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HomeMy WebLinkAbout2019-09-10 - AGENDA REPORTS - AWARD OF CONTR FOR ENTERPRISE RESOURCE PLANNING (E (2)Agenda Item: 5 DATE: September 10, 2019 SUBJECT: AWARD OF CONTRACT FOR ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM DEPARTMENT: Administrative Services PRESENTER: Benny Ives RECOMMENDED ACTION City Council: 1. Award a ten-year contract to Superion, LLC, for the replacement of the City of Santa Clarita's enterprise resource planning system, for a total amount not to exceed $5,242,062. This amount includes one-time implementation costs of $1,520,390 plus a 15 percent contingency in the amount of $228,058, and $3,493,614 for ten years of annual support and maintenance. 2. Appropriate funding in the amount of $2,224,240 from the Technology Replacement Fund (720) to Info Resources/Computer Replacement Expenditure Account 12203-5161.001 for one-time implementation costs, contingency, and support and maintenance during implementation. Appropriate $11,388 to personnel account 12203-5001.001, $223,973 to 12203-5002.001, and $39,966 to 12203-5003.001 for staffing costs during implementation. Authorize an ongoing annual appropriation from the General Fund (100) to Technology Services Expenditure Account 12200-5161.001 for annual support and maintenance costs beginning in Fiscal Year 2021-22 in the amount of $333,714, and authorize a three percent annual increase to the base budget through Fiscal Year 2028-29, contingent upon the appropriation of funds in the annual budget for such fiscal years. 4. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval. BACKGROUND The City of Santa Clarita (City) utilizes an Enterprise Resource Planning (ERP) system, which is Page 1 an application comprising a collection of software modules that work together to streamline some of the most important functions of any organization, including Finance, Human Resources, Purchasing, and Payroll. The existing system, known as eFinancePlus, was implemented in 2006 and was an upgrade to an earlier version of the same software family. In the last thirteen years, the software has become outdated with minimal enhancements, which has led to shortcomings and inefficiencies in its ability to meet the City's needs as it relates to accounting practices, mandated state/federal regulations, integrations with newer City applications, and internal controls. As with any significant computer system, the City's Technology Services division maintains a schedule that forecasts and plans for the upgrade or replacement of such systems, commonly predicated on several criteria, including diminishing performance, usefulness, scalability, vendor support, technical expertise, research and development, change in business processes, security, reliability, maintenance, staff expectations, and new alternatives. The current system has been falling short in nearly all of these categories, especially when compared with modern ERP systems in the marketplace today. In 2016, City staff began documenting the current system's inefficiencies as well as researching possible replacement systems. Staff attended conferences and conversed with auditing firms and other municipalities to learn more about features and capabilities of modern ERP systems to streamline operations, offer greater flexibility to address changing municipal regulations, and internal control policies, as well as integrations to other City applications, such as Laserfiche and NeoGov, the City's Electronic Document Management and Applicant Tracking systems, respectively. Due to the complexities and intricate design of ERP systems, in June 2018, City Council approved City staffs recommendation to hire industry experts, SoftResources, to assist in the selection of an up-to-date ERP system by performing these key functions: conducting a needs assessment, requirements analysis, Request for Proposal (RFP) development and management, vendor analysis, software demo/proof of concept, final decision, and contract review. SoftResources' initial work led to a Needs Assessment report that recommended the City look to upgrade or replace its eFinancePlus with a new ERP that would improve the City's business processes, adopt regulatory best practices, reduce paper-based and manual processes, minimize dependency on shadow systems, eliminate workflow inefficiencies, and provide system integration opportunities with other core business applications, such as the City's permitting system. In October 2018, City staff, together with SoftResources, released an RFP for a new ERP. The RFP solicitation was noticed to 598 entities, was downloaded 47 times, and ultimately resulted in 5 responses. An initial review of the five written proposals yielded the ratings below based on several criteria including the City's functional and technical requirements, experience and expertise of the vendor, total cost of the solution, and the quality of the proposed work plan. Page 2 Vendor ERP Solution Location 10 Year Cost Rating Tyler Technologies MUNIS Plano, TX $5,791,336.00 23.75 Superion, LLC / CentralSquare Technologies Public Admin. Suite Enterprise Lake Mary, FL $5,519,493.54 22.25 Sierra -Cedar Oracle Fusion Alpharetta., GA $6,532,509.38 17.5 Graviton Oracle Fusion Carrollton, TX $5,196,141.53 16.5 Highstreet IT Solutions Oracle Fusion Rockville, MD $7,516,015.74 13.75 The top three vendors were selected to provide two full days of on-site demonstrations. City staff, comprising key staff from Finance, Human Resources, Purchasing, and Technology Services divisions attended the demonstrations. Upon completion of the demonstrations, Superion, LLC (Superion) emerged as the clear leader based on software demonstration scoring, ease of use, pricing, technology specifications, and implementation methodology. A summary of the ratings is shown here: Vendor ERP Solution Location 10 Year Cost Ratin Superion, LLC / CentralSquare Technologies Public Admin. Suite Enterprise Lake Mary, FL $5,519,493.54 57.25 Tyler Technologies MUNIS Plano, TX $5,791,336.00 52 Sierra -Cedar Oracle Fusion Alpharetta, GA $6,532,509.38 51 In addition to best addressing the current system's deficiencies, and offering the improvements stated above, here are just some of Superion's solution abilities: • Automate key business processes via workflows • Maintain transactional cash receipts detail • Maintain inactive or one-time vendors • Limit system's ability to process specific transactions • Ability to produce a strong point-of-sale audit trail • Multiple enhancements to time card entry and approval processes • Maintain a real-time connection between time card and payroll systems • Ability to restrict user security roles on a granular level • Integrate with the City's Electronic Document Management System • Capture transaction -level detail from the City's permitting system As part of their due diligence, City staff conducted reference checks of four California municipalities using Superion's solution to get their assessment of the company's software, performance, and customer service. All reference checks were complimentary and did not uncover any major areas of concern. City staff, together with SoftResources, then entered into the negotiation phase with Superion to verify all major system components were included, agree to contract terms, as well as a best and final price that reduced the total cost of Superion's proposal to $5,014,004. City Staff recommends that City Council award this contract to Superion because their solution best meets the needs of a new ERP as evidenced by the analysis, due diligence, features, capabilities, implementation methodology, and vendor demonstrations conducted through the Page 3 course of this procurement process. ALTERNATIVE ACTION 1. Do not approve contract with Superion. 2. Other action as determined by the City Council. FISCAL IMPACT Adequate funds will be available upon approval of the requested appropriations. ATTACHMENTS Superion Bid Response (available in the City Clerk's Reading File) Page 4 `�A""'jWpp,., SUPERION Proposal for rA The City of Santa Clarita, CA Enterprise Resource Planning (ERP) System, Bid # TS-18-19-29 December 17, 2018 at 11:00 AM PST Jim Nelson, Account Executive james. nelson@centralsquare.com Office: 407.304.3866 Mobile: 320.267.3478 0 ,,TSUPER ION TABLE OF CONTENTS SECTION 1. COVER LETTER 1-1 Request for Proposal Form 1-3 Bid Bond 1-4 SECTION 2. REQUIREMENTS 2-1 SECTION 3. PRICING 3-1 Proposal Terms and Conditions 3-1 Superion Investment Summary 3-2 Disclaimer 3-3 Exceptions to Contract Terms 3-4 SECTION 4. IMPLEMENTATION 4-1 Implementation Methodology 4-1 Project Management Services 4-9 SECTION 5. SUPPORT 5-1 Warranty Guarantee 5-1 A Single Point of Contact 5-1 SECTION 6. TECHNOLOGY OVERVIEW 6-1 SECTION 7. REFERENCES 7-1 SECTION 8. CONTRACT PERFORMANCE 8-1 SECTION 9. SOFTWARE INFORMATION 9-1 Proposed Solution 9-1 ONESolution Finance 9-2 ONESolution Human Resources/Payroll 9-17 ONESolution Foundation 9-23 ONESolution Core 9-25 Additional ONESolution Modules 9-27 Third -Party Applications 9-28 SECTION 10. VENDOR CONTRACT SAMPLES 10-1 Visit us at su peirlii iriu, oiririu "Ilk A ,ZrSUPER ION Non -Disclosure Statement The terms and conditions contained in this proposal will automatically expire 180 days from the date of the proposal, unless renewed, extended, or terminated earlier by written notice from Superion, LLC. Unless otherwise stated, taxes that may be applicable are not reflected and will need to be paid by the client. Any modification pricing provided in this proposal is an estimate only. Detailed analysis of your specific requirements is needed prior to providing exact pricing. If applicable, the prices for hardware and system software products and services are subject to change and are submitted for your information only. The terms and policies of the hardware vendor govern any portion of this proposal related to hardware and system software products and services. If applicable, the prices and information on any third -party products and services are subject to change and are submitted for your information only. The terms and policies of any third -party vendor govern all portions of this proposal related to those products and services. This proposal is protected by copyright law and contains proprietary information and confidential trade secrets belonging to Superion. This proposal is furnished and accepted on the express condition that portions of it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of Superion. Those confidential portions include, but are not limited to, pricing and client lists. All such proprietary information is clearly marked for your convenience. Any portions of this proposal that are not marked proprietary or confidential shall be available for public disclosure. CONFIDENTIAL AND PROPRIETARY ©2018 All Rights Reserved. Visit us at suIpeirlii iriu, oiririi Page iii SU PER ION December 12, 2018 Ms. Melody Bartlette Buyer City of Santa Clarita 23920 Valencia Blvd, Suite 120 Santa Clarita, CA 91355 RE: Enterprise Resource Planning (ERP) System, Bid # TS -18-19-29 Dear Ms. Bartlette: The City of Santa Clarita (City) is making a substantial leap forward with this vital technology project. The City has been a valued customer since 1996. This proposal reflects an appreciation of our relationship and includes a 30 percent Software License discount on ONESolution (Finance Enterprise) components. The name Superion reflects the organization's rich history and embraces the future possibilities. Our extensive experience in California and our high percentage of compliancy with your requirements indicates we are a great fit for meeting the needs of the City of Santa Clarita. Superion is committed to partnering with the City to realize the following outcomes as outlined in the RFP: • Position the City to meet its current and future strategic objectives. • Make information easily and broadly available to internal and external data consumers. • Improve collaboration between City departments regarding ERP data. • Automate manual processes, reduce paper, and use automation where possible. • Minimize the use of shadow systems. • Promote the adoption of best practices and the development of policies and procedures. • Provide intuitive systems that are easier to navigate through established workflow, user shortcuts, etc. • Provide end users with query and reporting tools. • Support or complement the desired technical architecture. We are proposing the on -premises ONESolution Finance and Human Resources/Payroll solution, Superion Analytics, and CAFR Constructor as well as CryWolf for alarm billing. Additionally, we are proposing TimeClock Plus for time entry and advanced scheduling, associated interfaces, and all necessary services supporting this integration. The proposed ONESolution Finance and Human Resources/Payroll suites are part of our comprehensive product line for local government and is a logical migration from your existing legacy system. • User interfaces built on the HTML5 platform enable mobility with responsive design and are compatible with Chrome, Internet Explorer, and Safari browsers. • Superion Analytics supports customized workspaces and self-service access to data. • Data entry screens can be tailored to support end-users' needs without custom development. • Workflow tools support integration and automation throughout the enterprise. 1000 Business Center Drive, Lake Mary FL 32746 - 800.727.8088 - www.superion.com �� SUI�ERION It also takes the correct blend of services and personnel to make a software implementation a success. Our proposal includes: • Pre -Implementation Business Process Review • Onsite Project Management for one week per month • Proven data conversion methodology • Report and workflow development • Post -Go Live onsite support Our goal for a successful project is simple: to continue our partnership with the City of Santa Clarita by implementing, supporting, and improving upon a software solution that meets your current and future needs. We welcome the opportunity to discuss this proposal with you. Please feel free to contact the Superion Account Executive dedicated to Santa Clarita, Jim Nelson, at 320.267.3478 or via email at james.nelson@centralsquare.com On behalf of Superion, thank you for the opportunity to participate in your evaluation process. We look forward to the prospect of providing an onsite demonstration Sincerely, vk­ Lisa Neumann Controller CITY OF SANTA CLARITA REQUEST FOR PROPOSALS Enterprise Resource Planning (ERP) System PROPOSAL # TS -18-19-29 Sealed proposals must be received before 11:00 AM on December 17, 2018, by Purchasing of the City of Santa Clarita, 23920 Valencia Boulevard, Suite 120, Santa Clarita, California, 91355-2196. One Original and five (5) bound copies of the proposal on 8 % x 11 paper with section separators are to be submitted. Three (3) electronic copies on three (3) USB Flash Drives are to be submitted as well. Responses on the flash drive can be in PDF format, with the exception of the Requirements section, which must be in Word format. Proposals shall be enclosed in a sealed envelope or box, and plainly marked on the outside: SEALED PROPOSALS FOR ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM PROJECT PROPOSAL # TS -18-19-29, CITY OF SANTA CLARITA, CALIFORNIA — DO NOT OPEN WITH REGULAR MAIL. Purchasing Contact: (661) 255-4918 1. Solicitation documents for this proposal may be downloaded from the City's Purchasing PlanetBids website at http://www.planetbids.com/portal/portal.cfm?CompanylD=16840#. Please refer to the solicitation documents for complete details and proposal requirements. 2. Proposer shall honor proposal prices for One Hundred Eighty (180) days or for the stated contract period, whichever is longer. 3. Proposals must include this Request for Proposal form and be signed by the contractor's authorized representative. This signature acknowledges the proposer has read and understands the requirements contained on pages 1 to 25, attachments A to C, and exhibit A. 4. The last day for questions will be November 20, 2018, 10:00 AM. Questions should be submitted electronically via PlanetBids: http://www.planetbids.com/portal/portal.cfm?CompanylD=16840# 5. The vendor is responsible for the accuracy and completeness of any solicitation form not obtained directly from the City. 6. The specifications in this notice shall be considered a part of any contract made pursuant thereto. I have, read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned agrees to furnish the commodity or service stipulated on this proposal as stated above. Company: Superion LLC Name (Print): Lisa Neumann Address: 1000 Business Center Drive, Lake Mary, FL 32746 Company Phone No.: 800.727.8088 Signature: December 12, 2018 Title of Person Signing Proposal: Controller PROPOSAL # TS -18-19-29 INTERNATIONAL FIDELITY INSURANCE COMPANY RITT-11FITIM11 KNOW ALL MEN BY THESE PRESENTS, That we, Superion, LLC as Principal, and International Fidelity Insurance Company a corporation authorized to transact a general surety business in the State of California as Surety, are held and firmly bound unto City of Santa Clarita, CA (hereinafter called the Obligee) in the full and just sum of Ten Percent of the Total Amount Bid ------------------------------------------------------------------- Dollars, ($ 10% of Total Bid ) for the payment whereof in lawful money of the United States, we bind ourselves, our heirs, administrators, executors, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, the said PRINCIPAL has submitted the accompanying bid for Enterprise Resource Planning (ERP) System, Bid #TS -18-19-29 NOW, THEREFORE, if the Obligee shall accept the bid of the Principal and the Principal shall enter into a Contract with the Obligee in accordance with the terms of such bid, or in the event of the failure of the Principal to enter such Contract, If the Principal shall pay to the Obligee the difference not to exceed the penalty hereof between the amount specified in the said bid and such larger amount for which the Obligee may in good faith contract with another party to perform the Work covered by said bid, then this obligation shall be null and void, otherwise to remain in full force and effect. Signed and Sealed this 12th day of December , 2018 . Superion, LLC International Fidelity Insurance om an Surety By: Principal Laura L. Plaisant, Attorney -in -Fact 10'ALIFORNIA, ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE § 11 M A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document towhich this certificate isattached, and not the truthfulness, ououran8orvo|iddYofthatdonument. State ofCalifornia County of San Francisco On December 12 2018 before me, Sh@VVDd[@e NJohnston,Notary Public Date Here Insert Name and Title of the Officer personally appeared Laura L. Plaisant of who proved to me on the basis of satisfactory evidence to be the person(s) whose, name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entityupon behalf of which the person(s) acted, executed the instrument. SHAWNDRAE N. JOHNSTON Notary Public - California San Francisco County z Commission # 22,08816 L My Comm, Expires Aug 4, 2�j | certify under PENALTY OFPERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS myhand and official seal. Signature Signature of Notary Publicl Place Notary Seal Above OPTIONAL Though this section is optional, completing this information can deter alteration ofthe document or fraudulent reattachment ofthis form boanunintended document. Description mfAttached Document Title or Type of Document: Document Date: Number of Pages. ______ Other Than Named Above: Capadity(leeCleim«d by Signer(s) Signer's Name: [] Corporate Officer -- Title(s): []Portner-- OLimited El General O Individual El Attorney in Foot []Trustee El Guardian or Conservator El Other: Signer |eRepresenting: Name: [] Corporate Officer --Title(s): OPadm—OLimited OGeneral []Individual OAttorney |nFact F-1 Trustee OGuardian orConservator [] Other: Signer Is Representing: M=11121I.-lowe 11" WIN POWER OF ATTORNEY INTERNATIONAL FIDELITY INSURANCE COMPANY Bond # 0512388 ALLEGHENY CASUALTY COMPANY One Newark Center, 201h Floor, Newark, New Jersey 07102-5207 PHONE: (973) 624-7200 KNOW ALL MEN BY THESE PRESENTS: That INTERNATIONAL FIDELITY INSURANCE COMPANY, a corporation organized and existing under the laws of the State of New Jersey, and ALLEGHENY CASUALTY COMPANY a corporation organized and existing under the laws of the State of New Jersey, having their principal office in the City of Newark, New Jersey, do hereby constitute and appoint LAURA L. PLAISANT, RAE L. ZACHARY, ADAM MCDONOUGH, SAUNDRA L. GINGRAS, JEFF PREVOST, LEONA EVANGELISTA. San Francisco, CA. their true and lawful attorney(s)-in-fact to execute, seal and deliver for and on its behalf as surety, any and all bonds and undertakings, contracts of indemnity and other writings obligatory in the nature thereof, which are or may be allowed, required or permitted by law, statute, rule, regulation, contract or otherwise, and the execution of such instrument(s) in pursuance of these presents, shall be as binding upon the said INTERNATIONAL FIDELITY INSURANCE COMPANY and ALLEGHENY CASUALTY COMPANY, as fully and amply, to all intents and purposes, as if the same had been duly executed and acknowledged by their regularly elected officers at their principal offices. This Power of Attorney is executed, and may be revoked, pursuant to and by authority of the By -Laws of INTERNATIONAL FIDELITY INSURANCE COMPANY and ALLEGHENY CASUALTY COMPANY and is granted under and by authority of the following resolution adopted by the Board of Directors of INTERNATIONAL FIDELITY INSURANCE COMPANY at a meeting duly held on the 20th day of July, 2010 and by the Board of Directors of ALLEGHENY CASUALTY COMPANY at a meeting duly held on the 10th day of July, 2015 "RESOLVED, that (1) the Chief Executive Officer, President, Executive Vice President, Vice President, or Secretary of the Corporation shall have the power to appoint, and to revoke the appointments of, Attorneys -in -Fact or agents with power and authority as defined or limited in their respective powers of attorney, and to execute on behalf of the Corporation and affix the Corporation's seal thereto, bonds, undertakings, recognizances, contracts of indemnity and other written obligations in the nature thereof or related thereto; and (2) any such Officers of the Corporation may appoint and revoke the appointments of joint -control custodians, agents for acceptance of process, and Attorneys -in -fact with authority to execute waivers and consents on behalf of the Corporation; and (3) the signature of any such Officer of the Corporation and the Corporation's seal may be affixed by facsimile to any power of attorney or certification given for the execution of any bond, undertaking, recognizance, contract of indemnity or other written obligation in the nature thereof or related thereto, such signature and seals when so used whether heretofore or hereafter, being hereby adopted by the Corporation as the original signature of such officer and the original seal of the Corporation, to be valid and binding upon the Corporation with the same force and effect as though manually affixed." IN WITNESS WHEREOF, INTERNATIONAL FIDELITY INSURANCE COMPANY and ALLEGHENY CASUALTY COMPANY have each executed and attested these presents on this 31st day of December, 2016 �Ty STATE OF NEW JERSEY t G pSUq �� CD County of Essex �� % 1936 George R. James * ,t Executive Vice President (International Fidelity Insurance Company) and y Vice President (Allegheny Casualty Company) JE On this 31 st day of December, 2016 , before me came the individual who executed the preceding instrument, to me personally known, and, being by me duly sworn, said he is the therein described and authorized officer of INTERNATIONAL FIDELITY INSURANCE COMPANY and of ALLEGHENY CASUALTY COMPANY; that the seals affixed to said instrument are the Corporate Seals of said Companies; that the said Corporate Seals and his signature were duly affixed by order of the Boards of Directors of said Companies. .%`�""""" IN TESTIMONY WHEREOF, I have hereunto set my hand affixed my Official Seal, at the City of Newark, o``` � NY C:% GP ,. • • ..,:% New Jersey the day and year first above written. :•U'� NOS ARN�AA: r m PUBLIC U'A '• 1416- Cathy Cruz a Notary Public of New Jersey %,9�F ' ......' ���:, My Commission Expires April 16, 2019 OF NEW .,,•%' CERTIFICATION f0,111#1 fim 1110 I, the undersigned officer of INTERNATIONAL FIDELITY INSURANCE COMPANY and ALLEGHENY CASUALTY COMPANY do hereby certify that I have compared the foregoing copy of the Power of Attorney and affidavit, and the copy of the Sections of the By -Laws of said Companies as set forth in said Power of Attorney, with the originals on file in the home of said companies, and that the same are correct transcripts thereof, and of the whole of the said originals, and that the said Power of Attorney has not been revoked and is now in full force and effect. IN TESTIMONY WHEREOF, I have hereunto set my hand on this day, December 12, 2018 A00980 41;1-41 Maria H. Branco, Assistant Secretary ,ZrSU PER ION City of Santa Clarita, CA Secliiiiaii Superion made a good faith effort to respond to your RFP in a timely and accurate manner. Superion believes the proposed solution and third -party applications meet 98% of the City's functional requirements without customization. It is possible our interpretation of a certain requirement may not match yours. We request the right to update the checklist and review or clarify the meaning of each requirement during any contract negotiations. Visit us at suIpeirlii iriu, oiririi Page 2-1 ATTACHMENT A Section 2 — Requirements This form will become Section 2 of your RFP response. Please see RESPONSE FORMAT AND SELECTION CRITERIA Section of RFP for instructions on filling out the form below. ©2018 SoftResources LLC NEI 1. Company Name Superion LLC 2. Company Contact: a. Name and Title Jim Nelson b. Address, Phone, Email 1000 Business Center Drive, Lake Mary, FL 32746 Office: 407.304.3866 Mobile: 320.267.3478 james.nelson@centralsquare.com 3. Company Information: a. Year Founded, Public vs. Private 1981, Private b. Employee Count -Total Nearly 2,000 c. Nearest Office to Santa Clarita, CA Our headquarters and the Public Administration Center of Excellence is located in Lake Mary, FL. 4. Customers on Proposed Application: a. Total Customers 212 b. Total Cities 79 C. Total Cities of Similar Size 10 cities have a population between 150,000 and 200,000 d. Total California Cities 33 5. Software Version —Current and Proposed and Release Date We are proposing the current version of the solution, version 18.1, which was released in June 2018. 6. Software License: For all modules to meet required functionality including hosting fees for: R 13. General Ledger 4 ONESolution includes General Ledger functionality. R 14. Purchase Order 4 Purchasing staff can generate a Purchase Order number directly at the time of requisition entry. Approvals may be used in the same or abbreviated process. R 15. Accounts Payable 4 Accounts Payable integrates to Accounts Receivable and Cash Receipts. You can net transactions in Accounts Receivable for things like travel advances and receipts. R 16. Accounts Receivable, Billing, Cash Receipts 4 Accounts Receivable, Billing, and Cash Receipts are robust modules offered in ONESolution, and all integrate seamlessly back to the General Ledger. Approvals can be used to process sets to ensure oversight prior to posting to the General Ledger. R 17. Project and Grant Accounting 4 We provide a full dual subsidiary ledger for project and grant tracking simultaneous with the General Ledger. R 18. Fixed Assets 4 ONESolution Purchasing and Accounts Payable integrate with Fixed Assets. Purchasing can flag and create fixed assets once received. Accounts Payable can update payment information on fixed assets during check runs. The City can run reports to extract this payment information. R 19. Budget Management 4 The requested functionality occurs in our Professional Development module which is not currently integrated with the Budget module. R 20. Human Resources 4 The ONESolution Human Resources module may include employee records which are not processed in payroll. R 21. Time and Attendance 4 In addition to the Superion solution, we are proposing a third party, TimeClock Plus, for time and attendance. R 22. Payroll 4 Our system includes full Payroll functionality and can export to ADP. R 23. Reporting 4 Users can perform a variety of comparative financial reporting in standard and client -defined reports. R 24. Preference for On -Premises, SaaS, or Hosted 4 solution. Indicate options and percent of At the City's preference, we are proposing an on - customers using each. premises solution. Additionally, we offer Cloud solutions and can provide pricing at the City's request. Approximately 17 percent of our customers use this option. R 25. Operating System: Windows Server 2008 or 4 higher and Windows 7 and Windows 10 desktop. We support Windows Server 2012, 2014, and 2016 as well as Microsoft Windows 7 SP1, Windows 8.1 Professional, or Windows 10 desktop. R 26. Database preference: MS SQL Server 2012 or 4 higher. We support MS SQL Server 2016. About 10 percent of our customers have moved to 2016, but the majority remain on 2014. R 27. Compatible with VMWare Server Virtualization 4 Vs. 6.0. We currently leverage VMWare ESX. R 28. 100% Web -based architecture; browser support 4 for Chrome and Internet Explorer. All daily use modules are responsive, web -based modules. Our preferred browser is Chrome, but we also support Internet Explorer, Safari, and Edge. Some administrative modules are not yet fully web - based but will be in the future. R 29. Role -level security to module, function, screen, 4 and field. ONESolution applies role -based security to users. These roles determine the areas the user can access, functions they can perform, data they can interact with, and actions they can take with that data. Roles can filter what data users can interact with as well as read-only access. These roles are effective the moment they are assigned, and security is rebuilt, but you cannot future -date or back -date the effective date of a role. Certain fields such as SSN, TIN, and bank account information can be blocked from role access, and employee records can be marked with specific flags to show these are employees exempt from public records requests (i.e. police). 1 30. Audit log of modifications to user rights, roles, 4 permissions. Auditing is available from a high-level. The log shows the last time a user's permissions were modified, but It does not track each change made to the user role. R 31. MS Active Directory for Single Sign On. 4 We support Microsoft Active Directory. R 32. Integration with Microsoft Office, Exchange 4. Server 2016 and Office 2013; indicate level of Users can attach documents to appropriate integration with Word, Excel, and Access. screens. From many of those screens, users can export to Excel via CSV files. R 33. Two -factor authentication for mobile 4 environment as well as SaaS or Hosted. Superion supports two -factor authentication and uses ASE -256 encryption via VPN connectivity. R 34. If SaaS or Hosted; single tenant with access to 4 data in the database. Single tenant is available for cloud or SaaS hosting upon request. Access to client's data in a hosted solution can be provided, as read-only, via VPN tunnel and SQL Server connection. R 35. List integration technologies, e.g. Web Services, 4 SOA, XML, etc. Preference is for Open API's. Our system uses Fusion, a platform that provides RESTful web service interfaces. We convert existing SOAP requests to REST as needed. 36. Indicate integration strategy, experience, and proposed method for the following: R a. Accela — Community Development cash 3 import and AP refund processing. There are standard flat file integrations that can be used. If the City needs something other than a flat file integration, custom development would be required. b. CivicRec/Rec1— Parks and Recreation cash 3 import, AP refund processing There are standard flat file integrations that can be used. If Santa Clarita needs something other than that, custom development would be required. R c. NeoGov— ApplicantTracking 3 We have this planned for our version 19.x roadmap. d. eBenefits - Open Enrollment Portal 3 This requires creation of an interface to support. Further discussion is required to determine hours. R e. OpenGov — Citizen facing Portal 4 We have experience working with OpenGov in the form of providing a mechanism to extract data using a third-party EDI tool. R f. Laserfiche — Enterprise document storage 3 The system supports Laserfiche integration. Depending on the City's Laserfiche implementation, some custom development may be required. R g. PayPay—online payments 0 Not Available h. Discovery — FSA Benefit 3 This requires creation of an interface to support. Further discussion is required to determine hours. i. ICMA— Deferred Compensation data 3 This requires creation of an interface to support. Further discussion is required to determine hours. R j. CalPERS — Pension Reporting 4 This is integrated into ONESolution Finance version 18.1 R k. eBenefits — Benefit Enrollment 3 This requires creation of an interface to support. Further discussion is required to determine hours. R 37. Mobile device support; specify if optimized for 4 iPads, iPods, Apple O/S. ONESolution is web -based and responsive, supporting desktops, tablets, and phones. Through this web -based design, ONESolution is device and O/S agnostic. 1 38. Store and forward mobile data entry for areas 0 with limited network connectivity. Not Available R 39. Describe mobile functionality to support remote 4 time entry, approve workflow items, etc. The system's responsive design provides the ability for users to access workflow approvals and time entry using mobile devices. R 40. Describe Web/Portal functionality for internal 4 and external users. ONESolution includes an integrated web portal for citizen -facing functionality. This includes Applicant Online, Purchase Ordering, Utility Billing, Online Payments, Contract Management, and more. R 41. Configurable role or user -level dashboards that 4 includes favorites, notifications, key reports, etc. ONESolution includes user -level configured Workspaces. These Workspaces can contain menu shortcuts, predefined components, and Analytics components. The Analytics components include the ability to embed reports, graphs, and other BI functionality such as the ability to drill down. R 42. Create unlimited user -defined fields that can be 4 used in queries and reports. Users can create and arrange custom fields appropriately, but custom fields are not unlimited. R 43. Rules based workflow routing with prioritization, 4 alerts, electronic signatures, and visible approval ONESolution includes comprehensive Workflow management support. queue. 1 44. Searchable and context sensitive help. Describe 4 available help features. Standard and available in the current release. You may customize help with HTML knowledge. R 45. Describe available online training and support 4 tools. Please refer to Section 5 of this proposal for more information. R 46. Audit trail with date, time, user stamp, and 4 before and after values across all modules. Ability Standard and available in the current release. to produce historical and raw data for auditors. R 47. Attach documents and images to transactions 4 throughout all modules (e.g. PDF, JPEG, TIF, Users can attach files of any type in appropriate DWG, etc.). Indicate strategy for document screens and indicate record retention settings. Additionally, they can view the attached documents management within the application or with the appropriate viewer. integration with Laserfiche. R 48. Effective dating of transactions throughout all 4 modules. Standard and available in the current release. R 49. Modified accrual accounting. 4 ONESolution Finance allows users to create and define posting strategies in each subsidiary ledger, all of which have options to support cash, modified - accrual, and full -accrual basis accounting. ONESolution allows adjustments at year end as well as the ability to report with multiple methods simultaneously. R 50. Indicate number of accounting periods 4 supported. Currently use 13 periods; used for ONESolution provides up to 14 accounting periods. post year end transactions. R 51. Indicate period close process for individual 4 modules or all modules. Our system's period -end close process is straightforward. It includes posting -date controls, allowing users to turn off the ability to post to a prior period while opening up a new fiscal period (if it is not already open for the fiscal year). At year end, the purchasing module has additional features to close and/or roll forward encumbrances and budgets as needed. The General Ledger Recurring Calculation process automates the General Ledger fund balance and balance -forward calculations. R 52. Multiple fiscal years or periods open at one time. 4 ONESolution fully supports posting strategies, including multiple open years or periods and traditional fiscal year-end closings. The City defines permissions to post in the SPSONE Security definitions. These permissions can be role -based. We provide date -based controls to restrict posting, which the City can turn on or off as needed. R 53. Flexible Chart of Account format to support 4 reporting requirements. Open to modifying ONESolution offers virtually limitless options and current format: flexibility when creating the chart of accounts. The account is comprised of an Organization Key (10 Fund (3) Department (2) Function (2) Activity (5) characters) and Object code (8 characters). There Key Org (5-8) are 40 Organization Key Background parts (8 characters) and 40 Object code groups (8 characters) available. Additionally, there are 8 Miscellaneous fields (8 characters) and 8 Select codes (8 characters) on each Organization key. This structure is available in its entirety for the General Ledger and the Job/Project Ledger applications. R 54. Multiple Journal Entry types including: 4 a. Standard ONESolution journal entry processing supports all b. Reversing of these types of journal entries c. Recurring with default accounts and amounts that can be modified d. Allocating e. Budget Adjustments and Transfers f. Import from Excel g. Import from other operational systems E 55. Allocate interest to Funds based on percentage of 4 positive cash balance (must be positive amount). ONESolution provides the ability to create recurring Currently using Excel. calculations that can meet complex business rules such as allocating interest based on the percentage of cash balance. R 56. Workflow routing of Journal Entries for approval. 4 ONESolution Workflow permits extensive configured workflow management forjournal entry processing and approvals. R 57. Journal Entry with short and long descriptions, 4 comment fields, and document attachments. ONESolution provides description fields for the set, transactions in the journal entry, and a text tab for each journal entry. The system supports attachments to the set or the journal entry for source documentation. 1 58. Import a negative number from other operational 4 systems, e.g. RecOne refunds. Journal entries support the ability to import negative numbers. These can be imported using flat-file or potentially using web services. N 59. Online request for modification to the chart of 3 accounts and route for review and approval. A webform can be created that allows users who have security to view their chart of accounts and request changes or additions. This webform can submit the request to workflow for approval and create the necessary items once approved. 1 60. Support generation of required CAFR reporting. 4 Describe tools available. Our ONESolution CAFR Constructor provides complete CAFR report generation. R 61. Encumbrance accounting with reporting to 4 support analysis of commitments. You can roll POs and close POs as part of fiscal - a. Ability to roll POs to the next fiscal year. year processing using standard utilities that exist in the system. b. Ability to close all POs not rolled to the next fiscal year at one time (not individually). R 62. Vendor Master File Data to include: 4 a. Legal Name: 35+ characters All of the requested items are included in the b. Doing Business As (DBA) name vendor area of ONESolution Finance. c. Business Type d. Parent/Child e. Tax Status f. Commodity Code g. Payment Terms h. 1099 Type i. Addresses: Physical, Remit To, Ship To j. Status: Active, In Active, On Hold, etc. k. Minority or Women Business Status I. General Ledger Account m. Bond Data: Received, Expiration Date, etc. n. Banking Information Secured o. Required Licenses p. User -defined fields q. W9 - attached or linked to vendor file r. Single/Sole Source designation —attached or linked to vendor file s. Contractor License number/verification t. Ability to add/remove inactive or one-time vendors. u. Employee flag for vendors R 63. Capture multiple addresses on a Requisition or 4 Purchase Order. You can select addresses by dropdown for the following: Vendor Order, Vendor Remittance, County Ship To Location, and County Bill To Location. R 64. Support 4 -line addresses, e.g. Canada. 4 Standard and available in the current release. 1 65. User -defined electronic checklists to support 4 Purchase Order processing. This is available in the Contract Management module. Workflow routing will also assist in the process of routing documents and tasks in all modules. R 66. Create a Purchase Order without a Requisition. 4 10 Purchasing staff can generate a Purchase Order number directly at the time of requisition entry. Approvals may be used in the same or abbreviated process. 67. Flag suppliers who have purchasing contracts or 4 are part of purchasing cooperative. The City can flag this on the vendor master record or in the compliance section of purchasing. R 68. Create Purchase Orders for goods or services 4 across a single year or multiple years. Blanket Purchase Orders can be established in the system with a maximum not-to-exceed amount. This amount is drawn down as purchase requisitions and receiving are entered against it. R 69. Multiple General Ledger accounts to a single line 4 item on a Purchase Order. Standard and available in the current release. Line items can be split by amount or percentage between different GL accounts. R 70. Create Contract and track Purchase Orders 4 against the Contract. Ability to link to existing You can create contracts with related purchase contract on file in Laserfiche. requisitions. R 71. Purchase Order and Contract change 4 management. You can create contracts with related purchase requisitions. 1 72. Budget checking at creation of Requisition or 4 Purchase Order with option to warn or stop Budget checking occurs during requisition entry, prior to approvals. Exceptions may be defined as a processing. warning or block. 1 73. Flag item as an asset at creation of Requisition or 4 Purchase Order with review before posting. Items can be flagged manually or automatically for asset creation. Products can be included on requisition line items and inventory can be entered when received. R 74. Rules-based workflow routing of Requisitions and 4 Purchase Orders for approval and signature. Customizable workflow models for routing to approval individuals or groups based on criteria and validation can be created. R 75. Online Purchase Order approval queue with 4 notifications Queue, status, and progress of items are available, including notifications. 1 76. Issue approved Purchase Order to suppliers via 4 email. Customizable workflow models for routing to approval individuals or groups based on criteria and validation can be created. 10 R 77. Interface with PlanetBids to link with solicitation 0 and contract information. N 78. Support punch -out catalogs or online ordering 4 with specific vendors, e.g. Office Depot., Grainer, PunchOut is available and integrates with etc. Purchasing. Vendors must be set up, and the City uses Workflow approvals. N 79. Set minimum order amount for select vendors, 1 e.g. $25 for Office Depot. This is not a standard offering in our system There is the potential to route a purchase request through workflow for certain vendors, but this could lead to performance issues depending on the frequency of this type of need. 1 80. Generate weekly report of Purchase Orders 4 >$20K and distribute via email. Superion Analytics provides the ability to schedule reports that can be emailed to required parties. R 81. Support 2 and 3 -way matching; Purchase Order 4 to Invoice or Purchase Order to Invoice Receiving. Accounts Payable offers two- and three-way matching. Two- and three-way matching evaluates quantity ordered versus quantity paid versus quantity received. R 82. Support direct invoice processing without 4 Requisition or Purchase Order. Users can process direct invoicing in ONESolution. R 83. Import electronic invoices; route for approval and 4 process payment. Invoices can be imported via flat -file, and workflow can be written to route these invoices for approval. The upload utility contains the ability to automatically trigger workflow once the upload completes. R 84. Duplicate invoice management, e.g. invoice 4 number, dollar amount, etc. A block message appears if a user attempts to create an invoice number for the same vendor. R 85. Search invoices by vendor, invoice number, dollar 4 amount, account code, or any other relevant Accounts Payable can search for invoices using information included on an invoice. any combination of fields, including vendor, invoice number, dollar amount, account code, or other relevant information. R 86. Scan Accounts invoice and attach image to 4 transaction in system. Users can scan invoices individually or in batches. They can attach them directly to transactions or place them in a queue to view and input. The system archives the invoices where they are searchable and retrievable. 11 R 87. Import and process P -Card (CalCard) transactions 4 from bank file; post transactions to payee vendor. P -Card transactions can be uploaded into the a. Ability to run comparative reports for P -Card standard P -Card import utility in the system. An entire P -Card module exists in our solution that can and vendor payments to analyze transaction import these transactions, assign proper costing trends. information, and route these items for approval prior to posting. R 88. Distribute invoice to multiple General Ledger 4 accounts by line item. ONESolution allows distribution to multiple General Ledger accounts. R 89. Flag invoice for separate check. 4 A separate check field can flag an invoice for separate check processing. You also have the option to join the invoice with other invoices for grouping. R 90. Process multiple invoices against a Purchase 4 Order. ONESolution allows multiple partial payments against a purchase order. R 91. Set up and process recurring payables. 4 You can define repetitive invoices in periods of days, weeks, months, or years. R 92. Create alerts or report to notify when nearing 4 expiration of Insurance Certificates, Contracts, Workflow or a Superion Analytics report can be Bonds, Purchase Orders, etc. scheduled to check for these notifications. This information can be routed to the proper contact(s) a. Create alert when payment exceeds PO for further review. PO payments can be blocked balance and do not allow payment to be based on certain criteria defined at the contract or entered or processed. vendor level. 1 93. Manage retainage and holdbacks on vendor 4 invoices. Users manage retainage and withholding in ONESolution Accounts Payable, Purchasing, or Contract Management. R 94. Put invoice on hold and stop payment processing. 4 The City can use statuses to manage invoice processing. R 95. Visibility to workflow approval queues for status 4 of invoices. Instance progress, queues, and the task list to identify workflow status are visible onscreen. 1 96. Online check requests with workflow routing for 4 approval. Users can enter invoices for payment via web browser. R 97. Multiple forms of payment; check, wire, 4 Electronic File Transfer, etc. The solution supports check, EFT, and ePayables. 12 R 98. User -defined check print order. 4 Users can designate check print orders, including by entity, to be mailed and held for pickup. R 99. Generation of report for voucher/check run 4 approval. The City can enter these as invoices in Accounts Payable, and a separate Workflow handles them for approvals. City users can scan and attach documents. R 100. Positive pay processing. 4 The solution supports positive pay to multiple banks. R 101. Sales and use tax management for out of state 4 purchases. The Accounts Payable module provides this. R 102. Support tracking and generation of information 4 required for 1099 processing. ONESolution Finance provides reporting and generation for 1099-S, 1099-Misc, and 1099-R. 1 103. Manage 1099 reporting to invoice line -item level. 4 You can manage each line item separately for inclusion/exclusion or coding for which box it relates to on the form. R 104. Electronic bank reconciliation based on bank file. 4 You can achieve bank reconciliation by uploading a file for EFT, E -Pay, checks, deposits, fees, interest, and adjustments. R 105. Customer Master file data to include: 4 a. Number The Customer Master file includes the following b. Type attributes as standard: Number, Type, Category assignments, coded calculation assignment, and c. Name, Address, Email third -party billing addresses. You can track all other d. Alternate Payor fields in the Person/Entity (vendor) database. e. Contact Name, Address, Email, Phone f. Payment Method and Terms g. User Defined fields h. Banking Information R 106. Look up customer record using type ahead drop- 4 down list, wildcard search, or other parameters. System users can search customer information by clicking a lookup area in the entry field. This lookup includes the ability to search by wildcard based on name, DBA, Status and other fields. Type -ahead is not currently available. 13 R 107. Define charge codes with default General Ledger 4 accounts and long description with 30+ You can define Fee Codes that may default many characters. values, including GL Account, Description, Amount, Tax, Customer Type, and more. All fields may be overridden on entry, except certain fields in the Cash Receipts Module. 1 108. Duplicate Customer management. 4 Customer ID, SSN, and TIN must be unique or will be blocked from input. The system can warn or block for duplicate names during entry or update. R 109. Customize Miscellaneous Billing templates with 4 flexible fee calculations. Based on definition, fee codes can calculate fee amounts based upon quantity, unit price, taxes, charges, and discounts. R 110. Generate variety of miscellaneous billings 4 including: ONESolution Finance supports an unlimited list of a. Fire Alarm invoice types. However, Assessments and Utility Billing type accounts (Sewer, Water, and Solid b. Property Damage Waste) invoices are typically generated and c. DUI maintained in other modules or integrated systems. d. Administrative Citations (Code Cases) Developer deposits are also often maintained in the e. Property Rental Agreements Community Development software. f. Encroachment Permits g. Other Miscellaneous N 111. Import data from sub -systems to create invoices; 4 amounts, notes, descriptions, etc. We provide standard interfaces to create vendors, addresses, and transactions from file. Accounts Receivable is a highly integrated sub -system which integrates with other modules, including General Ledger (Grant Reimbursement), Accounts Payable (Advances or AR Reimbursement), Payroll (Arrears), Stores Inventory (Inventory Sales), Grants Management, and more. N 112. Import data from Excel file to create an invoice. 