consultant will be reimbursed for the following items, plus any expenses agreed by the parties as set forth in the Consultant's Proposal attached hereto, that are reasonable, necessary and actually incurred by the Consultant in connection with the services:

(a) Any filing fees, permit fees, or other fees paid or advanced by the Consultant.

(b) Expenses, fees or charges for printing, reproduction or binding of documents at actual costs.

2. The County shall retain ten (1 0) percent of all periodic or progress payments made to the Consultant until completion and acceptance of all work tasks.

The parties hereto acknowledge the maximum amount to paid by the County for services provided shall not exceed $71 6,000, including, without limitation, the cost of any subcontractors, consultants, experts or investigators retained by the Consultant to perform or to assist in the performance of its work under this Agreement.

Prof, Serv. Agmt. (Rev. 7.1 2.04) Page 11

Stanislaus County

STATEMENT OF WORK

Oracle- PeopleSofl HRMS 8.0 to 8.9 HRMS Upgvade VERSION 1.0

August 1 6,2006

S~lbinitted By: CIBER, h c .

CIBER Enteiyrise Solutions Keith Pace

Director of Operations Office: 360-679-9208 Mobile: 360-720-33 96

Email: [email protected]

This Statement of Work (SOW) is incor-porated into and made a part of the Master Services Agreement between CIBER, Inc ("CTSER") and Stai~islaus County. It contains proprietary and confidential infor~~ation and bade secrets of CIBER that are subject to the non-disclosure obligations in the Master Services Agreement. Please keep this infori~~ation in confide~~ce at all times and not disclose it to third-parties without the prior written corlseilt of CIBER

SCOPE ............................................................................ . 5

WORK APPROACH .................................................................................................................... 6

4 ROLES AND 1iESPONSIBILlTIES ......................................... ........................................... 14 -

4.1 PROJECT ORGANIZATION ................... .. .................................................................................. 14 - 4.2 CIBERRESPONSIBILITIES ................................................................................................... 14 - 4.3 COUNTY RESPONSIBILITIES ........... ..................... ............................................................... 14 - 4.4 - COUNTY APPROVER(S) FOR PROJECT DEL~VERABLES/SERVICES ........................................... 1 5

5 PROJECT PRICE ........................ ...... .................................................................................. 17 -

.................................................................................................................................. 6 APPROVALS 18 -

7 APPENDIX A: SAMPLE - CHANGE REQUEST FORM ........................................................ 19 -

................. 8 APPENDIX B: SAMPLE - DELIVERABLEISERVICE ACCEPTANCE FORM 20 -

1 INTRODUCTION CIBER Enterprise Solutions (CIBER) is pleased to submit the following fixed bid proposal in response to Stanislaus County request for services for the upgrade of their PeopleSoft HRMS system from release 8.0 sp l to 8.9. This includes the upgrade of the Human Capital Management, Payroll, Base Benefits, Benefits Administration, and Time and Labor modules. This also includes as assessment of functionality that the County currently uses and any potential use of system functionality in the future. CIBER and the County are calling this a system assessment that will be appended to the FitIGap document. Finally, we are including training on any new functionality that will be used in the system.

The County currently utilizes PeopleSoft HRMS v8.0 and tools 8.1 9.12 in North America. The County is preparing for an upgrade to v8.9 and has engaged CIBER Enterprise Solutions to perform the upgrade.

This Statement of Work is subject to the terms and conditions of our Master Services Agreement dated September 18, 2006.

The County has engaged ClBER Enterprise Solutions to assist in the upgrade process from version 8.0 PeopleSoft HRMS product suite to version 8.9. During the initial Discovery Phase of the upgrade project, the specific functionality gaps and new features to be implemented in each application will be determined in greater detail. The County wishes to transition itself to become as self sufficient as possible, as quickly as possible, through knowledge sharing and mentoring. ClBER will provide a seasoned Senior HRMS, Benefits, Payroll and Time and Labor Consultants to lead the upgrade processes who has extensive upgrade experience and PeopleSoft product knowledge. GIBER will also provide Technical Leadership to with a Senior Upgrader to help the County through the technical portion of the project. Finally, CIBER will a proven Senior Project Manager to assist the County with Project and Change management.