4 We provide standard interfaces to create vendors, addresses, and transactions from file. Accounts Receivable is a highly integrated sub -system which integrates with other modules, including General Ledger (Grant Reimbursement), Accounts Payable (Advances or AR Reimbursement), Payroll (Arrears), Stores Inventory (Inventory Sales), Grants Management, and more. 1 113. False Alarm Billing: Track number of incidents and 4 generate an invoice after the third one. This is provided through our CryWolf False Alarm Billing solution. 14 R 114. DUI billing: fines plus officer time, and 4 administrative processing time submitted by Miscellaneous Billing provides this. police department. 1 115. Flag accounts sent to collections and generate 4 report ONESolution Finance Late Notice processing can create user -defined date buckets for various invoices groups that can produce late notices by aging group. This allows the language and intent of the letter to change based upon the overdue days. 1 116. Flag accounts on payment arrangements and 4 generate report Standard and available in the current release. R 117. Maintain transactional cash receipts detail 4 Standard and available in the current release. Departments can enter their own transactions and process them independently. E 118. Generate Encroachment Permit summary invoice 4 for utilities from Accela. Process payment of Invoice information can be imported into summary invoice and update Accela records. ONESolution Accounts Payable via flat -file. The information can be exported from ONESolution, but more details are needed to determine what options are available to send this information back to Accela. R 119. Define and generate recurring invoices with start 4 and end dates, e.g. for business incubator leases, All data items identified are tracked in ONESolution payment plans, etc. Purchasing and the Person/Entity (vendor) database. In instances when a specific field tag is not available for a particular data item, the requirement may be met by re -purposing system - defined fields or using user-defined/coded value fields where available. Additionally, data items may be tracked using Threaded Notes or attachments with the proposed Documents Online. R 120. Scan and attach billing documentation. 4 Users can scan and attach documents to records. R 121. Multiple forms of payment: cash, check, ACH, 4 credit card, etc. The system can record any type of payment as tender for the cash receipt. The system does not provide direct processing of credit card or EDI. 1 122. Notify if overpaying on account or duplicate 4 payment is entered. The Customer Master file includes the following attributes as standard: Number, Type, Category assignments, coded calculation assignment, and third -party billing addresses. You can track all other fields in the Person/Entity (vendor) database. 15 R 123. Receive file from PayPal for online payments. 4 Prefer API or other method of interface. Payment information from PayPal can be imported via flat -file to either the Accounts Payable area or General Ledger (Journal Entry) area of ONESolution. APIs may also be available, depending on the level of detail needed. R 124. Generate daily cash receipts by payment type 4 report (Cash, Check, Credit Card, etc.) that Daily cash receipts can be produced using the includes department, fund code, etc. standard functionality in the Cash Receipts module. Additionally, Superion Analytics may be a good option depending on the needs. R 125. Process and manage Non -Sufficient Funds (NSF) 4 payments. You can create NSF and post it to the receipt to update the customer balance owed. 1 126. Generate 30/60/90 -day warning letters; flag for 4 collection and issue letter if 120 days past due. ONESolution Finance Late Notice processing can create user -defined date buckets for various invoices groups that can produce late notices by aging group. This allows the language and intent of the letter to change based on the overdue days. 1 127. Flag NSF accounts to not accept checks. 4 This can be notated. E 128. Define payment plans for past due invoices. 4 Generate payment coupons for customers to be We support miscellaneous receipting and invoice used with payment submission. payments. You have the option to default to the oldest invoices first or to select them manually. 1 129. Rules -based calculation of interest and penalties 4 for past due invoices, e.g. 10% per month up to 5 Recurring ARs can analyze customer accounts and months, then stop interest accrual. invoices to produce fines, interests, and penalties, which may increase based on days late. R 130. Project Master File Data to include: 4 a. Funding Sources; one or multiple ONESolution Job/Project Ledger provides a fully b. Project Number integrated dual ledger structure to support project and grant accounting. We support all of the items c. Grant Number listed to track in a distinct field in the project cost d. Project Type, Name and Description center (organization keys) or tasks (object codes). e. Location f. Sub—Project, Phases, Activities g. Start and End Dates h. Status; Active, Inactive, etc. i. Project Manager j. User Defined Fields 16 R 131. Multi-level Project hierarchy with ability to report 4 on detail or summary data. The Job Ledger provides a full reporting structure to roll up to higher levels of detail from the cost center or object code. R 132. Enter budget at Project, Sub -Project, Phase and 4 Activity levels; annual and multi-year basis. Standard and available in the current release. R 133. Define Grant reimbursable Project line items; 4 track 10% City match. Standard and available in the current release. R 134. Grant Management accounting and invoicing for 4 reimbursable expenses; Restricted or We provide a full dual subsidiary ledger for project Unrestricted for CIP, Development Projects, etc.). and grant tracking simultaneous with the General Ledger. R 135. Convert Project to Asset by Phase. 0 Users manually enter this information in to the record at the end of the year. The City can complete this process quickly. R 136. Asset Master File data to include the following: 4 a. ID Number, Description ONESolution provides all of these fields. b. Type: Land, Building, Vehicles, Infrastructure, etc. c. Sub -Type: Fire Trucks, Police Cars, etc. d. Manufacturer, Serial Number, VIN e. Dates: Purchased, In Service, Disposal f. Useful life and depreciation method g. Parent/Child h. Status i. Purchase Order j. Grant Number k. Percent Grant Funded I. Location m. Purchase price n. User defined fields R 137. Track multiple funding sources to a single asset. 4 You can tie multiple funding sources to any single asset. N 138. Track non -capitalized or non -depreciated assets. 4 Asset classifications and depreciation are based on individual assets. The City can run reports with selection criteria for depreciable and non - depreciable assets. 17 N 139. System -generated barcode asset tags. 4 The system generates Fixed Asset ID and Serial number. A third -party vendor such as BMI or Quatred provide the physical barcode asset tags and support for RFID. Pricing for a third -party barcoding solution can be provide upon request. N 140. Track insurance policies, warranties, and 4 maintenance contracts. The warranty and insurance tabs provide this. The City can attach documents under a specific attachment definition for this purpose. The system will link attachments to the asset records. R 141. Retain history of disposed assets. 4 The disposal process accomplishes this. R 142. Generate Journal Entries for depreciation after 4 placed in service. The City can achieve this through the standard depreciation distribution process. R 143. Generate required GASB reporting. 4 Our standard reports satisfy this requirement, but other reports can be built if needed. R 144. Attach documents such as title or bill of sale. 4 Standard FA attachments provide this. N 145. Audit file showing history with user, date/time, 4 before/after values. The City can enable logging for the fixed asset tables to track any changes users make to fixed asset records. R 146. Position budgeting with all employee 4 compensation including pay, taxes, and benefits. All of the requested information is tracked. R 147. Calculate savings by position when position is 4 filled for a partial year compared to the annual Standard and available in the current release. budgeted amount. R 148. Budget a position for a partial year. 4 The Copy Budget Tool allows the entire new year budget to be created in a proposed/draft version by answering just a few parameters. R 149. Distribute electronic base budget worksheet to 4 departments. Input requested budget additions. Budgeting information can be exported into a desired layout using Superion Analytics. Once the users make their modifications, they can upload the flat -file into the budgeting module. Another option is to use Disclosure Management to modify budget templates before uploading into the system. 18 R 150. Document line -item assumptions and attach 4 supporting documentation. View online or print. The system provides Budget Item Detail entry for detailed justification of miscellaneous budgets, equipment, travel, and positions. Additionally, the City may attach documents to the budget request. N 151. Online visibility to budget status queue. 4 Standard and available in the current release R 152. Maintain multiple budget versions per fiscal year. 4 ONESolution Budgeting supports 25 budget versions per ledger per year. The budget versions may include developed budgets, statistics, current and multiple prior year actuals, and encumbrances. R 153. Support mid -year budget adjustment process 4 (similar to initial budget creation). Changes can also be routed through workflow for approvals. R 154. Track budget transfers between line items. 4 The City can accomplish this with detailed descriptions and source document attachments. R 155. Excel export and import capabilities. 4 We provide several budget imports. We also provide export to Excel onscreen or through reports. R 156. Create departmental budget requests and 4 adjustments between line items. Departments can request new and additional budgets as well as budget transfers. R 157. Position Control management including 4 a. Define positions and number of FTEs Position Control can be managed via FTE, amount, b. General Ledger coding and APU. Effective dates can overlap, and history can be retained including costing. c. Assign employee to a position with effective dates; option to temporarily overlap d. Retain history including who has previously occupied the positions and dates occupied, what charges were previously assigned to the position and dates assigned/changed, and when a position was created or deleted e. Track under filled positions if do not meet qualifications f. Allow charging to multiple activity codes g. Allow multiple employees within one position h. Provide audit trail of any changes 19 N 158. Interface with NeoGov to post open positions and 3 import selected candidates, etc. Meet requirement with minor modification. The NeoGov integration is currently limited to the new hire import process only. An interface requires 80 development hours. N 159. Generate contingent offer letter to selected 3 applicant prior to onboarding. Meet requirement with minor modification. A custom workflow model can include this additional information. 1 160. Manage onboarding process including: 3 a. Email notification of new hire to A custom workflow or reports can accomplish this. departments Tracking screens in ONESolution HR can be used to issue new hire packets and more. Document b. Online new hire packet Imaging can also be tied to the employee master c. Track forms: 19, Benefits, W-4, etc. file for items such as signed agreements. The d. Schedule and conduct orientation Employee Online portal allows users to select of e. Schedule drug screen, physical, background W4 information and benefit enrollment. check, education verification, etc. f. Schedule and track mandatory training g. Track issued items, e.g. equipment, laptop, phone, etc. h. Attach and store signed agreements such as fraud policy R 161. Employee master file data to include: 4 a. Identification number All of the requested information is tracked. b. Name c. Address i. Ability for multiple addresses d. Department and division e. Position and salary f. Contact information g. Dependents h. Benefit elections i. Badge number j. MOU or Bargaining Unit k. Status: Active, On Leave, Terminating, Terminated, Retiree, Cobra, Disability, etc. 1. Dates: Hire, Promotion, Anniversary, Re -Hire, Seniority, Benefit, Termination, Probation, User Defined, Birthdate m. Emergency contacts n. User -defined fields o. Document attachments p. Leave banks and accruals le 21 q. Earnings and pay codes r. Deductions such as CaIPERS, taxes, EEO, workers' compensation s. Pay check history R 162. Rules -based eligibility for benefit elections to 3 Position or group of employees with ability to Custom business rules are required in HR screens. override with permissions. Employee Online (EO) can limit benefit plans by Employee Type. R 163. Date -effective changes for pay and benefits. 4 Standard and available in the current release. R 164. Modifications to employee record in Human 4 Resource module updates/integrates to Payroll Modifications made to the HR record can be and Timekeeping modules as necessary; g. approved and pushed to the Payroll and Timekeeping modules based on effective dates and department, promotion, position, etc. status. N 165. Track unpaid staff including contractors, temps, 4 volunteers, etc. Standard and available in the current release. R 166. Define salary schedules with positions, grades, 4 steps and salary ranges. Standard and available in the current release. 1 167. Management and tracking of FMLA including 4 maximum allowed (480 hours). Standard and available in the current release. 1 168. Performance review management; annual, 4 probationary, due dates, notifications, scores, The Employee Performance module includes merit increases, scan and attach review forms, probationary information, due dates, notifications using Workflow, scores, and available step generate PAF, etc. Link to Laserfiche evaluation increase dates. Forms can be attached. Laserfiche forms is Important. interface is available; however, more information is needed to understand the specific business rules. PAF functionality is on the roadmap for 2019. R 169. Track and manage mandatory training, 3 certifications, renewal dates, etc. with online The proposed application provides HR Training and reminders when due. Certifications tracking. Custom workflow is required for notifications. E 170. Review functionality for online training 4 administration including posting of training Standard and available in the current release. classes, registration, attendance, certification, etc. N 171. Track disciplinary dates, actions, and resolution. 4 Standard and available in the current release. 21 R 172. Electronic Checklist or Personnel Action Form to 3 manage separation process including: A PAF Separation form is provided. Workflow a. Notification to other departments. models customized for specific notifications, including emails, can be created, and a custom b. Cobra letter report may be generated to contain employee - c. Retirement package specific information. d. Pay -outs e. Collect City property R 173. Cobra Administration for select benefit types; 4 track and generate billings. Provided through integration with the Accounts Receivable module. R 174. FLSA, ADA, EEOC tracking and reporting 4 requirements for employees (e.g. EE04 Report). Standard and available in the current release. R 175. ACA tracking and reporting including: 4 a. Look back reports for actual hours worked Standard reports exist in the system to provide b. Generation of 1094 and 1095-C reports these details, and Superion Analytics can be written to provide greater detail if necessary. c. Mailing of 1095-C reports to employees, former employees and dependents d. Electronic transmittal of 1094 and 1095-C to IRS R 176. Manager Self -Service for staff: leave balances, 4 approve leave requests, performance reviews, Provided through a combination of various HR notifications, etc. screens, EO, and Timecard Online for leave requests. Performance Reviews tracking is provided, but the reviews themselves are not provided in the system. R 177. Employee Self -Service: view leave balances, leave 4 requests, pay advice, W2, contacts, address, Employee Self Service is available in our Employee benefit elections, dependent changes, etc. Online module. This is a web -based employee self- service portal for accessing personal information, pay stubs, what -if calculator, W-2 forms, open enrollment, and more. R 178. Link to eBenefits open enrollment portal; import 3 updates to benefit elections or other deduction This requires the creation of an interface to types. support. Further discussion is required to determine hours. R 179. Retain history of changes made to employee 4 record; pay, benefit elections, positions, etc. A complete audit trail is available for employee information. N 180. Generate Employee Compensation Statements. 3 This is available through a custom report that requires 40 development hours. 22 23 181. Limit time entry pay codes in drop down to the 4 ones the employee is eligible for. The employee is assigned a pay class that controls the pay codes the employee is eligible for. R 182. Support multiple flex time schedules based on 2 employee group including: This is provided through a combination of various A. Standard 80, Monday - Friday ONESolution HR screens and TimeClock Plus. Schedules can be assigned at the employee level, B. 9/80, first Friday off including days off, splits, and holidays. A payroll C. 9/80, second Friday off calculation code will be created during D. 9/80, first Monday off implementation to evaluate specific calculations E. 9/80, second Monday off needed for schedules and to determine the rate of F. 4/9's and 4 -day work weeks pay for overtime. All of the overtime thresholds and splits are configurable on a per employee basis. G. Various other schedules There are additional overtime settings available as H. Split Fridays and Holidays — 8 am to 12 pm on well. one pay period, 12 pm to 4 pm on next one I. Overtime hours based on 9 -hour work day J. Overtime hours based on 8 -hour work day R 183. Electronic time entry for hourly or exempt 2 employees with access via self-service or mobile Electronic time entry is provided through mobile device including ability to view all historical devices using TimeClock Plus and/or through the self-service portal, Timecard Online. Employees timecards. can use time sheet entry from TimeClock Plus's WebClock portal and from the TimeClock Plus mobile app. Historical hours are also available to view by the employee. R 184. Default in work schedule hours and labor 4 distribution; enter exceptions only. Standard and available in the current release. N 185. Populate time entry with approved leave 4 requests. Provided through a combination of various HR Screens, EO, and Timecard Online for leave requests. Performance Reviews tracking is provided, but the reviews themselves are not provided in the system. E 186. Leave bank projections for paid time off balances 3 as of a specific date. Leave accruals can be pre -loaded and/or calculated for future periods. This information is available for reporting. R 187. Option to pay overtime or move hours into Comp 3 Time bank up to 40 -hour cap; automatically pay A payroll calculation code will be created during as overtime if cap exceeded. implementation to evaluate cap and determine the rate of pay and/or move to comp time. R 188. Track and report on hours worked to CalPERS 3 eligibility threshold; warn if nearing threshold. A payroll calculation code will be created to warn payroll of eligibility threshold and/or a Superion Analytics report will be created. 23 R 189. Display leave bank balances on time entry screen; 4 issue warning or stop if time entered exceeds Standard and available in the current release. leave banks. R 190. Workflow routing of timesheets for approval to 4 one or more approvers; ability to set up Users can put themselves out of office, and a proxy temporary approvers that auto -revert back to will be assigned to temporarily approve during that timeframe. original approver based on date. R 191. Allow employees to modify time entry and re- 4 route for approval. This is available only up until the timesheet has been submitted. Once submitted, timecard adjustments must go through payroll correction. R 192. Alert or report on missing time entries, hours 3 entered but not posted, approvals, etc. More information is needed; however, there are several standard reports that meet timekeeping auditing needs. R 193. Allow more than one supervisor to approve 4 timecard, while ensuring EE cannot approve Provided through our Timecard Online module. own timecard R 194. Timecard approval hierarchy that ensures 4 EEs cannot approve own timecards. Provided through our Timecard Online module. Employee cannot approve own timecard. 1 195. Allow for posting of timecards at one time 4 (no requirements to post several batches Provided through our Timecard Online module. due to separation of timecard approval rights) R 196. Integrated system between time and payroll 4 Provided through our Timecard Online module. R 197. Bi -weekly and monthly pay cycles. Process off- 4 cycle pay runs as required. Off -cycle pay runs are supported. No protocol is in place to force approval prior to processing off -cycle payroll. However, time entry approvals may be required. R 198. Define unlimited earnings codes that are rules- 4 based including formulas, fixed amounts, pay Rules -based earnings codes are supported, which period definition, etc. include 1,000 earnings codes. 1 199. Define valid pay codes for a position or group of 4 positions that limit options at time entry. Standard and available in the current release. 24 R 200. Define unlimited deduction codes that are rules- 4 based including formulas and fixed amounts and Rules -based deduction codes are supported, which number of pay periods per month. include 1,000 deduction codes. R 201. Default values by employee for earnings, hours, 4 and charge codes with ability to override (e.g. An option to pre -fill in the time sheet with the Project, Grant, etc.). employee default hours is provided. R 202. Assign multiple pay codes per employee per pay 4 period; e.g. base pay plus percentage increase, Multiple additional compensation pay codes may acting pay, etc. be assigned to the employee, all of which are date driven. R 203. Sick Leave Incentive Pay: process pay out for 4 unused sick leave up to 40 hours. Option to Payroll calculation codes provide the ability to convert to vacation or receive partial pay with handle any complex calculation needs the client may have. These calculation codes are built as part balance to vacation hours. Base pay out rules on of the implementation process, and training can be regular work day of 8 or 9 hours. provided so the client can make changes or create new calculation codes as needed. 1 204. Calculate rules -based payouts for employees 4 including following examples: Payroll calculation codes provide the ability to a. If 201+ hours in leave bank, pay out 10% up handle any complex calculation needs the client may have. These calculation codes are built as part to maximum equivalent of 50 hours. of the implementation process, and training can be b. Floating holidays or comp time not used by provided so that the client can make changes or 12/31 paid in January of the following year. create new calculation codes as needed. R 205. Calculate supplemental pay for part time 4 benefitted employees, e.g. holidays based on Payroll calculation codes provide the ability to hours worked. handle any complex calculation needs the client may have. These calculation codes are built as part of the implementation process, and training can be provided so that the client can make changes or create new calculation codes as needed. R 206. Electronically generate Personnel Action Form for 4 all pay related modifications, route for approval A Personnel Action Form for Position or and apply to employee record in system. Assignment Change is available. E 207. Enter mass change that affects all employees or a 4 group of employees with ability to review before Various programs and utility processes are updating, e.g. increase Grade 1, Step 1 by 5%, available for mass changes to employee records. apply COLA increase of 2%, increase underfilled employee by 3%, etc. R 208. Process merit increases by percent up to 4 maximum in salary range. Standard and available in the current release. 25 R 209. Process mid -period pay changes. 4 Standard and available in the current release. R 210. Process retroactive pay and associated impact to 0 deductions and reporting to benefit providers. Retro pay does not currently process additional deductions such as medical benefits. R 211. Process overtime calculations that differ by 4 employee group. Standard and available in the current release. R 212. Manage compensation for non -payroll items e.g. 4 uniform allowances; compensation may be pre -or Standard and available in the current release. post -tax; compensation may be Persable or not. R 213. Compute overtime calculations that may differ by 4 employee. Standard and available in the current release. R 214. Generate report that identifies all changes made 4 within a specified date range, pay period, etc. Logging can be turned on table by table, and related reports can be constructed as necessary. R 215. Exception reporting to review for double pay, no 4 pay, changes since last payroll, etc. Standard warnings occur for no pay, and calculation warnings can be customized as needed. Custom reports for auditing can be created. 1 216. Generate a payroll proof list of all payroll 4 calculations before checks are produced; gross- The Employee Pre -List report shows all employees to -net. in a detailed format with gross -to -net calculations. R 217. Generate pay advice, checks, pay cards. 4 Checks are supported, but payroll cards are not. R 218. Positive Pay Management. 4 Standard and Available in the current release. R 219. Generate vendor payments and interface to 4 Accounts Payable. Standard and available in the current release. N 220. Support direct data feed to benefit providers. 3 This requires the creation of an interface to support. Further discussion is required to determine hours. R 221. Describe strategy to stay current with mandated 4 Federal and California State reporting. Standard and available in the current release. R 222. Produce data for monthly, quarterly, and yearly 4 tax forms and filings. Standard and available in the current release. 26 R 223. Electronic reporting to Social Security, IRS, State 4 and Workers Comp. Superion supports Federal Regulatory requirements through information provided directly by the governing agency to ensure compliance. California State reporting may be achieved through a consolidation of dialogue and effort with other California agencies using ONESolution Finance, in addition to support from Superion, as needed. R 224. Generate W2s and make available via employee 4 self-service portal. Employee Self Service is available in our Employee Online module. This is a web -based employee self- service portal for access to personal information, pay stubs, what -if calculator, W-2 forms, open enrollment, and more. 1 225. Produce year-end accruals of salaries, benefits 4 and accrued compensation (e.g. vacation). Year-end accruals are provided through Employee Self Service. R 226. Generate GASB 68 reporting for pension liability. 4 We support government -wide reporting in accordance with GASB. Standard and available in the current release. R 227. User -level query and reporting tools that allows 4 formatting of headers, graphs, charts, etc. List Superion Analytics allows all users with access to tools offered. create custom reports and dashboards, including graphs, charts, formatting, and more. R 228. Filterable date -range or point -in -time reporting 4 and queries. Drop down lists for selection criteria Superion Analytics standard reports all contain (e.g., date range, period range, individual account these abilities where applicable. number, account number range, etc.). R 229. Deliver library of prebuilt reports for all modules. 4 Superion Analytics provides a deep library of reports across all of our modules. R 230. Power user reporting tools e.g. Microsoft SQL 4 Reporting Services, Crystal, Cognos, etc. List Superion Analytics leverages the IBM Cognos integrated tools available. platform. R 231. User -level security flows through to queries and 4 reports. Superion Analytics inherits and respects SPSONE security. R 232. Drill down to source transactions within queries 4 or reports following user -security. Superion Analytics offers drill -down and drill - through capabilities. 27 28 233. Schedule generation of reports and distribute via 4 e-mail, to a shared folder, dashboard or portal. The system can run reports on a set schedule and deliver them through various avenues, including email. R 234. Generate reports in multiple formats, e.g. HTML, 4 PDF, Excel, Word, etc. Superion Analytics can generate reports in HTML, PDF, Excel, or CSV. 1 235. Save report and query templates and make them 4 shareable with other users or kept private. Superion Analytics allows users to convert a report into a template. The City can use object security to limit user access as desired. 28 ,ZrSUPER ION Secli ii City of Santa Clarita, CA IIII' IIrIIIIa III 1111erInis and CandItJIans Proposal Expiration This proposal is valid for 180 days following the date printed on its cover page. License Fees The license fees quoted herein are one-time fees. Training Training costs quoted do not include travel and living expenses. These costs are billed as incurred and shall be governed by the Superion Corporate Travel and Expense Reimbursement Policy. Modifications We can perform modifications to the base software should they be necessary. All modifications are billable at the current hourly rate. Note: Any modification pricing provided in this proposal is an estimate only. Detailed analysis of your specific requirements is needed before Superion can provide exact pricing. Payment Terms License fees are due in full at contract execution. Training costs are invoiced as incurred. All travel and living expenses are billed as incurred and shall be governed by the Superion Corporate Travel and Expense Reimbursement Policy. Maintenance fees are due annually, prior to the year for which they apply. Refer to the sample Superion Software License and Services Agreement in this proposal for information about implementation fees. Warranty All Superion application software is under warranty for 365 days following the date of delivery of licensed programs. Documentation Online documentation is included with the product and is accessible by all users simultaneously. Implementation This proposal includes a pre -defined implementation that lets you leverage ONESolution's full functionality and flexibility. Conversions may be included in your proposal, but are not included with the license fees. Response Obligations This response by nature is less detailed than other documentation provided by Superion to its customers describing the licensed programs. Superion does not have nor accept the obligation to supplement, modify, or otherwise keep its responses to RFPs up to date with the documentation. Superion is not liable for responses found deficient due to lack of customer contact or misunderstanding of the questions contained in the RFP. Any reference to the product roadmap is not a commitment or legal obligation to deliver any of the described features or functionality described herein. Visit us at suIpeirliioiriii coiririi Page 3-1 ,ZrSU PER ION City of Santa Clarita, CA S qID Ilrl In Swntniary The detailed price form is confidential and proprietary information to Superion. Detailed price is furnished and accepted on the express condition that it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of Superion. Please note that while Superion is able to provide either Cloud or premise pricing for our ONESolution (Finance Enterprise) and CryWolf Alarm Billing suites, we are proposing premise pricing and have included a 30% price reduction on Finance components. TimeClock Plus is our preferred third -party strategic business partner for timekeeping, and we are proposing annual subscription pricing for their integrated timekeeping and advanced scheduling components. We have included contingency amounts for services, and as supporting detail, we are providing three separate detailed cost proposals for ONESolution, CryWolf, and TimeClock Plus following Attachment B. Please refer to these documents in the separately sealed envelope as part of the proposal package. Visit us at suIpeirlii iriu, oiririi Page 3-2 ,ZrSU PER ION City of Santa Clarita, CA III liiis c; IIII a liii IIIA IIID Superion welcomes the opportunity to respond to the City's Request for Proposal (the "RFP") and looks forward to building upon our relationship with the City. The responses of Superion to questions posed by the City's RFP are provided in good faith based on Superion's interpretation of the RFP; however, such responses do not constitute or give rise to contractual commitments on behalf of Superion. The contractual terms and conditions under which Superion proposes to provide the software and services identified in the accompanying Proposal, for the fees provided for in the accompanying Proposal, are those expressly set forth in Superion's then-current "Agreement" for software license and services (the "Superion Solutions Agreement"), a current copy of which is enclosed with this response, along with additional, mutually acceptable terms and conditions as negotiated in good-faith. Superion has reviewed the terms and conditions of the RFP and while most of the contractual issues are covered in the Superion Solutions Agreement, Superion will negotiate in good faith for the inclusion of additional, mutually acceptable terms and conditions in the Superion Solutions Agreement. The advantage that is derived from utilizing the Superion Solutions Agreement is that the terms of such agreement have been developed over the course of many years and are specifically tailored to the products that are offered by Superion. With hundreds of clients and its status as a leading supplier of software solutions to public safety and local government entities across the country, Superion has a long and successful history of negotiating agreements with public entities. Many of these entities have required that certain contractual provisions be included in agreements entered into between Superion and the respective entity. As demonstrated by Superion's extensive client base, through good faith negotiation, Superion has been able to address a wide variety of concerns and mandates set forth by the respective entities. Superion has every confidence that in the instant case, we will be able to address all terms and conditions to the satisfaction of both parties. However, Superion rejects any express or implied acceptance of any other terms or conditions other than those expressly enumerated in the Superion Solutions Agreement, as any such agreement may be negotiated by the parties, even if those terms or conditions are included in the RFP, in Superion's submission of this response, or in any other written or oral communications between the parties. Please note that references by Superion to enhancements, improvements, new releases, or other functional and/or technical items that are not available in general release as of the date of this proposal ("Future Functionality") do not represent commitments on the part of Superion that it will develop or deliver any such items. Accordingly, Superion does not include in its agreements with customers any commitments or obligations relating to the development or delivery of specific Future Functionality. Visit us at suIpeirlii iriu, oiririi Page 3-3 "Ilk A ,ZrSUPER ION IIII IIII ° ians t CIIII °bIIr -t °°°1111°°° IIIIrIIII City of Santa Clarita, CA 3. Warranties Superion requests the opportunity to negotiate these terms in greater detail at final contract negotiation. 8. Reports, Artwork, Superion owns the results of any work which maybe characterized Designs, etc. as software or software documentation or which is a derivative of any Superion owned material. With further clarification, we are confident that we will be able to arrive at mutually agreeable terms at final contract negotiation. 13. Default Contract performance disputes are addressed under Superion's standard warranty, support and termination provisions. We request the opportunity to discuss this Section in greater detail to arrive at mutually agreeable terms at final contract negotiation. 17. Non- While generally agreeable, Superion would seek to add additional Appropriation clarifying terms pertaining to obligations of the parties upon such of Funds termination. Visit us at suIpeirlii iriu, oiririi Page 3-4 ,ZrSU PER ION City of Santa Clarita, CA 21. Price Reductions Superion requests further negotiations regarding the specific language in this section during the contract negotiation process. 26. Insurance Please see the revisions proposed by our insurance broker: INSURANCE. For solicitations involving services the City requires insurance. Proof of insurance shall be provided by using an ACORD certificate of insurance and shall be provided prior to contract signing. General and Aulo LiabilaY Insurance shall be `Primary and Non -Contributory" and must mcluae Hame the "City ofSama Clarita" as an additional insured. The certificate shall list coverage, for General Liability (limit of $1, 000, 000 CSL or $1, 000, 000 per occurrence with a $2, 000, 000 aggregate), Auto Liability (limit of $1, 000, 000), and Worker's Compensation (statutory requirement). For professional services, Professional Liability with a limit of $1, 000, 000 may also be required. Insurance 8 Qn ,g„f A- _Pwe1 6 1 e 0 r 8 ubjeet to ieta4t,,4oH eK-e rt aq, tteH Hot4ee to the (;4 , Specific insurance requirements shall be set, forth in any contract awarded to a vendor. We are confident that through good faith negotiation, we will be able to arrive at mutually agreeable terms at final contract. 16. Termination We request the opportunity to revise certain terms of this section in further detail at final contract negotiation. Visit us at suIpeirlii iriu, oiririi Page 3-5 ,ZrSU PER ION City of Santa Clarita, CA 4. Payments Our standard payment terms do not contemplate a payment plan on license fees upon acceptance as these products are essentially non -customized, off-the-shelf, standard products. License fees are 100% due upon execution which is when the license is granted. We look at service fees separately from the license fees and develop date -certain payment terms during the final contract negotiation. We are confident that we can come up with a payment solution that is satisfactory to both parties at final contract negotiation. Visit us at suIpeirlii iriu, oiririi Page 3-6 ,ZrSU PER ION City of Santa Clarita, CA Secliiiiaii Provide an overview of Proposer's implementation methodology including: '�eslllpcwiins "' Superion uses a proven implementation methodology that includes best -in -class processes built specifically for the design, development, deployment, and support of public sector applications and services. With hundreds of successful implementations using the proposed applications, we are ready to deliver a well-planned and well -executed project for the City. Our pragmatic and client -friendly project management style evolved from years of implementing small and large public sector software projects in a variety of organizational environments. We set clear and concise deliverables for every step of the process and adapt our project management procedures to your needs. We stand on our record of products that work reliably and Best Practices/Keys to Success are fully implemented on time using a best practices Employing the following best practices approach. Superion consultants and trainers have extensive during an implementation provides the best experience executing ONESolution and configuring the opportunity for success. system to take advantage of its inherent efficiencies. • Business Process Review We incorporate project management business area Proactive Change Management standards in our implementation methodology. Our Project 0 Dedicated Project Managers Managers and staff are trained and certified in these 0 Superion-performed configurations with renowned practices. Our team's professional experience, customer involvement combined with public sector and application expertise, . On-time training makes Superion the ideal partner to meet your current and . Data and process testing future technology needs. Our consultative implementation of ONESolution is an organized approach to getting you live quickly and efficiently. Implementation methodology training is provided early so that team members understand the detailed mechanisms used during implementation. Deliverables, such as a comprehensive project plan, guide the implementation. Superion is a recognized leader in developing and supporting enterprise -wide integrated software solutions for local government, with three decades of continuous growth, success, and stability in the industry. We look forward to providing your agency with ongoing support and product enhancements for many years to come. II IIIDIIII IIII IIID° ° ° ° °,liii IIII NAethoddbgy Our implementation approach consists of five phases, each featuring critical service delivery events and other elements that ensure consistent, predictable results: Visit us at s:.:Ipeirlii iriii coiririi Page 4-1 ,ZrSU PER ION City of Santa Clarita, CA 1. Initiating internal knowledge transfer, such as contract review with the City, with due diligence. 2. Planning required tasks and associated timelines; key milestones during this phase include presentation and review of the project plan as well as development of a Communication Plan. 3. Executing the active phase of implementation, including core services related to installation, configuration, data conversion, training, testing, and controlling all aspects of the project. 4. Transitioning the project to Go Live, including verifying completion of all project deliverables and conducting advanced training. 5. Closing and verifying that deliverables are met and the transition to Product Support and the Account Executive is complete. (:,fvantages and R' ask Dividing the implementation into phases minimizes the number of interface points between the legacy system and ONESolution, allowing sufficient focus on all areas. It is also less taxing and less disruptive to your staff and day-to-day operations. Superion implements project management business area best practices for each of our projects. Our adopted project management guidelines provide structured methods of planning, executing, and controlling all phases of the project, while communicating and managing risk throughout. Two hallmarks of our Professional Services team are collaboration and ongoing interaction to identify risk. Based on our experience, the following list of lessons learned helps avoid/reduce risk: • Avoid temptation to make the new system look and function like the legacy system. Embrace the opportunity to evaluate key business processes, take advantage of best business practices, and support new ideas. • Ensure strong executive sponsorship and public support before the project begins. Clear backing from the top helps the entire organization recognize the project's importance. • Approach this as a business process project that requires technology support, rather than vice versa. Staff with business process expertise should drive the project. • Assign respected and enthusiastic members of your staff to project management and core team roles. • Create consistent lines of communication for all stakeholders (from upper management to end users) and regularly communicate project progress. • Where possible, back fill job duties of implementation staff. When implementation responsibilities are added to existing job duties, the implementation team may be less successful. • Do not overlook or postpone testing until the end of the implementation. It is critical to validate setup and processes throughout the implementation. • Be aware that glitches occur throughout any large implementation, and create a plan and team to adapt as needed. Visit us at suIpeirlii iriu, oiririi Page 4-2 ,ZrSU PER ION City of Santa Clarita, CA • Communicate and celebrate project milestones. • Clearly define all project members' roles and responsibilities, and clearly outline decision-making processes. • Remember we are your partner and share your goal for implementation: to efficiently and effectively transition your organization to ONESolution. The proposed comprehensive implementation services solution is designed to meet your organization's functional and implementation requirements. The following required professional services ensure these goals are met: • Project management • Onsite consulting and training • Remote installation • Data conversion • Business process review • Integration services • Reporting and analysis tools • Ongoing maintenance and support services Superion products are backed by knowledgeable and accessible support staff who train your users to get the maximum benefit from ONESolution. The following sections describe the five phases of implementation, from contract signing through post -Go Live support. Each section includes key deliverables and task outcomes as well as the roles of the City and Superion. Phase 1: Initiation — All work establishing the project's basic infrastructure and scope occurs during Project Initiation. Together, we establish the project plan and team, confirm resources and site facilities, order and construct the technical system (hardware, software, etc.), confirm the expected use of software functionality, identify all development programming work to be done, and perform initial consulting. A charter document is created to detail how implementation is structured, including goals and expected outcomes. Visit us at s:.:Ipeirlii iriii coiririi Page 4-3 ,ZrSU PER ION City of Santa Clarita, CA • Provide Superion Project Manager with blackout dates and all information related to times when staff is unavailable. Validate all major deliverables Outcome: • ONESolution project kicked off • Scope, project planning, and tasks clearly defined Deliverables: • Kick-off Meeting • Project schedule • Hardware procurement Create project plan including detailed tasks, dependencies, and milestones Phase 2: Planning — Key requirement decisions are processed, confirmed, and reviewed at this time. Superion staff tests the technical system for basic operation at your site. Together, we recognize functional business requirements in order to dictate software configuration. We produce detailed specifications for each item included in the development scope, giving clear direction to programmers. Planning begins for developing an end-user training program, including materials and a general training schedule. Visit us at s:.:Ipeirlii iriii coiririi Page 4-4 S U P E R I O N City of Santa Clarita, CA • Advise the City on best • Confirm data conversion practices related to converting requirements data • Document interface 0Define standard interface files requirements and determine if any development is required Outcome: • Superion and the City analyze business processes and finalize system process design • Application configuration decisions completed and documented by Superion and the City • ONESolution installed in the City's environment • Data to convert agreed upon and documented Deliverables: • Written Business Process Review findings and report • Configuration requirements and decisions • Data conversion and interface decisions • Installation of ONESolution in pre -production account Phase 3: Execution — The functional team configures applications to perform as identified in the Planning Phase. Each application is tested to ensure functionality meets requirements (unit test). The technical team reinforces procedures to refresh and restore data, manage database versions, etc. The team writes programs to perform data conversions if standard conversion upload templates do not meet requirements, and they build interfaces, if required. Project management pays particular attention to organizational preparedness, a cutover plan, and the multiple detailed configuration items being finalized. The Superion and City's core teams begin creating end-user training materials and schedule initial classes, with the goal of getting all end users proficient in ONESolution Visit us at s:.:Ipeirlii iriii coiririi Page 4-5 "Ilk A ,ZrSUPER ION • Clean and scrub legacy data • Export data from legacy systems to Superion-required format • Work with Superion consultants to test individual ' applications after configuration and setup Outcome: City of Santa Clarita, CA Advise agency on data formats Train or run standard utilities if applicable Develop conversion programs, if necessary, and standard utilities are not available Lead testing of applications and prototype • Setup and configuration completed, documented, and ready for individual unit testing • Unit test done with test plans completed • Standard workflow models completed • Data converted • Priority 1 Go Live reports built Deliverables: • Completed configuration decisions document and conversion templates with data converted • System configuration and setup complete • Unit testing plans complete Phase 4: Transition — To prepare for Go Live, we perform integration testing to follow up on system configuration and unit testing. Integration testing examines functionality between applications as determined by the flow of the City's business processes. The Superion functional team prepares your staff to receive exceptional service from our Help Desk for Go Live and beyond. Visit us at s:.:Ipeirlii iriii coiririi Page 4-6 "Ilk A SUPER ION City of Santa Clarita, CA We test development programs to ensure interfaces run correctly and all necessary legacy data is converted. Training occurs with staff members identified in the end-user training plan to ensure smooth day-to-day functions in ONESolution. Your technical team supports a variety of project team requirements, such as refreshing training data, installing software on end users' PCs, and ensuring printers are functional. The Project Management team oversees multiple final tasks, including a cutover plan to ensure the Go Live date is kept on track. • Identify key processes for testing • Identify end users, training needs, trainers, and end-user training schedule • Conduct classroom training • Supply sample test plans, and assist in creating test plans • Support agency with training needs, topics, and schedule • Support the City during classroom training • Work with Superion Project Manager to identify all steps to • cutover to Go Live • Take lead on communication to City stakeholders • Conduct all City • responsibilities as outlined in cutover plan Outcome: Assist the City with the technical components of Go Live Support the City in all aspects of Go Live • Final Data migrated to ONESolution and validated • All steps to successfully conduct final Go Live documented and preserved • End-user training guides and classroom training completed so that users are ready to engage the ONESolution system Visit us at s:.:Ipeirlii iriii coiririi Page 4-7 "Ilk A ,ZrSUPER ION • City staff trained on ONESolution core applications • Test plan steps completed and outcomes documented • ONESolution is fully validated and approved for Go Live by City functional leads Deliverables: • Integration and parallel tests complete • Core team trained on ONESolution • End users trained • Final data conversions completed City of Santa Clarita, CA Go Live— Setup, configuration, training, and testing are complete, and City goes live on ONESolution. Superion staff are onsite to help City staff maximize implementation. All steps taken to successfully conduct Go Live are documented and preserved in a Go Live Declaration Letter. Phase 5: Closure— After Go Live, functional consultants continue to support your team through specific first-time uses of the software, such as your first check run and close. Our technical team monitors your system's performance during its first month of production, paying particular attention to database performance. The development team is available for assistance as your interfaces, forms, and reports are used in production. Project management focuses on the Issues Log to tackle any unexpected production issues, although these are minimized by the previous thorough integration testing. Perhaps most importantly, the City begins to use Superion Help Desk services, which act as a guide for any additional support you need. • Use the new system as designed and identify areas where Superion assistance is necessary • Support the City based on the system designed during the project. • Support the City after achieving Go Live to assist with training, issue resolution, and refining system setup as necessary. This includes all major areas: Reports, Workflow, Development, Interfaces, etc. Visit us at s:.:Ipeirlii iriii coiririi Page 4-8 "Ilk A ,ZrSUPER ION Outcome: • ONESolution operating in full production and supported by City staff Deliverable: • Effectively run ONESolution based on requirements and system design IIII IIII D IIII IIID° SIIID lii -e City of Santa Clarita, CA Several strategies facilitate successful projects. Superion uses a pragmatic and client -friendly project management style developed from years of experience managing small and large local government software projects. We set clear, concise deliverables for every step of the process and adapt our project management reporting procedures to the City's needs. Superion Project Managers are trained and certified in Project Management Body of Knowledge (PMBOK) practices. Our professional experience combined with local government and ONESolution application expertise make us uniquely qualified to efficiently and effectively meet your needs. Initial project management activities include the development of a detailed project schedule. This schedule indicates the activities, tasks, deliverables, and milestones required for the project team to accomplish their assigned work. The schedule is Microsoft Project or Excel -based and is maintained and updated throughout the lifecycle of the project. Your designated Project Manager provides you with detailed status reports as well as an ongoing implementation issues list. Status reports show progress against key implementation milestones and identify risk relative to completing future deliverables. Risk management planning is vital to a successful implementation. Our risk management plan incorporates early identification of potential project risks, their likelihood, and their potential severity. We assign an owner and create a plan that includes a strategy for risk elimination, mitigation, and contingency for each significant risk. Another critical component of success is communication. Superion assists the City with creating a communication plan that identifies internal and external stakeholders. It details messages they need to receive, how often messages should be sent, and in what medium. After the plan is established, a calendar is used to create specific communications tasks for the Project Manager. An Issues Log is the central repository for all issues to be entered, tracked, and managed to resolution. Additionally, the log contains a tab to document key project decisions. The Issues Log is a Microsoft Excel spreadsheet accessible by all project stakeholders. The log is an effective tool to foster a collaborative environment. Your Superion Project Manager conducts weekly meetings throughout the implementation. Members of the implementation team, including both Project Managers, functional leads, and other staff, as needed, typically participate in the meetings. The agenda is driven by the Issues Log. Our use of Microsoft Project Server provides the City and Superion team with access to all project documents. Implementation of any ERP requires change throughout the organization. Change may impact systems, work processes, and personnel at all levels. Superion has experience managing large software implementations and has a proven change management methodology. The vision, leadership, and buy -in of key City stakeholders and staff are vital to manage change during a software implementation. Visit us at s:.:Ipeirlii iriii coiririi Page 4-9 ,ZrSU PER ION City of Santa Clarita, CA • Vision — City leadership must create a vision for the new system and share it with the entire organization. • Communication — Plan details for who, what, when, and how to communicate project information. • Involvement — Executive and stakeholder participation during the process reduces resistance and creates excitement for the vision. • Leadership — Direction and guidance at all levels of the City help staff embrace and engage change. Superion helps you create a training and communication plan early on. Throughout implementation, Superion Project Managers and consultants provide support and coaching for affected individuals. Our proven methodology of building support, addressing resistance, and developing required knowledge lets you successfully implement change. We are committed to ensuring all of our products work reliably and are fully implemented and backed by knowledgeable and available support staff. Our customers receive extensive training to get maximum benefits from ONESolution. a. Project Plan: Sample Project Plan: including Phases, Tasks and Timeline 'Reslllpcwiins "' An undertaking of this magnitude requires product -specific expertise and resources to deliver a total system. Superion partners with you to determine the best possible phasing approach. The following sample timeline shows the steps associated with implementing the proposed ONESolution applications. Upon further discovery and definition of the project scope, typically during the contract phase of the evaluation process, a project plan with real dates is proposed. All dates are for illustrative purposes only. No dates have been reserved for conversions or training. Once a contract is signed, a detailed plan is developed, including confirmed dates, resources, and tasks which may vary from this plan. Visit us at s:.:Ipeirlii iriii coiririi Page 4-10 Sample ERP Project Plan ID Task Name Duration 1 Sample ERP Project 407 days 2 ONESolution Finance Project Phase 1 310 days 3 Project Initiation 56 days 4 Initial Project Tasks 16 days 5 Contract Signed 1 day 6 Project Charter 1 day 7 Identify Project Team 1 day 8 Review Statement of Work 1 day 9 Kick-Off Meeting 1 day 10 Meetings 14 days 11 Arrange Regular Project Management Meetings 14 days 12 Arrange Regular Steering Committee Meetings 14 days 13 Project Work Plan 15 days 14 Create Finance Project Work Plan 4 days 15 Review Finance Project Work Plan 10 days 16 Sign Off Finance Project Work Plan 1 day 17 Create Issues Tracking Log 2 days 18 Create Budget Tracker 2 days 19 Create Communication Plan 5 days 20 Create Risk Analysis 5 days 21 Create Change Management Plan 5 days 22 Provide Security Administration Guide 1 day 23 Provide Data Dictionary 1 day 24 Provide Release Notes 1 day 25 Provide Test Plans 1 day 26 Provide Status Report Template 1 day 27...... Mllestoine Piro,ject Docuirneintatioin Coirq,3llete 1 day 28 Business Process Review 54 days 29 Complete Configuration Surveys 10 days 30 BPR Meetings - Finance 20 days 31 BPR Write Up - Finance 10 days 32 BPR Report Provided - Finance 1 day 33 Post BPR Discovery Review - Finance 1 day 34 Deliver Final BPR - Finance 1 day 35 Review BPR 10 days 36 Sign Off Finance BPR 1 day 37...... Mullestoine BPR Tasks Rhase 1 1 day 38 Installation and Design 85 days 39 Installation 49 days 40 Install Discovery Call 1 day 41 Complete Install Questionnaire 5 days All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. Sample ERP Project Plan ID Task Name Duration 42 Technical .SOW 4 days 43 ONESolution Install 5 days 44 Cognos Install 1 day 45 Installation Test Doc & Post Action Report 5 days 46 System Hand -Off 1 day 47 Cust Review Install 5 days 48 Cust Sign Off Install 1 day 49 System Admin Training 2 days 50 Install Training & Instructions 2 days 51 Training on Admin Console Install 1 day 52 Training on Standard End User Install 1 day 53 Printer Installation Training & Instructions 1 day 54 Job Queue Training & Instructions 1 day 55 Millestoine Illinstallll Rhase 1 Coirmmlp, leted 1 day 56 Overviews, Configuration Decisions, and Development Scope 69 days 57 GL & Finance (PO, AP, AR, FA, CM, GM) Training & Overviews 37 days 58 General Ledger 01 - Overview & Needs Analysis 4 days 59 General Ledger 02 - GL Structure & Design 4 days 60 Core Finance 03 - CF Analysis & Overview 4 days 61 Configuration Decisions 46 days 62 Document GL/JL Configuration Decisions 20 days 63 Document Core Finance Configuration Decisions 20 days 64 Review Configuration Documents and Decisions 10 days 65 Sign off on Configuriation Documentation 1 day 66 "III iIIIestourme" t" �"oinfiguiratioin Decisim; ins Pltiase 1 Coirrqp14te 1 day 67 Tools Training & Overviews 3 days 69 Workflow Scope 15 days 70 Identify All Workflow (add all Models to be developed) 5 days 71 Develop Specifications 10 days 72 Reporting Scope 15 days 73 Identify All Reporting (add all Reports) 5 days 74 Develop Finance Reporting Plan 10 days 75 Develop Specifications 10 days 76 Conversions Scope 11 days 77 Identify All Data to be Converted 5 days 78 Discovery Call (if applicable) 1 day 79 Develop Specifications 5 days 80 Interface Scope 11 days 81 Identify/Confirm Interfaces (add all interfaces) 5 days 82 Discovery Call (if applicable) 1 day 83 Develop Specifications 5 days All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. Sample ERP Project Plan ID Task Name Duration 84 Forms Scope 11 days 85 Identify/Confirm All Forms (add all forms) 5 days 86 Discovery Call with Developer 1 day 87 Develop Specifications 5 days 88 Security Scope 5 days 89 Review Security/Determine Roles 5 days 90 . Mullestoine Oveirviews, Coinlliigu iratioin and Dev61ol1,3irneint Scoll,)e Coirmmlp, tete 1 day 91 Build Deliverables 127 days 92 Application Configuration and Testing 34 days 93 Administration, Documentation & Guides 2 days 95 Module Configuration & Test (GL, JL, Budget, PO, AP, AR, FA etc) 34 days 96 Core Finance Modules 04 - Configuraiton/Set up 4 days 97 General Ledger 05 - General Ledger Structure Setup 4 days 98 Configure/Test Component Units 29 days 99 Configure GL Subjects 20 days 106 Test GL Configuration 15 days 113 Configure Core Subjects 10 days 123 Test Core Configuration 5 days 133 Mullestoine Coinlliigu iratioin and Modules Tests Coirq,Aete 1 day 134 Data Conversion 120 days 135 Data Clean Up 30 days 136 Data Mapping from Legacy to ONESolution 30 days 137 Data Extraction 30 days 138 Data Load into ONESolution 30 days 139 Reconcile & Verify Data 30 days 140 Mullestoine Illinutuall Data Coinveirted 1 day 141 Interfaces 72 days 142 Interface Development (add all interfaces) 40 days 143 Interface Deployment 2 days 144 Reconcile & Verify Interface 30 days 145 Millestoine Illinutuall Illinteirfaces DelHveired 1 day 146 Cognos Report Creation 95 days 147 Report Development 90 days 148 Report Deployment 5 days 149 Mullestoine Illinutuall Coginos Rell,3oirts DelHveired 1 day 150 Workflow 62 days 151 Workflow Development (add all Models) 60 days 152 Workflow Deployment 2 days 153 Millestoine Illinutuall Woirkflow Mod'ells DelHveired 1 day 154 Forms 31 days 155 Forms Development (add all forms) 30 days All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. Sample ERP Project Plan ID Task Name Duration 156 Forms Deployment 1 day 157 Mullestoine Foirimms Illinitiall Dell,Aoyirmmeint 1 day 158 Security 30 days 159 Build Security 30 days 160 Mullestoine Illinitiall Secu irity Mod'ells Dev61ol1,3ed 1 day 161 Testing & End User Training 151 days 162 Core Project Team Training (Super Users) 80 days 163 Module/Application Training 46 days 164 General Ledger 06 - GL Training -JE and Recurring Calculations 4 days 165 Budgetinig 08 - GL Training - Budget Modelling BID 4 days 166 Core Finance 07 - CF Training - Purchase Req to AP Check 4 days 167 Core Finance 10 - CF Training - AR CR 4 days 168 Core Finance 11 - CF Training FA BK 4 days 169 Core Finance 12 - CF Training -Financials Advanced 4 days 170 Tools Training & Overviews 28 days 173 Reporting Training & Overviews 5 days 174 Cognos Training & Overviews 5 days 177 Mullestoine Tiraiiniing, Oveirviews & Decisioins Coirmmll,Aete 1 day 178 Integration Testing 103 days 179 Testing Preparation 35 days 180 Create Test Strategy 5 days 181 Create Test Scripts 30 days 182 Test Integration Configuration 16 days 186 Test Interfaces Configuration 71 days 192 Test Cognos Reports 69 days 193 Test Cognos Reports 30 days 194 Update Reports (if necessary) 5 days 195 Re -Test Reports 5 days 196 Sign Off Cognos Reports 1 day 197 Mullestoine Coginos Rell,3oirt Dev61ol1,3irmmeint Coirmmll,Aeted 1 day 198 Test Workflow Models 42 days 199 Test Workflow Models (list all Models) 30 days 200 Update Models (if necessary) 5 days 201 Re -Test Models 5 days 202 Sign Off Workflow Models 1 day 203 ** Milestone ** 1, oirkflow Complete 1 day 204 Test Forms 41 days 205 Test Forms (list all forms) 30 days 206 Update Forms (if Necessary) 5 days 207 Re -Test Forms 5 days 208 Sign Off Forms 1 day All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. Sample ERP Project Plan ID Task Name Duration 209 Mollestoine Illintegiratioin Testfing Rhase 1 1 day 210 Test End to End 98 days 211 Refresh Test Environment 1 day 212 Test All Users Security 14 days 213 Test GL End to End 14 days 219 Test Core Activities End to End 14 days 228 Test All Interfaces (Add All Interfaces) 21 days 229 Test All Cognos Reports 14 days 230 Test All Workflow Models (Add all Models) 14 days 231 Test All Forms (Add all Forms) 14 days 232 Load Test / Stress Test 5 days 234 Review End to End Testing 11 days 235 Review End to End (User Verification) Testing 10 days 236 Sign Off End to End (User Verification) Testing 1 day 237 Mullestoine Eindto Eind (Useir Veirilliicatioin) Testfing PII°mase 1 1 day 238 End User Training 98 days 239 End User Training Preparation 86 days 240 Create End User Training Plan 20 days 241 Customer Review End User Trainng Plan 10 days 242 Customer Sign Off End User Training Plan 1 day 243 Mullestoine Eind Useir Tirafinfing Pllain PII°mase 1 1 day 244 Create End User Training Materials & Guides 65 days 245 Prepare Trainers for End User Training 10 days 246 Communicate End User Training 1 day 247 End User Training 70 days 248 Refresh Test Environment 2 days 249 Train End Users on General Ledger 70 days 250 Train on GL End to End 10 days 251 Train on JL End to End 10 days 252 Train on Recurring JEs End to End 10 days 253 Train on Budget End to End 10 days 254 Train on Grants End to End 10 days 255 Train on Additional Modules (if applicable) 10 days 256 Train End Users on Core Finance 5 days 257 Train End Users on Person Entity 5 days 258 Train End Users on Purchasing 5 days 259 Train End Users on Accounts Payable 5 days 260 Train End Users on Accounts Receivable 5 days 261 Train End Users on Cash Receipts 5 days 262 Train End Users on Bank Reconciliation 5 days 263 Train End Users on Fixed Assets 5 days All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. Sample ERP Project Plan ID Task Name Duration 264 Train End Users on Contract Management 5 days 265 Train End Users on using Interfaces 5 days 266 Train End Users on Running Cognos Reports 5 days 267 Train End Users on Using Documents Online 5 days 268 Train End Users on using Forms 5 days 269 Mullestoine Eind Useir Tirafiniing Coirnml,3llete 1 day 270 Go Live 91 days 271 Go Live Readiness 49 days 272 Go Live Readiness List 10 days 273 Create Go Live Cut Over Plan 20 days 274 Customer Review Go Live Cut Over Plan 2 days 275 Customer Sign Off Go Live Cut Over Plan 1 day 276 Mullestoine Go Live Curt Oveir Pllain Vhase 1 1 day 277 Create Contingency Plan 20 days 278 Go Live No -Go Live Decision 1 day 279 Communicate Go Live Plan to End Users 1 day 280 Go Live 31 days 281 Final Data Conversion 2 days 282 Validate Data Conversion 1 day 283 Allow End Users into PROD ONESolution 1 day 284 Go Live Support - General Ledger 20 days 285 Go Live Support - Core Finance 20 days 286 Go Live Support - Worflow 20 days 287 Go Live Support - Cognos Reports 20 days 288 Go -Live Validation 27 days 289 Create a Purchase Requisition 1 day 290 Approve Purchase Requisition through Workflow & Create PO 1 day 291 Process PO 1 day 292 Match Vendor Invoice to PO 15 days 293 Process Vendor Invoice 1 day 294 Select Invoice for Payment in Payment Run 1 day 295 Process Invoice Payment and cut Check 2 days 296 Sign Off Go Live Validation of Live Payment Task & Month End 0 days 297 Mllestoine Go -Live Coirnml,3llete 1 day 298 Phase 1 Post -Go Live 22 days 299 Review Post -Go Live Issues 20 days 300 Post -Go Live Support - General Ledger 20 days 301 Post -Go Live Support - Core Finance 20 days 302 Post -Go Live Support - Workflow 20 days 303 Post -Go Live Support - Cognos Reports 20 days 304 Project Close Out / Handover to Support 1 day All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. Sample ERP Project Plan ID Task Name Duration 305 Mllestoine F naincialls Puroject Clloseci 1 day 306 ONESolution HRPY Project Phase 2 346 days 307 Project Initiation - HRPY 56 days 308 Initial Project Tasks - HRPY 56 days 309 Identify HRPY Project Team 1 day 310 HRPY Kick-Off Meeting 1 day 311 Meetings 1 day 314 Project Work Plan 41 days 318 Business Process Review 54 days 327 Mullestoine BPR Tasks Vhase 1 day 328 Installation & Design 93 days 329 Overviews, Configuration Decisions, and Development Scope 92 days 330 HR/PY Training, Overviews, and set up 32 days 334 Configuration Decisions 42 days 339 Data Conversion Scope - HRPY 51 days 343 Interfaces Scope - HRPY 26 days 347 Cognos Report Scope - HRPY 60 days 351 Workflow - HRPY 40 days 354 Forms - HRPY 46 days 358 Security Scope 10 days 360 Mullestoine Oveirviem s, Coinfiguiratioin and Dev61ol1,3irmmeint Scoll,3e Coirmmll,3llete 1 day 361 Build Deliverables 152 days 362 Module Configuration & Testing (HR/PY) 35 days 374 Mullestoine Coinfiguiratioin and Modules Tests Coirmmll,3llete 1 day 375 Data Conversion Programs & Templates 100 days 376 Data Clean Up 20 days 377 Data Mapping from Legacy to ONESolution 20 days 378 Data Extraction 20 days 379 Data Load into ONESolution 10 days 380 Reconcile & Verify Data 30 days 381 Adjust mapping and re-load 20 days 382 Mullestoine Illinitiall Data Coinveirted 1 day 383 Interface Deployment - HRPY 63 days 389 Millestoine Illinitiall Illinteirfaces Delliveired 1 day 390 Cognos Report Creation - HRPY 42 days 395 Mullestoine Illinitiall Coginos Rell,3oirts Delliveired 1 day 396 Workflow Creation - HRPY 37 days 401 Millestoine IIHIIRPY Woirkfilow Coirmmll,3lleted 1 day 402 Forms - HRPY 37 days 407 Mullestoine Foirimms Dell,3lloyirmmeint 30 days 408 Security 30 days All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. Sample ERP Project Plan ID Task Name Duration 410 Mllestoine Illinitiall Secu irity Modells Df evelloll,3ed 1 day 411 Testing & Training - HRPY 181 days 412 Testing Preparation - HRPY 35 days 415 HRPY & Training (Core Team/Super Users) 80 days 424 Integration and Parallel Test - End to End Test - HRPY 52 days 428 Test Interfaces Configuration 47 days 434 Test Cognos Reports 47 days 440 Test Workflow Models 47 days 446 Test Forms 41 days 451 Complete Parallel Testing 99 days 456 End User Training - HRPY 132 days 457 End User HRPY Training Preparation 112 days 464 HRPY End User Training 91 days 465 Refresh Test Environment 1 day 466 Train End Users on HRPY Tasks 20 days 467 Mullestoine bind UseirTiraiiniing coirq,3llete 1 day 468 Go Live - HRPY 143 days 469 Go Live Readiness 50 days 470 Go Live Readiness List 10 days 471 Create Go Live Cut Over Plan 20 days 472 Customer Review Go Live Cut Over Plan 2 days 473 Customer Sign Off Go Live Cut Over Plan 1 day 474 Mullestoine Go Live Cut Oveir Pllain Coirq,3lleted 1 day 475 Create Contingency Plan 20 days 476 Go Live No -Go Live Decision 1 day 477 Communicate Go Live Plan to End Users 1 day 478 Go Live HR/PY 24 days 479 Shut Off Legacy Payroll 1 day 480 Final Data Conversion 1 day 481 Validate Data Conversion 2 days 482 Allow End Users into HRPY Live ONESolution 1 day 483 Go Live Support - HR/PY 20 days 484 Go Live Support - Tools 20 days 485 Go Live Support - Cognos Reports 20 days 486 Go Live Validation 12 days 487 Operate Time Entry 4 days 488 Run Payroll Calculation and Validation of Amounts 4 days 489 Issue Payroll Check & EFT 4 days 490 Sign off Post Validation of Live Payment & Month End Phase 2 Completed 1 day 491 Mllestoine Go -Live Coirq,3llete 1 day 492 Phase 2 Post -Go Live 22 days All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. Sample ERP Project Plan ID Task Name Duration 493 Review Post -Go Live Issues 20 days 494 Post -Go Live Support - Workflow 20 days 495 Post -Go Live Support - Cognos Reports 20 days 496 HRPY Consulting - Post -Go Live Support 20 days 497 Pltiase R Puu°o„ ect OIm; se Out III-laindover to Suppm; in 1 day 498 llVlullestoine IIHIIR PY Piro,ject Cllosed 1 day All dates used are for illustrative purposes only. No dates have been reserved for conversions or training. When contract is signed, a Project Manager develops a detailed plan with confirmed dates, resources, and tasks that may vary from this plan. ,ZrSU PER ION City of Santa Clarita, CA b. Recommendation for phased approach or go -live of all modules at one time ' °sllpcwiins "' Our phased implementation approach maximizes the benefits of the proposed product suites. Our Finance and Human Resources/Payroll can be implemented concurrently. Typically, we begin with the Finance system three to six months before initiating Human Resources/Payroll. This method enables Human Resources/Payroll to Go Live three to six months after Finance. A complete Finance and Human Resources/Payroll implementation is typically 15 to 18 months. All implementations begin with project planning, business process reviews, discovery, setup, and conversion of initial configuration and pilot departments. We complete the configuration and data conversion from the legacy system within five to seven months and fully test the system. Superion runs a proof of concept with a small subset of employee data to demonstrate the solution's functions. This includes verifying payroll data on the subset. Once verified, our staff conducts full data conversion. As a current valued Superion customer, you are afforded the added benefit of the ease, quickness, and convenience that comes from upgrading and converting data from one Superion solution to the next. Our technicians have familiarity and tenure with your legacy SunGard FinPlus solution. Superion consultants train staff and assist in running full, parallel payrolls to verify system accuracy. Once Go Live is achieved, Superion staff remains onsite for at least your first two payroll runs. Training occurs throughout the project, with the most important training taking place prior to City staff testing the software. After Go Live, in addition to providing ongoing support and refresher training, we prepare you for fiscal and calendar year-end activities. Launching the proposed enterprise solution takes approximately 18 months including mock, Go Live, and post -Go Live services. We understand the timing of deployment is critical. Our team helps you consider factors such as the amount of data to be converted, interface requirements, and the City's other commitments. The inherent flexibility of the proposed solution allows you to decide what time frame is best. We work with you to determine the most logical deployment strategy. c. City Resources: Role, Responsibilities, Average Estimated Time per Month '�esllpcwiins "' The chart below illustrates the roles and project governance expected of the City. Certain roles such as functional leads may be staffed by multiple people from your agency depending on your structure. The only difference between City -hosted and vendor -hosted solutions related to project resources is the elimination of the technical systems lead, which would be our responsibility in a vendor -hosted solution. The estimated level of effort information is over the life of the project. Visit us at s:.:Ipeirlii iriii coiririi Page 4-12 ,ZrSU PER ION City of Santa Clarita, CA • Partner with Superion Project Manager to manage City tasks and resources • Ensure staff responsibilities are satisfactorily met • Attend weekly status meetings • Provide database administration • Report and Workflow development and maintenance One staff member, 50% of time One staff member, 25% of time d. Vendor Resources: Role, Responsibilities, Average Estimated Time per Month, Resumes '�eslllpcwiins "' The primary goal of Superion is to provide the City with a successful implementation. Accomplishing this goal requires an experienced team of professionals and a definitive plan. We do not employ outside implementation firms or low-cost support centers. This allows us to bring in-depth product knowledge, people skills, and project experience to every implementation. The following table illustrates the estimated Superion staff and responsibilities for a project the size of the solution proposed to City. The estimated level of effort is over the life of the project. Visit us at s:.:Ipeirlii iriii coiririi Page 4-13 ,ZrSU PER ION City of Santa Clarita, CA • Conduct hardware readiness conference calls to help ensure all hardware meets the required specifications • Remotely Install ONESolution applications remotely on the City's servers via secured connection • Test the connectivity of the hardware and software • Assist the City's with the configuration of application security, including passwords and user groups • Develop workflows • Write ad hoc reports • Train the City's staff on the development of workflows and report writing • Provide additional support as needed One staff member, 5% of time One staff member, 35% of time Visit us at suIpeirlii iriu, oiririi Page 4-14 ,ZrSU PER ION City of Santa Clarita, CA e. Process Improvement: Approach to process improvement through implementation. The City's preference is to modify processes to leverage best practices offered by the software ' "sllpcwiins " Our proposal includes a Business Process Review by experienced Superion consultants. The review particularly focuses on areas that present challenges or need improvement. Superion consultants visit the City and meet with subject area owners across departments to understand your current business processes. Examples include how the City's chart of accounts is set up, how you process purchase orders, or how the City handles new hires. We then discuss system options, including methods used at other public sector organizations. Based on industry best practices, Superion recommends redesign of policies, processes, and software to improve City efficiency. We document and deploy the decisions during configuration and training. For example, the General Ledger agenda explores the existing chart of accounts, ONESolution structural concepts, and the new chart of accounts setup. The Superion consultant works with appropriate staff to: • Explore organization key options • Define organization key parts • Explore object code options • Define object groups • Define object code f. Change Management: Methodology and tools used '�esllpcwiins " The change management process is connected to everything that occurs throughout the implementation. Implementation of any new system requires change that impacts systems, work processes, and people at all levels. Superion has experience managing large software implementations and has a proven change management methodology. One of the most important factors in managing changes during a software implementation is the vision and leadership of key stakeholders and staff. Receiving buy -in and approval internally is a key to successful change. Our role in managing your organization's change focuses on ensuring key stakeholders have a voice, are included in the implementation process, and are kept informed of progress. Overall, change management goals should strive to: • Support new ideas from the implementation team and avoid the temptation to make the new system look and function like the legacy system. This is an opportunity to evaluate key business processes and take advantage of best practices. • Create consistent lines of communication for all stakeholders, from upper management to end users, and communicate business process changes in regularly timed intervals. • Create confidence in your users so they adopt the new processes. Superion can help the City define a plan that works best to facilitate critical communication throughout the project timeline. g. Data Conversion: Methodology used and success migrating other customers from Superion FinPlus product '�esllpcwiins " Superion has significant knowledge and experience assisting clients with migrating data from PLUS to the proposed Finance and HR/Payroll solution. The City works closely with our consulting staff to outline and define legacy data requirements. In many cases, we empower the City Visit us at s:.:Ipeirlii iriii coiririi Page 4-15 ,ZrSU PER ION City of Santa Clarita, CA and the project team to manage data conversion efforts via mapping and uploading data into standard utilities. For more complex conversion tasks, a team of developers converts the data using scripts and a variety of tools to support the process. Customers considering ERP conversions are encouraged to review and have data in good order to prepare for a conversion. Superion simplified the conversion process by writing utilities to allow our customers to convert many types of data including financial transactions, account balances, summary data, history, vendors, and employee demographics. The methodology is cost effective and gives our customers the historical data needed to run their community. Superion provides data conversion templates, and our consultants work with your team to map the legacy data to the ONESolution tables and fields. Superion provides utilities to upload the data into ONESolution, which is then verified by the City and Superion consultants. These steps are followed as part of our data conversion process: • Based on the utilities provided and consultations with Superion, the City decides what data and how much data to convert. In some cases, it is more effective to manually enter certain data as a training exercise. • Superion consultants work with the City to take a small subset of data and map it to conform to our supplied templates. • Once the subset of data is mapped, the utility is run and data is uploaded to ONESolution. This subset of data is confirmed and validated by the City If necessary, the templates are adjusted and the utilities re -run until the data in ONESolution is correct. • After the subset of data is verified, the entire data set is downloaded from the legacy system, run through the utility, uploaded into ONESolution, and validated. • Key benefits of this approach are: • Legacy data gets into the system faster and earlier in the project, allowing training and report development to take place with the City's data. • You have more control over the process. These templates and utilities can be used to convert additional historical data by the City after Go Live. Superion consultants assist you in determining which years of historical data to convert. Having up to five years of data allows the City to pull information from one system rather than referencing the legacy system or archived data. When Superion is engaged to convert data using Superion standard file upload utilities, the process flows as outlined in this chart: Visit us at suIpeirlii iriu, oiririi Page 4-16 ,ZrSU PER ION City of Santa Clarita, CA Lead mapping for upload template Assist in mapping Support the City in running utility programs h. Testing: Methodology, Scripts, etc. Provide input and answer questions if necessary Provide data from legacy syste in Superion required formats Test and validate data '�eslllpcwiins "' Superion assists and guides you through all aspects of testing. Our methodology incorporates the following types of testing during all phases of the project: System Testing: Superion does post -install testing on the application. Our technical team makes sure basic functionality is working prior to allowing our consultants onto the system. Superion application experts test each module prior to starting any consulting or training. Unit Testing: Unit testing is done once configuration and setup are completed for each module based on City requirements. Superion leads unit testing and the results are captured in the requirements traceability matrix. Integration Testing: Once all modules are configured and unit -tested to make sure they meet functional requirements, Superion assists the City with integration testing. This incorporates Workflow, Documents Online, and key reports into the application to confirm modules are integrated and working as designed. Real-life integration examples include receiving payments, applying transactions to the general ledger, and creating checks from end-to-end to verify that the entire system works together as expected. Visit us at s:.:Ipeirlii iriii coiririi Page 4-17 ,ZrSU PER ION City of Santa Clarita, CA Parallel Testing: Parallel testing is a critical component of a successful installation. Superion assists in comparing pre-determined payroll results in ONESolution with the City's legacy software. Superion starts with a smaller subset of employees, such as one department, and tests those employees through a pay period until the results match. Once the results between ONESolution and the City's legacy software match, we move to a larger set of employees until full City payroll parallels are achieved. Superion recommends running three full parallel payrolls through ONESolution prior to Go Live. Together we create a testing plan including all critical scenarios that need to be run through testing processes. While there is effort for City staff to define the scenarios, the advantage is seeing and understanding the results prior to using the system in a live environment. Our experience has shown that having City staff run the tests with Superion support allows your team to practice and use the system in a mock live environment. This reinforces the training Superion conducts with core users. User Verification Testing (UVT): UVT is done just prior to Go Live by the City to ensure the system meets all the functional requirements and is ready for Go Live. i. Training: Methodology, vendor resource, documentation, etc. The City is interested in on-site training with a blend of vendor and internal resources 'Reslllpcwiins " During the planning stage, a training plan is completed with the City. Our standard approach is a train -the -trainer model. Superion offers train -the -trainer, end-user training, and system administrator training, but recommends the train -the -trainer approach because of the City's size. You select staff who embrace process improvement and understand day-to-day functions; Superion trainer -consultants provide the knowledge and resources to equip these users with the tools they need to train other staff in the organization. This is a proven, practical approach for larger organizations with multiple geographic locations. Another option, particularly effective for smaller organizations, is to have Superion train all end users. When providing training onsite, we require that the City set up a workstation or laptop for every student in a room or facility designed for a quality training experience. Methods of instruction are determined by the Superion trainer -consultant and depend on topic, class size, stated objectives, and time elements outlined in the provided agendas. We encourage you to leverage Superion personnel field experience. Our team members have real- world experience ranging from information technology and training to many facets of public administration. With diverse IT, in-depth business backgrounds, we understand technology and how it applies to your environment. Onsite knowledge transfer sessions are primarily hands-on and involve students using learned skills to perform data entry, conduct transactions, and generate reports in the various systems and modules. Functional training is predicated on the assumption that each student understands basic computer use. The City is responsible for providing any instruction necessary for personnel lacking such knowledge. Instructors choose from several recognized methods of instruction to accomplish the stated goals of the class: • Demonstration/action • Lectures • Group process — discussion, action, role playing, problem solving • Web sessions and check -ins Visit us at s:.:Ipeirlii iriii coiririi Page 4-18 ,ZrSU PER ION City of Santa Clarita, CA • Learning aids • Question/answer Methods of instruction are determined by the trainer -consultants and depend on topic, class size, stated objectives, and time elements outlined in provided agendas. Our trainer -consultants make every effort to accommodate phone calls, breaks, length of day, ongoing daily responsibilities, and other learners' needs. Experience indicates that best results are achieved through close relationships between the City and Superion teams. Our trainer -consultants work beside your teams to understand the processes and tasks necessary for a successful conversion experience. The City's project personnel are expected to complete homework and stay engaged in the training process between scheduled visits and activities. Training is timed to supply the necessary skills to accomplish an upcoming task and to minimize information overload. Some information may be presented well after Go Live has occurred to allow the system to contain a significant amount of the City's data. Beyond traditional training services, you can contract for additional training support such as auditing the first round of internal training. If needed, refresher courses can be provided at any point as contracted. Support during conversion is also a common requirement and consists of trainer - consultants providing as -needed support to end users during the final cutover. In the interest of leaving no customer behind, additional education services are available via web conferencing, recorded sessions, and onsite in Lake Mary. Information regarding advanced classes is distributed regularly. Users can request additional training through their sales or account managers. Training for additional or advanced features, such as template editor and upload/download utility, is available at an additional cost. Slight nuances in delivery and materials occur through the training of various applications, as each has unique functionality. Each application includes the gathering and review of configuration information. The trainer -consultant gains a basic understanding of your current business processes that is enhanced with the Business Process Review. This gives you an opportunity to consider changing processes to take advantage of ONESolution functionality. The trainer -consultant configures applications based on your information and demonstration of current processes. ONESolution comes with some applications pre -configured. The trainer -consultant modifies the base configuration based on your unique needs. Once the system is configured, Superion reviews the configuration with the project team. After approval, training begins on the base processes. The City is introduced to maintaining and modifying configurations. ()nsito fnstructur—Le f Counce, A trainer -consultant travels to your site and provides hands-on training in a classroom environment. They walk your team members through the software functionality and process as identified in the agenda for the specific session. Prior to instructor -led sessions, there are prerequisite online sessions your team members are asked to review. This sets the stage for a more effective use of a trainer -consultant's time while onsite. For example, City staff may be asked to review ONESolution navigation prior to the first onsite learning session. Visit us at suIpeirlii iriu, oiririi Page 4-19 "Ilk A SUPER ION Continuing Education City of Santa Clarita, CA Continuing education allows you to establish new knowledge, build on existing knowledge, refresh your understanding of processes and system functions, and learn about various aspects of your software solutions. A combination of training methods maximizes learning and minimizes the financial impact. Superion delivers training opportunities onsite, at regional locations, during user groups, or via the web. Our array of online educational opportunities addresses the learning needs of more individuals in your organization and helps you transition from the implementation phase to the daily and evolving use of the software applications. We want a learning partnership that goes beyond education about our products and services. This partnership allows us to work together to address individual and organizational development needs. Superion lfn veniitg We launched Superion University in the summer of 2018 to assist our customers with the onboarding of new employees as well as provide on -demand assistance, support, and an option for a total training management solution. Our education team has produced an eLearning Plan for Superion University that provides many hours of on -demand computer-based eLearning courses for users of our product lines. The courses contain how-to videos, interactives, knowledge -check questions, and tracks of courses that include assessments. This library will continue to grow and be updated with future releases and product updates. Our plans include providing access to our Hands -on -Lab virtual instructor -led product courses, a package of workforce skills on -demand courses, and an Enterprise Learning Plan that offers a total training management solution option for our customers to manage and create their own learning experience for their employees supported by Superion. ... g an Enterprise ����v v�vv�����. When implementation is complete, and you Go Live with your new software, you will still have ongoing needs to create a stronger workforce and to maximize efficiencies. You will need to train new employees or employees who move into new positions to use the software. You will also need regulatory compliance and risk avoidance training. It can be difficult to provide training that accommodates busy schedules, is accessible from multiple devices, and tracks your employees' progress. The City can overcome these challenges with the Enterprise Learning Plan (ELP) from Superion University. By using the same platform as your Superion product eLearning courses, you gain an agile and streamlined solution that expands your training library across multiple subject areas. In a single, customized, and branded training site, Superion ELP enables agencies to create a full training and eLearning experience for employees. Packed with more than 250 courses on subjects ranging from workforce compliance to OSHA, office productivity to health and wellness, and more, ELP simplifies the enormous task of managing education requirements for dozens, hundreds, even thousands of employees. Visit us at suIpeirlii iris coiriu ii Page 4-20 "Ilk A ,ZrSUPER ION How does it work? City of Santa Clarita, CA ELP members upgrade skills with convenient, unlimited access to the training website. The comprehensive knowledge base allows users to: • View a full catalog of virtual, instructor -led courses • Create assignments and monitor progress • Assign content to employees • Create and load City -specific courses or content • Create live training events for employees • Review analytics of course completions and incompletions • Create checkpoints for employees to submit confirmation of learning With Superion University, you have the flexibility of a learning plan that best supports the unique needs of your organization. Ranging from eLearning for your Superion solutions to total training - management solutions, Superion learning plans provide users with unlimited access to a wealth of knowledge and skills during your subscription period. Superion University plans include: Unlimited access to participate in remote, live education for advanced training Access to eLearning where basic training is conducted Multiple monthly trainings that are live, instructor -led, and held in a virtual environment, allowing for real-time support Ability to request specific classes and have them scheduled, if sufficiently requested from other customers Visit us at suIpeirlii iriu, oiririi Page 4-21 ,ZrSU PER ION City of Santa Clarita, CA Your own branded and managed site with the ability to create a full training and education experience for your employees. As an ELP member, you can: • Participate in product eLearning courses to which you have access • Sign up for virtual, instructor -led courses to which you have access or to which you can purchase • Create assessments and monitor progress for courses • Assign content to employees • Load your own courses or content • Create your own courses • Create live -training events for employees • Review analytics for course completions and incompletions • Create checkpoints for your employees to submit evidence of their learning Includes Workforce Skills Plan with preloaded content for your site j. Report Development '�eslllpcwiins "' During the needs analysis and operational redesign session, Superion will work with the City to review their current reporting requirements to identify the must -have reports that need to be present in the new system at the time of Go Live. This list of reports is then compared to the sample reports provided with the system to identify which reports can be created by modifying an existing report and which reports must be written from scratch. Out of this analysis, Superion and the City will build a reporting plan that identifies the report priority, timing, status, and owner of each report to ensure tracking through completion. Training on the report writers is included in the implementation. k. Integration: Approach, tools, experience '�eslllpcwiins "' Integration development is the joint responsibility of the City and Superion. The City will be responsible for interface development work to/from existing legacy systems. Superion will be responsible for interface development work to/from the ONESolution system. ONESolution contains standard utilities for some modules that support numerous data import and export requirements. To use these standard features, data must be presented in a supported format such as .CSV or Microsoft Excel. If specific formatting needs, scope, and complexity go beyond the standard format, we work with the City to provide design considerations and level of effort estimates for additional City expense. Detailed information regarding our approach has been provided in our data conversion response. I. Post Go -Live Implementation Support: services offered '�eslllpcwiins "' This proposal includes four weeks of post -Go Live support. After Go Live, Superion ensures the City is fully supported and the software performs as expected. The City is introduced to our Help Desk procedures, and a smooth transition from consulting to Help Desk support is achieved. At the appropriate time, we train the City on key month-end and year-end tasks. Visit us at s:.:Ipeirlii iriii coiririi Page 4-22 ,ZrSUPER ION Secliiiiall VIII' VIII' VIII°° City of Santa Clarita, CA Provide an overview of support services offered and recommended including but not limited to: All Superion applications are under warranty for 12 months after delivery of the license programs. We are proud of our applications and their capabilities and make every effort to ensure you are satisfied with our products and services. Following installation, we offer a number of services to ensure your ongoing satisfaction and success as a Superion customer. The first year of maintenance is included in the licensed program fees. After the warranty period, we offer a maintenance plan with the following services. liihngm IIIe II''°°Idhnt ofContact Upon implementation completion, your organization transitions from working with a Project Manager to an assigned Customer Success Manager. Your Customer Success Manager is the primary point of contact for your ongoing relationship with Superion. With the exception of support questions, the Customer Success Manager's role is to provide you with a single point of contact with Superion that promotes a stronger, collaborative relationship. Your Customer Success Manager is familiar with your organizational goals and challenges and offers relevant, benefit -driven solutions that enhance your Superion experience. Through ongoing communication, your Customer Success Manager assists you in achieving excellence in the use of Superion products. Superion successfully serves many clients throughout the U.S. and Canada. Our excellent support program is one of the factors that lead numerous institutions to choose our product. a. System Administration — remote performance monitoring, tuning, loading of patches and version releases, etc. '�eslllpcwiins "' A Superion installer and technology lead coordinate the completion of all technical tasks with the City's IT department, including workflow design, report writing, and security. We also work with you on the system administration of your servers. Ongoing services include technical support for your system administrators. The system provides administrative tools to help City staff monitor the health of the system. Additionally, there is a diagnostic tool, and any errors are written to the Microsoft Windows event viewer. Typically, releases containing new enhancements and features are provided twice per year in addition to the annual year-end tax release. Releases are provided to all customers with current maintenance agreements at no additional cost. Many new releases require professional services to install or provide training on the new functionality. Your Customer Success Manager works with you to plan upgrades. b. User Support — hours of service, average/guaranteed response time, ticketing system used, resources available, escalation process '�eslllpcwiins "' Help Desk phones are available Monday through Friday from 8:00 a.m. to 8:00 p.m. Eastern Time, excluding holidays, to answer or respond to your calls and web portal inquiries. The Help Desk is staffed during these hours to take problem reports and inquiries. When tickets are reported, they are immediately entered in our CRM database. Issues that are not resolved during the Visit us at s:.:Ipeirlii iriii coiririi Page 5-1 ,ZrSU PER ION City of Santa Clarita, CA initial phone or virtual conversation with the analyst will be solved in the shortest amount of time possible and the client will be kept informed on progress of the problem. Incidents are defined as interruptions to existing service and can range in priority from urgent to low depending on the impact to the City. Superion will make commercially reasonable efforts to respond to Superion Solutions incidents for live production systems using the following guidelines: An Incident that has