The Upgrade for PeopleSoft HRMS 8.0 to 8.9 work will begin September 18, 2006 with a projected Go Live of March 1, 2007.

ClBER will complete an Upgrade process by completing the following tasks:

Conducting FitlGap sessions with the client to show the different functionality between the 8.0 and 8.9. Assist with the implementation of new functionality of HR, Ben Admin, Payroll, and Time and Labor. Conduct no less than three test moves to production of the upgraded database. Catalog and retrofit if necessary, all technical objects (Customizations, Reports, and Interfaces) Complete Functional and Technical specifications on any new technical objects. Assist in the Unit, System, and Parallel testing of the new system. Assist in the training of the new system. Cutover the approved system into Production Post production support

The project will be based at the Counties offices in Modesto, Ca.

* ... .. * .... *.- ,*A r.nl;r*rr-,*-..-.c'lrr-.I...-.. . .-.lxlr^ rrr ,r r * r r . r rnr i .u~~u lxm. . *~ . . r r - - . ~ a . . r u - - " ~ - v n - - ~ % ~ " ~ +rC*A-a.-lrr.r*,l,..ur...v.% ~.nr"C-rU-rrol.. ... r....--*.A .-r.-r."A.wrr,.". rrr.,-'.*nr.x*-.*.-e-,...."mr \.., -,mlr.-". ..,, ",,..,.., ..... ,.- ; .! ;,;.j!;;[ ;;\,;:; <,:();,j\.*!';)' ~?[;;;;~:;\,,;~;>(,]~'*~' :,';.(,) .; !"$ . :; <! ,. : .. ;;:;:':,;;! .,.. 1 .. ;, ...' I.. : ,.;F*,.;.Ki,:f, :..I.:- : ::: :;:.;;:',yJ;:' :~~..,, t ! ,,,: + < .,! >:.

>,! !j'>i j:.. ' r ' !, '>('!:;$, . . > . . r . .

3 WORK APPROACH ! + e ~ ~ - p m - W ~ Y : ~ < $ $ ~ ~ ~ ~ s ~ 2 5 Y % ! ~ W % W ~ ~ ~ 2 ~ ~ ~ - ~ 2 ~ ~ - ~ ~ - ~ ~ ~ ~ ~ - ~ h ~ - % - ~ ~ ~ ~ ~ 3 - ~ - ~ Q 4

CIBER will take an iterative approach to the Peoplesoft 8.0 to 8.9 Upgrade. This approach will include informal project team training, requirements definition and mapping,

Acquaint the project team members with 8.9 application features, functionality, and the leading practices embedded in the software. Although some training will have already taken place previously, this time will be spent in getting hands-on experience. Establish and validate the Counties initial, high level "to be" or "could be" vision of the proposed system. Identify, develop and validate any new business processes and procedures. Identify impacts on the organization. Identify potential gaps in business processes and the software, and begin developing solutions to those potential gaps. Validate legacy data conversion requirements and processes.

1. Produce a FitlGap document that lists all of the Fits, Gaps, and an estimated amount of hours to close those Gaps.

1. Three solutions for each gap. One must be vanilla.

Acceptance timing will be determined on a case by case basis between the County and CIBER for each deliverable.

I. ClBER will produce the FitIGap document.

2. The County will be responsible for review and acceptance of the document.

2. Produce a detailed project plan.

I. Include Scope statement, WBS, Communicati on Plan, Quality Plan, Risk Plan, Issue Management Plan, Scope Management Plan, Change Management Plan, l mplementati on Plan, Action Item Plan, and Staffing Plan.

2. Acceptance timing will be determined on a case by case basis between the

I County and ~ CIBER for each deliverable.

I. ClBER will produce the Project Plan document.


3. ClBER PM will be responsible for maintenance of the plan after acceptance.

3. Unit Testing ScriptslPlan 1. Unit testing to include all functional and technical objects.

2. Testing plan to include how test results are being tracked, level of detail of the scripts, how tests will be measured, as well as the timing of fixes.

I. ClBER will be responsible for the Production of the Scripts and plan.

2. The County will execute all test scripts.

3. ClBER and the County will have a shared responsibility for documentation of testing results.

and technical objects.