Superion will an adverse material respond in 24 impact on the Superion will performance of the respond in two Critical Superion Solutions hours or less of 95% or materially the issue being restricts Customer's reported. day-to-day operations. An Incident that Superion will does not affect or respond in 24 Minor which has minimal hours or less of 95% adverse impact on the issue being the use of the reported. Superion Solutions. Additionally, support cases, including defects promoted to development, can be escalated at your request, which will increase the priority of the issue. A manager will contact you for additional details regarding the escalation. Visit us at suIpeirlii iriu, oiririi Page 5-2 "Ilk A ,ZrSUPER ION c. Availability of 24x7 support and costs City of Santa Clarita, CA 'Reslllpcwiins "' The Superion Support web portal is your gateway for 24/7 help and support of your Superion software solution. The site allows for problem solving and real-time communication between client and support staff. Additionally, Superion provides after-hours support for various client activities that involve professional or computer services. After-hours support is outside of the regular maintenance contract and is offered on a time and materials basis. d. Support for 3rd Party Partner applications 'Reslllpcwiins "' Superion is proposing TimeClock Plus as a third -party application. TimeClock Plus provides all support for their products. e. System Enhancements —approach to user enhancement requests 'Reslllpcwiins "' Connect Community is a private social -collaboration platform for Superion customers. Connect Community modernizes communication among Superion customers, provides a framework for integrated knowledge sharing, and encourages crowdsourcing of informational assets. The portal offers a robust knowledge base query source to help answer questions about the solution and how to resolve business needs. Simple queries are a fast way to search for information that may have been addressed previously by the Help Desk. Connect Community is a great place to collaborate and network with your peers and Superion personnel. Users can go online anytime to get feedback, learn from other users' experiences, collaborate on projects, and get to know each other. Connect Community social network allows users to: • Join discussion groups • Download user guides • Follow people and places • Share content • View videos and blogs The Ideas section in Connect Community is a place where Superion customers can make suggestions, post comments, learn about popular requests, and engage with product managers to enhance the Superion experience. All our customers are welcome to submit an idea and vote for favorites. While Superion will not be able to implement every submitted idea, the Ideas forum is the ideal way for us to plan new features and, most importantly, help our developers gain insight into your needs. f. User Protection Plan - e.g. source code held in escrow 'Reslllpcwiins "' Superion reserves the right to restrict access to its source code. For the restricted applications, Superion has placed the source code in escrow with a nationally known escrow agent (Iron Mountain) and has negotiated terms whereby you have an option, at the City's expense, to have its name added as a beneficiary under the existing Superion Master Escrow Agreement. The Solution is deposited with our escrow agent on a periodic basis. We are pleased to offer this escrow agreement to the City because it has been accepted, as a sole option, for those of our customers who desire having access to the source code in the event that Superion goes out of business, ceases providing support for the software, or does not provide adequate support for the software. Visit us at suIpeirlii iriu, oiririi Page 5-3 "Ilk A ,ZrSUPER ION g. Hosting or Cloud Services City of Santa Clarita, CA '�eslllpcwiins "' At the City's preference, we are proposing an on -premises solution. Should the City like to explore a cloud solution, we can provide pricing at your request. Following is information about our Cloud Services. Superion offers hosted solutions for customers who prefer to have their system hardware and software managed for them. Our data center security includes PCI -DSS Certification and Superion Data corporate audits. With Horizon Cloud Services, you get the benefits of a reliable, integrated enterprise system without the high cost of a complex IT infrastructure. Superion Information Systems Specialists run and maintain your Initial Setup includes: Superion applications in a safe, secure environment. This arrangement is immediately beneficial to customers, ONESolution software applications freeing them from: • Purchasing expensive hardware and third -party software • Training IT staff • Losing knowledge and experience due to staff turnover • Maintaining hardware and third -party software • Managing software upgrades • Replacing obsolete hardware • Managing or purchasing software licenses • Setup, configuration, and user access Ongoing Services include: • Technical support and system administration by a dedicated team of industry experts • Administration, backups, and system management Horizon Cloud Services means no surprises to your All application server hardware and budget. Following a one-time startup charge, a fixed software upgrades monthly access fee covers everything, with no annual maintenance fees and no additional charges for upgrades and updates. The monthly fee is based on the applications accessed and the number of users When comparing the costs of an anticipated purchase or existing system to Horizon's monthly fee, every internal cost should be considered, including: • Software • Hardware • Facilities • Personnel • Support • Communication infrastructure Our Horizon Cloud Services proposal includes the following products and services: • Hardware, software, and maintenance • Third -party software and maintenance, such as relational database, ODBC drivers, and compilers • Operating system and database administration • Software updates applied by Superion • Hardware operating system and database upgrades Visit us at s:.:Ipeirlii iriii coiririi Page 5-4 ,ZrSU PER ION City of Santa Clarita, CA • Alternate connectivity in the event of disaster on your local network • Cloud Services router at the City's facility and our facility Cloud Services Connectivity You can connect to our data center through a secure Virtual Private Network (VPN) using an internet frame -relay line or point-to-point T-1 connection. Superion has provided hosting services to our customers since 1994. We do not outsource our Horizon Cloud Services. Professionally trained system and database administrators manage the hardware and the database at our data center. h. Online Training / Library resources '�eslllpcwiins " Please refer to Section 4, question i. for information regarding online training and library resources. i. User Groups and Conferences '�eslllpcwiins " Since 1988, we have worked closely with our customers to advance the effective and efficient use of our software applications. Based on our long history of building strong customer relationships, we recognized the need for change in our collaborative process to help ensure we continue meeting our customers' needs. Superion hosts SPARK, an annual conference designed to encourage current and potential customers to engage with our dynamic community. More than 950 customers attended the 2018 event in Orlando, FL, where company staff, users, and third -party partners presented over 300 dynamic, interactive, and highly rated sessions. We invite attendees to explore our latest innovations and solutions while learning new and better ways to plan, partner, and communicate. More than a training event, SPARK provides participants with the opportunity to hear from industry experts, celebrate with other users, share achievements, and experience the synergy between Superion team members and customers. j. System Back-up, Redundancy, Disaster Recovery Services '�eslllpcwiins " For your on -premises solution, server maintenance, redundancy, backup, and disaster recovery are the responsibilities of the City's IT department. Superion recommends an enterprise - level backup solution and established backup scheme. Visit us at suIpeirlii iriu, oiririi Page 5-5 ,ZrSU PER ION City of Santa Clarita, CA Secliiiiaii' VIII A Illlh°° I iiiii' VIII � hili lbw Provide an overview of the system technology and future strategic direction. Include the following: a. Options for technical architecture; hosted, on -premises, SaaS, cloud -based, etc. '�eslllpcwiins "' Superion is able to provide systems and services that will meet the City's needs as either a SaaS implementation, or, as the City's stated preference and proposed solution, an on -premises implementation. b. Hardware specifications for the proposed solution '�eslllpcwiins "' The following specifications are for the proposed on -premises solution. SQL Database Server Requirements 2012 Standard or Enterprise 2014 Standard or Enterprise 2016 Standard or Enterprise 32GB with 16GB dedicated 50OGB to 2TB, depending on the size and complexity of the customer Application and Job Servers Requirements Visit us at s:.:Ipeirlii iriii coiririi Page 6-1 ,ZrSU PER ION City of Santa Clarita, CA Analytics Server Requirements 2012 Standard or Enterprise 2014 Standard or Enterprise 2016 Standard or Enterprise 16GB Microsoft .NET 4.5.1 Microsoft PowerShell 4.0 Microfocus Runtime Licenses and Libraries c. Mobile hardware and operating system specifications '�eslllpcwiins "' Please refer to the following for Mobile hardware and operating system specifications. Mobile and Click2Gov Applications Servers Requirements Visit us at suIpeirlii iriu, oiririi Page 6-2 ,ZrSU PER ION City of Santa Clarita, CA ONESolution Client Workstation Requirement d. Support for Two -Factor Authentication —Mobile, Hosted platform, etc. '�eslllpcwiins "' Superion supports two -factor authentication and uses ASE -256 encryption via VPN connectivity. e. Remote access capabilities, supported technologies and portals available '�eslllpcwiins "' Superion supports the use of Citrix XenApp and Microsoft RDS. The City should use a secure VPN for protection when remotely accessing these environments. f. Online data dictionary '�eslllpcwiins "' Data Dictionaries are available from each of the data entry screens and are current with each release. ERD diagrams are updated when tables are added, which may or may not be included for each release. g. Escrow Agreements; how data would be delivered or provided to the City in the event the relationship between the City and the Proposer is terminated '�eslllpcwiins "' Superion reserves the right to restrict access to its source code. For the restricted applications, Superion has placed the source code in escrow with a nationally known escrow agent (Iron Mountain) and has negotiated terms whereby you have an option, at the City's expense, to have its name added as a beneficiary under the existing Superion Master Escrow Agreement. The Solution is deposited with our escrow agent on a periodic basis. We are pleased to offer this escrow agreement to the City because it has been accepted, as a sole option, for those of our customers who desire having access to the source code in the event that Superion goes out of business, ceases providing support for the software, or does not provide adequate support for the software. Visit us at suIpeirlii iriu, oiririi Page 6-3 ,ZrSU PER ION City of Santa Clarita, CA In a premises-based implementation, the City would have complete access to their data regardless of any changes in the relationship with Superion. The applications would continue to function normally. Should the City's relationship with Superion change, the most significant impact would be around support of the proposed solution. h. Languages, structures or frameworks used e.g. NET architecture, SQL, etc. ' "sllpcwiins " The proposed solution is built on and optimized for the Microsoft Windows platform. As such, it uses a wide variety of technologies including .NET. Development languages include, C#, Microfocus COBOL, VB, VBScript, and JavaScript. The primary technology used to deliver the end user interface is HTML5. i. Timing and frequency of software updates, e.g. scheduled release, automatic updates, etc. '�esllpcwiins " Typically, releases containing new enhancements and features are provided twice per year in addition to the annual year-end tax release. Releases are provided to all customers with current maintenance agreements at no additional cost. Many new releases require professional services to install or provide training on the new functionality. Your Customer Success Manager works with you to plan upgrades. Visit us at suIpeirlii iriu, oiririi Page 6-4 ,ZrSU PER ION City of Santa Clarita, CA Secliiiiaii' " Using the forms provided in Attachment C, provide five public sector customer references that are similar in size and project scope to the City. Three references shall be current customers and two references shall be past customers. California-based agencies preferred. 'Reslllpcwiins "' The following client reference list is confidential and proprietary information to Superion. This list is furnished and accepted on the express condition it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of Superion. Visit us at suIpeirlii iriu, oiririi Page 7-1 ATTACHMENT C Section 7 - Customer References — Existing Customers Item Vendor Response Client Reference No. 1- Existing Name City of Rancho Cucamonga, CA Number of Employees 620 Population 177,452 Contact Name Tamara Layne Contact Title Finance Director Contact Telephone Number 909.477.2700 Contact E-mail Address tamara.layne@cityofrc.us Products, Modules, Services Provided by Vendor ONESolution Finance, Human Resources/Payroll, and Analytics v16.2 Im lementation and Support) Implementation Kick Off Date Rancho Cucamonga has been a customer since 1999. At that time, the only dates we tracked in our database was the original contract date. Go Live Date See above. Rationale for including the specific reference j This client uses the proposed solution with a similar mix of modules that the City of Santa Clarita is considering. The client is located in CA and is of similar size and complexity. Name of prior replaced/upgraded system We have only recently begun tracking this information in our database. This information is not available for Rancho Cucamonga. Client Reference No. 2 - Existing Name City of Riverside, CA Number of Employees 2,367 Population 327,728 Contact Name Mike McNutt Contact Title Program Manager Contact Telephone Number 951.826.5634 Contact E-mail Address mmcnutt@riversideca.gov Products, Modules, Services Provided by Vendor ONESolution Finance, Human Resources/Payroll, and Analytics v16.2 Im lementation and Support) Implementation Kick Off Date Riverside has been a customer since 1998. At that time, the only dates we tracked in our database was the original contract date. Go Live Date See above Rationale for including the specific reference j This client uses the proposed solution with a similar mix of modules that the City of Santa Clarita is considering. The client is located in CA and is of similar size and complexity. Name of prior replaced/upgraded system We have only recently begun tracking this information in our database. This information is not available for Riverside. 31 Client Reference No. 3 - Existing Name City of Palm Desert, CA Number of Employees 122 Population 52,932 Contact Name Clayton Von Helf Contact Title Information Services Manager Contact Telephone Number 760.346.0611 Contact E-mail Address cvonhelf@cityofpalmdesert.org Products, Modules, Services Provided by Vendor ONESolution Finance, HR/Payroll and Analytics Im lementation & Support) Implementation Kick Off Date Palm Desert has been a customer since 1991. At that time, the only dates we tracked in our database was the original contract date. Go Live Date See above. Rationale for including the specific reference This client uses the proposed solution with a similar mix of modules that the City of Santa Clarita is considering. The client is located in CA. Name of prior replaced/upgraded system We have only recently begun tracking this information in our database. This information is not available for Palm Desert. 32 Customer References — Prior Customers Item Vendor Response Client Reference No. 1- Prior Name City of Chula Vista, CA Number of Employees 1,019 Population 270,471 Contact Name Edward Chew Contact Title Director of IT Contact Telephone Number 619.691.5013 Contact E-mail Address echew@chulavistaca.gov Products, Modules, Services Provided by Vendor ONESolution Finance, HR/Payroll and Analytics (Implementation and Support) Implementation Kick Off Date Chula Vista became a customer in 1999. At that time, the only dates we tracked in our database was the original contract date. Go Live Date See above Reason Reference is No Longer a Customer The new Finance Director brought in a system he previously used. Name of prior replaced/upgraded system We have only recently begun tracking this information in our database. This information is not available for Chula Vista Client Reference No. 2 - Prior Name The City of Roseville, CA Number of Employees 1,253 Population 135,329 Contact Name Duke Arakaki Contact Title Information Services Coordinator Contact Telephone Number 916.774.5212 Contact E-mail Address darakaki@roseviIle.ca.us Products / Services Provided by Vendor ONESolution Finance, HR/Payroll and Analytics Im lementation and Support) Implementation Kick Off Date Roseville became a customer in 1989. At that time, the only dates we tracked in our database was the original contract date. Go Live Date See Above Reason Reference is No Longer a Customer We have only recently begun tracking this information in our database. This information is not available for Roseville. Name of prior replaced/upgraded system We have only recently begun tracking this information in our database. This information is not available for Roseville. 33 ,ZrSU PER ION City of Santa Clarita, CA ec°Ciiiaii 8 iiiii°biii��a�ct Indicate if at any time during the past five years Proposer has had a contract terminated for convenience, non-performance, or any other reason, or has entered into legal action with a customer. Describe the situation(s) including name and address of contracting party and circumstances. 'Reslllpcwiins "' Like any business of similar size and age, Superion has been involved in certain disputes from time to time in the ordinary course of business. For various reasons, including the existence of confidentiality obligations and related concerns, Superion does not, as a policy, disclose the specifics of any particular dispute. However, Superion has no recent dispute or legal action that, in our opinion, would materially impact our financial position or our ability to fulfill any of our present or anticipated contractual obligations. Visit us at suIpeirlii iriu, oiririi Page 8-1 ,ZrSU PER ION City of Santa Clarita, CA ecCiiaii ii Indicate the following for the proposed application: a. Are all modules native to the solution, do you own them, or are they 3rd party solutions? '�eslllpcwiins "' As a leading provider of integrated software applications for the public sector, Superion has the total solution to fit your present needs and grow with you into the future. The proposed ONESolution Finance and Human Resources/Payroll suite is our comprehensive product line for local government, delivering the critical software functions you need with a simple, efficient, web -based user interface. This unified, enterprise -wide solution set provides leading-edge functionality, usability, and value to public sector organizations. Finance directors, budget supervisors, human resources directors, and public works directors can collaborate and share information using ONESolution. Additionally, ONESolution Analytics helps departments across the City exchange data and information, while the consolidated ePortal and transparency solution provide citizens and staff with information and services when and where they need them. The HTML5 design provides a consistent experience, allowing users to move intuitively across ONESolution. The responsive screen design provides seamless movement between desktop, tablet, and smartphone. The customizable workspace and screens make ONESolution ideal for all users, from those who access the system daily to others who only view data and complete approvals. Superion owns the proposed ONESolution software applications included in this proposal except where a third -party solution is notated and identified. IIID'°'�)IIIrqposed SIIIV°tiiia Based on the City's requirements, we propose the following ONESolution and third -party software applications: ONESolution Finance • General Ledger • Job/Project Accounting Ledger • Project Allocation • Budgeting • Accounts Payable • Bank Reconciliation • Purchasing • PunchOut • Bid and Quote Management • Stores Inventory (Warehouse) • Fixed Assets • Accounts Receivable • Cash Receipts • Grants Management • Contract Management ONESolution Core • Superion Analytics ONESolution Human Resources/Payroll • Human Resources • Payroll • Time Card Online • Position Budgeting • Employee Online • Applicant Online • Professional Development • Personnel Actions ONESolution Foundation • Workspaces • Workflow Additional ONESolution Modules • CAFR Constructor Third -Party Applications • TimeClock Plus Visit us at s:.:Ipeirlii iriii coiririi Page 9-1 ,ZrSU PER ION City of Santa Clarita, CA The following pages contain detailed descriptions of the proposed applications. 0 IIIA IIIIIIIIIIIII IIII a ui IIII'°°° liii inuirm ONESolution General Ledger is the heart of ONESolution Finance and Human Resources system. Every subsidiary application can be represented in detail or in summary in this application. The General Ledger is used to generate many financial and management reports and inquiries and is typically the primary module where budgets are created. Benefits • Allows you to design the account and project structure with flexible account structure. The structure can be up to 72 digits, and the object is eight digits, with up to j 80 organizational dimensions and multiple ledger structures. • Complies with GAAP, GAAFR, GASB, and FASB. • Allows you to monitor all budget a a alerts and approval tasks from a single desktop. - - - - - - • Performs all facets of ® m disbursement processing, 11 1 including customized check stub �®® �' �'hI - di ,: 11Ill' 11 � 1M T11111 K1lC11— ���� �h�, layout, check printing, report " Ill ;w �, creation, and bank statement reconciliation either online or electronically. • Supports cash, budgetary, modified accrual, and full accrual basis of accounting. • Maintains control of account balances reflecting revenue, expenditure, and encumbrance activity totals from subsidiary ledgers. • Provides standard reports; immediate online inquiries exist when data is in the system, with all access and content controlled by security. Features • Defines grant and project accounting periods separate from fiscal year • Posts to past, current, and future periods/years with appropriate security • Restructures ledger with simple changes, like merging funds, to complex changes, such as adding a new structural part • Tracks costs by program, project, activity, and/or task across department and fund lines • Supports an unlimited number of funds • Provides capability to upload chart of accounts via spreadsheets • Updates are online and interactive • Performs cash management accounting at any user -defined level • Integrates fully with the Job/Project Ledger, eliminating duplicate data entry Visit us at suIpeirlii iriu, oiririi Page 9-2 ,ZrSU PER ION City of Santa Clarita, CA Journal Entries and Automatic Functions • Defines approval process with Workflow • Redistributes and/or allocates costs due to changes in organizational structure automatically • Tracks all inter -fund entries and transfers • Loads journal entries via spreadsheet • Posts in summary or detail from any application • Accesses recurrent journal entry application, single and multi -ledger • Calculates interdepartmental charge back • Automates year-end closing without losing detail Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Users can run security -protected reports on their networked computers. • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters ,loblPrujec LeO ,g� g . ONESolution Job/Project Accounting Ledger is a separate yet integrated function of the General Ledger application. General Ledger and Job/Project Accounting Ledger transactions can be keyed simultaneously; thus, the two ledgers are fully integrated, never out of balance, and transactions need only be entered once. With a separate, client -defined General Ledger and Job/Project Accounting Ledger account structure, the required organizational hierarchy for both the General Ledger and Job/Project Accounting Ledger can be effectively modeled. Job/Project can cross all General Ledger structural boundaries such as fund and function. Features • Provides a flexible chart of accounts that is defined independently from the General Ledger • Integrates with the General Ledger and other applications at the transaction level; accounts in both applications always remain in balance • Supports multiple fiscal year information • Prepares budgets on an annual, quarterly, and/or monthly basis at line item or summary levels • Defines and applies various what -if scenarios to future and current year budgets, using easy-to- use scenarios • Supports statistical budgeting • Allows users to access information interactively and extract data using multiple selection criteria values, using the inquiry function Visit us at suIpeirlii iris coiriu ii Page 9-3 ,ZrSU PER i o N City of Santa Clarita, CA • Provides an Account Summary Inquiry feature that displays project information, balance and budget figures, and/or transactions that originated from other applications • Creates a set of journal entries to distribute after all error checking and balancing has occurred, using the journal entry application • Requires General Ledger account for transaction entries; job/project account is optional • Generates closing entries automatically • Allows users to specify a subset of the chart of accounts to be closed while a specific job or project activity remains open • Allows users to update the chart of accounts from inside the application or from a spreadsheet • Month-end automatic postings through Recurring Calculations allows the user to define entries, such as materials handling charges, indirect labor costs, or construction overhead fees • Fail—safe audit trail of all transactions posted to the General Ledger and Job Ledger with the ability to store two reference codes and two dates with each transaction posted • Large selection of management reports in the General Ledger can be used for the Job/Project Accounting Ledger • Tracks detailed project and grant information in the Project Ledger while summarizing the data in the General Ledger • Provides ten distinct Project Ledgers for different purposes as defined by the City • Includes Catalog of Federal Domestic Assistance (CFDA) numbers as part of the chart of account structure • Allows the City to set supplemental chart of account elements as optional or required fields e t ation ONESolution Project Allocation provides expense allocation rules that are established at the time of project setup and drive posting to the Job/Project Ledger from all applications. Data entry from Accounts Payable, Accounts Receivable, Cash Receipts, Purchasing, Payroll, and other core applications requires only the project number reference to complete all account postings and secondary allocation transactions. Features • Establishes allocation rules that calculate based on a budget ratio or a fixed percentage and can be prioritized by funding source, phase, or other user -defined criteria • Recognizes funding limits by funding source and discontinue allocation to those sources when the limit reaches the maximum • Calculates and distributes interdepartmental charge backs, and allows for establishment of cost pools. Users can allocate cost pools by fixed percentage or by calculated ratios from user -defined cost drivers • Establishes step-down calculations and variance accounting in the Job/Project Ledger that are supported by Project Allocation • Inputs project description, administrative text, and other information pertinent to the project with the use of freeform text • Establishes distribution percentages for projects that are self-contained but benefit multiple activities, allowing project costs to be aggregated independently but distributed for reporting purposes • Supports multi-year budgeting Visit us at suIpeirliioiriii coiririi Page 9-4 "Ilk A SUPER ION City of Santa Clarita, CA • Rolls project budgets into the Job/Project Ledger through an automated routine that allows unlimited budget adjustments prior to finalization and update of the Job/Project Ledger • Defines matching funds for projects to automatically create matching transactions • Uses multiple funds and types of accounts, such as general funds, bond proceeds, matching funds, and more Bucteting ONESolution Budgeting is a collection of flexible tools designed to help you create and analyze current and future year budgets. When developing budgets, current or prior -year, actual information is available for manipulation and set up of what -if scenarios. The application can also define individually budgeted items (equipment purchases, travel requirements, etc.) in a given General Ledger or Job Ledger account. Budget Preparation and Modeling Benefits • Defines up to 25 named versions of a budget for each year • Supports annual, quarterly, monthly, and multi-year budgets • Uses allocation controls at any user -defined levels • Runs interactive budget checks at user -defined levels • Runs what -if scenarios using complete budget modeling application • Interfaces with Position Budgeting, Project Allocation, and Grant Management • Budgets, expends, and controls at different levels • Creates trend analysis and straight-line projections from current and prior year actuals • Enters financial and statistical measures (gallons, hours, units) • Tracks and reports all budget changes • Downloads or uploads to or from PC-based software • Uses specialized balanced budget transfer and adjustment screens Budget Item Detail Benefits • Provides departments the ability to enter detailed budget justification • Supports annual or monthly budgeting in user -named budget versions at any defined level in the chart of accounts • Defines multiple year entries concurrently • Updates to the General Ledger application occur on a user -directed basis • Maintains a chronological log of all Budgeting entries and/or changes • Uses separate screens for travel, equipment, and miscellaneous items • Provides a user -defined copy/purge utility Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Users can run security -protected reports on their networked computers • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods Visit us at suIpeirlii iriu, oiririi Page 9-5 "Ilk A SUPER ION City of Santa Clarita, CA • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters Accounts Payable ONESolution Accounts Payable is a powerful and integrated tool for managing vendor payments. Robust integration to the Purchasing, General Ledger, Accounts Receivable and Fixed Assets reduces data entry. Features Performs duplicate invoice checking Allows separate checks for same vendor Includes National Institute of Government Purchasing (NIGP) commodity codes Routes entries for electronic approvals Supports recurring payments Provides for three-way matching with user -defined tolerances Uses Electronic Funds Transfer (EFT), ePayables processing, and system -generated or manual checks Generates positive pay files Vendor Management 1,11 �, T..l v s Is 4 � 0 A • Supports the use of temporary vendors and one-time vendors • Provides detailed purchase requisition and order inquiry • Supports multiple vendor addresses, phone numbers, and email addresses • Supports 1099-MISC forms, including electronic filing and laser form printing • Reduces duplication and maintenance by sharing vendor tables across applications Check Processing • Ability to select invoices for payment by due date, vendor, invoice number, or other criteria • User -defined check formatting, including MICR and secure signature capabilities Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Security -protected reports can be run on the user's networked computer. • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print Visit us at suIpeirlii iriii coirurui Page 9-6 ,ZrSU PER ION City of Santa Clarita, CA • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters Batik Reconciliation ONESolution Bank Reconciliation is a central repository of disbursement and deposit information generated by other applications. With Bank Reconciliation, you can track and report all disbursements issued and deposits received in ONESolution. Features • Performs automatic check and deposit reconciliation • Integrates with Accounts Payable, Payroll, and Cash Receipts • Supports an unlimited number of bank accounts • Imports electronic bank statements for reconciliation purposes • Records separate dates for all events in the life of a check, such as issue, cancellation, reversal and appraisal Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Security -protected reports can be run at the user's networked computer. • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters Purchasing ONESolution Purchasing is designed for use by centralized or decentralized purchasing operations that enter requisitions online with online approval. The application prints purchase orders and provides the ability to track the life of each individual item that is printed on purchase orders, including any changes as a result of a change order. The Purchasing application also includes an optional, automatic interface to the Encumbrance, Accounts Payable, Fixed Assets, and Stores Inventory applications. Visit us at suIpeirlii iriu, oiririi Page 9-7 "Ilk A ,ZrSUPER ION Benefits City of Santa Clarita, CA • Changes the vendor originally assigned to a purchase requisition • Allows for entering unlimited descriptive information for each item on a purchase request • Designs and prints purchase orders in user -defined formats • Joins multiple purchase requests into a single purchase order to maximize quantity discounts • Joins multiple items on a purchase request or on Is a © EdA 4af332 M,.' multiple purchase requests into a single item on the printed purchase order • Encumbers funds automatically if desired • Associates specific discount,mp ^F4 Mnp3 ,h.. charges, tax, and duty with an is C m 0 EdK 1W ®. item • Establishes multiple levels of electronic approval • Changes purchasing application logs to critical fields when changed after the Purchase Order is printed • Assigns a tag number to goods received and automatically enters goods received into the Fixed Assets application • Generates Accounts Payable entries by entering the purchase order, invoice number, and the invoice date. All other information is taken from the receiving information entered in the Purchasing application Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Users can run security -protected reports on their networked computers. • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters nch()ut PunchOut seamlessly integrates suppliers' websites with the ONESolution Purchasing application. PunchOut uses cXML, the industry standard accepted for integration of software applications and vendor shopping carts. Our cXML solution enables ONESolution to leverage this protocol with any vendor that supports the standard. Visit us at suIpeirlii iriu, oiririi Page 9-8 ,ZrSU PER ION City of Santa Clarita, CA PunchOut streamlines the purchasing process by allowing your organization to shop directly on a vendor's web catalog using negotiated pricing and catalogs. When a user checks out from the website, PunchOut imports their shopping cart as a requisition, where it is pre -encumbered and can follow customer -defined standard workflow approval routing. When the purchase order is finalized in ONESolution, it is electronically transmitted to the vendor to initiate the order. Benefits • Links directly to PunchOut vendors from the ONESolution dashboard • Eliminates labor-intensive product verification process with vendors being responsible for PunchOut catalog maintenance • Offers an additional cost benefit over other punch -out offerings: Organizations can avoid hiring a third party to implement the PunchOut connection. ONESolution has a single setup screen which simplifies the implementation, enabling your staff to configure new vendors for use with PunchOut • Triggers a workflow process to route the purchase request for approvals, budget checks, or any other ONESolution task • Pre -encumbers items as part of the purchase request creation • Initiates the purchase order with the suppliers using a workflow when the purchase order is printed • Uses cXML, the most widely adopted B2B protocol available, to establish a Purchasing Data Sets framework, to define specific actions like PunchOut or OrderRequest, and to allow buyers and suppliers to do business over the internet Features • Many vendors already support PunchOut technology, and have developed PunchOut catalogs designed specifically for the PunchOut process. When a vendor authorizes an organization to use their PunchOut catalog, the catalog items listed on the website can be customized to the organization and offered at a discounted price. • Each PunchOut vendor is configured in ONESolution using existing or new data entry screens. • When the user goes through the checkout of the supplier webpage, PunchOut drafts a purchase request in ONESolution Purchasing, populated with information such as product descriptions, prices, and quantities. Bid and Quote lWanagenient ONESolution Bid and Quote Management provides the ability to record and track verbal and written quotes as well as formal bids. The overall goal of this application is to provide complete information from the original request to the purchase order and ultimately through completion of all purchases. Features • Allows you to enter phone quotes in real-time • Creates purchase orders automatically • Develops formal bid cycles with the associated tasks required • Tracks vendor performance • Tracks activity related to the bid through the award and beyond • Updates existing purchase requisition items, either individually or all items associated with a request number Visit us at suIpeirlii iriu, oiririi Page 9-9 ,ZrSU PER ION City of Santa Clarita, CA • Updates a single purchase request orjoins multiple purchase requests into a single purchase order • Sets up multiple tasks, used in conjunction with creating any number of bid cycles • Specifies the number of days required to complete the entire bid process with a unique cycle ID associated with each bid • Directly updates the price of individual items on a purchase request; copies existing purchase requests into new purchase request numbers • Selects multiple vendors based upon multiple product codes, multiple commodity codes, and multiple vendor association values • Integrates with Purchasing, Encumbrances, General Ledger, Job Ledger, and Person/Entity database Reporting The Bid and Quote Management application includes standard reports and immediate online inquiry to any data in the application. Users can run security -protected reports on their networked computers or through the internet from supported web browsers. Some of the standard reports available include: • Bid Document, including detailed report • Items Requiring a Bid • Bid Items to Select for Bid • Items Requiring a Quote • Detailed Quote Report • Person/Entity Report • Purchasing Information • All Vendors by Product Code • Report of Vendors Selected For Bid • General Bid Information • Formal Bid Log Report • Bid Expiration Report • Detailed Task Report • Detailed Cycle Report • Cycle Completion Report • Vendor Bid Total ONESolution Stores Inventory is designed to account for products purchased by an organization that are being held in inventory. Stores Inventory accounts for the products from the time they are received until they are distributed. To accomplish this task, Stores Inventory is separated into three major functions: receiving, inventory control, and order processing. Stores Inventory includes optional automatic interfaces to the Purchasing, Accounts Receivable, and General Ledger applications. Features • Calculates safety stock and reorders points based on multiple criteria • Maintains all events in the life of a product • Calculates and updates last order date, last order quantity, last unit price, etc. • Reviews online customer information including contact person, discount terms, and price calculations • Generates pick tickets with items ordered as they will be found in the warehouse • Uses extensive online inquiry to access product, vendor, customer, inventory, warehouse, and transaction information • Uses multiple types of pricing calculations using various system generated variables such as carrying cost, warehouse overhead, ordering cost, or any of the inventory costing methods • Supports FIFO, LIFO, and average cost inventory costing methods • Supports multiple warehouses and multiple locations in each warehouse Visit us at suIpeirlii iriu, oiririi Page 9-10 ,ZrSU PER ION City of Santa Clarita, CA • Supports last and next physical counts and cycle counts by class per warehouse • Interfaces to Accounts Receivable to support billing for items ordered by outside entities • Prints packing slips for orders as they are processed Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Users can run security -protected reports on their networked computers. • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters Rod Assets ONESolution Fixed Assets helps you monitor and report on your organization's capitalized and non - capitalized fixed assets. Specifically, Fixed Assets allows you to keep track of the asset and related asset information from the time of acquisition until it is purged from the database. In addition to monitoring the asset, Fixed Assets also performs a number of depreciation calculations and makes all required depreciation entries to the General Ledger. Features • Handles all asset information updates as < >0 Edit 7af,03 11 interactively • Maintains a chronology of ' the asset's location by .,PPS 111 DeD,p a ll Ran Wl"11i F-diN D!,' ­I Who . 1,�F� -gI, employee, room, building, or lot • Calculates depreciationn using straight line methodology • Defers depreciation until the next full year for acquisitions in the present year to avoid partial year -- complexities,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�,�„�------------------------------------ • Provides ability to define General Ledger integration for depreciation at the time of system installation • Provides special codes and descriptions for any asset • Enables user -defined groupings of asset information Visit us at suIpeirlii iriu, . ururui Page 9-11 "Ilk A ,ZrSUPER ION Reporting City of Santa Clarita, CA Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Users can run security -protected reports on their networked computers. • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters Accounts Receivable ONESolution Accounts Receivable manages a wide variety of customers and charges. Powerful features include classification of customers, classification of charges, streamlined cashiering, and easy access to payment status or history. Features • Allows users to access, amend, or add customer information on the fly • Tracks units, quantity, product code, discounts, sales and use tax, and other charges • Access a complete audit trail of all entries • Predefines and applies payment plans to customer accounts as appropriate • Supports the setup of different billing periods for different classes of customers • Accommodates multiple invoice and statement forms and late notices Application Integration • Posts to the General Ledger in summary or detail • Interfaces to Accounts Receivable for activities, such as travel advances • Supports automated clearing house (ACH) payments • Interfaces with Cash Receipts Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Security -protected reports can be run on the user's networked computer. • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods • Roll -up and drill -down • Email or save reports in Documents Online for future use Visit us at suIpeirlii iriu, oiririi Page 9-12 "Ilk A SUPER ION City of Santa Clarita, CA • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters Cash Receipts ONESolution Cash Receipts gives you rapid, accurate control over all payment and deposit transactions. Simply enter transactions using a terminal, printer, and cash drawer combination. Cash Receipts also functions on cashiering point-of-sale devices with access to your network via a web browser. Cash Receipts accepts payments for all ONESolution Finance applications. When payments are posted, Cash Receipts distributes the payment information to the appropriate software application or directly to the General Ledger. Features • Supports receipts entry via touchscreen • Provides simple and intuitive user interface • Allows users to navigate the system using tab, control, and arrow keys on a keyboard • Supports alternative and complex scenarios, with the option to use the fee code to define applicable financial data • Accepts payments against more than one customer ID on a single receipt • Prints or emails receipts and sets a default • Creates user -defined tender types for tracking, with option for multiple tender types per receipt • Applies overpayments automatically or manually to customer accounts • Records deposits on customer accounts • Sets customer charges and miscellaneous payments to Exempt status to omit taxes, through tax- exempt customer process • Sends cash receipt set electronically through Workflow for routing and approvals. • Attaches documents to cashiering set • Maintains a user -definable table of revenue codes to facilitate uniform data entry and classify transactions for posting • Reprints and voids receipts as required, with tracking capability • Retrieves customer charges using bar code technology • Distributes payment amount automatically • Overrides default payment application • Reconciles cash drawer using balancing screen • Issues refunds as Accounts Payable transactions through General Ledger module Integration • Loads lockbox payments for banks or other outside payment sources Visit us at suIpeirlii iris coiriu ii Page 9-13 ,ZrSU PER i o N City of Santa Clarita, CA • Integrates seamlessly with General Ledger, Bank Reconciliation, and Accounts Receivable modules • Integrates completely with ONESolution Workflow, Security, and Business Intelligence Reporting Provides sample reconciliation reports, including a detailed receipt listing, receipt summary by revenue code, and receipt summary by account to provide totals to assist in balancing. Grants lWanagenient ONESolution Grants Management tracks projects from the initial proposal to closing. Grants Management can be divided into the grant life cycles, such as the proposal, award, budgeting and cost sharing projections; sponsor billing, memo, and reporting needs; and grant closure. Grant information tracked in the application relates General Ledger/Job Ledger accounting and is connected through an account linkage subsequent to the grant award. Grant tracking includes unlimited pre -award budget versions, matching requirements tracking, compliance tracking, contact management tracking, report dates with automatic notification via workflow, and grant closure tracking. You can also track sub -recipient agreements, written amendments, various types of correspondence, specific grant terms, and comments. You can link and attach supporting documentation, as well as standard and custom reports created using the ONESolution report writer, to a project. You can also create additional types of grant activity through robust user -defined functions. Benefits • Tracks and reports flow through grant activity • Validates automatically to the chart of accounts • Interfaces to the General Ledger for annual and multi-year budget entry • Posts entries to the General Ledger and Accounts Receivable applications for a fail-safe audit trail • Captures internal and external funding as well as all associated grant/fund source information • Defines and tracks individual multi-year grants • Applies multiple grant proposals to multiple projects • Funds projects by multiple grants from different sources or funds multiple Job/Project Ledgers from a single grant • Maps grant/project activity back to General Ledger control accounts • Allows for transaction activity to be classified and reported from a financial, state, GASB, GAAFR, GAAP, and FASB classification framework • Associates funding to both single and multiple projects down to the individual line item; including the ability to transfer funds among any authorized or eligible projects • Tracks grant amendment information • Traces funding mixes and expenses to invoice the granting agency for reimbursement • Associates unique reporting attributes to the grant and project accounts Features • Creates grant (or funding source)/project relationships with the Job/Project Ledger application so the end user can focus on the accounting view most pertinent to theirjob function Visit us at suIpeirlii iriu, oiririi Page 9-14 "Ilk A SUPER ION City of Santa Clarita, CA • Associates unique reporting attributes to the project and grant accounts, allowing the organization to define a grant and project structure to uniquely satisfy grant and project reporting and accounting needs • Checks reporting and budget from inception to date, allowing grant and project managers to easily view life -to -date activity for their grant or project activity • Uses begin and end dates for grants and projects to allow your organization to manage the grant/project life, regardless of fiscal year or years that the activity exists in as a grant or project • Uses Job/Project Ledger accounting to track and report the status of grant/project funds through commitments, pre -encumbrances and encumbrances automatically created by purchasing, and other expenditures Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Users can run security -protected reports on their networked computers. • Perform financial and statistical reporting • Set user -defined format, totaling, sorting, and selection for reports • Access reports, in spreadsheet or graph format, on screen or in print • Use reports and online inquiry to generate prior, current, and future fiscal year reporting; combined multi -fiscal year reports; and inception -to -date reports with user -defined periods • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Perform statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and access form letters ONESolution Contract Management allows you to record multiple contracts in a master contract. Users can specify multiple -year, one-time, or recurring contracts in addition to multiple levels of required approvals and multiple vendor contracts in a master contract. The application also supports the creation of purchasing and encumbrance entries. The tasks and cycle of the scope of work are maintained as well. Reviews of anticipated expenses versus actual expenses and documentation related to the contractor's credentials are maintained. Contract Management integrates with the General Ledger and Job/Project Ledger application databases where actual expenses and encumbered details are maintained. Features • Integrates with core