4. System Testing ScriptslPlan

Testing plan to include how test results are being tracked, level of detail of the scripts, how tests will be measured, as well as the timing of fixes,

1. System testing to include all functional


1. CIBER will be responsible for the Production of the Scripts and plan.


$'f AN ISI..AUS C!:il.JNTY i:>EI:)pi,.ES(,'F'r 8.0 'TC) 8.9 (jpGRA[]E <;-fA'l'Ei;jtE~'T ()F W{]F{;(

~ w . * ~ + - U U O - m . " " a " ~ LIP"'.".'

ciber -

5. Parallel Testing ScriptsIPlan I. Parallel testing to include all functional and technical objects.

2. Testing plan to include how test results are being tracked, level of detail of the scripts, how tests will be measured, as well as the timing of fixes.

1. ClBER will be responsible for the Production of the Scripts and plan.



6. Interface Matrix 1. All Interfaces must be listed in the document after the FitIGap.

2. Any changes to existing interfaces due to 8.9 system will require a technical specification.

I. ClBER will produce the l nterface Matrix document layout.


7. Customization Matrix and Specifications

1. All Customizatio ns must be listed in the document after the FitlGap.

Any changes to existing customization s due to 8.9 system will require a technical specification.

4. The County will be responsible for review and acceptance of the

1. ClBER will produce the Customization Matrix document layout.

2. CIBER will produce any technical specifications for any new Customizations.

3. The County will update any technical specifications for any existing Customizations.

8. Reporting Matrix 1. All Reports must be listed in the document after the FitIGap.

2. Any changes to existing reports due to changes in the 8.9 system will require a technical specification.

I. CIBER will produce the Reporting Matrix document layout.

2. ClBER will produce any technical specifications for any new Reports that are not in Peoplesoft.

3. The County will update any technical specifications for any existing Reports.

responsible for review and acceptance of the document.

1 1 4. The County will be 1

I. CIBER will

2. ClBER will

training materials

3. The County will

Training Material.

10. Security Matrix

2. The County will be

acceptance of the

produce a combined report weekly for the

12. Training Plan I. ClBER will

Training Plan and work with the

2. The County will be

acceptance of the

4 ROLES AND RESPONSIBILITIES

As your consulting partner, our primary responsibility is to provide expertise and advice about the Peoplesoft software and how to best take advantage of its features and functions given our understanding of your business.

Project Manager

I Functional Resources

The Project Manager will assist the County in the day to day operation of the project. The PM will ensure that the project is on track and on budget. The PM will also help with the implementation of the new system functionality for all of the modules,

The Functional Resources will bring functional knowledge of the modules affected by the upgrade. Functional resources will lead the FitlGap and business process redesign sessions. They will assist in the retrofit andlor development of Technical Objects. They will then assist in

1 the testing cycles of the Upgrade. Finally they will assist with the training and cutover of the system.

Technical Resources

The Technical Resources will bring Upgrade experience to the project. Technical resources will run the upgrade scripts, assist in the testing, and lead the Cutover process. They will also assist with the testing cycles of the upgrade.

While CIBER's responsibility is to provide expertise, leadership, and advice on the Upgrade, the County staff responsibilities are equally as important. Specifically, the primary objective for the County staff resources is to provide expertise about how the County does business, knowledge of your 8.0 system data, and internal systems requiring integration with the 8.9 upgrade.

Additionally, taking ownership of the decision making processes and actively engaging with the CIBER consultant to jointly deliver a high quality solution to the County, its employees, and constituents is critical.

We understand that it is extremely difficult to assign your most talented and knowledgeable resources to a project. However, our experience and several studies

have shown that there is a direct relationship between the knowledge and experience of the resources supplied by the client and the success of the project.

The following table highlights the roles and responsibilities of the County team members who will be assigned to the project.

Tabl e 3: Countv Res~onsibilities

11 1 The Project's Sponsor is the County executive who has 11

Project Sponsor (Part-time)

Team Leads/Su bject Matter Experts

overall responsibility for the project, project budget, and County resources. Chairs the Steering Committee meetings and is responsible for scheduling such meetings on a regular basis.