ONESolution Finance applications, including General Ledger and Purchasing • Creates multiple encumbrances using the Purchasing interface • Creates multiple vendor contracts within a master contract • Creates contracts for single or multiple years • Requires unlimited levels of approval for each screen/record • Defines tasks with a default number of days required • Completes task, cycle, compliance, and amendment/change order tracking • Includes multiple retention types for all payments against contracts • Tracks contractor and subcontractor demographic, compliance, and performance data Visit us at suIpeirlii iris coiriu ii Page 9-15 "Ilk A ,ZrSUPER ION • Includes the use of Product codes City of Santa Clarita, CA • Provides contract entry copy capabilities • Creates and approves contract amendments for detailed change order tracking • Calculates and tracks contract completion percentage • Creates user -defined workflows to allow for reminder notices of upcoming expiring contracts • Manages contract maximums and not -to -exceed amounts in the system • Tracks subcontractor payments when the subcontractor is not paid in ONESolution Accounts Payable • Defines goals for Disadvantaged Business Enterprise (DBE) participation Easy Laser Fbrnis ONESolution Easy Laser Forms (ELF) is designed to be just that: easy to install, easy to use, and easy to support. ELF allows you to print standard and custom forms, checks, purchase orders, invoices, personnel forms, and any type of business document. ELF allows for the incorporation of illustrated designs, such as organization seals. ELF is a pure software solution; no hardware requirements, such as a printer board or font cartridge, are necessary. The system supports electronic signature and built-in magnetic ink character recognition (MICR). Make printing forms easy with ELF. Features • Uses multiple ONESolution printers, if desired • Prints forms to local or network accessible printer • Uses signature logic for payroll and accounts payable checks, EFTs, and purchase orders • Defines fonts and signatures • Includes built-in MICR font and support for 3 -of -9 bar coding • Prints multi -sided forms (limited to 120 lines per form) • Includes embedded security for image encryption and password requirements • Provides full audit trail capabilities through ONESolution • Uses standard forms as provided or custom developed forms to meet your needs • Prints jobs simultaneously on a series of designated printers to increase efficiency ONESolution Documents Online increases productivity by helping you to electronically archive and retrieve documents, images, and reports in ONESolution. You can scan documents such as invoices or resumes and attach them to files in ONESolution. Retrieve relevant images for a quick visual reference from the active ONESolution application, without requiring a search for files in storage facilities. Features • Launches automatically when an image view is selected • Supports multiple concurrent instances of the image viewer • Captures active documents from Microsoft Word, Microsoft Excel, Adobe Acrobat, and other applications; attaches these documents to the database • Integrates seamlessly with a number of popular enterprise document management solutions, such as OnBase, LaserFiche, Encompass, and SharePoint • Offers annotation options to add information to an item after it is scanned Visit us at suIpeirlii iriu, oiririi Page 9-16 "Ilk A ,ZrSUPER ION • Limits the ability to edit redactions through application security settings • Provides direct access to linked images from the base ONESolution screens • Supports an unlimited number of different attachment formats Reporting • Access archived reports • View reports intuitively using a web browser • Route reports via Workflow • Reprint reports from a web -browser interface Scanner Workstation Requirements City of Santa Clarita, CA In addition to a scanner, the following items are recommended for workstations used to view or process a large volume of documents or images: • 21 -inch monitor that supports 1280 x 1024 resolution or higher • 512 Kbps pipe to the host, shared • Approximately 10 GB of free disk space set aside for temporary storage III IIIIIIIIIIIII IIII !iii ui m Illh°° uiirni ui m IIII' uir !1111'°° uir llllllll ONESolution Human Resources is a comprehensive and intuitive employee resource management system that tracks and manages an employee from application through separation. Features • Tracks employee demographics 11-104 • Tracks personal information, such as leave including use of the Family and Medical Leave Act (FMLA) ­­. .. M "'A mma rrre Giauy mwu • Tracks employee education, skills, licenses and certifications, issued equipment, and miscellaneous tracking _. • Provides comprehensive � position control capabilities • Offers effective date capabilities for many setup tables and employee assignments • Supports multiple position assignments per employee while producing one payroll check • Supports mid -period hiring, terminations, or position/salary changes • Automates labor distribution to the General Ledger and Job/Project Ledger applications • Provides key automation for COLA increases, step increases, benefits updates, position changes, and more • Maintains up-to-the-minute payroll deduction and benefit information • Automates workflow for approval and notifications • Supports document attachments on Human Resources records Visit us at suIpeirlii iriu, oiririi Page 9-17 ,ZrSU PER ION City of Santa Clarita, CA • Allows saving emails or reports in Documents Online for future use • Offers drill -down reporting • Provides validations and warnings based on business rules • Includes complete audit trail • Provides full integration with the Payroll, Personnel Actions, Position Budgeting, Employee Online, and Professional Development applications Benefit Administration • Provides the ability to define plans, coverage, and various rate calculations for benefits • Supports the creation and assignment of benefit packages • Supports various benefit types including medical plans, retirement, and pension plans • Supports flexible benefits and cafeteria plans • Includes full tracking of COBRA benefits • Provides tuition reimbursement programs • Tracks family and dependent information • Supports effective dating to post-date transactions for processing at a later time Performance • Tracks all past and future employee evaluations and results • Provides workflow reminder emails and letters to supervisors, evaluators, and employees • Maintains history of all grievance and disciplinary actions Compliance • Maintains records for workers' compensation incidents, including Occupational Safety and Health Administration (OSHA) required data • Calculates Fair Labor Standards Act (FLSA) requirements and overtime rates • Meets many federal and state reporting requirements Applicant Tracking • Maintains all applicant demographic and personal information • Creates automatically an employee record for hired employees without duplicate data entry • Generates employment offers and contracts with custom reporting • Integrates with Applicant Online for automatic online job posting Utility Features • Updates salary tables using global selection criteria • Creates new pay assignments and performs step increases using global selection criteria • Allows global updated benefit rates and the global application of changes to affected employees • Modifies employee wage distributions globally Payrufl ONESolution Payroll is a comprehensive application designed for the complex environments often found in the public sector. The City may often deal with a multitude of bargaining groups requiring differing accruals, benefit packages, special tax deferrals, and retirement programs. The Payroll application can set up comprehensive rules and calculations to automate sophisticated calculations for a simple, repeatable payroll process. Visit us at suIpeirlii iriu, oiririi Page 9-18 "Ilk A ,ZrSUPER ION Features City of Santa Clarita, CA earnings coae wan completely user -definable business rules • Limits the maximum amount of any deduction or benefit • Automates contribution or benefit rate updates • Defines leave accrual methods which may vary by employee group • Automates arrears tracking incorporating client business rules • Supports flexible spending accounts (FSA) for medical and dependent care • Smooths tax fluctuations using the cumulative wage method or flat taxing • Provides updated federal and state tax tables annually • Supports daily, weekly, and pay -period timecard entry, either by exception, positive entry, or both • Allows entry of overtime hours and rates through timecards or derive based on user -defined rules • Complies with Fair Labor Standards Act (FLSA) including 9/80 flexible schedules • Supports multiple versions of user -defined salary and rate tables • Supports mid -period hiring, terminations, or position/salary changes • Processes trial payroll to verify results before distribution • Distributes labor to the General Ledger and Job/Project Ledger automatically and flexibly • Supports multiple General Ledger distributions per position/paycheck • Processes direct deposit information and data transmission • Supports direct deposit to multiple bank accounts • Supports multiple checking accounts and automatic bank tape reconciliation • Integrates fully with the ONESolution Human Resources, General Ledger, Accounts Payable, and Accounts Receivable applications Time Card Online • Allows for remote time entry from the web with full security • Provides simple, easy, intuitive time entry designed for employee and small department access • Integrates fully with Workflow approvals and Payroll • Shows employee leave balances and block or warn based on exceeding available balance • Supports daily, weekly, and pay period timecard entry by exception, positive entry, or both • Shows employee schedule hours • Calculates automatically employee default paid hours and display for salaried employees Visit us at suIpeirlii iriu, oiririi Page 9-19 "Ilk A SUPER ION City of Santa Clarita, CA • Configures detail panels by employee groups to show relevant fields for entry, including general ledger, project, grant, activity, work order number, reason codes and ring -in and ring -out time • Allows employees to specify break times to record for reporting Reporting Reporting includes standard and ad hoc reports as well as immediate online inquiry to data in the system. Users can run security -protected reports on their networked computers. • Perform financial and statistical reporting • Define format, totaling, sorting, and selection for reports • View reports on screen or print in spreadsheet or graph format • Access prior, current, and future fiscal year reporting, combined multi -fiscal year reports, and inception -to -date reports with user -defined periods using reports and online inquiry • Roll -up and drill -down • Email or save reports in Documents Online for future use • Drill from one report to another, as far down as transactional data or scanned images of source documents • Run statistical functions such as mean, median, mode, variance, and standard deviation • Perform mail merge and form letters Position Bucteting ONESolution Position Budgeting forecasts salary, benefits, and other employer -paid contributions based on what -if scenarios created by the City. Data imports automatically to Position Budgeting from the Human Resources and Payroll applications, to providing a working area for manipulating different scenarios. Forecast data can be changed at the individual employee level or by automated processing with mass updates using selection criteria. You can create positions, benefits, salary tables, and more in Position Budgeting. Once the organization decides upon one or more models to adopt, the budget is sent automatically to the General Ledger Budget. Features • Creates a baseline budget from current HR and Payroll data. HR and Payroll data remains unchanged, and Position Budgeting provides a working area for data manipulation • Creates unlimited models or what -if scenarios for comparison and reporting • Assigns salaries and benefits to multiple General Ledger accounts in a single -position assignment • Maintains salary step increases, increase/decrease amounts, increase/decrease benefits, and more • Maintains salaries as annual, monthly, bi-weekly, or hourly figures • Defines benefits as a percentage of salary or a straight -dollar amount • Defines benefits for regular and overtime pay • Uses date -sensitive assignments. For example, you can reorganize next year's structure without affecting the current year • Budgets for unfilled/vacant positions • Integrates with General Ledger to automatically create budgets • Maintains Human Resources information for reporting purposes Visit us at suIpeirlii iriu, oiririi Page 9-20 "Ilk A ,ZrSUPER ION Enipluyee ()nflno City of Santa Clarita, CA ONESolution Employee Online is the web -based employee self-service portal for accessing personal information, pay stubs, what -if calculator, W-2 forms, open enrollment, and more. Employees have 24/7 convenient access to view many meaningful aspects of their employment, and the application updates the key information the organization allows. By automating many of the processes that Human Resources departments normally handle, you can save time, money, and the environment with Employee Online. Features • View and update addresses, emergency contacts, family, and dependents • View check stubs and direct deposit advice online • View and print W-2 forms online • Manage direct deposit accounts to multiple banks including percent, amount, and net calculations • Provide online open enrollment for various benefit categories • Update benefits outside of open enrollment for qualifying events • Access benefit providers and other benefit related documentation via links in the portal • Modify deferred compensation pre-tax deductions such as 457 and 401 K savings plans • View and update federal and state tax -filing status • Provide employees with a what -if calculator to model their gross, pre-tax deductions, filing status, exemptions, and post -tax deductions for net effect on earnings and pay • View all leave time accrued and used over the user -defined time frame • View the status of current positions and prior positions with the organization • View employee education, skills, training, licenses, certifications, course history, and tuition reimbursement • Review contact information from an employee directory, such as phone numbers and email addresses for all employees • Impersonate user for organizational help and support as an administrator • View transactions first for auditing and control; then send them to Human Resources to update employee records automatically • Create client -specific configurations with flexible set up and options Applicant ()nflne ONESolution Applicant Online is a web -based application that enables job applicants to search, review, and apply for available openings. Back-office components allow for review and processing of applications without redundant data entry. When used with the Human Resources application, Applicant Online streamlines the hiring process, reduces data entry, and ensures maximum recruiting exposure. Features • Post job openings to the internet for 24/7 recruiting outreach • Score applicant information automatically based on user -defined weighting factors • Identify top candidates based on user -defined application weights and aggregate scores • Assign stages to applications such as incomplete, submitted, in review, and completed • View applicant summary reports by open position Visit us at suIpeirlii iriu, oiririi Page 9-21 "Ilk A SUPER ION City of Santa Clarita, CA • Define and perform workflow operations, such as notifying applicants of new positions and emailing notifications of forgotten login passwords • Permit applicants to perform keyword searches on available positions and view position details • Allow applicants to create a profile and specify desired notifications for future position openings • Provide applicants the ability to attach relevant documents to a job application • Permit applicants to apply for multiple job openings • Transfer applicant details automatically to next job application to save time spent applying • Permit applicants to edit application until it is submitted • Allow applicants to review the status of their application at any time Professional Development ONESolution Professional Development enables you to create and manage staff education programs through the internet. End users enjoy round-the-clock access to registration, class schedules, and a personal record of completed coursework, thus reducing time and resources spent on administration. Features • Access the participants' and instructor's web portal • View class schedules online • Register for courses, manage existing courses, manage waitlists, and track history • Drop existing classes or register for new classes • View list of classes previously attended and print certificates • Creates and manages courses from the web portal • Manages attendance tracking and assigns grades • Sends notification to all registered users by email • Defines course information and associated class data • Uploads attachments such as course syllabus • Defines term of courses offered within calendar or fiscal year • Creates class/presenter evaluation questionnaire to collect feedback • Automates pre -requisite checking • Automates the waitlist process • Defines facilities and training locations • Uses standard and custom workflows to send email notifications • Provides sample reports such as: attendance rosters, transcripts, registration reports, and more ONESolution Personnel Actions allows management and administrators to request personnel changes online. The electronic workflow process routes the request through the user -defined approval hierarchy and business processes. Once the request is fully approved, the option to automatically update the various areas of the Human Resources application is available to save time and eliminate manual processing for the City. Features • Create decentralized personnel action requests • Offer intuitive and easy-to-use interface for end users • Track audit trail history of personnel changes • Create user -defined approval hierarchy and business processing with Workflow Visit us at suIpeirlii iriu, oiririi Page 9-22 "Ilk A SUPER ION City of Santa Clarita, CA • Add supporting document attachments • Request employee salary changes quickly • Add supplemental payments for an employee • Update the employee status including full-time equivalent (FTE) and employee type • Define an employee separation with supporting document attachments • Change position, salary, status, supplemental pay, and labor distributions all on one easy-to-use screen • Create new employee requests within the system including position, salary, and supplemental payments • Update the employee master file, pay assignments, and miscellaneous Contribution, Deduction and Hour codes • Create user -defined Reason codes that allow an unlimited number of form uses • Provide validation to allow only one open request per employee per screen • Display a warning on Position Control for position changes • Include salary validations for step scale and minimum/maximum ranges • Provide salary validation override by Reason code III 1111111111111 1111 9iii ui IIII'°°°ouindatbin Wurkspaces ONESolution Workspaces empowers you by providing a centralized location from which to make informed decisions. With the Workspaces interface, you can customize page content, including up-to- the-minute report data, workflow -driven task lists, and user -defined links for quick access to any of the areas in ONESolution. You can pull financial reports from real-time, integrated data in ONESolution and present them in graph, chart, or numerical format, as you define them. Additionally, Workspaces can display a priority list of rule-based workflow tasks requiring your action or approval. It acts as a centralized navigation portal to the tasks you perform throughout the day by allowing the assignment of links, indexed by process for logical access from Workspaces. C Rnance 11 My t'a sk Center 11. Dashboard 11 General Ledger 11 IBuidgert ing 11 (Projects & Crants 11 P—hasing 11 Accounts Payable 11 Iganking It AA/Cash Receipts 11 Assets, & imentary 11 paymarr V Task Ust & Malin. Menu +Advanced Options General Ledger 4 n F'iinance to rv.. 0, lion! anion Key Wb.Pulel,oUUV1JJ�l11))I Ul1JllJ�ylJJlll1�JJJ�)�J1J1l1lilJJJPON. lll5tatr"Ei�rJ�CkatesBY5ulbsystem No Journal l Ytrile5 0 A n Create/NPclate Seurnal Entry Ser Copy It Swt Jobs 0 0 v CCanvorrt Fm.cl csv File to .7E GecWPringCal—l.tlanx Pending Approvals n PR.an C7aulelulatlon Lunance I ntry Puauints 0 • Inquiry a 0 a. Budget nvorceEmn, ;S Acccvunt BMW— nq.iry Budget iljpoltf' $ C,reite/4Jpdat4'FWe'counts Recei'v. + Vendor ruPtl4ry a Ptolett Bud(J Ing $ Inte'aetitre Cash Pecerpt' Puar6lnase. OFdO 1111LIL ry ., Create Budget Set , Purclha e IkegP is Aa unts PeeeivalFule Inqu ary Cronrte,'Urrdrate Fnc:.uun b",rnce St Payroll Employee IngkAry Visit us at suIpeirlii iriu, oilirii Page 9-23 "Ilk A ,ZrSUPER ION Features City of Santa Clarita, CA • Configures to any level of the enterprise: department, workgroup or individual user • Allows users to access frequently -used areas of the system immediately via user -defined task centers • Provides users with an in -basket for workflow items that require attention, taking advantage of the powerful workflow functionality integrated into all ONESolution applications • Provides a single access point for all ONESolution applications, reports, graphs, and workflows • Incorporates the extensive security of ONESolution. Users are permitted access to enterprise data and granted other capabilities based on each user's individual security level as defined by management Uf fr Workflow allows you to model and automate various City business processes by defining rule-based activities via a graphical interface. These models can be triggered by a variety of events, including table updates, scheduled time intervals, and process executions. These events can result in activities from task list items assignments, email notifications and responses, table updates, and reports to document processing, data mining, and additional processing being performed automatically by the model. Workflow models can be attached to any data entry screen or business process in your organization, including purchase requisitions, budget transfer requests, personnel action forms, building projects, and business reviews. Workflow streamlines the approval process and eliminates the requisition paper trail and the manual routing steps. With Workflow, you can submit requests online, route the information electronically, and track the results of your requests. Workflow helps you streamline and manage your business processes. Additionally, through scheduled Workflow models, you can schedule processes, reports, and activities to run at optimum times and view the output when it is convenient for you. Features • Automate business processes by modeling the process • Use a variety of events to trigger the model including scheduled and table events • Customize expiration handling, security, activity conditions, task list assignments, and formatting • Automate reporting and document handling for optimum times • Use version control for dynamic on -the -fly refinements Visit us at suIpeirlii iriu, oiririi Page 9-24 "Ilk A ,ZrSUPER ION IIIIIIIIIIIIIIIIIIIIu9iiiuim wire Superion Analytics City of Santa Clarita, CA Local governments need ways to streamline their data to effectively manage and report results. Superion Analytics provides a web -based platform with interactive dashboards, scorecards, and a user-friendly format to produce relevant reports. The platform also engages people across departments to create, collaborate, and deploy information instantaneously. Superion Analytics provides components, including enterprise -wide reports that can be authored once and consumed anywhere, even on mobile devices, for the full reporting lifecycle. Features and Benefits Collaborative Reporting — As a comprehensive reporting solution, Superion Analytics removes report development limitations normally associated with other products. Native reporting reduces IT bottlenecks and increases timeliness of information distribution. Give report users and authors the opportunity to respond quickly and effectively and allow employees to retrieve information on their own. Collaborative reporting features help: B.ft—d E�diu .. 64.9 15.8M Rumaiuynv m 49 -TM I M— 11 T-1. by T_ and I�epurtmeM • Create and modify reports with flexible zone -based layouts that automatically adjust to fit different elements and objects • Author and work with all report types and expand the base of potential users for each report. • Create and deploy a single report that can be executed across multiple languages and output formats such as HTML, Adobe@ PDF and Excel@ • Build report templates that include standard report objects, queries, and layouts Report Annotations — Business users and report authors can create and save notes on HTML reports that other users can reference, making it much easier for users to share information and capture their thoughts. Web -Based Deployment — Superion Analytics is a web -based solution that allows you to work at optimal business speed and ensures access to critical information at any time. Users can easily access, administer, and distribute their data from anywhere, providing continuous availability. Disclosure Management — Combining operational business intelligence and performance management data automatically through narrative analysis. Reduce risk by embedding controls, security, data validation, and robust audit trail reporting to ensure checks and validations are complete at the end of each reporting period. Visit us at suIpeirlii iriu, oiririi Page 9-25 ,ZrSU PER ION City of Santa Clarita, CA Self-Service Reporting — Collaborative reporting means anyone in the organization can create reports quickly to ensure timely distribution of information and wise decision-making at every level. Analytics reporting allows you to share information faster as well as reuse queries and report objects created by others. Share the responsibility for report creation with everyone in your organization, and reduce the reporting workload for IT. Self-service reporting capabilities allow you to: • Build ad hoc reports on multiple, heterogeneous data sources* • Distribute reports widely while executing a single report; the system distributes the right content to the correct recipient • Create personal alerts based on custom data conditions to control when and how you receive critical information • Schedule simultaneous or sequential batch reporting jobs for multiple output formats, destinations, and views • Distribute reports on -demand or on schedules based on time, calendar, events or an external trigger • Choose viewing preferences for the reporting interface, such as language and other geographic sensitivities including time, currency, and data formats • Save, schedule, and burst briefing book reports as a single item • Author multi -page, multi -layout reports directly from Microsoft Excel • Add annotations to saved reports for internal communication Self-service reporting includes a wide range of drag -and -drop report elements and layout options* such as: • Out-of-the-box, customizable report objects, including lists, cross -tabs, gauges, maps, prompt controls, calculations, HTML objects, images, and other chart types • Embedded linkable objects in authored reports • Discrete control over presentation and query layers • Conditional, data -driven formatting and layout • Tabbed portlet pages to view multi -style, multi -page reports in one briefing book report • Data lineage to map report items back to database • Customized page orientation and pagination Author Once, Publish Anywhere — You can build reports without concern for end use; whether reports will be read on a mobile device or converted to PDF, special versions are not required. When information is communicated to different audiences and users, format and presentation of the content must change to ensure effective communication and information delivery. With Superion Analytics, you can: • Integrate security with Active Directory or LDAP • Create multi -page, multi -query reports • Deliver reports by email or portals • Deliver reports to mobile devices* • Integrate with Microsoft PowerPoint, Word, and Excel • Create output in Excel, PDF, XML, HTML, and CSV • Access a multi-lingual user interface Visit us at suIpeirlii iriu, oiririi Page 9-26 "Ilk A ,ZrSUPER ION ddiiitbindll III IIIIIIIIIIIII IIII 9iii ui m IIftddIes I C' FR' C' nstrucf City of Santa Clarita, CA Superion CAFR Constructor dramatically decreases the effort required to produce your Comprehensive Annual Financial Report (CAFR) by reducing errors and manual input. With tight integration to the ONESolution core financials database, CAFR Constructor automates much of the creation of your annual financial report. CAFR Constructor uses your data and our standard templates to build much of the content. The following information is included in the report: Cover page and table of o c Management's discussion and analysis (MD&A) Government -wide financial ;� �,. w.,., wn•. �I IYt •i.r. r e u�e statements° j"..... ..... . Governmental fund financial �,Fmworma statements'a Proprietary fund financial statements Fiduciary fund financial statements Notes to the financial statements Summary of significant accounting policies (SSAP) Note disclosure Pension and other postemployment, benefit -related note disclosures Required supplementary information (RSI) Combing and individual fund information and other supplementary information Statistical section Other considerations Benefits: • Automates much of the report's creation • Reduces the cost of production • Increases accuracy • Reduces effort Visit us at suIpeirlii iriu, oiririi Page 9-27 "Ilk A ,ZrSUPER ION �""'Illhm� liii uir� IIII'°° ui Illlllllll l City of Santa Clarita, CA Superion seeks third -party alliances that complement our current solution set. We select partners who have a core competency in a product or solution area in which we recognize a need and who understand and have worked with our market of small to mid-size government; have an excellent development staff; seek a long-term relationship; and place high value on customer service. Superion partners must also have a proven track record and financial stability. We have numerous third -party relationships that help us deliver complete solutions for our customers. 'I inieClock Plus TimeClock Plus has been helping organizations of all sizes automate their workforce management needs since 1988. For almost three decades, the same leadership team at TimeClock Plus has held true to the vision of creating the most powerful time and attendance products in the market today with the best value to the client. More than 60,000 customers worldwide trust their time and attendance needs to TimeClock Plus, and the client feedback shows why TimeClock Plus has an outstanding reputation. When it comes to performance, few browser -based products measure up to the speed of TimeClock Plus. Innovative web design methods are incorporated into TimeClock Plus to offer the fastest time and attendance product on the market. The development staff is constantly refactoring the code, which means our development staff continually takes the existing code and works to improve functionality. TimeClock Plus is a lightweight, ultra -responsive, and dynamic solution that rivals the speed of any client -server application. Web design provides the ultimate customizability. When it comes to designing a web -based application, there are no rules. Title bars, toolbars, and unrecognizable icons are design elements of the past. In web design, you are only limited by your imagination. And since anything goes, you want to ensure there is extensive thought put into the design. TimeClock Plus researched all the user experience/user interface (UX/UI) techniques with one goal in mind: to create the most approachable and friendly interface. With v7, you will see organized options, soft colors, and plenty of clean, open space. This is because we know you will be using this solution all day, and we know that an easy -on - the -eyes interface makes your job easier. TimeClock Plus v7 is the most flexible time and attendance solution on the market. From defining user permissions to customizing dashboard widgets, v7 will without a doubt provide you with the utmost flexibility which ultimately allows you to manage what matters most to you. TimeClock Plus is a 100% web -based solution offered either on premises or in the cloud to fit your needs and budget. • TimeClock Plus Client -Hosted Software: TimeClock Plus perpetually licensed software is hosted on the user's own infrastructure, giving the City complete control over deployment, access restrictions, and configurations between software and hardware. An on -premises implementation of TimeClock Plus allows users and employees to access critical information, clock in and out, and request time off from a browser -based environment that eliminates the need for local client installs. • TimeClock Plus OnDemand Software -as -a -Service (SaaS): Managing employees through the internet is simple and easy with the OnDemand SaaS from TimeClock Plus. Using the robust Web Edition, users have all the functionality of an enterprise product without needing to use City servers and infrastructure. Visit us at s:.:Ipeirlii iriii coiririi Page 9-28 ,ZrSU PER ION City of Santa Clarita, CA TimeClock Plus RDTg Touchscreen The TimeClock Plus RDTg with touchscreen is a clock device that allows your employees to clock in and out by entering a Personal Identification Number (PIN) on a seven-inch capacitive touch screen. The employee can clock in and out, change job code, go on break, and more, by entering in the number you have assigned as their TimeClock Plus ID number. To set up the RDTg, simply mount the clock to a standard location and assign your employees a login ID. Additionally, the RDTg is completely modular. You can choose from a number of features to suit your organization's needs. TimeClock Plus RDTg 400 Touch Collection Devices The hardware clocking terminals can be desk or wall mounted for employees to easily access. The RDTg 400 Touch offers clocking and self-service transactions without accessing a computer desktop. With its compact, modular design, the RDTg 400 Touch allows you to incorporate any combination of its hardware clocking options, as desired, on each device, including Touch Screen Pin Entry, Card Swipe (Magnetic Card Reader, Bar Code Reader, and Proximity [RFID] Card Reader), and Fingerprint Biometrics. RDTg 400 Touch with Proximity Ward Reader Biometric Fingerprint Readers b. Indicate any limitations or changes in functionality for an on -premises vs. a cloud or hosted deployment of the software. ' "sllpcwiins " The core functionality of the application is identical and runs the same when hosted in the Cloud as it does on premises; however, there are a few nuances. While the core functionality is the same, functions such as transferring interface files follows a different process. In the Cloud, these files are transferred using our Secure File Transfer (SFTP) server rather than copying the file to a traditional network file share. Once in the proper location, the system processes the data the same. Another nuance to the Cloud implementation is printing of special forms, such as checks and purchase orders. To use premise printers, they must be visible to the Cloud environment. The City can accomplish this using a Virtual Private Network (VPN) appliance. Superion provides this device and works with the City's IT department to perform the installation. This ensures that a secure, encrypted connection is available between the Horizon Cloud servers and the premise printer without Visit us at suIpeirlii iriu, oiririi Page 9-29 ,ZrSU PER ION City of Santa Clarita, CA exposing these devices to the public internet. Once this connection is established, printing of special forms from the application follows the same process as would an on-premises implementation. The City will also use a VPN when there are any third -party applications that require a connection to the database. Visit us at suIpeirlii iriu, oiririi Page 9-30 ,ZrSU PER ION City of Santa Clarita, CA Secliiiiaii � hili Milli ����� iiiii°biii�',ac t The following documents in this section are provided as examples for the City to review: • Superion Sample Statement of Work • CryWolf Sample Statement of Work • Sample Superion Agreements • Sample TimeClock Plus Agreements Visit us at suIpeirlii iriu, oiririi Page 10-1 Statement of Work ONESolution Implementation Document prepared for IIII IIII °� IIII IIII 11114� A"" S U P E R 10 r A Statement of Work TABLE OF CONTENTS FIVIE.:..:. S D II II A III::ZY 1.1. Introduction 1.2. Project Criteria for Success 1.3. Customer Goals 2... SC0111'111;;; O III ,;III° III III ;;! 2.1. Organizational Scope and Phases 2.2 Training and Configuration Scope 2.3. Data Conversion Scope 2.4. Interface Scope 2.5. Reporting Scope 2.6. Workflow Scope 2.7. Forms Scope 2.8. Installation Services Scope 2.9. Key Deliverables 2.10. Project Management Scope 2.11. Business Process Review 3... Ill 11 llf:)lll, III II III;;!IIN"'rA"'F1101IN Al:: If: 111° OACIII°°i 3.1. Data Conversion Approach 3.2. Interface Approach 3.3. Reports Approach 3.4. Workflow Approach 3.5. Forms Approach 3.6. Consulting and Configuration Approach 3.7. Testing Approach 3.8. Training Approach and Knowledge Transfer 3.9. Post -Live Support 4.1. Project Staffing 4.2. Facility Requireme 5 Ilf:)111° O 'ECT V AII" A0111; V III II" "'r 5.1. Project Schedule 5.2, Agendas 5.3. Status Meetings 5.4. Status Reports 5.5. Issues/Tasks Log 5.6. Deliverable and Milestone Approval & Acceptance 5.7. Dispute Resolution Procedures 3 3. 3 4' 4 4 7 10 11 12 15 15 16 16 16 Iffil 17 18 21 22 24 25 26 26 30 BE 31 34 NE 34 35 35 36 36 37 38 Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved i 6 CI WNGI1:..:..:. rS AI" II) CI WNGI1:..:..:.S rO F11 HIS SCOI::'I:..:..:. 011::::IIRK 7 1 IKI:..:..:.Y r WGIRK I::'I::ZQI1'.)UC rS 8.1 CAFR Constructor 39 40 45 Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved ii ,NkA ,,,TSU PER ION Suli hili ii IIII n iiirod m;tb ii This document is the Statement of Work (SOW) for the implementation of Financial, Human Resources, and Payroll Information Management software and related services only with res the Solution software expressly identified in the Order (the "Agreement") for the Sample Cus (the "Customer"). Superion will provide implementation services identified in the Agreement c, described in this SOW to assist the Customer in implementing the ONESolution Software sol The SOW is an attachment incorporated as part of the Agreement signed by Superion and tf Customer, and all actions directed herein shall be performed in accordance with the aforeme Agreement. it oned The SOW is intended to document the project scope, methodology, roles and responsibilities, assumptions, expectations, implementation activities, milestones and deliverables. IIII ° iiiimm iiiimmliii iiiimmliii iiiimm 0 0 ss 1) Replace Customer's legacy Finance, Human Resources and Payroll systems and off -system tools with a single modern system that promotes the exchange and extraction of information. 2) Reduce the need for redundant data processes through integrated systems, utilizing one point of data entry for all information. 3) Be able to accurately and quickly determine and report on critical financial information across the entire Customer including how much the Customer owes, how much it is owed, and how much it currently has (enhanced cash flow reporting). 4) Use the opportunity the project presents to re -think and improve existing Customer business processes. 5) Maintain an organized, thoughtful, and planned approach to the implementation project that best takes advantage of existing staff resources and allows the Customer the best chance for long term success. 6) Access Payroll and Human Resources data from a seamless system that also integrates with the financial data base. 7) Enable and promote sharing information cross -functionally. 8) Improve employee's access to their own information. 9) Utilize workflow to automate notifications, approvals, and other tasks. 10) Provide aplatform for future improvements, to support increasing volumes of growth in the customer's and associated services. 3 Custa,Ywr IIID 1) Re-engineer and optimize business processes and system configuration to improve efficiency. 2) Implement all software modules within the agreed upon schedule and budget with acceptance procedures satisfied in writing. 3) Complete a knowledge transfer process that will establish the necessary skills and proficiency needed for the Customer to support the system after implementation. 4) Support the migration from the as -is to rapid adoption and proficient use of the to -be business processes and supporting software. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 3 ,NkA ,,,TSU PER ION 211, IIIpiiiii l The purpose of this project is to replace the Customer's current Financial, Human Resource and Payroll applications with a new completely integrated solution and to improve the Customer's existing administrative processes to take advantage of industry best practices that best leverage the ONESolution application. The project scope is comprised of the Software and Services identified in the Agreement as further described throughout this SOW. iiiimm iiia ilii liii iiia 1111 111 °. IIIIand IIII°° IIID ase s All Customer departments and organizations will be part of the scope of the system as the ONESolution software will impact all employees. The Preliminary Implementation phasing is as outlined below. During project planning, Superion and the Customer will build the actual project plan and schedule which will then be updated and maintained jointly by the respective Superion and Customer Project Manager throughout the project. The key phases are as follows: Customer and Superion agree that Phase I and Phase II will not overlap. The current plan is to have Phase II start after the Go Live for Phase I. • Phase I — Finance: Go Live is estimated to occur 12-15 months from the Effective Date • Phase II — Human Resources and Payroll: Go Live is estimated to occur 15-18 months from the Effective Date 2 2°1111°°°iiir li ilii li ilii and iiia liii iiiimm °liii iiia I ;, IIII Superion includes the following baseline consulting and training in the scope of this project. The following standard areas for the Financials and HR/PY phases of the project will be covered as part of the consulting and training. Topics and agenda's may be adjusted during the implementation based on needs assessment and agreement between the Customer and the Superion Project Manager. The majority of consulting and training will be conducted onsite, but remote sessions will be included throughout the project. See section 3 in this SOW for our overall approach to consulting and training. GLCF01 General Ledger Overview and Chart Design GLCF02 General Ledger Structure Design GLCF03 General Ledger Structure Setup (Remote Configuration by Consultant) GLCF04 Core Financial System Overview, Needs Analysis and Initial Design GLCF05 General Ledger Training - Chart of Accounts Maintenance, Journal Entries, Recurring Calculations and Budget Entries CFGM001 Grants/Contracts Management — Needs analysis, System Setup and Configuration GLCF06 Core Financial Setup and Testing Remote Configuration by Consultant GLCF07 Core Financial Training - Purchasing, Accounts Payable, Bank Management and Fixed Assets GLCF08 General Ledger Training - Advanced Budget Entries, Journal Entries, Reconciliation, Utilities GLCF09 Core Financial Training - Accounts Receivable and Cash Receipts Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 4 ,NkA, ,,,TSU PER ION CFGM02 Grants/Contracts Management Training GLCF10 Core Financial Training - Advanced Processing - Purchasing, Accounts Payable, Bank Management, and Fixed Assets GLCF11 Core Financial Training - Advanced Topics: Maintenance and Utilities GLCF12 Gap Analysis, Data Mapping, Data Conversion, and Comparison Testing GLCF13 Final Review of Client Workstation Preparedness GLCF14 Parallel and Process Testing (Budget Checking, Encumbrances, Clear Out Scripts, Utilities) GLCF15 Go Live Preparation and System Handoff GLCF16 Go Live Support GLCF17 Post Live Support GLCF18 Calendar Year End Training GLCF19 Fiscal Year End Training BUD01 Annual Budget Development HRPY01 Human Resources & Payroll - Needs Analysis & Configuration Setup HRPY02 Human Resources & Payroll - Needs Analysis, System Setup and Configuration Decisions HRPY03 Human Resources & Payroll - Comparison Testing, Data Conversions HRPY04 Human Resources & Payroll - Time and Attendance Planning and Comparison Testing HRPY05 Human Resources & Payroll - Gap Analysis, Data Mapping and Comparison Testing HRPY06 Human Resources & Payroll - Employee Management Training HRPY07 Human Resources & Payroll - Payroll Processing and Comparison Testing Training HRPY08 Human Resources & Payroll - Gap Analysis, Data Conversions and System Configuration HRPY09-10 Human Resources & Payroll - Employee Personnel, Payroll Management and Payroll Process HRPY11 Human Resources & Payroll - Employee Personnel, Payroll Management and Payroll Process HRPY12 Go Live Preparation and System Handoff HRPY13-14 Go Live Support EO01 Employee Online — Overview EO02 Employee Online — Configuration EO03 Employee Online - Benefits Configuration EO04 Employee Online - Benefits Configuration & Training EO05i Employee Online - Open Enrollment Configuration EO06-08 Employee Online - Configuration Cont. EO09 Employee Online - Advanced Configuration EO10-12 Em to ee Online - Go Live Pre HRPYPD01 Professional Development —Overview HRPYPD02-03 Professional Development — Configuration Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 5 ,NkA, ,,,TSU PER • HRPYPD04-05 Professional Development —Testing HRPYPD06 Professional Development Training — Web HRPYPD07 Professional Development Trainin—Application HRPYPD08 Professional Development Training - Security & Go Live Prep PB01 Position Budgeting — Overview PB02 Position Budgeting - Initial Testing & Configuration PB03 Position Budgeting - Initial Configuration PB04 Position Budgeting — Overview PB05-07 Position Budgeting - Configuration PB08 Position Budgeting - Process Review & Verify Calculations PB09 Position Budgeting - Process Training Customer Specific Processes PB10 Position Budgeting - Process Training Cont. Customer Specific Processes PB11-13 Position Budgeting - Process Review - Troubleshooting/ Issue Resolution PB 14-15 Position Budgeting - Go Live Pre PB 16-17 Position Budgeting - Process Review - Post Live Support PAF01 Personnel Action Forms - Configuration PAF02 Personnel Action Forms - Overview PAF03 Personnel Action Forms - Workflow Configuration PAF04 Personnel Action Forms — Workflow PAF05 Personnel Action Forms - Post Live TOOLS01 Tools - SPSOne Security & Desktop Training TOOLS02 Tools Overview and Needs Analysis TOOLS05 Tools - Workflow Training- TOOLS06 Tools - SPSOne Security Follow-up RPRT01 Reporting Overview and Needs Analysis RPRT03 Cognos Report Training Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 6 ,NkA, ,,,TSU PER ION 3 IIII °ta C ilii iiirs lii ilii "1 . IIII Superion has included the following data conversion in this SOW. Superion and the Customer will work together to create cross -walk tables for the conversion of data from legacy system. During the project, further discussion and discovery will take place and the Customer may request that modifications to the data conversion services scope be performed by Superion. If the data conversion scope is requested to be modified by Customer, it will become the subject of a separately executed Change Order which will describe changes in scope of work and payment of fees due for such modified hours/pricing. If Customer decides to reduce the scope in one functional area and increase the scope in another functional area, then Superion will determine the net effect of the change before initiating a Change Order request. All Change Orders associated with data conversion will be based on the agreed upon hourly rate per Exhibit 1. Superion has included conversion services and pricing in the Agreement for the conversion services outlined below. • Superion and the Customer will build a project plan that includes converting data four (4) times for Finance and HR/PY. o If more than four (4) conversions are required, the project schedule may be impacted and Superion and the Customer will mutually agree on an updated project schedule. • Superion will convert agreed upon data four (4) times for Finance modules and four (4) times for the HR/PY modules: o One (1) initial Mapping Conversion to test the mapping of data. A smaller subset of data will be converted. o One (1) Interim Mapping Conversion to test the re -mapping of data. o One (1) additional conversion will be executed prior to Integration and parallel Testing. o One (1) final conversion will be executed prior to and coordinated with scheduled Go Live. • Customer will work with Superion to validate data after each conversion and communicate test results within 3 weeks. • Customer will sign off on all four (4) conversion steps once testing is completed. General Account Legacy Active Accounts — Superion's Standard Ledger Balances monthly balances for the Import prior two fiscal years General Detail Legacy For the current fiscal year Superion's Standard Ledger transactions at time of Go Live Import General Annual Legacy Adopted and amended Superion's Standard Ledger budgets totals for the past two Import fiscal years General Budget detail Legacy For the current fiscal year Superion's Standard "Ledger transactions at time of Go Live Import Projects Detail NA For the current fiscal year Superion's Standard transactions at time of Go Live Import Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 7 ,NkA, ,,,TSU PER ION Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 8 ScopeI= In Conversions Projects Monthly totals NA Inception to date Superion's Standard Import Purchasing / Vendors Legacy Active vendors at the Superion's Standard Accounts time of Go Live Import Payable Purchasing Purchase Legacy All open purchase orders Superion's Standard Orders at the time of Go Live Import Fixed Assets Assets Legacy Active / Retired assets at Customer's choice of (Capital / (Details) the time of Go Live Superion's Standard Controllable Import or Custom Assets) Delimited Data File Import (SYUTLF) Bank Outstanding Legacy All outstanding checks at Superion's Standard Reconciliation Check History time of Go Live Import / Accounts Payable Accounts 1099 checks Legacy All 1099 check activity for Superion's Standard Payable the current calendar year Import Accounts Invoice details Legacy Outstanding receivables Superion's Standard Receivable at the time of Go Live Import Customers Account detail Legacy Active Customers at time Superion's Standard of Go Live Import Inventory Item Details Legacy All inventory items on Superion's Standard master inventory list Import Inventory Transactional Legacy All inventory issues and Superion's Standard Issues and adjustments for the Import Adjustment current fiscal year at time History of Go Live Human Cobra Billing Legacy This is mostly a Microsoft Superion's Standard Resources / invoices Excel file, but the legacy Import Accounts (currently a system prints out periodic Receivable' shadow ` invoices system in MS Excel, but invoice though PICK) Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 8 ,NkA, ,,,TSU PER ION Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 9 ScopeI= In Conversions Human Employee Legacy All employee records in Superion's Standard Resources personnel data the current system — Import** Any historical including pay active and retiree data rolled will require assignments, information the corresponding employee configuration tables tracking info rolled as well, for contained in example job/position the HR Data tables, salary tables, Conversion etc. Crosswalk tables Guide will need to be developed. Human Personal Legacy Two calendar years or the.; Superion's Standard Resources Actions oldest applicable MOU for Import employee personnel action history, including employee master and: employee pay assignments Human Employees' Legacy All accrued leave Superion's Standard Resources leave balances balances at time of Go Import Live Payroll Payroll Legacy Five Years of History for Superion's Standard History, pay W -2s and detailed payroll Import assignments, transactions in the current and EFT calendar and fiscal year information. contained in__+ the HR Data Conversion Guide Payroll Outstanding Legacy All outstanding checks at Superion's Standard Payroll` Check the time of Go Live Import Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 9 ,NkA, ,,,TSU PER ION The Interfaces identified in the Agreement are as further described below. The interfaces included in this SOW were identified by Superion based on the RFP and discovery. During the project, further discussion and discovery will take place and the Customer may request that modifications to the interface services scope be performed by Superion. If the interface scope is requested to be modified by Customer, it will become the subject of a separately executed Change Order (Appendix 6) which will describe changes in scope of work and payment of fees due for such modified hours/pricing. If the scope change is the result of adding and deleting interfaces, then Superion will determine the net effect of the change before initiating a Change Order request. All Change Orders associated with interfaces will be based on the agreed upon hourly rate per Exhibit I. The interfaces identified in the Agreement will be developed and or configured using the processes identified in this SOW. Following is a description of the interfaces to be provided. Assumptions: Superion is not responsible for the applicable third party software, third party hardware or third party system software costs which may be required for the development of the interfaces described. The Customer is responsible for any necessary communications with third party vendors if necessary to accomplish the Interface scope in this SOW. Additional requests and changes to the scope of the below interfaces will require a change order (see Section 9.3 of this SOW) and may incur additional charges. Changes include any additional requirements including building integration via API and Web Services (if not already listed as the interface method.) Interface list: 1 TimeClock Plus Time. Keeping ; Needed Recruitment I As Needed Load Import Web 2 Employee Services Timecards into the ONESolution timecard table — See below for further description New Hire Import Standard 2 Interface interface is with NeoGov Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 10 ,NkA „,TSU PER ION TimeClock PLUS (TCP) Superion has standard integration with TimeClock PLUS inclusive of the following features and requirements: • The timecard import supports the import of timecard activity to the ONESolution timecard tables • Reports and notifications can be created/run against the imported data • Once timecards are confirmed they are distributed and folded into the payroll calculation process • This integration from ONESolution returns the following information to TCP in real time: o Employee ID, First Name, Last Name, email address department and calendar. o Employee ID, job title, department, supervisor ID, record type. For each job the allowed hours are also provided grouped by hour type (Leave, Regular, OT and OT2) o The Position ID, the Position Description (POSLONG), PCN, and the hours associated with the Position o Employee leave transactions o The types of Leave possible and the Hours that affect those o ONESolution and TCP will maintain real time accrual balanc, PCN Description (LONGDESC), .eaves and project codes. o This service returns timecard records that have created with this APL This can be run for all employees or for a single employee. In addition to the information inserted when the record was created, the date and time of the insertion will be returned. NeoGov Superion has standard integration with NeoGov, which includes the following features and requirements: • Superion's integration will allow Customer to load vital Applicant Information to the ONESolution HR Applicant. • The utility imports using a csv file. • Reports and notifications can be created/run against the imported data. • Once an applicant is designated a new hire, data automatically moves to Employee screens in HR and Payroll. • The utility is configurable by creating field mappings which indicate the source table and field with a cross walk. • The utility can be run On Demand or be Automated. 2” 5IIII ������� � IIII iiii�iiii iiia �;IIII Standard reports and associated report development training are provided as part of this Scope of Work. Superion has included 900 hours in this agreement for building reports or adjusting standard reports for the Customer. See requirements and notes below. Superion has included the work necessary to complete the Customer's CAFR and Budget Book as outlined in Appendix 2. Superion will use Cognos CDM and our CAFR Constructor tool to create all the technical components necessary for the Customer to produce its CAFR. Customer will supply the necessary narrative components to complete the CAFR. Appendix 2 outlines the CAFR schedules Superion will assist the Customer in producing. Superion will utilize Cognos Analytics for creating reports in ONESolution. Superion will make the CDD reporting tools and a library of existing CDD reports available to the Customer, but will not support the product as it is being phased out. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 11 ,NkA, ,,,TSU PER ION Assumptions: • Customer and Superion will create the report scope spreadsheet which will identify and prioritize the required reports. • Superion utilizes the following rules when scoping report hours identified while creating the reporting plan: o Simple — list report with basic calculations and formatting. Report templates can be utilized for the majority of development. Typically, one query handles the report information. Can be prompted and filtered. Est. 8 hours o Medium — report containing more advanced calculations and formatting. May need more than one report query to retrieve the data, master -detail relationships may be needed. Typically includes several prompts. Est. 16 hours o Complex — highly formatted report which may contain more than one list or report object and multiple developed pages, contains complex calculations such as running balance, may have conditional formatting and multiple levels of summarization. Financial Statements typically fall under this category. Est. 32 hours • Superion will train Customer on how to create new reports or modify existing reports. • Superion has included hours to train Customer on how to create new reports or modify existing reports. • The Customer can add additional hours outside of the Agreement which will become the subject of a separately executed Change Order describing additional scope of work and payment of fees due for such additional hours/pricing. All Change Orders associated with report development and training will be based on the agreed upon hourly rate per Exhibit I. 2 6 C IIIrIIID°j' IIIC ! t;.0 pe Standard workflow Models and associated Workflow Model training and assistance described below will be provided and included under this Scope of Work. During the project further discussion and discovery will take place by Superion and the Customer to mutually determine if additional workflows are to be completed by Superion which will become the subject of a separately executed Change Order which will describe additional scope of work and payment of fees due for such additional hours/pricing. If Customer decides to `reduce the workflow scope in one functional area and increase the workflow scope in another functional area, then Superion will determine the net effect of the change before determining if a Change Order request is required. All Change Orders associated with workflows will be based on the agreed upon hourly rate per Exhibit I. The standa process i Ns include the following and will be configured to meet the Customer's business uirements that may be different between departments: luded 450 additional hours for yet -to -be identified Workflow requirements. These rkflow models outside of the standard models listed in this SOW. The 450 hours will 'red. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 12 ,NkA, ,,,TSU PER ION Standard Workflow Models Financial Workfiows Payroll and utrian Resource Workflow Models New Hire Superion will build one New Hire notification model for the Customer under this agreement. This is a notification workflow with no approvals. When a new employee ID is created, it will notify IT to set up an e-mail account for the employee and also notify Payroll that a new person has started. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 13 PR Approval Superion will build one Purchase Request model for the Customer under this agreement. Model can be built to use standard PO generated PDF to be emailed or mailed to Vendors. PO Change Orders Superion will build one Purchase Order Amendment Request model for the Customer under this agreement, including notification to the vendor that PO Amendment has been approved. AP Approval Superion will build one Accounts Payable invoice processing model for the Customer under this agreement. AP Checks/Payments Superion will build an AP Check approval model for the Customer under this agreement. The model will include routing for urgent invoice payments and a routing for regular invoice payments which includes the generation/distribution of a custom warrant report. JE approvals and auto- Superion will build a Journal Entry approval model for the Customer under distribution this agreement. The model will have auto distribution to the General Ledger. BU adjustment Superion will build a Budget Adjustment model for the Customer under approvals and auto- this agreement. The model will have auto distribution to the General distribution Ledger. Accounts Receivable Superion will build an Accounts Receivable invoice processing module for the Customer under this agreement. Cash Receipts Superion will build a Cash Receipts approval model for the Customer under this agreement. Approval Notification A nightly notification model will be built for the Customer under this Model agreement. The model will notify approvers if they have pending approvals in their queue. CM Approval (status) Superion will build one Contract Management Approval (status) model for the Customer under this agreement. The model should include the entire process from initiation through finalization of a contract. CM Amendment Superion will build one Contract Management Amendment model for the Customer under this agreement. Payroll and utrian Resource Workflow Models New Hire Superion will build one New Hire notification model for the Customer under this agreement. This is a notification workflow with no approvals. When a new employee ID is created, it will notify IT to set up an e-mail account for the employee and also notify Payroll that a new person has started. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 13 ,NkA ,,,TSU PER ION Onboarding / New Superion will build one Onboarding model for the Customer under this Hires agreement. The employee is hired and HR will create the employee in the system. When the hire date is entered/saved, it will trigger a workflow, which will send out notifications to staff. The system can also automatically create probation and review dates. The system can also send out letters to the employee (welcome letter with orientation date, benefits sign-up info, etc.). The employee can then go online to Employee Online and sign up for benefits, tax elections, direct deposits, etc. Offboarding / Superion will build one Offboarding model for the Customer under this Termination agreement. HR will go into the employee's screen and enter a termination date. This will trigger a workflow that will notify all necessary parties. The workflow can also send out letters to the employee (with exit interview date, when they will receive last pay check, etc.) and to benefits providers (COBRA, etc.). Once all workflow approvals have been completed, the system will stop the employee's. deductions automatically based upon the employee's end date. License/Certification Superion will build one License/Certification notification model for the Customer under this agreement. This is a notification workflow with no approvals. The model will reference the expiration date of the license/certification and notify the employee if their license or certification is about to expire. Termination Superion will build one Termination model for the Customer under this agreement. This workflow will let IT know to de -activate the email and other security of a person who is terminated. It will also notify the Payroll section. Personnel Action Superion will build one Personnel Action model for the Customer under this agreement. The model will gather information from the Personnel Action Forms and move them forward to proper approvers before updating the database with those items. Examples include processing a new -hire, salary change, employee separation and employment status change. These six (6) workflow models are used for both approvals and employee updates. Employee Online and Superion will build model(s) for Employee Online/Open Enrollment Open Enrollment approvals for the Customer under this agreement. These models gather changes to an employee's record that were submitted within employee online. They allow the employee to submit the changes such as direct deposit change, personal information, emergency contact information, family information, reimbursement direct deposit and tax changes. The HR department then has the ability to approve these changes, and once approved, the change takes effect. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 14 ,NkA, „,TSU PER ION 2 7 !.IIII Superion has included the following Forms in this Scope of Work. Superion will provide standard form samples that the Customer will use to choose the necessary forms. Custom forms can be created by Superion, but additional hours would be required at Customer's expense. 1 Purchase Order — Could be a report which outputs to PDF 1 Account Receivable: 1 Invoice and 1 Statement — Could be a report which outputs to PDF 1 Accounts Payable Check Easy Laser Form and EFT 1 Cash Receipt 1 Payroll Check Easy Laser Form and EFT 1099 and W2's — These are created as part of each calendar year end release. 1095-C/ 1094-C Forms — These are part of the standard Regulatory Application Assumptions: • Superion will create one version of each form to be reviewed by Customer. Changes will be made according to the Customer's input. If multiple versions of any one form are requested, additional charges will apply. All Change Orders associated with additional form charges will be based on the agreed upon hourly rate per Exhibit I. 2 8Illl°°Illlllllliiiiiii 11iiii iiia 11°;IIII The installation services will include the following: • Installation of (1) Test, (1) Production, and (1) Train environment of ONESolution to be completed. o Production environment may have up to 4 application servers o The Test, Train and additional environments will each have 1 application server • Superion uses the following environment methodology as part of its implementation. o Phase 1 Finance — Initial installation is completed into 1 pre -production environment. All configuration, data conversion, core team training and testing is completed in this environment. Prior to end user training, a "training” environment is created and the data from Pre -Production is copied over. This second environment called "train" is used to train end users and as a sand box for users to learn. Prior to phase 1 final Go Live, the Pre -Production environment is cleared of data and the final conversion is completed. Pre -Production is now considered "production." o Phase 2 Human Resources/Payroll —All configuration, conversion, core training, and testing is completed in same production environment as phase 1. When Finance is live, Payroll transactions are never posted to the live production. Prior to end user training for phase 2, the data from production is copied to the train environment. The train environment is used to train end users and as a sand box for users to learn. Prior to final Go Live the Pre -Production environment is cleared out of human resources and payroll data and the final conversion is completed. Pre -Production for Phase 2 is now considered "production." • Superion will create the (1) Test environment immediately after ONESolution is installed in the pre -production environment. Customer will be trained to perform a data refresh from pre- production as part of the System Administrative training. • Installation of (1) Test, (1) Production and (1) Train Cognos environment to be completed. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 15 ,NkA, „,TSU PER ION • Superion will complete all installation remotely. • System Administrative training comes standard with all ONESolution installations which will be scheduled and completed remotely. • Superion will train Customer on how to perform a data refresh from Production to other environments as part of System Administrative training. This training will be scheduled for 2 he unless more time is needed by the Customer. Assumptions: • Superion and the Customer will mutually agree on the dates and schedule for the installation other services. Procurement of the Hardware is the responsibility of the Customer. Cust hardware components including the operating system at least 1 week pri ONESolution install. Application Server Load balancing and farm set up are the responsibility Hardware specifications are included in Exhibit 6. Customer will be using a VMware virtual environment for all servers. ”" 9 ID" IIII IIII Vii iiiimm IIID IIII Appendix 1 defines the "Key Deliverables" Superion or the Customer is expected to complete during the project. 2 IIII iiiimm IIII iiia iiia iiia IIII Superion will provide Project Management as part of the scope for this project. Superion's Project Manager will be participating both onsite and remotely as dictated by the mutually agreed upon project plan and schedule. It is estimated that Superion's Project Manager will spend an estimated 50% of their time onsite during the project. The onsite time is estimated to be 60-80 hours a month depending on the phase/stage of the project. Duties of both Superion and the Customer project managers are outlined in the Project Governance Section 4. It is assumed the Superion Project Manager will be assigned to the Customer for up to 18-21 months once project commences through the end of phase 2 and project close out. Assumptions: • Once Go Live is achieved and the project is closed out, Superion will assign a Customer Success Executive and Account Manager to support the Customer moving forward. I'provide Business Process Review (BPR) Services for the Customer under this SOW 1 be completed at the beginning of the project. Superion will conduct these reviews for and for each process identified by the Customer. As part of the BPR, Superion consultants will review any existing business process documentation outlined in the Configuration Workbook which will be completed by the Customer or discuss current business processes with Customer staff. Superion's consultants will facilitate a discussion to review recommendations and options for use of ONESolution and how other Superion customers have made improvements to business process and utilized the ONESolution software. Additionally, Superion consultants will use government "best practices" in providing options to the Customer. Superion will Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 16 ,NkA, ,,,TSU PER ION document to -be business process decisions made by the Customer in a written deliverable organized by business process. It is expected that Superion consultants will utilize process maps/flow charts in documenting to -be processes. AIIIIIp Illpl ii VIII 3 1 II °ta Canversliian A�xixroa(;,Ih Data conversion development is the joint responsibility of the Customer and Superion. Customer will be responsible for extracting and cleansing data from the legacy system. Superion and Customer will work together to accomplish importing the data conversion files received from the Customer into ONESolution using standard imports. ONESolution contains standard utilities that support numerous data import and export requirements. In order to use these standard features, data must be presented in a supported format such as, CSV or Microsoft Excel. If specific formatting needs, scope, and complexity go beyond the standard format, Superion will work with Customer to provide design considerations and level of effort estimates for additional Customer expense. When Superion is engaged to convert data using Superion standard file upload utilities, the process flows as outlined: Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 17 1. Validate the Scope — Use this SOW and the Provide input on Customer to BPR/Discovery to confirm the scope of the data scope and advise provide input and conversion requirements Customer on best requirements for practices related to data conversion converting data 2. Conduct a meeting or a discovery call between the Lead Task Participate in Customer and the Consultant assigned to assist with discovery and make the data conversion upload utility. During meeting/call, decisions specifics of the task are discussed so that both parties have a full understanding. 3. Superion to provide file upload template to the Provide input and None Customer answer questions if necessary 4. Superion and Customer will work to complete the Lead mapping for Provide input and mapping of the fields for the Superion upload template upload template answer questions if necessary 5. Customer reviews and approves mapping Revise mapping as Review mapping necessary and provide feedback 6. Complete the mapping spreadsheet and provide Assist in mapping Provide data from data from legacy system Legacy system in Superion required formats Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 17 ,NkA, ,,,TSU PER • 7. Run the file upload utility and train the Customer Deliver file upload Provide Customer staff through the process for running program utility and train staff to be trained conversion requirements Customer staff on on program program interface including 8. Tests results and reports any discrepancies Supports the Test program Customer in specifications and running utility two existing file programs. samples. 9. Adjust file upload mapping Support the Adjust mapping Customer in template revising the mapping template' 10. Steps 8 and 9 are repeated until sign off in step 11. 1 - I - 11. Customer signs off on completion I None I Sign Off Assumptions: The Customer is responsible for the following: • Data extraction from the legacy system and populating • Data cleansing (i.e.: delete duplicates, correcting typos • Creating crosswalk from legacy chart of accounts to SL • Providing data in Superion's required format, such as • Data validation once it is converted into ONESolution 3 2 II in ff ; IIID IIID iir ;IIID erion standard template format ng in missing information, etc.) on chart of accounts. or Microsoft Excel Interface development is the joint responsibility of the Customer and Superion. Customer will be responsible for interface development work to/from existing legacy systems. Superion will be responsible for interface development work to/from the ONESolution system. ONESolution contains standard utilities for some modules that support numerous data import and export requirements. In order to use these standard features, data must be presented in a supported format such as, CSV or Microsoft Excel. If specific formatting needs, scope, and complexity go beyond the standard format, Superion will work with Customer to provide design considerations and level of effort estimates for additional Customer expense. When Superion is engaged to create interfaces using Superion standard import/ export utilities, the process flows as outl 1. Validate the Scope — Use this SOW and the Provide input on Customer to BPR/Discovery to review the scope of the data scope and advise provide input and conversion requirements Customer on best requirements for practices related to interface including - interfacing data data file layout specifications and two existing file samples. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 18 ,NkA, ,,,TSU PER ION 2. Conduct a meeting or a discovery call between the Lead Task Participate in Customer and the Consultant or Developer assigned discovery and to assist with the import/export utility. During meeting/ make decisions call, specifics of the task are discussed so that both parties have a full understanding. 3. Superion to provide file import/export template to the Provide input and None Customer answer questions if necessary 4. Superion and Customer will work to complete the Lead mapping for Provide input and mapping of the fields for the Superion import/export import/export answer questions template template if necessary 5. Customer reviews and approves mapping Revise mapping as Review mapping necessary and provide feedback 6. Complete the mapping spreadsheet and, if an Assist in mapping If an import import, provide data from legacy system provide data from third party system in Superion required formats 7. Run the import/export utility and train the Customer Deliver import/ Provide Customer staff through the process for running program export utility and staff to be trained train Customer staff on program on program 8. Tests results and reports any discrepancies Supports the Test program Customer in running utility programs. 9. Adjust import/export mapping. Support the Adjust mapping Customer in template revising the mapping template 10. Steps 8 and 9 are repeated until sign off in step 11. 1 - - 11. Customer signs off on completion I None Sign Off Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 19 ,NkA, ,,,TSU PER ION When Superion is engaged to write an interface program, the process flows as outlined: Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 20 1. Validate the Scope — Use this SOW and the Provide input on Customer to BPR/Discovery to review the scope of the data scope and advise provide input conversion requirements Customer on best and practices related to requirements for interfaces interface including data file layout specifications' and two existing file samples. 2. Discovery between the Customer and the Developer Lead Task Participate in assigned to write the interface. Specifics of the discovery and interface are detailed so that both parties have a full make decisions understanding. 3. Specifications are created by the Interface Create Provide input Developer and sent to the Customer specifications and answer questions if necessary 4. Customer reviews and signs specifications Revise Review Specifications as Specifications necessary and provide feedback; Sign specification 5. Developer creates interface and delivers to the Create interface and Provide SME to Customer along with documentation of interface. deliver to the answer Customer questions if necessary 6. Customer Staff tests results and reports any Answer any Review discrepancies questions from interface, test Customer as testing results and is executed provide feedback to Superion 7. Developer adjusts interface based on the Customer Revise interfaced None feedback and re -delivers along with updated interface report as necessary documentation. 8. Steps 6 and 7 are repeated until sign off in step 9. - - 9. Customer signs off on completion None Provide Sign Off Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 20 ,NkA, ,,,TSU PER ION Assumptions: • The Customer is responsible for providing expertise in: o Data validation of all data transferred into ONESolution and data transferred from ONESolution to another application o Data mapping • The Customer is responsible for providing SMEs who are familiar with existing data structures in the legacy system to assist with the interface process • Final determination of the interface method will be decided after analysis of the interface requirements • In areas where upload utilities will be used, the Customer will extract the data from their 3rd party application and populate Superion standard template formats. Superion will train the Customer on using the templates and assist in automating, where applicable • Superion has standard utilities for importing data • Superion has the ability to export data through SQL, reports and custom interfaces 3 3 IIII �Zqparts IIID IIID i�row;IIID When Superion is engaged to write reports, Superion and the Customer will use the following approach. Note that reports will be completed either by Superion consultants or by developers (referenced as Report Developer for the remainder of this section): Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 21 1. Create Scoping Document Support the List all needed Customer in reports in the creating Create Report Scope scoping document Document See Report Scope DED 2. Discovery between The Customer and the Report Participate in Document Developer assigned to write the report. Each report is discovery and make specifications discussed and specifics of the report are detailed so decisions that both parties have a full understanding. 3. Specifications are created Provide input Develop specifications and send to Superion to review 4. Superion and Customer reviews and approve Review Revise specifications specifications and Specifications provide feedback as as necessary needed 5. Report' Developer creates report and delivers to the Create report and Provide SME to Customer deliver. answer questions if necessary 6. Customer Staff tests results and reports any Answer any Review and test discrepancies questions from report. Provide Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 21 ,NkA ,,,TSU PER ION Assumptions: • Superion standard reports may need additional configuration based on the Customer's specific Chart of Accounts and other set up • Customer will provide written specifications for all reports Superion has agreed to develop 3 4 Warlkl flII IIID IIID roa(mm ',IIID Workflow models are set and configured based on each customer's business practices. Superion will work closely with the Customer to create Workflow Models and to train Customer staff how to create, maintain, and use Workflow. When Superion is engaged to develop Workflow Models, Superion and the Customer will use the following approach. Note that Workflow models will be completed either by Superion consultants or developers (referenced as Workflow Developer for the remainder of this section). 1. Create Scoping Document Customer as testing feedback to 2. Create Workflow Flowcharts foreach workflow model is executed Superion 7. Superion Report Developer adjusts report based on Revise Report (if None the Customer feedback and re -delivers. necessary) displaying flow of 8. Steps 6 and 7 are repeated until sign off in step 9. to ensure data through the 9. Customer signs off on completion Provide Sign Off Customer to Documentation to sign document Customer items to be Assumptions: • Superion standard reports may need additional configuration based on the Customer's specific Chart of Accounts and other set up • Customer will provide written specifications for all reports Superion has agreed to develop 3 4 Warlkl flII IIID IIID roa(mm ',IIID Workflow models are set and configured based on each customer's business practices. Superion will work closely with the Customer to create Workflow Models and to train Customer staff how to create, maintain, and use Workflow. When Superion is engaged to develop Workflow Models, Superion and the Customer will use the following approach. Note that Workflow models will be completed either by Superion consultants or developers (referenced as Workflow Developer for the remainder of this section). 1. Create Scoping Document Support Customer to create scoping document Refine Workflow and requirements 2. Create Workflow Flowcharts foreach workflow model Assist with Create flowcharts identified in the Scope Document questions and for each model provide feedback displaying flow of to ensure data through the Customer is approval process; using best note any specific government items to be practices discussed with Superion for each model 3. Discovery between the Customer and the assigned Document Participate in Superion Workflow Developer. Each flowchart is discussed workflow discovery and specifics of the Workflow are detailed so that both specifications meetings and parties have a full understanding. make decisions Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 22 ,NkA, ,,,TSU PER ION 4. Specifications are created by the Workflow Developer Deliver Provide input and and sent to Customer specifications to answer questions Customer if necessary 5. The Customer reviews and signs specifications Revise Review revised specifications as specifications and necessary provide feedback; Sign specifications 6. Superion Workflow Developer creates Workflow and Create workflow Customer SMEs delivers to the Customer and deliver to to answer Customer questions if necessary 7. Customer staff tests results and reports any Answer any Test workflow discrepancies questions from Customer as testing is executed 8. Superion Workflow Developer adjusts Workflow based Adjust workflow' Customer to on Customer feedback and re -delivers. as necessary and retest revised redeliver Workflow 9. Steps 7 and 8 are repeated until sign off in step 10. 10. Customer signs off on completion Provide Sign Off Customer to Sign Documentation to Document Customer Assumptions: • Superion standard workflow models will need configuration based on the Customer specific business practices and requirements. With assistance from Superion, Customer will define the approval process and requirements for each model • Customer will provide workflow flowcharts and written details for all workflow models as agreed upon with Superion Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 23 ,NkA, ,,,TSU PER ION 3 5 AIplpl iroa(�,-IIID When Superion is engaged to develop Easy Laser Forms, Superion and the Customer will use the following approach. Note that Forms will be completed either by Superion consultants or by developers (referenced as Forms Developer for the remainder of this section). If a report (e.g. PDF, Superion Analytics powered by Cognos) is the desired result instead of ELF Form, see section 3.3 for the Report Approach. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 24 1. Review standard ELF Forms and select the specific Provide Select specific forms that will be used standard ELF forms to be used. Forms 2. Create Scoping Document Support Discuss changes Customer to required to create scoping standard ELF document Forms. Decide if there will be any Custom Modifications. Make a list of all changes perform. 3. Discovery between the Customer and the assigned Document Participate in Superion Forms Developer develop the forms. Specifics of forms discovery meetings the forms are detailed so that both parties have a full specifications and make understanding. decisions 4. Specifications are created by the Forms Developer and Develop Provide input and sent to Customer specifications answer questions if and deliver to necessary Customer 5. The Customer reviews and signs specifications. Revise Review revised Specifications Specifications and as necessary provide feedback; Sign specifications 6. Superion Form Developer creates Forms and delivers to Create forms Customer SMEs to the Customer. and deliver to answer questions if Customer necessary 7. Customer staff tests results and reports any Answer any Test forms discrepancies. questions from Customer as testing is executed 8. Superion Forms Developer adjusts Forms based on Adjust forms Customer re -test Customer feedback and re -delivers. based on the forms Customer feedback and Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 24 ,NkA, ,,,TSU PER ION Assumptions: • Customer will use one of Superion's standard formats which includes updating name, bank, logo, MICR and signature • If Superion standard format does not meet the requirements of the Customer, i have the option to request a custom form. Additional cost may be incurred, der degree of difficulty in creating a custom form • Customer will supply organization, bank information and logo as necessary • Customer will supply Customer signature(s) for checks • Customer will test checks with bank 3 6 CansU[thng and Superion Consulting and Configuration are broadly defined by the below approach. ation .; stomer will a on the redeliver to Customer 9. Steps 7 and 8 are repeated until sign off in step 10. Lead and Participate in all 10. Customer signs off on completion Provide Sign Off Customer to Sign ONESolution. Documentation Document to Customer Assumptions: • Customer will use one of Superion's standard formats which includes updating name, bank, logo, MICR and signature • If Superion standard format does not meet the requirements of the Customer, i have the option to request a custom form. Additional cost may be incurred, der degree of difficulty in creating a custom form • Customer will supply organization, bank information and logo as necessary • Customer will supply Customer signature(s) for checks • Customer will test checks with bank 3 6 CansU[thng and Superion Consulting and Configuration are broadly defined by the below approach. ation .; stomer will a on the Assumptions: • Staff with the appropriate skills and experience will be furnished by Superion for each Consulting Session or other review activities, whether onsite or conducted remotely. • Customer will actively participate in all training, consulting, and configuration of ONESolution. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 25 Superion staff will lead and participate in all phases of the ' Lead and Participate in all project to ensure the Customer can effectively use participate in all phases of the ONESolution. phases of the project project Superion will assess, via Business Process Review, the Provide thorough Provide business Customer's business practices and make business process requirements and recommendations in the best practice use of ONESolution. review and make describe current These recommendations will be used during configuration. recommendations business See section 2. processes and practices Superion will set up and configure ONESolution. Set up and Participate as configure system necessary in set up and configuration Superion will document the configuration decisions. Document the Participate and configuration review documented decisions configuration decisions Assumptions: • Staff with the appropriate skills and experience will be furnished by Superion for each Consulting Session or other review activities, whether onsite or conducted remotely. • Customer will actively participate in all training, consulting, and configuration of ONESolution. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 25 ,NkA „,TSU PER ION • Customer will verify configuration and work with the Superion consultant during the testing period. The Customer will provide feedback to the Superion consultants regarding changes that need to be made. • Customer and the Superion consultant will work collaboratively on retesting and verification. • The Customer will supply SMEs in all areas of the software and will provide information to Superion consultants on business processes, policy, and information. Superion Consultants and Trainers will provide a written trip report after each scheduled on-site visit within five (5) business days. The trip report will include the high level topics covered, accomplishments, key decisions made, homework for the Customer, and topics to be covered in next future visit. 3 . esthng AIpIIIxrow;Ih During each phase of services as provided under this SOW, the Customer will test all components of the Software as configured, as well as business processes, the reports, data conversion, interfaces, forms, workflows and customizations (if applicable). Superion will supply standard testing scripts to be used by both Superion and the Customer to capture testing results. Superion will assist and the Customer will lead in creating additional scripts that are specific to the Customer business processes. 3.&.1111 r li ilii li ilii IIID IIID ilii ow;IIIDilii d IIII ” IIII � ilii "1111°°°iiranfer Superion will train both the Customer Core Functional users and End Users as part of this project. Core Project Team Training Superion will conduct training for the core project team. The following areas are the types of training Superion will conduct with the Customer's core project team. Module overviews Superion will provide the Customer an overview and understanding of all ONESolution modules included in this SOW. ONESolution Navigation Training Basic navigation on the user interface in ONESolution. Security Training Superion will train the Customer on all aspects of how to set up and use the Security components in ONESolution. Customer is responsible for overall Security set up and configuration after training. Security typically is setup by IT or technical staff. All security decision makers should also understand the security setup. Workflow Training Superion will provide training on the ONESolution Workflow tool. This training is targeted at IT or technical staff. They will gain the skills to support and build models in the future. Superion Analytics Training Superion will provide training on the Cognos Business Intelligence tools, including Dashboards and Report development. This training is targeted at IT, technical, and key functional SMEs. They will gain the skills to support and build reports in the future. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 26 ,NkA ,,,TSU PER ION System Administration training Superion will train the Customer on all system administration tasks in order for the Customer to effectively manage and maintain the system. These tasks include backups, printers, and DB security. ONESolution Module Configuration Superion will lead the set-up of all modules and test Superion and Superion Configuration Testing Configuration setups. Process Training Superion will train the functional leads and SMEs on all ONESolution processes outlined in the Core Project Team Training Plan. Customer will immediately apply the training by entering actual work into ONESolution modules (e.g. minimum one hour per day). Customer will determine if testing and verification of ONESolution processes is complete based on the training provided. Customer is expected to enter real data into ONESolution to determine if there are situations which were not addressed during the ONESolution training. This is targeted testing based on Customer's actual business processes. Test results will be captured by Customer and addressed by Superion. Core Team Training Sessions General Training Navigation Security Finance Chart of Accounts Bank Reconciliation Budget (Development and Control) Journal Entry (regular and recurring) Project/Job Accounting Project Allocation Purchase Requisitions and Purchase Orders PunchOut Bid & Quote Management Capital Assets Accounts Payable Cash Receipts Accounts Receivable Stores Inventory Person Entity Contract Management Grants Management P -Cards Vendor Portal CAFR Constructor Budget Book Builder Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 27 ,NkA, ,,,TSU PER • Human Resources HR Administration Benefits Employee Management Professional Development Personnel Action Forms Employee Online Position Budgeting TimeClock Plus Payroll Payroll Processing Leave Tracking Tools Superion Analytics/Reporting Documents Online Workflow Workspace Admin Console SPSOne Server Manaqement Console Superion-Lead End User Training (if included in proposal) End users are defined as employees who need to use the ONESolution application on a regular basis to perform their work, but are not considered to be SMEs and did not attend core project team training. End users will be attending training approximately 15-45 days prior to going live per the phased implementation approach. Superion will lead and the Customer will assist with the creation of the following deliverables for the end user training. Create an End User Training Plan Lead: Lead the creation of an Assist: Provide input on end-user training plan which training plan and ensure defines who, what and when availability of training Customer staff need to be facilities trained on. This plan will also determine the methods of training to be rolled out to the end users. The plan will be developed in collaboration with the CMT. Develop end user guides Lead: Superion will provide Assist: Review, provide written sample guides and comments and approve update the guides based on guides Customer specific processes, business rules, terminology and organizational structure. The end user guides must include detailed step-by-step instructions, along with screen Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 28 ,NkA, ,,,TSU PER • Assumptions: • It is recommended that the Customer leads some of the end user sessions. This will allow for key individuals to become more familiar with guiding, supporting, and training Customer staff in the future. • Superion will lead a "train the trainer' class for the Customer. The intent of this class is to prep the Customer's trainers on how to conduct end user training. The number of classes will be based on need. • One knowledgeable Superion consultant will be on-site for all end user training classes; this is not necessarily for Superion to lead the class, but rather to provide support, help answer questions, etc. • Once the Superion University is completed, Superion will offer product overview eLearning courses as well as eLearning courses around new releases related to Customer's products. Additional eLearning courses and Customer Education packages will be available for purchase Superion University. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 29 shots from the Customer's configured system, so they are relevant and user friendly to the end users. Develop training materials and Lead: Lead the creation of Assist: Assist Superion exercises end-user training material and with training material and exercises. Training materials classroom exercises` and exercises must include Customer specific processes, business rules, terminology and organizational structure. They must also include detailed step-by-step instructions, along with screen shots from the Customer's configured system, so they are relevant and user friendly to the end users. Develop training data Lead: Lead the creation of all Assist: Assist Superion necessary data needed to train with creation of training users scenario's Conduct traditional classroom Lead: Lead the training of Assist: Assist Superion in training Customer's end users preparation for end user training Assumptions: • It is recommended that the Customer leads some of the end user sessions. This will allow for key individuals to become more familiar with guiding, supporting, and training Customer staff in the future. • Superion will lead a "train the trainer' class for the Customer. The intent of this class is to prep the Customer's trainers on how to conduct end user training. The number of classes will be based on need. • One knowledgeable Superion consultant will be on-site for all end user training classes; this is not necessarily for Superion to lead the class, but rather to provide support, help answer questions, etc. • Once the Superion University is completed, Superion will offer product overview eLearning courses as well as eLearning courses around new releases related to Customer's products. Additional eLearning courses and Customer Education packages will be available for purchase Superion University. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 29 ,NkA, ,,,TSU PER ION 3 9 l 1IIIDIIIIiiii Post live support will be planned for and provided in the immediate weeks after the Customer goes live on phase I and II. Assumptions: • The post -Go Live onsite visits outlined above consists of 3.5 days per visit at Customer's site by Superion staff or consultants. • Post -Go Live support will be provided by Superion staff or consultants who are already familiar with Customer processes to ensure continuity and minimize work disruption. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 30 Superion will have consultants on site at Go Live to Support Customer on- Run assure the Customer can effectively perform all critical site at Go Live to make ONESolution business processes. Superion and the Customer will sure system performs software as agree on timing of Go Live and post Go Live visits and as desired for functional configured and this will be documented in the cutover plan. requirements per functional • Phase 1 — requirements 0 2 Onsite visits by one General Ledger Consultant ■ One visit at Go Live ■ One visit post -Go Live 0 2 Onsite visits by one Financials Consultant ■ One visit at Go Live ■ One visit post -Go Live 0 2 Onsite visits by one tools Consultant (Workflow and Reporting) ■ One visit at Go Live ■ One visit post -Go Live • Phase 2 — 0 2 Onsite visits by one Human Resources/Payroll consultant ■ One visit at Go Live ■ One visit post -Go Live 0 2 Onsite visits by one tools Consultant (Workflow and Reporting) ■ One visit at Go Live' ■ One visit post -Go Live Superion will train and assist on all first time events Provide additional Assign SMEs to post -Go Live i.e., fiscal year end processing (including training to Customer participate in encumbrance rollover), 1099 processing, payroll additional processing, budget development, first calendar year training processing for IRS and state reports, W -2's, etc. Assumptions: • The post -Go Live onsite visits outlined above consists of 3.5 days per visit at Customer's site by Superion staff or consultants. • Post -Go Live support will be provided by Superion staff or consultants who are already familiar with Customer processes to ensure continuity and minimize work disruption. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 30 ,NkA, ,,,TSU PER ION 114,111,11, C The purpose of the project governance is to define the resources required to adequately establish the business needs, objectives and priorities of the project, communicate the goals to other Project participants and provide support and guidance to accomplish these goals. Project governance also defines the structure for issue escalation and resolution, change control review and authority, and organizational change management activities. The preliminary governance structure establishes a clear escalation path when issues and risks require escalation above the project manager level. Further refinement to the structure, the process and specific roles and responsibilities may occur throughout the project. Changes to the governance will be mutually agreed upon, properly documented, and communicated to al 114 Illl iiiimm to fliii ilii Superion Personnel Project Sponsor Superion Project Sponsor will have indirect involvement with the project and is part of the escalation process. The sponsor will offer additional support to the Superion project team and collaborate with other third -party consultants who are involved on this project. Specifically, the project sponsor will: • Provide support to Project Managers in reporting project progress to SC as necessary • Approve and sign off on any material changes to project scope or staffing changes. Project Manager The Superion Project Manager will coordinate all project activities with the Customer and perform the following: • Serve as the point person for all project issues (the first escalation point) • Be responsible for project performance, deliverables as they are outlined in the SOW, and the milestones. • Provide periodic updates to the Customer's SC, the PMT and the project manager • Fulfill Go Live dates • Support the Customer project manager in monitoring and reporting overall implementation progress • Monitor and report progress on Superion's responsibilities on a weekly basis • Immediately notify the Customer Project Manager, the PMT and the SC of any issue that could delay the project • Complete Software installation as per the project schedule. • Provide Superion Staff according to the project plan Facilitate coordination between all Superion departments the work plan and schedule and make course corrections as necessary. • Prepare weekly status reports along with notes from meetings and calls lop meeting agendas • Provide issue resolution status, tracking, and procedures • Identify personnel, equipment, facilities and resources that will be required to perform services by Superion Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 31 ,NkA, ,,,TSU PER • • Cooperate with the Customer's QAT • Collaborate with Customers' CMT • Collaborate with all independent contractors who are hired and authorized by the Customer to assist with the project. Collaboration includes project transparency, inclusion of meetings as well as providing requested project documents The Customer will pre -approve the proposed Project Manager prior to commencement of project. Functional Leads (Consultants, Developers, and Technical resources) • Consultants from Superion include: o GL Consultant — Manages the General Ledger, Job Ledger, Projects, Grants, Budget o Core Finance Consultants — Purchasing, Accounts Payable, Receivables, Inventory;; Fixed Assets. o Human Resources and Payroll Consultant — General Human Resources Admin, Payroll, Benefits, Leave, Employee Online. o Tools Consultant — Workflow, Reporting/Forms, Analytics, Security. • Install application in agreed upon environments • Work with the Customer functional leads and SMEs to design and configure the functional components of the ONESolution system for optimal long-term use. • Document decisions made during configuration in the weekly site reports • Lead the ONESolution software configuration with assistance from the Customer's functional leads. • Check that Software operates after configuration as per its documentation • Assist with the resolution of issues and tasks • Train the Customer functional leads and SMEs during the configuration of software • Provide and assist with data conversion guidesaccording to Customer specifications and this SOW • Create and deliver interface programs according to Customer specifications and this SOW • Create and deliver Reports according to this SOW • Provide training on security and assist with set up • Provide training on workflow and assist with set up according to this SOW • Create and deliver forms according to this SOW • Perform all other tasks as outlined in this SOW • Cooperate with the Customer's QAT • Collaborate with Customers' CMT • Collaborate with all independent contractors who are hired and authorized by the Customer to assist with the project. Collaboration includes project transparency, inclusion of meetings as well as providing requested project documents • The Customer will pre -approve all functional leads prior to commencement of project. Personnel ring Committee (SC) The Customer's SC provides support to the project by allocating resources, providing strategic direction, communicating key issues about the project and the project's overall importance to the organization. When called upon, the SC will also act as the final authority on all escalated project Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 32 ,NkA, ,,,TSU PER ION issues. The SC engages in the project, as needed, in order to provide necessary support, oversight, guidance, and escalation, but will not participate in day-to-day activities. The SC will empower the project management team, the project manager and the functional team leads to make critical business decisions for the Customer. Specifically, the SC will: • Understand and support the cultural change necessary for the project • Foster an appreciation of the value of an integrated ERP system throughout the organization • Oversee the project team and the project as a whole Participate in regular meetings so it is current on all project progress, project decisions, and r;. workshops, conducting end user training, tasks, etc. )r each wered to ling her iment vision, Their ity. time to nd other reviewing project deliverables, performing various testing Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 33 ,NkA ,,,TSU PER ION Assumptions: The Customer may have multiple staff providing the roles outlined above and also the same staff providing multiple roles. Both Superion and the Customer will assign project managers with appropriate skills and leadership authority within the organization to effectively accomplish the goals and complete the scope of the services in this SOW Customer will participate in weekly meeting with Superion's project manager, either onsite or offsite. When the Superion project manager is offsite, he/she is responsible for sending out a meeting invite with screen sharing capabilities prior to the meeting. The Customer's PMT and the project manager will attend the meeting. The weekly meeting is intended to cover current project status, project schedule, action items from the previous meeting, discussion about critical items, review of project plan, decisions that need to be made and help desk cases impacting the project. Superion's project manager will complete and send out meeting notes after each meeting. Customer will make the Customer's PMT, functional leads and SMEs available for meetings, consulting and training sessions, discussions and conference calls upon request by Superion. The Customer will respond to information requests by Superion staff not to exceed five (5) Business Days unless agreed upon in time to minimize delays in the project. • The Customer and Superion may consider alternative meeting options such as WebEx, Video Conferencing, Remote Desktop and Conference Calls. 114 2IIII ilii IIII Ilii IIII �Ilii iiia iiii�iiia°°��� Superion recommends the following facilities be available for the entire life cycle of the project. • The Customer will provide an adequate workspace for each onsite Superion consultant, with access to an internet connection, access to the ONESolution server, and close proximity to the Customer functional leads and SMEs to facilitate good communications and coordination amongst the team members. Adequate breakout and conference space will also be provided. • Adequate training space will be provided by the Customer for training throughout the project. The training room(s) will consist of a minimum of six- (6) fully functioning networked computers (e.g. one computer per attendee plus one for the instructor S.VIII°° iiirojeVIII iiiii Superion's Project Work Plan will consist of the following tools and will be maintained throughout the project. Superion will create a detailed project schedule by phase encompassing the full scope (all phases, including third party activities) of the project. The schedule will be part of the detailed work plan. Project schedule will be delivered within 45 days after contract signing for phase 1. Project schedule will be delivered 2 months prior to the scheduled start of phase 2. The Customer's project manager will provide feedback on the project plan within 3 weeks. This project schedule will be reviewed by the PMT and the SC. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 34 ,NkA, ,,,TSU PER • The Project Schedule will contain: • All project's activities and tasks • Dates and duration of project activities and tasks • Specific resources assigned to project tasks • All Milestones and Deliverables as outlined in Appendix 1 • Task dependencies • An outline of planned Superion onsite visits of Superion staff Agendas Superion's project manager will provide detailed agenda for functional consultant visits at least two weeks prior to any on-site meeting. Agenda will include: • Meeting objectives • Detailed tasks to be performed • Recommended participants • Detailed schedule breakdown of meeting topics • Resources required for each meeting • Handouts • Pre -meeting assignments, if applicable Superion and Customer project managers will hold a weekly status meeting with the PMT to discuss the following topics: • Project plan • Current activities • Action items from the last meeting • Project Issues and Risk Register • Current and upcoming milestones or deliverables • Pending decisions • Findings from the Superion Project Oversight reviews Superion and Customer project managers will hold a monthly meeting with the SC to discuss the following topics: • Project overview and status • Critical issues impacting the project • Decisions that require the approval of the SC • Approvals of milestone or deliverable, as recommended by the Customer project manager • Reasons why pending milestones and deliverables are not being approved • Project Budget/Financial Status • Significant findings from the Superion Project Oversight reviews Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 35 ,NkA, ,,,TSU PER ION 4 ! t°t us II'��Ze�poIrts At the conclusion of each consultant trip, a trip report will be submitted to the Customer describing the work performed during the previous week. The trip report will document agenda items covered, any agenda items left uncovered and reasons why, general notes from the meetings/workshops, all decisions made, tasks assigned, and unresolved items for follow-up. Any progress made against the project tasks and key deliverable or any identification of issues and risks will be communicated to the Superion project manager. If multiple Superion staff or consultants are onsite at the same time, then the Superion project manager will consolidate the trip reports. Superion's project manager will roll up the information from individual staff and consultants' trip reports into a weekly status report (Appendix 4) to be distributed to the Customer's project manager. In addition, Superion project manager will also prepare a monthly status reports for the duration of the project. Reports will include: • Brief overall summary of status • Detailed project status • Summary of accomplishments • Overdue items • Status of key milestones deliverables • Status of project deliverables submitted during the month for Customer sign off and approval • Project timeline • Key decisions made • Pending decisions which require the attention of the SC • Issues/Risks • Planned risk mitigation strategy • Progress towards Customer project goals / criteria of project success • Project Budget, including milestones invoiced, milestones paid, project balance, etc. IIISSUS/ asIS l '.0 Superion and Customer will jointly maintain a list of issues and tasks (both open and closed) that have been identified for the project. Any project risks, key decisions, issues, disputes, or late tasks shall be identified on the Issues/Tasks Log. Both Customer and Superion project managers are responsible for adding items to the Issues/task Log based on feedback from the project team members. For each identified issue, the following information will be captured: • Unique issue/task ID • Reported by/date • Status (i.e. new, open, in progress, closed, pending) • Component unit/Business Process • Priority (high, medium, low) • Description • Due date Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 36 ,NkA, ,,,TSU PER ION • Comments • Findings • Recommendations • Resolution Assignment • Date Tested (if applicable) • Date Closed • Definition of actions required for resolution The Customer and Superion project managers will review the Issues/Tasks Log as part of regularly scheduled project management meetings or more frequently as required. Once the issue/task has been assigned, the appropriate project team member(s) are responsible for completing the assigned follow-up tasks and resolving the issue by the assigned due date. In the event that an issue/task cannot be resolved within a reasonable timeframe to the mutual satisfaction of Superion and the Customer, the Superion project manager, the Customer project manager will jointly determine a mutually acceptable escalation approach following the process defined below in Section 5.7. Items directly related to ONESolution software will be entered in to Superion's customer portal and tracked in the internal case system. Refer in Exhibit 2. 5 6 and IIII fill All a tne AIpIpirovaIIII �.-ptalii ,, The Customer will review, approve and provide written acceptance for all by following the below process: to maintenance agreement Deliverables in Appendix 1 Superion will submit in writing to the Customer Milestone and/or Deliverable Acceptance Form for each completed Deliverable 2. The Customer project manager, the PMT and the QAT will identify in writing any required changes, deficiencies, and/or additions necessary, within ten (10) business days from the form being delivered to the customer for each completed Deliverable, unless the review timeframe is deemed to be insufficient for a proper review. In such cases, the Customer project manager will request an extension in writing to the Superion project manager, and the parties will mutually agree to a reasonablealternative to the original deadline. 3. If the Customer does not agree the particular deliverable has met the requirements, the Customer will notify the Superion project manager in writing, stating the reason, within five (5) business days, or the otherwise' agreed upon timeframe. 4. Superion will review deliverables which are not approved and create a plan to address the deficiencies. Once the deliverable has been corrected or the milestone achieved, a revised completion form will be submitted. The Customer will then review the deliverable or milestone and provide any additional comments on any required changes, deficiencies, and/or additions necessary within ten (10) business days from the updated completion form being delivered to Customer. Again, if the review timeframe is deemed to be insufficient for a proper review, the Customer project manager will request an extension in writing to the Superion project manager, - and the parties will mutually agree to a reasonable alternative to the original deadline. This process will be repeated until the Customer grants approval and signoff on the deliverable or milestone. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 37 ,NkA, ,,,TSU PER ION 5. Upon approval of the deliverable or milestone, the Customer project manager will sign the completion form and return it to Superion Project Manager. 5 7IIII l s IIID tIIII IIII ° ° liii iiia IIII'°°° iiiimm iiiimm The Customer and Superion should anticipate challenging issues to arise throughout the implementation process due to the complex magnitude of this project. In order for these issues remedied in a timely fashion, the Customer and Superion will utilize the following Dispute Resc Procedure: All communication regarding the project should be directed to the respective project managers of . Superion and the Customer in order to maintain consistent communication between the parties.' Scheduled weekly calls/meetings will be maintained between the two project managers and the Customer's PMT. All issues or concerns will be discussed actively and openly between all parties. If issues begin to interfere with the progression of the implementation project, the Customer and/or Superion should escalate issues to Superion management in the sequence below, as needed:, Escalation to Customer Management Team should Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 38 ,NkA, ,,,TSU PER ION VIII ilii e VIII"" eaesss ai° VIII iii es V[iills Scqpe11111 The Customer and Superion may request a change to this scope of work by following the process outlined in this section. Either party may request changes in scope. Such a request is enforced by the parties only if it becomes a formal Change Order (See Section 9.3 for Sample Change Order Document). The change order will provide sufficient detail including the following: • Detailed description of resources (both Customer and Superion) required to perform the change • Specifications (if applicable) • Implementation Plans (if applicable) • Schedule for completion (if applicable) • Verification and Approval criteria (if applicable) • Impact on current milestones and payment schedule (if applicable) • Additional milestones (if applicable) • Impact on project goals and objectives (if applicable) • Price (if applicable) Either Superion or Customer management may propose the other party. The other party has five (5) business dad whether it agrees to the Change Request. If both parties will then become a Change Order, which will need to be the parties cannot reach an agreement to pu initiation of the Change Request (or as mutu has been rejected and any remaining issues the Dispute Resolution process identified in Inge by submitting a Change Request to as mutually agreed upon) to determine agree to the Change Request, the change Documented and signed by both parties. If a Change Order within five (5) business days of the agreed upon), it is assumed that the Change Request be identified on the Issues/Tasks Log and/or follow Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 39 T— I sm Em 1 m E 3 cn L 0 N E 0 O L N U O O O cu O O W U fn c Z Z Z Z cu Z L d Y � EQ cu co O N N Co c Co Co U C W N Q Q N U) co O O O co c 70 0. 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U E a) 00 0 ��J UU o_0 -a o:.�JU co U 0) V7 CB a) Z— N ^^:u LL (ccu G VIIIIII Q.r "' O) 0 L U CO O i C 'E C 'E L > U) cu y--� cu Wu �� CO CO CO U \ \ U LLL LLL LLL U i O cu L > > will N a) O O O O �M = III W W CO W 0 r M r N r r r rl r 1 r r r r I -- r r_ O N Q 7 co O r_ O N N N Q d> �v �L N H oR J N Cl) c 'It L � N y 00 L N O v a OU Q L d O i cc cc C cc Q AA0 U J J r_ O Q 7 co O r_ O N 4) Q M- f� N �L Q 0 Q.' a) 0 a) � Z � Q= Q Q co co co J J J 0) co C LO O O a y) O co 0) Y i :_ U L CL Co 'E — Cn O (n = Cho a) N co •1L - U Co co Q(V = N O a) t0 U cc -,) co C2 4E E 4? t3 cu 7 N C CL L N Co U co 0) =�Co�•-� cu v o CON C2 C Ncu E L Co O 'E U = Co .� cu U OO O N O L E E !O �y N EEO L O L o a) c= CL O (n E 0 0 N Z U cn a) — = 2' (n o O NO vii O� a>i c_)o E N o c L UO L 00 i N> J0.� N co°� O Co U: L (n (n CO "_ LL •� a) CU L Q CU O O O O L 0 L (n � Q Y E a) Q E t t t Q U U � E a) ,� E� L -� _ L O — a) °) L N~ j :3E 0 a) a) a) -F'F0 CO a) O j a) C3 O 0) d• d• d• Co n• CU NE O.aNV- E NwoL> Q Q, • •' Z U � U o a) a) J C cu O CL O Co Q N 0 U) O > U > J U O N O 0 d d t' NI a0 U J J r_ O Q 7 co O r_ O N 4) Q M- f� N �L Q 0 Q.' 811, Appendix 2 IIII"""' IIII"" iiii s iiir ;A Superion will lead the creation of the CAFR during the first year the Customer is live on ONESolution Financials and train the Customer to prepare the document in subsequent years. Superion is responsible for training the Customer on the technical tools necessary for the Customer to produce its CAFR. The Customer is responsible'' for all content. Content and Services by Section: 1. Cover page, table of contents and general layout a. Superion will prepare this section with the client for the first year's document b. Superion will provide training to the client for subsequent years for: i. Generating the table of contents ii. Applying general formatting in the document 2. Introductory section a. Superion will prepare this section with the client for the first year's document b. Superion will provide training to the client for subsequent years for: i. Setting up and maintaining items within this section 3. Report of the independent auditor a. Superion will prepare this section with the client for the first year's document b. Superion will provide training to the client for subsequent years for: i. Setting up and maintaining items within this section 4. Management's discussion and analysis (MD&A) a. Layout and content for the cover will be provided by the Customer, preferably in Microsoft Word or Adobe PDF format b. Superion will prepare this section with the client for the first year's document c. Superion will provide training to the client for subsequent years for: i. Setting up and maintaining items within this section ii. NOTE: Much of the content in the MD&A relies heavily on information in other portions of the document; it is highly advised to complete the remainder of the document before completing the MD&A 5. Basic financial statements a. Superion will prepare this section with the client for the first year's document b. Superion will provide training for the use of variables to integrate these balances into the various documents of the CAFR. c. Superion will review proper setup of background parts in general ledger keys and objects to allow for correct aggregations in the statements d. The Customer will assist Superion in identifying the setup of background parts in general ledger keys and objects to allow for correct aggregation in the statements e. Superion, using the provided information, will produce the following statements (including the reconciliation schedules): i. Government -wide statement of net position ii. Government -wide statement of activities 6. Governmental fund financial statements a. Superion will prepare this section with the client for the first year's document b. Superion will provide training for the use of variables to integrate these balances into the various documents of the CAFR. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 45 c. Superion will review proper setup of background parts in general ledger keys and objects to allow for correct aggregations in the statements d. The Customer will assist Superion in identifying the setup of background parts in general ledger keys and objects to allow for correct aggregation in the statements e. Superion, using the provided information, will produce the following statements: i. Balance sheet — governmental funds ii. Statement of revenues, expenditures, & changes in fund balance governmental funds iii. Statement of cash flows (may require additional Customer involvement) iv. Statement of fiduciary net position v. Statement of revenues, expenditures, and changes in fund balance — budget to actual —;General Fund and major special revenue funds 7. Proprietary fund financial statements a. Superion will prepare this section with the client for the first year's document b. Superion will provide training for the use of variables to integrate these balances into the various documents of the CAFR. c. Superion will review proper setup of background parts in general ledger keys and objects to allow for correct aggregations in the statements d. The Customer will assist Superion in identifying the setup of background parts in general ledger keys and objects to allow for correct aggregation in the statements e. Superion, using the provided information, will produce the following statements: i. Statement of fund net position/ balance sheet — proprietary funds. ii. Statement of revenue, expenditure, changes in fun iii. Statement of cash flows — proprietary funds. 8. Private purpose trust fund financial statements a. Superion will prepare this section with the b. Superion will provide training for the use c documents of the CAFR. c. Superion will review proper setup of back correct aggregations in the statements d. The Customer will assist Superion in idea proprietary funds. year's document to integrate these balances into the various in general ledger keys and objects to allow for ring the setup of background parts in general ledger keys and objects to allow for correct, aggregation in the statements e. Superion, using the provided information, will produce the following statements: i. Statement of fiduciary net position ii. Statement of changes in fiduciary net position 9. Notes to the financial statements and unaudited statements a. Superion will provide training and assistance to complete the footnote disclosures. b. Superion will prepare this section with the client for the first year's document: i. Schedule of Changes in the Net Pension Liability and Related Ratios —Agent Multiple Employer Defined Benefit Pension Plans ii. Schedule of Contributions — Agent Multiple Employer Defined Benefit Pension Plans iii. Schedule of Funding Progress - Postemployment Benefits iv. Budgetary Comparison Schedules: 1. General Fund 2. Home Grant Special Revenue Fund v. Other Supplementary Information 1. Combining Balance Sheet 2. Combining Statement of Revenues, Expenditures and Changes in Fund Balances 3. Schedules of Revenues, Expenditures and Changes in Fund Balance Budget and Actual: a. Public Safety Special Revenue Fund Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 46 b. State Gas Tax Special Revenue Fund c. Golf Course Special Revenue Fund d. Self -Supporting Revenue Special Revenue Fund e. Developer Fees Special Revenue Fund f. Garden Grove Cable Special Revenue Fund g. Street Lighting Special Revenue Fund h. Park Maintenance Special Revenue Fund i. Main Street District Special Revenue Fund j. Air Quality Improvement Special Revenue Fund k. Other Grants and Contributions Special Revenue Fund I. Garden Grove Tourism Improvement District Special Revenue Fund m. Street Rehabilitation Special Revenue Fund n. Housing Successor Agency Capital Projects Fund o. Housing Authority Asset Capital Projects Fund p. Public Safety Capital Projects Fund 4. Internal Service Funds: a. Combining Statement of Net Position b. Combining Statement of Revenues, Expenses and Changes in Fund Net Position c. Combining Statement of Cash Flows 5. Statistical Section Assumptions: a) Layout and content will be provided by the Customer for all sections b) CAFR creation requires data to be pulled into CDM through use of Cognos BI or ODBC connections. Superion will make recommendations how to best extract data into CDM & the Customer is responsible for doing the data extraction & creating the data sources to produce the CAFR. c) Superion is responsible for training the Customer on the tools necessary to product the CAFR. d) Customer is responsible for producing the data and creating the narrative component for their CAFR. e) Customer is responsible for validating both the data and narrative components of the CAFR with support from Superion. Proprietary - May not be reproduced or distributed without written permission of Superion, LLC. Copyright 2018 Superion, LLC. All Rights Reserved 47 CRYWOLF° FALSE ALARM MANAGEMENT SYSTEM IMPLEMENTATION STATEMENT OF WORK City of Santa Clarita, California City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 Table of Contents 1. Project Summary...................................................................................................................................3 1.1 Project Assumptions.....................................................................................................................3 1.2 Options Not Quoted...................................................................................................................... 3 2. Deliverables...........................................................................................................................................4 2.1 Project Planning............................................................................................................................4 2.2 Optional: CAD Alarm Incident File Interface.................................................................................4 2.3 Optional CryWolf Web Site and Payment Portal Installation....................................................... 6 2.4 Installation, Training, and Go -Live Preparation............................................................................6 3. Santa Clarita Responsibilities and Resources........................................................................................7 3.1 Santa Clarita Responsibilities........................................................................................................7 3.2 Santa Clarita Staff Resources........................................................................................................7 3.3 Santa Clarita System Resources....................................................................................................8 4. Project Assumptions.............................................................................................................................8 Appendix A: Minimum Hardware Specifications Appendix B: Training Sessions Descriptions Appendix C: CAD Data Field List ©2018 CryWolf, A Central Square Company Page 2 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 1. Project Summary This CryWolf False Alarm Management Software project is a joint effort between Central Square Technologies and the City of Santa Clarita, California. Central Square Technologies will supply, configure and install the CryWolf False Alarm Management software and appropriate licenses. Santa Clarita will be responsible for providing all necessary computer hardware, operating system software and database (MS SQL Server) software, system administration personnel, and post -installation system backup and recovery services. 1.1 Project Assumptions Central Square Technology pricing is based on the following parameters and assumptions: 1. CryWolf Licenses: Central Square will provide One (1) Full CryWolf Software License 2. Training: the following training sessions will be provided onsite by Central Square staff. Please refer to Appendix B for a complete description of each training session. • one (1) Administrator Training Session • one (1) End User/Operator Training Session 1.2 Options Not Quoted 1. Optional Premise Data Import: Central Square can convert existing registered permit records together with account balances (balance forward) and one year of historical alarm incident records. Data will be provided by the City to Central Square in MS Excel layout and formats to be provided by Central Square. Number of active permit records and file formats will need to be determined to provide pricing. 2. Optional CryWolf CAD Interface: Central Square can offer the ability to import a daily false alarm CAD file for processing into the False Alarm Program. To determine automation of this CAD file extraction, Central Square will need to be provided with the CAD Vender in place for both police and fire. 3. Optional Web Site Payment Portal - Online access for citizens and businesses to review alarm program requirements, register and renew alarm system permits, update alarm system information, pay alarm fees and fines, and attend alarm awareness classes. Our online functions can also include access to alarm companies to review information about their alarm customers. Santa Clarita will choose a CryWolf supported online payment vendor whose interface and approach which is currently supported by CryWolf to accept payments from the CryWolf Citizen Facing Web Portal. Online payments will be subject to transaction fees charged directly to Santa Clarita by the credit card processor. ©2018 CryWolf, A Central Square Company Page 3 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 2. Deliverables This section defines the specific services that Central Square will provide to Santa Clarita as part of the False Alarm Management System project. These services will be provided directly and managed by Central Square. Central Square assumes full responsibility for all deliverables that it proposes to provide and will be the single point of contact for Santa Clarita. Central Square is only responsible for providing the products and services described in this section. The project will be divided into the following phases: Project Planning; CAD Interface and Data Conversion; Installation, Training and Go -Live Preparation; and Post -Implementation Support. The project will be considered successfully completed when all deliverables have been provided and accepted by Santa Clarita as evidenced by live system operation by Santa Clarita. 2.1 Project Planning Deliverable: Final Project Plan and Schedule Target Schedule: 1— 2 Weeks The objective of Project Planning is to define clear requirements and set realistic goals; to establish a methodology for effective communication during the project; and to respond to changes quickly so that the project is completed on time, on budget and according to specifications. Project planning and management will be an integral part of this project. The planning process began during the proposal phase and continues throughout the project. The Central Square project manager will discuss with Santa Clarita project manager the following items as part of the project planning process and in preparation of the final Project Plan and Schedule. • Establish roles and responsibilities of key personnel • Establish a clear chain of communications • Review and confirm overall project scope, objectives and approach • Review and confirm the overall plan of action and expected results (deliverables) • Identify overall project constraints, priorities and risks • Review and confirm overall project schedule • Review and confirm resource and scheduling requirements • Determine the agency servers on which the database and web pages will be installed • Review and confirm data conversion requirements • Discuss any technical issues concerning possible data conversion 2.2 Optional: CAD Alarm Incident File Interface Deliverable: Central Square CAD Interface ©2018 CryWolf, A Central Square Company Page 4 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 Target Schedule: 5 — 7 weeks The objectives of the CAD Interface and Data Capture phase are: • to enable the daily import of alarm incident data from the Santa Clarita CAD system to CryWolf; Santa Clarita is responsible for ensuring premise status information is imported to update the CAD database. This phase consists of the following main tasks: 1) CryWolf Alarm Data Import: Santa Clarita will extract a data file from its CAD system, of Santa Clarita's current false alarm data to files that can be read by the CryWolf software utilizing an optional CAD Interface or Central Square prescribed data file formats. Central Square recommends that the CAD extraction routine export daily alarm incident data, at a set time each day as specified by Santa Clarita. The extracted data will be in the form of a comma- or fixed- length separated, ASCII text file and will be transferred to a Month/Year-designated folder. This folder will be at a specific network directory location that is accessible by both CAD and CryWolf. This file will include the date in its name, so that it can be easily selected by Santa Clarita's CryWolf system operators for import and processing by CryWolf. The data fields in the CAD - extracted file will be specified by Santa Clarita. At a minimum the data fields will include a unique incident number, incident date, street address, suite or apartment if possible, and false alarm clearance code. The maximum number of fields will be limited by the data CryWolf currently maintains as described in Appendix C of this Statement of Work. Preparing the CryWolf data import routines and testing of the alarm file import interface will be performed at the Central Square offices, except for final complete testing, which occurs onsite during the CryWolf Software Installation, Training and Go -Live Preparation Phase. 2) Optional Historical Data Conversion: CryWolf will electronically import the following existing Santa Clarita alarm -related data into the CryWolf database: Premise Registration Data. This data will consist of alarm site demographics and related alarm company information, including alarm system location and mailing addresses, responsible party and contact information, and other non-financial, site related data. • Alarm Incident Data. This data will include up to one year of historical alarm incidents to establish the correct false alarm count by alarm user at the system crossover (go live) date. Alarm account financial balances. This data will include for each historical alarm account imported/converted the summary financial balance for that account at the date of system crossover/conversion. The conversion will include only fields maintained by the CryWolf database. All data provided by Santa Clarita for conversion will be in MS Excel format with row/column layout provided by Central Square. The development and initial testing of the data conversion routine will be primarily completed at Central Square offices. Two or three conversion iterations may be required before Santa Clarita is able to fully validate the converted data. On-site software installation, training and go -live assistance will be ©2018 CryWolf, A Central Square Company Page 5 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 scheduled after Santa Clarita validates that the converted data is accurate and complete. Current false alarm processing will need to be temporarily postponed (probably 1— 2 weeks) between final data conversion and completion of software installation and cutover. Some of this backlog should be caught up as part of the onsite training and go -live assistance tasks. 2.3 Optional CryWolf Web Site and Payment Portal Installation Deliverable: CryWolf Web Portal with Redirect Payment Processing accepted by Santa Clarita Schedule: 2-3 weeks The objective of the CryWolf Web Site and Payment Portal Installation is to provide citizen facing access for registration, account access, payments and alarm user updates. Central Square will provide Santa Clarita with the CryWolf Web Pages for installation on the City's IIS Server. The IIS server requirements include OS 2012 or higher and IIS 7.5 or higher. The City is responsible for any Web Page security protocols and certificates, e.g. SSL. Central Square will remotely assist the City in configuration and testing of the Web Portal including the connection between the Web Portal and the CryWolf database. In addition, Central Square will remotely assist in the configuration, implementation and testing of a CryWolf supported online payment vendor. CryWolf's payment processing utilizes a redirect to supported payment vendors. Central Square assistance includes the implementation of payment information back into CryWolf at the successful completion of payment transaction; based on the design of the selected payment portal. 2.4 Installation, Training, and Go -Live Preparation Deliverable: Operational System, accepted by Santa Clarita Schedule: 2 — 3 weeks The objective of the Installation, Training and Go -Live Preparation phase is to complete software installation, initial data capture and training to ensure that Santa Clarita is ready to use the system. Live operation of the system, as evidenced by the CryWolf -based generation of correspondence and invoices to alarm users/owners will demonstrate final system acceptance by Santa Clarita. This phase consists of the following major activities: 1) Install CryWolf software. Central Square will assist the Santa Clarita in installing the type and quantity of CryWolf licenses as specified in the Pricing Summary on Santa Clarita PC workstations and provide the CryWolf Web Pages for installation by Santa Clarita on an IIS -compatible Santa Clarita web server. If CryWolf email functionality is used by Santa Clarita, the CryWolf software will also need access to a Santa Clarita SMTP server. 2) Conduct a detailed review of the of the CryWolf software configuration. Central Square will review the of the CryWolf software configuration options and configure the software to meet Santa Clarita ordinance and operational specifications including correspondence preferences. ©2018 CryWolf, A Central Square Company Page 6 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 3) Configure, Install and Test Interfaces. Central Square will initially review and finalize the requirements of the interfaces quoted in the pricing summary. Once the development is completed, Central Square will install and test the interfaces with the assistance of the appropriate personnel. Training to appropriate staff members on the daily operation of the interfaces will be provided during the training sessions 4) Complete administrator and operator training. Central Square staff will train Santa Clarita false alarm system administrators and operators in substantially all areas of system configuration (and changes), and system operation. Central Square will also train selected Santa Clarita staff on using the CryWolf Web Pages (if chosen as an option). This proposed Statement of Work includes the training sessions as outlined in the Pricing Summary. Please refer to Appendix B, Standard Training Session Descriptions, for a more complete description of each training session. 5) Review system operation. Central Square staff will monitor Santa Clarita staff as they prepare for go -live operation. This will include processing several days of actual alarms and preparing related correspondence, invoices and reports. 6) Cross-over to live production. 3. Santa Clarita Responsibilities and Resources This section will define Santa Clarita staff responsibilities in their role as members of the project team. The section also outlines the resources that Santa Clarita will provide to the project. 3.1 Santa Clarita Responsibilities Santa Clarita responsibilities comprise three main areas: 1) Acquisition, installation, configuration, technical support and maintenance of all necessary computer hardware, operating system software, database software and network components required by the CryWolf system including any interfaces with systems external to CryWolf. This to include MS SQL Licensing. 2) Initiation, coordination, monitoring and facilitation of all technical relationships and activities with departments and organizations external to the false alarm unit. At a minimum, this will include Santa Clarita's Finance Department and Santa Clarita CAD/911 Communications Services. 3) Technical support and maintenance of all computer equipment, operating system software, and network components, including (at a minimum) the backup, disaster recovery and reinstallation, if necessary, of the CryWolf software, database software, alarm data, and any interfaces with systems external to CryWolf. 3.2 Santa Clarita Staff Resources Santa Clarita must provide the human resources necessary to assist Central Square with the tasks outlined in the Deliverables section above. These resources are identified by role and the roles may be filled by more than one person or one person may fill multiple roles. The following types of human resources are required: ©2018 CryWolf, A Central Square Company Page 7 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 • Project Manager • IT Staff (Hardware, Operating System, Network, Installation) • Database Administrator • Santa Clarita Alarm Administrator • Santa Clarita Alarm Processor • Finance Representative 3.3 Santa Clarita System Resources Santa Clarita will provide the physical resources necessary to perform the tasks outlined in the Deliverables section above. The following types of physical system resources are required: • Computer Server and workstation equipment (for training and operations) • Network Equipment • Network, Database and Operating System Software • ESRI-Standard GIS Map data (if used) 4. Project Assumptions Assumptions are factors that the CryWolf False Alarm Management System project shall be considered to be true, real or certain. The following is a summary of the assumptions that Central Square and Santa Clarita have made about the project. • The CryWolf software meets substantially all requirements of Santa Clarita as outlined in the Santa Clarita False Alarm Ordinance. This may mean that certain operational activities of the Santa Clarita Alarm staff may change to accommodate new ways of doing business, in accordance with the CryWolf software. • Central Square assumes that Santa Clarita will choose to use MS SQL Server Database Software (version 2012 or later). Santa Clarita will provide the required SQL Server licenses, and will install SQL Server on the computer server and workstations designated for CryWolf false alarm system functions. • Santa Clarita is responsible for overall alarm data security including any online Web Page security protocols and certificates, e.g. SSL. • Santa Clarita online payments using the Central Square -provided Web Pages, Santa Clarita will use an online payment vendor whose interface and approach is currently supported by Central Square. If another online payment vendor is preferred by Santa Clarita, additional Central Square effort and project costs may be required to develop and test the new payment interface. ©2018 CryWolf, A Central Square Company Page 8 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 APPENDIX A RECOMMENDED MINIMUM HARDWARE SPECIFICATIONS Database Server • RAM: 8 GB • Speed: 2.7 GHz or higher • Hard Drive: 50GB or higher Free • Windows Operating System 2008 R2 or higher • MS SQL Server Database Software 2012 or higher • Local Area Network connection to designated workstations Email and Web Server(s) Requirements • RAM: 8GB or higher • Microsoft IIS Software (for web pages) version 7.5 or higher • IIS Server — Windows Operating System of 2012 or higher • SMTP Email on a server accessible to the client workstation Workstations • RAM: 4GB or higher • Speed: 2.OGHz or higher • Hard Drive: 20GB (500MB Free) • Network Connection to CryWolf Server • 15" Monitor (1024 x 768 resolution) • Windows 2007 Operating System • At least one workstation should have access to Microsoft Word software to facilitate letter preparation and software support. \Nah ('liantc • Latest generation web browser with JavaScript enabled ©2018 CryWolf, A Central Square Company Page 9 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWolf@ False Alarm Management System Quote and Statement of Work December 10, 2018 APPENDIX B TRAINING SESSION DESCRIPTIONS Administrator Training Session: The Administrator training can take place in a classroom setting or in an office area that is comfortable for five (5) to six (6) persons. The Administrator(s) is in charge of setting all of the defaults in the program; providing access rights (security) for agency users of CryWolf; ensuring the maintenance files set up accurately interprets the jurisdiction's ordinance; creating the letters, notices, and invoices to be used within the program and other program maintenance functions. The Administrator(s) of the program should also plan on attending the Operator Training so that all aspects of system operation are familiar to the Administrator(s). This would also allow an Administrator to train additional trainers, if needed (Train the Trainer). Administrator Training takes one to two days, depending on the extent of the ordinance changes and/or data conversion. User/Operator (Alarm Management System Operators) Training: The User/Operator Training can take place in a classroom setting or at the actual workstations of the users. This training will be provided to four (4) to five (5) users and/or administrators. All aspects of the program are covered, including entering registrations for alarm companies and registrants with alarm systems, processing alarms, using the payment module, learning about adjudications and appeals, creating reports, making corrections, mapping of alarms and/or registrations, and other operating functions. CryWolf Web Site Training (if chosen as an option) The technical training covers web page installation, database access and alarm address assistance/validation capabilities. The training session covers adding/modifying certain web page content and using the public and administrative web pages, online help and demonstration tutorials. ©2018 CryWolf, A Central Square Company Page 10 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWoIf@ False Alarm Management System Quote and Statement of Work December 10, 2018 APPENDIX C CAD DATA FIELD LIST • All the data will be read as string from the file. • CryWolf does not dictate the order of the fields in the text file. • CryWolf only mandates a few fields (indicated below), but including as many fields as possible, in the extracted false alarm CAD file, is the best approach. • All others can be included to simplify the work of the False Alarm Unit administrator. The mandatory fields are: Case No: must be unique for each alarm incident Incident Date: must be in some standard format (mm/dd/yy, mm/dd/yyyy, etc) Incident Address: such as'123 MAIN ST' Apartment/Suite: 7ifappricable The date is stored as a date, but the text string (01/01/01, 01/21/2001, etc) in the text file is read and then converted as I load the field on the screen. The next fields are used when the program is run in "interactive" mode, where the program determines whether to charge or not. Even if the agency does not run in "interactive" mode, the next 4 fields are very helpful and should be included if possible. Dispatch Code any code used by the CAD system to tell the type of call Clearance Code any clearance code usually given by the officer to the dispatcher indicating whether this was a real crime, a false alarm, nothing found, etc. Dispatch Comments what the dispatcher types in usually what is relayed to him/her about the call. ("motion detector going off in back room", "owner enroute", etc) Officer Comments whatever the officer says to the dispatcher that is typed into the narrative area of the CAD ("nothing found", "building checked secure", etc) All other fields are optional. A complete list of data fields is shown in Table 1.1 on the following page. ©2018 CryWolf, A Central Square Company Page 11 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. City of Santa Clarita, California CryWoIf@ False Alarm Management System Quote and Statement of Work December 10, 2018 Table 1.1- List of CryWolf "Call For Service" fields. FieldName TOO Size Description CaseNo Text 50 Must be unique for every call CADAlarmNo Text 50 If the CAD record includes the Reg # AlarmType Text 50 Type of alarm call (fire, holdup, etc) Monitored By Text 50 CryWolf determines this value FullAddress Text 100 Incident address '123 MAIN ST' Apt Text 10 Apartment/Suite if applicable IncidentDate Date/Time Actual Date of Incident TimeReceived Text 30 Time call received TimeDispatched Text 30 Time call dispatched TimeOnScene Text 30 Time first officer on scene TimeCleared Text 30 Time call is cleared Dispatcherinfo Text 250 Any dispatcher info (ID, Name, etc) CallTakerinfo Text 250 Any Call Taker Info (ID, Name, etc) OfficerlD Text 30 ID/Name of primary unit UnitsAssigned Text 250 List of multiple units if desired DispatchCode Text 50 The Call Type ClearanceCode Text 50 Final clearance code Must indicate if alarm is 'false' or an actual crime. BeatNo Text 50 The Beat/District/Area etc of the call CADName Text 250 The CAD'Common Place Name' Name of the Business or Resident DisptchComments Text AnySize Comments entered by the Dispatcher OfcrComments Text AnySize Officer comments (check secure, nothing found, etc) Extral Text 250 Other field of your choice (optional) Extra2 Text 250 Other field of your choice (optional) Extra3 Text 250 Other field of your choice (optional) Extra4 Text 250 Other field of your choice (optional) Extras Text 250 Other field of your choice (optional) Extra6 Text 250 Other field of your choice (optional) Extra7 Text 250 Other field of your choice (optional) Extra8 Text 250 Other field of your choice (optional) DateEntered Date/Time Set by CryWolf Alarm No Text 50 Set by CryWolf ©2018 CryWolf, A Central Square Company Page 12 of 12 (D This document contains confidential and legally privileged information of Central Square. Any unauthorized dissemination, distribution, copying or other use of this document or any attachments is strictly prohibited. If you have received this transmission in error, please notify the sender and delete all copies of the received document and attachments from your computer system. SUPER10N rk Superion Solutions Agreement This Superion Solutions Agreement (the "Agreement"), effective as of the latest date shown on the signature block below (the "Effective Date"), is entered into between Superion, a Delaware Limited Liability Company with its principal place of business in Lake Mary, FL ("Superion") and the [INSERT CUSTOMER NAME] ("Customer"), together with Superion, the "Parties", and each, a "Party". WHEREAS, Superion licenses and gives access to certain software applications ("Superion Solutions") to its customers and also provides maintenance, support, migration, installation and other professional services; and WHEREAS, Customer desires to license and/or gain access to certain Superion Solutions and receive professional services described herein, and Superion desires to grant and provide Customer license and access to such offerings as well as to support them with professional services, subject to the terms and conditions set forth in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants, terms, and conditions set forth herein, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, by the signatures of their duly authorized representative below, the Parties intending to be legally bound, agree to all of the following provisions and exhibits of this Agreement: 1. Superion Solution: [Type in Product Line] [SELECT ONE Public Administration / Public Safety] 2. Term. 2.1. Initial Term. The Initial Term of this Agreement commences as of the Effective Date and will continue in effect for five (5) years from such date [FREQUENTLY NEGOTIATED BETWEEN 1-7 YRS] unless terminated earlier pursuant to any of the Agreement's express provisions (the "Initial Term"). 