Team LeadsISubject Matter Experts or SME's are fully knowledgeable of the business requirements and current business processes for the County in their respective area of expertise. The SME's are charged with understanding

I the capabilities of the software in their respective area, and 1 helping the project team make decisions about how the system will support the business function.

e

The following persons have been designated by the County as the Approver of the project deliverables or services:

Table 4: DeliverablelServices Approvers

1 1. FitlGap Document I Steering Committee (Section Manager) 1 2. Detailed Project Plan r Steering Committee(Section Manager),

Ralph Orton (GIBER) 1

Fc~ stomiration Matrix

3. Unit Test Scripts and Plan

4. System Test Scripts and Plan

5. Parallel Test Scripts and Plan

6. Interface Matrix

/ Steering Committee(Technical Staff)

Kim Groesbeck (Section Manager)

Kim Groesbeck(Section Manager)

Kim Groesbeck (Section Manager)

Kim Groesbeck (Technical Staff)

( 8. Reporting ~ a t r i x I Steering Committee (Technical Staff) I b. Training Materials ( steering Cornmittee(Section Manager) 1

10. Security Matrix Roger Lovell I Paul Gibson (Section Manager)

11 1 1. Status Reports

(12. Training Plan I Kim Groesbeck (Section Manager)

Reflected in the table below are the CIBER estimated roles and hours covering the period from September 18, 2006 to the conclusion of the Upgrade currently scheduled for March 1, 2007.

Upgrade Task Mr. Pace Mr. Orton Ms. Deane Ms. Funk Ms. Beles Mr. Howard Expense Cap

Hours cost7 80 0.00 880 132,000.00 940 141,000.00 960 144,000.00 960 134,400.00 440 61,600,OO

103,000.00 Total $776,000.00

Please note that all ClBER resources will be billed at a rate of $140 or 150lhour as illustrated in the chart above.

Costs do not reflect travel expenses. ClBER estimates travel costs to be 20% of total project costs. ClBER has national agreements with hotel chains, car rental companies to ensure expenses are kept at a minimum. All travel related expenses are billed to Stanislaus County directly with no uplift. Out of pocket expenses (including transportation, hotel, meals, etc.) will be billed at the actual amounts incurred consistent with Stanislaus Counties published travel policies.

ClBER and Stanislaus County agree to the following cap on expenses. The capped number will be the total number of resource weeks multiplied by an estimate of $1000.00 per week. The current statement of work estimates that the total number of resource weeks is 103. This would equal a cap of $103,000.00 for expenses over the current time period of September 11,2006 through March 15,2007.

Post production support for the County by CIBER: For this support time period, ClBER consultants will be onsite. Additional, optional onsite support is available at stated hourly rates. For the following thirty days, problems identified by the County and Peoplesoft and confirmed by ClBER to have been created in the conversion process by CIBER, shall be supported. ClBER will support these problems to their resolution at no additional charge.

Payment Terms shall be the same as those specified in the Master Services Agreement (MSA).

h ~ g ? * ~ w r - 3 9 ~ ~ @ ~

6 APPROVALS %EL???

The terms and conditions of this Statement of Work, including all rates and pricing provisions, shall not be binding on CIBER unless this Statement of Work is signed by CIBER and the County on or before the 10th day of September, 2006.

IN WITNESS WHEREOF, the parties have executed this Statement of Work on the date or dates indicated below.

Stanislaus County CIBER, Inc.

BY: P '\

-

TITLE: 1 d . Jr , ( , fibo r - &,,f.o 1 lcr

DATE: ' 1 , ,

NAME: m e ~ \ . L L * ~ L ? ) , \ \ ~ ~ I I I L t :

V e r a t l o n s Sr. L'\k TkdiLf. DATE: Q1z21ob

Change Request Form i

Client: Project: Date Requested: Change Colltrol#:

Requested by: Requested Priority:

. I ~ e a s o n .f& Change: .

~ - -

.< . . - L . . > dl1 anie ~ 2 i G e s t ~ n a l ~ ;is ( ~ ~ C I B E R ) . . e

Conducted by: Sc hed~zle Iillpact (days): Budget I i~~pac t ($):

Iillpact on Project (Scope, Quality, Critical Path):

Time to coillplete analysis: Ho~iss Date Colllpleted:

CLIENT:

. . . - % . . - 7 . '

~eiblutian & Approvals:. , . , . * . + "

Approved Rejected 011 Hold

i

CIBER : Approved Rejected OnHold

Signature: Signature:

Date: Date:

Reasoil for Rejection, if Applicable:

Deliverable/Service Acce~tance Form Client: r Project: 0

1 Co~l~pletion Date: Value of Deliverable/Service: I

CLIENT: Accept

C1 Reject for Cause

Reason for Rejection, if Applicable:

Remarks:

Signature:

NalllelTitle:

Date:

ClBER: Signature:

NameJTitle:

Dale:

AUDITOR-CONTROLLER BUDGET JOURNAL

v:\data\auditor\gl\oracle\jvbgform.xls - crn

BUDGET JOURNAL SCREEN

Budget Organization Stanislaus Budget Org I Budget LEGAL BUDGET 1 Accounting Period From SGP. 06

I

BATCH SCREEN

Page 1 of

Journal Batch Category

5 0 2006 -726 1 Budget I

* &<+

> ;

- .. - ."- t : , " - .*Z$ - , - - - . r :

._+,\ _ . . '.. " " . - - - - / , z 7 - - - - *. *.. = -

#., - , - " ? x *- :,-- *-.";P<" ~ % " -1 <

7.' - - - ; 1 ._ - - -

*-: ;-~e~criLyi":,+:<~ -e;.,;,:-*!:, - - - .> --- - ,LA &;. :.-. . . :>--~ * , : . J s m +;::; - :%,

.% -r :--*.- " > * :* . - fx-: "A*& e 3 3 -- 2 h A =,+ + . & > % + $ L - ~ ;I-<:-- 72.:- --s :.-, ;Tb,- -*,

CONTRACTS EDUCATION & TRAINING SOFTWARE UNDER $5,000 COMPUTER EQUIPMENT CONTRACT CONTINGENCY OTHER TRAVEL OVERTIME INTEREST EXPENSE COMPUTER EQUIPMENT UNDER 5,000 SOFTWARE OVER $5,000

. - p ,

. +:,-AMOUNT ;*;-k

.; 21, ,$:;; 2 5 '1-3 .7";4 T.qL5 - @ ' -:-j;x .1%8 i . : i 9 ;i+;f,0 ."el: I : -'$2 .-..- -+'?g"3 ' A g4 :'1 5

. - L c - y ~ 6 >J7

- - ;I8 :I9 '- 20 : :*2-1 " 22 '2 3 24 25

..................................... - -------------------------------------------------------------------------------------------------------. ______-____------------------------------------------------------------------------------------------------------------------------------------. Explanation: Project budget for upgrade to Peoplesoft version 8.9.

5038 004851 0 1 63280 0 0 0 .O 71 6,600.00

Requesting Department

Signature

Date

5038 5038 5038 5038 5038 5038 5038 5038 5038

CEO

Signature

Date

004851 0 004851 0 0048510 0048510 004851 0 004851 0

Auditors Office Only

Prepared By Admin Approval ($75K+)

Date Date

1 , I 10,608.00

i

65780 / 0

1 .O 1.0

0 0

15,400.00 23,108.00 82,000.00

64840

0048510 1 72400 / 0 0048510 1 629801 -- 0 004851 0 / 827701 0

0

I

0 0

82570

0 1 0 1 .O

0 1 0

-- 0 0

I I

I I

I

40,000.00 100,000.00 10,000.00 35,000.00

.O

.O 01.0

- - 01.0 0 1 .O

.o

.o 1.0 .o

.O

.O

.o I

I

85,500.00 3,000.00

0 0 0

632801 ..- 0 1 0 MI ( a $ ~ o 0 1 0

I I I I I I n o

.O 0

.O 5001 0 1 0

Totals

1 I I 1.0

0

I I I

I

1 .o I .o / .O 1 .o

supervisors of the county of stanislaus action agenda summary … › bos › agenda › 2006 ›...

Documents