2.2. Renewal Term. This Agreement will automatically renew for additional successive one (1) year terms unless earlier terminated pursuant to any of the Agreement's provisions (a "Renewal Term" and, collectively, with the Initial Term, the "Term"). 2.3. Non -Renewal. Either party may elect to end renewal of the contract by issuing a notice of non -renewal, in writing, to the other party six (6) months prior to the expiration of the current contract term. 3. Fees. In consideration of the rights and services granted by Superion to Customer under this Agreement, Customer shall make payments to Superion pursuant to the amounts and payment terms outlined in Exhibit 1 (the "Project Cost Summary"). 4. Definitions. Capitalized terms not otherwise defined in this Agreement have the meanings set forth below: 4.1. "Action" means any claim, action, cause of action, demand, lawsuit, arbitration, inquiry, audit, notice of violation, proceeding, litigation, citation, summons, subpoena, or investigation of any nature, civil, criminal, administrative, regulatory or other, whether at law, in equity, or otherwise. 4.2. "Affiliate" of a Person means any other Person that directly or indirectly, through one or more intermediaries, controls, is controlled by, or is under common control with, such Person. 4.3. "Authorized User" means Customer's employees, consultants, contractors, and agents who are authorized by Customer to access and use the Superion Solutions under the rights granted to Customer pursuant to this Agreement, and for whom access to the Superion Solutions has been purchased. 4.4. "Baseline" means the version of a Superion Solution updated to the particular time in question through Superion's warranty services and maintenance, but without any other modification whatsoever. 4.5. "Component System" means any one of the Superion Solutions identified in Exhibit 1, including all copies of Source Code, Object Code and all related specifications, Documentation, technical information, and all corrections, modifications, additions, development work, improvements and enhancements to and all Intellectual Property Rights for such Component System. 4.6. "Customer Data" means information, data, and content, in any form or medium, collected, downloaded, or otherwise received, directly or indirectly from Customer, an Authorized User or end-users by orthrough the Superion Solutions, provided the data is not personally identifiable and not identifiable to Customer. 4.7. "Custom Modification" means a change that Superion has made at Customer's request to any Component System in accordance with a Superion-generated specification, but without any other changes whatsoever by any Person. 4.8. "Customer Systems" means the Customer's information technology infrastructure, including computers, software, hardware, databases, electronic systems (including database management systems), and networks, whether operated by Customer or through the use of third -party services. 4.9. "Defect" means a material deviation between the Baseline Superion Solution and its Documentation, for which Defect Customer has given Superion enough information to enable Superion to replicate the deviation on a computer configuration that is both comparable to the Customer Systems and that is under Superion's control. Further, with regard to each Custom Modification, Defect means a material deviation between the Custom Modification and the Superion-generated specification and documentation for such Custom Modification, and for which Defect Customer has given Superion enough information to enable Superion to replicate the deviation on a computer configuration that is both comparable to the Customer Systems and that is under Superion's control. 4.10. "Documentation" means any manuals, instructions, or other documents or materials that Superion provides or makes available to Customer in any form or medium and which describe the functionality, components, features, or requirements of the Superion Solutions, including any aspect of the installation, configuration, integration, operation, use, support, or maintenance thereof. 4.11. "Enhancements" means general release (as opposed to custom) changes to a Baseline Component System or Custom Modification which increase the functionality of the Baseline Component System or Custom Modification in question. 4.12. "Harmful Code" means any software, hardware, device or other technology, including any virus, worm, malware, or other malicious computer code, the purpose or effect of which is to (a) permit unauthorized access to, or to destroy, disrupt, disable, distort, or otherwise harm or impede any (i) computer, software, firmware, hardware, system, or network; or (ii) any application or function of any of the foregoing or the security, integrity, confidentiality, or use of any data Processed thereby; or (b) prevent Customer or any Authorized User from accessing or using the Superion Solutions as intended by this Agreement. 4.13. "Intellectual Property Rights" means any and all registered and unregistered rights granted, applied for, or otherwise now or hereafter in existence under or related to any patent, copyright, trademark, trade secret, database protection, or other intellectual property rights laws, and all similar or equivalent rights or forms of protection, in any part of the world. 4.14. "Maintenance" means optimization, error correction, modifications, and updates to Superion Systems to correct any known Defects and improve performance. Maintenance will be provided for each Component System, the hours and details of which are described in Exhibit 2 ("Support Standards"). 4.15. "New Releases" means new editions of a Baseline Component System or Custom Modification. 4.16. "Person" means an individual, corporation, partnership, joint venture, limited liability entity, governmental authority, unincorporated organization, trust, association, or other entity. 4.17. "Personal Information" means any information that does or can identify a specific individual or by or from which a specific individual may be identified, contacted, or located. Personal Information includes all "nonpublic personal information" as defined under the Gramm -Leach -Bliley Act, "protected health information" as defined under the Health and Insurance Portability and Accountability Act of 1996, "Personal Data" as defined in the EU General Data Protection Regulation (GDPR 2018), "Personal Information" as defined under the Children's Online Privacy Protection Act of 1998, and all rules and regulations issued under any of the foregoing. Ilk A Z SUPER ION 4.18. "Professional Services" means installation, implementation, development work, training or consulting services including custom modification programming, support relating to custom modifications, on-site support services, assistance with data transfers, system restarts and reinstallations provided by Superion. 4.19. "Representatives" means, with respect to a party, that party's employees, officers, directors, agents, subcontractors, and legal advisors. 4.20. "Superion Personnel" means all individuals involved in the performance of Support Services and Professional Services as employees, agents, Subcontractors or independent contractors of Superion. 4.21. "Superion Solution(s)" means the Component Systems, Documentation, Custom Modifications, development work, Superion Systems and any and all other information, data, documents, materials, works, and other content, devices, methods, processes, hardware, software, technologies and inventions, including any deliverables, technical or functional descriptions, requirements, plans, or reports, provided or used by Superion or any Subcontractor in connection with Professional Services or Support Services rendered under this Agreement. 4.22. "Superion Systems" means the information technology infrastructure used by or on behalf of Superion to deliver Superion Solutions, including all computers, software, hardware, databases, electronic systems (including database management systems), and networks, whether operated directly by Superion or through the use of third -party services. 4.23. "Support Services" means Maintenance, Enhancements, implementation of New Releases, and general support efforts to respond to incidents reported by Customer in accordance with the detailed Support Standards outlined in Exhibit 2. 4.24. "Third -Party Materials" means materials and information, in any form or medium, including any software, documents, data, content, specifications, products, related services, equipment, or components of or relating to the Superion Solutions that are not proprietary to Superion. 5. License, Access & Services. 5.1. License Grant. Subject to and conditioned on the payment of Fees and compliance with all other terms and conditions of this Agreement, Superion hereby grants to Customer a non-exclusive, non- sublicenseable, and non -transferable [Customer may negotiate the term "perpetual here if software is premise based] license to the current version of the Superion Solution(s) outlined in Exhibit 1 at the time of this Agreement's execution. 5.2. Access and Scope of Use. Subject to and conditioned on Customer and their Authorized Users' compliance with the terms and conditions of this Agreement, Superion hereby grants Customer a non- exclusive, non -transferable right to access and use the Solutions, solely by Authorized Users. Such use is limited to Customer's internal use. Superion shall deliver to Customer the initial copies of the Superion Solution(s) outlined in Exhibit 1 by (a) electronic delivery, by posting it on Superion's network for downloading, or similar suitable electronic file transfer method, or (b) physical shipment, such as on a disc or other suitable media transfer method. Physical shipment is on FOB-Superion's shipping point, and electronic delivery is deemed effective at the time Superion provides Customer with access to download the Superion Solutions. [Any changes to this delivery language require higher approval and Accounting review] The date of such delivery shall be referred to as the "Delivery Date." 5.3. Documentation License. Superion hereby grants to Customer a non-exclusive, non-sublicenseable, non- transferable license to use the Documentation during the Term solely for Customer's internal business purposes in connection with its use of the Superion Solutions. 5.4. Service and System Control. Except as otherwise expressly provided in this Agreement: 5.4.1. Superion has and will retain sole control over the operation, provision, maintenance, and management of the Superion Solutions; and 5.4.2. Customer has and will retain sole control over the operation, maintenance, and management of, and all access to and use of, the Customer Systems, and sole responsibility for access to and use of the Superion Solutions by any Person by orthrough the Customer Systems or other means controlled by Customer or any Authorized User, including any reports or results obtained from any use of the Superion Solutions, and conclusions, decisions, or actions based on such use. 5.5. Limitations. Customer must provide Superion with such facilities, equipment and support as are reasonably necessary for Superion to perform its obligations under this Agreement, including, if required by Superion, remote access to the Customer Systems. Superion is not responsible or liable for any delay or failure of performance caused in whole or in part by any Customer delay or Customer's failure to Ilk A Z SUPER ION perform any obligations under this Agreement. 5.6. Exceptions. Superion has no obligation to provide Support Services relating to any Defect with the Superion Solutions that, in whole or in part, arise out of or result from any of the following: 5.6.1. software, or media on which provided, that is modified or damaged by Customer or third party; 5.6.2. any operation or use of, or other activity relating to, the Superion Solutions otherthan as specified in the Documentation, including any incorporation, or combination, operation or use of the Superion Solutions in or with, any technology (software, hardware, firmware, system, or network) or service not specified for Customer's use in the Documentation; 5.6.3. any negligence, abuse, misapplication, or misuse of the Superion Solution otherthan by Superion personnel, including any Customer use of the Superion Solution other than as specified in the Documentation or expressly authorized in writing by Superion; 5.6.4. any Customer's failure to promptly install any New Releases that Superion has previously made available to Customer; 5.6.5. the operation of, or access to, Customer's or a third party's system, materials or network; 5.6.6. any relocation of the Superion Solution other than by Superion personnel; 5.6.7. any beta software, software that Superion makes available fortesting or demonstration purposes, temporary software modules, or software for which Superion does not receive a fee; 5.6.8. any breach of or noncompliance with any provision of this Agreement by Customer or any of its Representatives or any Force Majeure Event (including abnormal physical or electrical stress). 5.7. Reservation of Rights. Except for the specified rights outlined in this Section, nothing in this Agreement grants any right, title, or interest in or to any Intellectual Property Rights in or relating to the Support Services, Professional Services, Superion Solutions, or Third -Party Materials, whether expressly, by implication, estoppel, or otherwise. All right, title, and interest in the Superion Solutions, and the Third - Party Materials are and will remain with Superion and the respective rights holders. 5.8. Changes. Superion reserves the right, in its sole discretion, to make any changes to the Support Services and Superion Solutions that it deems necessary or useful to: (a) maintain or enhance the quality or delivery of Superion's services to its customers, the competitive strength of or market for Superion's services, or the Support Services' cost efficiency or performance; or (b) to comply with applicable law. Without limiting the foregoing, either party may, at any time during the Term, request in writing changes to particular Support Services, Professional Services or their product suite of Superion Solutions. The parties shall evaluate and, if agreed, implement all such requested changes. No requested changes will be effective unless and until memorialized in either a Superion issued Add -On Quote signed by the Customer, or a written change order or amendment to this agreement signed by both parties. 5.9. Subcontractors. Superion may from time to time in its discretion engage third parties to perform Professional Services or Support Services (each, a "Subcontractor"). 5.10. Security Measures. The Superion Solution may contain technological measures designed to prevent unauthorized or illegal use of the Superion Solution. Customer acknowledges and agrees that: (a) Superion may use these and other lawful measures to verify compliance with the terms of this Agreement and enforce Superion's rights, including all Intellectual Property Rights, in and to the Superion Solution; (b) Superion may deny any individual access to and/or use of the Superion Solution if Superion, in its reasonable discretion, believes that person's use of the Superion Solution would violate any provision of this Agreement, regardless of whether Customer designated that person as an Authorized User; and (c) Superion may collect, maintain, process, use and disclose technical, diagnostic and related non - identifiable data gathered periodically which may lead to improvements in the performance and security of the Superion Solutions. 6. Use Restrictions. Customer shall not, and shall not permit any other Person to, access or use the Superion Solutions except as expressly permitted by this Agreement. For purposes of clarity and without limiting the generality of the foregoing, Customer shall not, except as this Agreement expressly permits: 6.1. copy, modify, or create derivative works or improvements of the Superion Solutions, or rent, lease, lend, sell, sublicense, assign, distribute, publish, transfer, or otherwise make available any Superion Solutions to any Person, including on or in connection with the internet or any time-sharing, service bureau, software as a service, cloud, or other technology or service; Ilk A Z SUPER ION 6.2. reverse engineer, disassemble, decompile, decode, adapt, or otherwise attempt to derive or gain access to the source code of the Superion Solutions, in whole or in part; 6.3. bypass or breach any security device or protection used by Superion Solutions or access or use the Superion Solutions other than by an Authorized User through the use of his or her own then valid access; 6.4. input, upload, transmit, or otherwise provide to or through the Superion Systems, any information or materials that are unlawful or injurious, or contain, transmit, or activate any Harmful Code; 6.5. damage, destroy, disrupt, disable, impair, interfere with, or otherwise impede or harm in any manner the Superion Systems, or Superion's provision of services to any third party, in whole or in part; 6.6. remove, delete, alter, or obscure any trademarks, Specifications, Documentation, warranties, or disclaimers, or any copyright, trademark, patent, or other intellectual property or proprietary rights notices from any Documentation or Superion Solutions, including any copy thereof; 6.7. access or use the Superion Solutions in any manner or for any purpose that infringes, misappropriates, or otherwise violates any Intellectual Property Right or other right of any third party, or that violates any applicable law; 6.8. access or use the Superion Solutions for purposes of competitive analysis of the Superion Solutions, the development, provision, or use of a competing software service or product or any other purpose that is to Superion's detriment or commercial disadvantage or otherwise access or use the Superion Solutions beyond the scope of the authorization granted under this Section. 7. Customer Obligations. 7.1. Customer Systems and Cooperation. Customer shall at all times during the Term: (a) set up, maintain, and operate in good repair all Customer Systems on or through which the Superion Solutions are accessed or used; (b) provide Superion Personnel with such access to Customer's premises and Customer Systems as is necessary for Superion to perform the Support Services in accordance with the Support Standards and Specifications; and (c) provide all cooperation as Superion may reasonably request to enable Superion to exercise its rights and perform its obligations under and in connection with this Agreement. 7.2. Effect of Customer Failure or Delay. Superion is not responsible or liable for any delay or failure of performance caused in whole or in part by Customer's delay in performing, or failure to perform, any of its obligations under this Agreement. 7.3. Corrective Action and Notice. If Customer becomes aware of any actual or threatened activity prohibited by Section 6, Customer shall, and shall cause its Authorized Users to, immediately: (a) take all reasonable and lawful measures within their respective control that are necessary to stop the activity or threatened activity and to mitigate its effects (including, where applicable, by discontinuing and preventing any unauthorized access to the Superion Solutions and permanently erasing from their systems and destroying any data to which any of them gained unauthorized access); and (b) notify Superion of any such actual or threatened activity. 8. Professional Services. 8.1. Compliance with Customer Policies. While Superion Personnel are performing services at Customer's site, Superion will ensure that such personnel comply with Customer's reasonable security procedures and site policies that are generally applicable to Customer's other suppliers providing similar services and that have been provided to Superion in writing or in advance. Customer shall promptly reimburse Superion for any out-of-pocket costs incurred in complying with such procedures and policies. 8.2. Contributed Material. In the process of Superion's performing Professional Services, Customer may, from time to time, provide Superion with designs, plans, or specifications, improvements, works or other material for inclusion in, or making modifications to, the Superion Solutions, the Documentation or any other deliverables ("Contributed Material"). Customer grants to Superion a nonexclusive, irrevocable, perpetual, transferable right, without the payment of any royalties or other compensation of any kind and without the right of attribution, for Superion, Superion's Affiliates and Superion's licensees to make, use, sell and create derivative works of the Contributed Material. 9. Confidentiality. 9.1. Confidential Information. "Confidential Information" means information in any form or medium (whether oral, written, electronic, or other) that the Disclosing Party considers confidential or proprietary, including information consisting of or relating to the Disclosing Party's technology, trade secrets, know-how, business operations, plans, strategies, customers, and pricing, and information with respect to which the Ilk A Z SUPER ION Disclosing Party has contractual or other confidentiality obligations. Without limiting the foregoing, Confidential Information of Superion includes the Superion Solutions, all software provided with the Superion Solutions, and algorithms, methods, techniques and processes revealed by the Source Code of the Superion Solutions and any software provided with the Superion Solutions. In connection with this Agreement each party (as the "Disclosing Party") may disclose or make available Confidential Information to the other party (as the "Receiving Party"). 9.2. Exclusions. Confidential Information does not include information that: (a) was rightfully known to the Receiving Party without restriction on use or disclosure prior to being disclosed or made available to the Receiving Party in connection with this Agreement; (b) was or becomes generally known by the public other than by the Receiving Party or any of its Representatives' noncompliance with this Agreement; (c) was or is received by the Receiving Party on a non -confidential basis from a third party that was or is independently developed by the Receiving Party without reference or use of any Confidential Information. 9.3. Protection of Confidential Information. As a condition to being provided with any disclosure of or access to Confidential Information, the Receiving Party shall: 9.3.1. not access or use Confidential Information other than as necessary to exercise its rights or perform its obligations under and in accordance with this Agreement; 9.3.2. not disclose or permit access to Confidential Information other than to its Representatives who: (i) need to know such Confidential Information for purposes of the Receiving Party's exercise of its rights or performance of its obligations under and in accordance with this Agreement; (ii) have been informed of the confidential nature of the Confidential Information and the Receiving Party's obligations under this Section; and (iii) are bound by written confidentiality or restricted use obligations at least as protective of the Confidential Information as the terms in this Section; 9.3.3. safeguard the Confidential Information from unauthorized use, access, or disclosure using at least the degree of care it uses to protect its sensitive information and in no event less than a reasonable degree of care; 9.3.4. ensure its Representatives' compliance with, and be responsible and liable for any of its Representatives' non-compliance with, the terms of this Section. 9.4. Compelled Disclosures. If the either Party or any of its Representatives is compelled by applicable law to disclose any Confidential Information then, to the extent permitted by law, that Party shall: (a) promptly, and prior to such disclosure, notify the other Party in writing of such requirement so that they can seek a protective order or other remedy or waive its rights under Section .3; and (b) provide reasonable assistance to the Disclosing Party in opposing such disclosure or seeking a protective order or other limitations on disclosure. If the Disclosing Party waives compliance or, after providing the notice and assistance required under this Section, the Receiving Party remains required by law to disclose any Confidential Information, the Receiving Party shall disclose only that portion of the Confidential Information that the Receiving Party is legally required to disclose. 9.5. Trade Secrets. Notwithstanding any other provisions of this Agreement, the Receiving Party's obligations under this Section with respect to any Confidential Information that constitutes a trade secret under any applicable law will continue until such time, if ever, as such Confidential Information ceases to qualify for trade secret protection under one or more such applicable laws other than as a result of any act or omission of the Receiving Party or any of its Representatives. 10. Security. 10.1. Superion will implement commercially reasonable administrative, technical and physical safeguards designed to ensure the security and confidentiality of Customer Data, protect against any anticipated threats or hazards to the security or integrity of Customer Data, and protect against unauthorized access or use of Customer Data. Superion will review and test such safeguards on no less than an annual basis. 10.2. Customer shall maintain, in connection with the operation or use of the Superion Solutions, adequate technical and procedural access controls and system security requirements and devices, necessary for data privacy, confidentiality, integrity, authorization, authentication and non -repudiation and virus detection and eradication. 10.3. To the extent that Authorized Users are permitted to have access to the Superion Solutions, Customer shall maintain agreements with such Authorized Users that adequately protect the confidentiality and Intellectual Property Rights of Superion in the Superion Solutions and Documentation, and disclaim any liability or responsibility of Superion with respect to such Authorized Users. Ilk A Z SUPER ION 11. Personal Data. If Superion processes or otherwise has access to any personal data or personal information on Customer's behalf when performing Superion's obligations under this Agreement, then: 11.1. Customer shall be the data controller (where "data controller" means an entity which alone orjointly with others determines purposes for which and the manner in which any personal data are, or are to be, processed) and Superion shall be a data processor (where "data processor" means an entity which processes the data only on behalf of the data controller and not for any purposes of its own); 11.2. Customer shall ensure that it has obtained all necessary consents and it is entitled to transfer the relevant personal data or personal information to Superion so that Superion may lawfully use, process and transfer the personal data and personal information in accordance with this Agreement on Customer's behalf, which may include Superion processing and transferring the relevant personal data or personal information outside the country where Customer and the Authorized Users are located in order for Superion to provide the Superion Solutions and perform its other obligations under this Agreement; and 11.3. Superion shall process personal data and information only in accordance with lawful and reasonable instructions given by Customer and as set out in and in accordance with the terms of this Agreement; and 11.4. each party shall take appropriate technical and organizational measures against unauthorized or unlawful processing of the personal data and personal information or its accidental loss, destruction or damage so that, having regard to the state of technological development and the cost of implementing any measures, the measures taken ensure a level of security appropriate to the harm that might result from such unauthorized or unlawful processing or accidental loss, destruction or damage in relation to the personal data and personal information and the nature of the personal data and personal information being protected. If necessary, the parties will cooperate to document these measures taken. 12. Representations and Warranties. 12.1. Software Warranty. Superion warrants to Customer that for a period of twelve (12) months from the Execution Date, the Superion Solutions (as delivered to Customer by Superion and when properly used for the purpose and in the manner specifically authorized by this Agreement), will perform as described in the Documentation in all material respects, including being free from any viruses or Harmful Code. 12.2. Professional Services Representation and Warranty. Superion represents, warrants, and covenants to Customer that during the Term, Superion will perform Professional Services using personnel of required skill, experience, and qualifications and in a professional and workmanlike manner in accordance with generally recognized industry standards for similar services and will devote adequate resources to meet its obligations under this Agreement. If Customer reasonably believes that any Professional Services were performed in violation of this warranty, it will notify Superion within twenty (20) days of service performance describing the issue, together with adequate supporting documentation and data. Upon receipt of such notice, Superion's obligation will be to re -perform the particular Professional Services affected as soon as commercially reasonable at no additional charge. 12.3. Support Services Representation and Warranty. Superion represents, warrants, and covenants to Customer that during the Term, Superion will perform the Support Services using personnel of required skill, experience, and qualifications and in a professional and workmanlike manner in accordance with both generally recognized industry standards for similar services, and the specific guidance for support found in Exhibit 2, and will devote adequate resources to meet its obligations under this Agreement. If Customer reasonably believes that any Support Services failed to meet this warranty, they will follow their preferred escalation path outlined in the Support Standards below, including receipt of service credit. 12.4. DISCLAIMER OF WARRANTIES. EXCEPT FOR THE EXPRESS LIMITED WARRANTIES SET FORTH ABOVE, SUPERION MAKES NO WARRANTIES WHATSOEVER, EXPRESSED OR IMPLIED, WITH REGARD TO THE SUPERION SOLUTIONS, PROFESSIONAL SERVICES, SUPPORT SERVICES, AND/OR ANY OTHER MATTER RELATING TO THIS AGREEMENT, AND THAT SUPERION DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHER, INCLUDING ALL WARRANTIES ARISING FROM COURSE OF DEALING, USAGE OR TRADE PRACTICE, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON -INFRINGEMENT. FURTHER, SUPERION EXPRESSLY DOES NOT WARRANT THAT A SUPERION SOLUTION, ANY CUSTOM MODIFICATION OR ANY IMPROVEMENTS WILL BE USABLE BY CUSTOMER IF THE SUPERION SOLUTION OR CUSTOM MODIFICATION HAS BEEN MODIFIED BY ANYONE OTHER THAN SUPERION PERSONNEL, OR WILL BE ERROR FREE, WILL OPERATE WITHOUT INTERRUPTION Ilk A Z SUPERION OR WILL BE COMPATIBLE WITH ANY HARDWARE OR SOFTWARE TO THE EXTENT EXPRESSLY SET FORTH IN THE DOCUMENTATION. ALL THIRD -PARTY MATERIALS ARE PROVIDED "AS -IS" AND ANY REPRESENTATION OR WARANTY OF OR CONCERNING ANY OF THEM IS STRICTLY BETWEEN CUSTOMER AND THE THIRD -PARTY OWNER. THIS AGREEMENT DOES NOT AMEND, OR MODIFY SUPERION'S WARRANTIES UNDER ANY AGREEMENT OR ANY CONDITIONS, LIMITATIONS, OR RESTRICTIONS THEREOF. 13. Notices. All notices and other communications required or permitted under this Agreement must be in writing and will be deemed given when delivered personally, sent by United States registered or certified mail, return receipt requested; transmitted by facsimile or email confirmed by United States first class mail, or sent by overnight courier. Notices must be sent to a Party at its address shown below, or to such other place as the Party may subsequently designate for its receipt of notices in writing by the other Party. If to Superion: Superion 1000 Business Center Dr. Lake Mary, FL. Phone: 407-304-3235 email: info(a)-superion.com Attention: Senior Counsel / Contracts Department If to Customer: [INSERT CUSTOMER NAME] [INSERT CUSTOMER ADDRESS] [ADDRESS LINE 2] Phone: *customer to supply email: *customer to supply Attention: *customer to supply POC 14. Force Majeure. 14.1. No Breach or Default. Neither Party will be liable to the other for any failure or delay in fulfilling or performing any term of this Agreement (except for any payment obligation) when and to the extent such failure or delay is caused by any circumstances beyond such Party's reasonable control (a "Force Majeure Event"), including Acts of God, flood, fire, earthquake, explosion, war, terrorism, invasion, national or regional emergency, riot or other civil -unrest, labor disruption, acts and omissions of third parties, governmental and judicial action (including embargoes, export or import restrictions) not the fault of the Party failing or delaying in performance. 14.2. Affected Party Obligations. In the event of any failure or delay caused by a Force Majeure Event, the affected Party shall give prompt written notice to the other Party stating the period of time the occurrence is expected to continue and use commercially reasonable efforts to end the failure or delay and minimize the effects of such Force Majeure Event. 15. Mutual Indemnification. 15.1. Superion Indemnification. Superion shall indemnify, defend, and hold harmless Customer and Customer's officers, elected officials, directors, employees, agents, successors, and assigns from and against any and all losses incurred by or resulting from any Action by a third party (other than an Affiliate of Customer) that Customer's use of the Superion Solutions in accordance with this Agreement infringes or misappropriates such third party's US Intellectual Property Rights, US patents, copyrights, or trade secrets. The foregoing obligation does not apply to the extent that the alleged infringement arises from: 15.1.1. Third -Party Materials or Customer Data; 15.1.2. access to or use of the Superion Solutions in combination with any hardware, system, software, network, or other materials or service not provided by Superion or specified for Customer's use in the Documentation; 15.1.3. modification of the Superion Solutions other than: by or on behalf of Superion or with Superion's written approval in accordance with Superion's written specification; 15.1.4. failure to timely implement any modifications, upgrades, replacements, or enhancements made available to Customer by or on behalf of Superion; or 15.1.5. act, omission, or other matter described in Section 15.2 below, whether or not the same results in any Action against or losses by any Superion Indemnitee. 15.2. Customer Indemnification. Customer shall indemnify, defend, and hold harmless Superion and its officers, directors, employees, agents, successors, and assigns from and against any and all losses Ilk A Z SUPER ION incurred by Superion resulting from any Action by a third party (other than an Affiliate of Superion) that arise out of or result from, or are alleged to arise out of or result from: 15.2.1. Customer Data, including any Processing of Customer Data by or on behalf of Superion in accordance with this Agreement; 15.2.2. Gross negligence or more culpable act or omission (including recklessness or willful misconduct) by Customer, any Authorized User, or any third party on behalf of Customer or any Authorized User, in connection with this Agreement. 15.3. Procedure. Each party shall promptly notify the other party in writing of any Action for which such party believes it is entitled to be indemnified. The party seeking indemnification shall cooperate with the other party at that party's sole cost and expense. The indemnitor shall promptly assume control of the defense and shall employ counsel of its choice that is reasonably acceptable to the indemnitee to handle and defend the same. 15.4. Sole Remedy. THIS SECTION SETS FORTH CUSTOMER'S SOLE REMEDIES AND SUPERION'S SOLE LIABILITY AND OBLIGATION FOR ANY ACTUAL, THREATENED, OR ALLEGED CLAIMS THAT THE SERVICES AND SUPERION SOLUTIONS OR ANY SUBJECT MATTER OF THIS AGREEMENT INFRINGES, MISAPPROPRIATES, OR OTHERWISE VIOLATES ANY INTELLECTUAL PROPERTY RIGHTS OF ANY THIRD PARTY. 16. Termination. This Agreement may be terminated: 16.1. For cause by either Party, effective on written notice to the other Party, if the other Party materially breaches this Agreement and: (i) is incapable of cure; or (ii) being capable of cure, remains uncured thirty (30) days after the non -breaching Party provides the breaching Party with written notice of such breach. 16.2. For lack of payment by written notice to Customer, if Customer's failure to pay amounts due under this Agreement has continued more than ninety (90) days after delivery of written notice of non-payment. 17. Effect of Termination or Expiration. On the expiration or earlier termination of this Agreement: 17.1. all rights, licenses, and authorizations granted to Customer hereunder will immediately terminate and Customer shall immediately cease all use of and other activities with respect to Superion's Confidential Information relating to the Superion Solutions, and within thirty (30) days deliver to Superion, or at Superion's request destroy and erase Superion's Confidential Information from all systems Customer directly or indirectly controls; and 17.2. all licenses, access or subscription fees, services rendered but unpaid, and any amounts due by Customer to Superion of any kind are immediately payable and due no later than thirty (30) days after the effective date of the termination or expiration, including anything that accrues within those thirty days. 17.3. The provisions set forth in the following sections, and any other right or obligation of the parties in this Agreement that, by its nature (including but not limited to: Use Restrictions, Confidential Information, Warranty Disclaimers, Mutual Indemnifications & Limitations of Liability), should survive termination or expiration of this Agreement, will survive any expiration or termination of this Agreement. 17.4. Return of Customer Data. If Customer requests in writing at least 10 days prior to the effective date of expiration or earlier termination of this Agreement, Superion shall within 60 days following such expiration or termination, deliver to Customer in Superion's standard format the then most recent version of Customer Data maintained by Superion, provided that Customer has at that time paid all Fees then outstanding and any amounts payable after or as a result of such expiration or termination. 17.5. Deconversion. In the event of (i) expiration or earlier termination of this Agreement, or (ii) Customer no longer purchasing certain Superion Solutions (including those indicated to be Third -Party Materials), if Customer requests assistance in the transfer of Customer Data to a different vendor's applications ("Deconversion"), Superion will provide reasonable assistance. Superion and Customer will negotiate in good faith to establish the relative roles and responsibilities of Superion and Customer in effecting Deconversion, as well as the appropriate date for completion. Superion shall be entitled to receive compensation for any additional consultation, software and documentation required for Deconversion on a time and materials basis at Superion's then standard rates. 18. Assignment. Customer shall not assign or otherwise transfer any of its rights, or delegate or otherwise transfer any of its obligations or performance, under this Agreement, in each case whether voluntarily, involuntarily, by operation of law, or otherwise, without Superion's prior written consent, which consent Superion may give or withhold in its sole discretion. For purposes of the preceding sentence, and without limiting its generality, any merger, consolidation, or reorganization involving Customer (regardless of whether Customer is a surviving or Ilk A Z SUPER ION disappearing entity) will be deemed to be a transfer of rights, obligations, or performance under this Agreement for which Superion's prior written consent is required. No delegation or other transfer will relieve Customer of any of its obligations or performance under this Agreement. Any purported assignment, delegation or transfer in violation of this Section is void. This Agreement is binding upon and inures to the benefit of the Parties and their respective permitted successors and assigns. 19. No Waiver. A Party's failure to enforce its rights with respect to any single or continuing breach of this Agreement will not act as a waiver of the right of that Party to later enforce any such rights or to enforce any other or any subsequent breach. 20. Arbitration of Disputes. Any dispute, controversy or claim arising out of or relating to this Agreement, including the breach, termination, or validity thereof, shall be resolved by final and binding arbitration. 20.1. Arbitration Procedure. The claimant shall commence the arbitration by delivering a notice of arbitration to the respondent setting out the nature of the claim(s), the relief requested, and the proposed location. Within thirty (30) days of the receipt of the notice, the respondent shall deliver its answer any counterclaim(s), relief requested, and any proposed change to location. The tribunal shall consist of three (3) arbitrators, appointed as follows: The claimant shall appoint an arbitrator in the request for arbitration and the respondent shall appoint an arbitrator in the answer. The two arbitrators so appointed shall, within thirty (30) days of delivery of the answer, appoint a third arbitratorwho shall act as the chair of the tribunal. The tribunal shall decide the procedures in the arbitration after consultation with the parties. The tribunal may make its decisions by a majority. The tribunal shall have the power to grant any provisional or final remedy or relief it deems appropriate, including conservatory measures and an award of attorneys' fees. The parties agree that judgment may be entered upon the award by any court having jurisdiction. 21. Jurisdiction and Governing Law. This Agreement and any dispute or claim arising, directly or indirectly, out of or in connection with it or its subject matter or formation (including non -contractual disputes or claims) is governed by, and shall be construed and enforced in accordance with, the laws of the State of Florida excluding choice of law. Each party irrevocably (i) agrees that a County or Circuit Court in the Eighteenth Judicial Circuit, in and for Seminole County, Florida, or the United States District for the Middle District of Florida, shall have exclusive jurisdiction to settle any dispute, controversy or claim arising, directly or indirectly, out of or in connection with this Agreement, orthe breach, termination or validity thereof (including non -contractual disputes or claims) and that such court shall be the proper venue therefor; (ii) waives the right to trial by jury, (iii) consents to service of process by first class certified mail, return receipt requested, postage prepaid, to the address at which the party is to receive notice and (iv) agrees that the prevailing party shall be entitled to recover its reasonable attorney's fees, court costs and other legal expenses from the other party. 22. Severability. If any provision of this Agreement is illegal or unenforceable, it will be deemed stricken from the Agreement and the remaining provisions of the Agreement will remain in full force and effect. 23. LIMITATIONS OF LIABILITY. 23.1. LIMITED LIABILITY OF SUPERION. SUPERION'S LIABILITY IN CONNECTION WITH THE SERVICES, IMPROVEMENTS OR ANY OTHER MATTER RELATING TO THIS AGREEMENT WILL NOT EXCEED THE FEES THAT CUSTOMER ACTUALLY PAID TO SUPERION IN CONNECTION WITH THIS AGREEMENT FOR THE INITIAL TERM OR RENEWAL TERM WHEN THE RELEVANT ACTIONS LEADING TO SUCH LIABILITY AROSE. IN ANY EVENT, SUPERION SHALL NOT BE LIABLE FOR ANY LOSSES RESULTING FROM THE CRIMINAL ACTS OF THIRD PARTIES. 23.2. EXCLUSION OF DAMAGES. REGARDLESS OF WHETHER ANY REMEDY SET FORTH HEREIN FAILS OF ITS ESSENTIAL PURPOSE OR OTHERWISE, IN NO EVENT WILL SUPERION, SUPERION PERSONNEL, SUBCONTRACTORS OR SUPPLIERS BE LIABLE UNDER OR IN CONNECTION WITH THIS AGREEMENT FOR ANY (1) LOSS OF DATA, BUSINESS, REVENUE, PROFIT, GOODWILL, OR REPUTATION, (11) BUSINESS INTERRUPTION, INCREASED COSTS, OR DIMINUTION IN VALUE, OR SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES, WHETHER BASED ON BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR OTHERWISE; AND WHETHER OR NOT SUPERION, SUPERION PERSONNEL, SUBCONTRACTORS OR SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSSES OR DAMAGES OR SUCH LOSSES OR DAMAGES WERE OTHERWISE FORESEEABLE. 23.3. BASIS OF THE BARGAIN. CUSTOMER ACKNOWLEDGES THAT SUPERION HAS SET ITS FEES AND ENTERED INTO THIS AGREEMENT IN RELIANCE UPON THE LIMITATIONS OF LIABILITY AND THE DISCLAIMERS OF WARRANTIES AND DAMAGES SET FORTH IN THIS AGREEMENT, AND THAT THE SAME FORM AN ESSENTIAL BASIS OF THE BARGAIN BETWEEN THE PARTIES. *SUPERION 24. Third -Party Materials. Customer is hereby advised that Superion provides front-line support services for third parties, but these third parties assumes all responsibility for and liability in connection with the Third -Party Materials. Superion is not authorized to make any representations or warranties that are binding upon the third party or to engage in any other acts that are binding upon the third party, excepting specifically that Superion is authorized to represent the fees for the Third -Party Materials as the same is provided for in the Agreement and to accept payment of such amounts from Customer on behalf of the third party for as long as such third party authorizes Superion to do so. As a condition precedent to installing or accessing any Third -Party Materials, Customer may be required to execute a click -through, shrink-wrap EULA or similar agreement provided by the Third -Party Materials provider. 25. Entire Agreement; Amendment and Modification. This Agreement contains the entire understanding of the parties with respect to its subject matter, and supersedes and extinguishes all prior oral and written communications between the parties about its subject matter. Any purchase order, agreement, or other ordering document issued by Customer at any time for any reason, will not modify or affect this Agreement nor have any other legal effect notwithstanding the inclusion of any additional or different terms or conditions in any such ordering document and shall serve only the purpose of identifying the products or services ordered. No modification of this Agreement will be effective unless it is in writing, is signed by each Party, and expressly provides that it amends this Agreement. Notwithstanding any language to the contrary herein, numbered Add - On Quotes on Superion letterhead issued by authorized Superion representatives and signed by Customer shall constitute an amendment to this Agreement. 26. No Third -Party Beneficiaries. This Agreement is for the sole benefit of the Parties and their respective successors and permitted assigns and nothing herein, express or implied, is intended to or shall confer on any other person any legal or equitable right, benefit, or remedy of any nature under or by reason of this Agreement. 27. Counterparts. This Agreement may be executed in counterparts, each of which is deemed an original, but all of which together are deemed to be one and the same agreement. A signed copy of this Agreement delivered by facsimile, e-mail, or other means of electronic transmission is deemed to have the same legal effect as delivery of an original signed copy of this Agreement. 28. Cooperative Purchases. This Contract may be used by other government agencies. Superion has agreed to offer similar services to other agencies underthe same terms and conditions as stated herein except that the compensation may be negotiated between Superion and other agencies based on the specific revenue expectations, agency reimbursed costs, and other agency requirements. The Customer will in no way whatsoever incur any liability in relation to specifications, delivery, payment, or any other aspect of purchases by such agencies. 29. Incorporated Exhibits to this Agreement: 29.1. Exhibit 1 — Project Cost Summary 29.2. Exhibit 2 - Maintenance & Support Standards 29.3. Exhibit 3 — Travel Expense Guidelines 29.4. Exhibit 4 — Insurance Requirements 29.5. Exhibit 5 — Scope of Work Ilk A Z SUPER ION PAYMENT TERMS: This list represents ALL potential terms, thus majority of these terms are removed to tailor to each deal, and only applicable terms to that deal remain. Highlight indicates when term will apply versus another in a given situation ONE TIME FEES a. Start -Up Fees are due: 100% on the Execution Date. b. Superion License Fees are due: 100% on the Execution Date. C. Third Party License Fees are due: 100% on the Execution Date. d. Superion Professional Services Fees (Option 1: NO Milestones) are due as follows: Project Planning, Project Management, Consulting, Technical Services and Conversion are due on the Execution Date. Training Fees, Travel & Living expenses and all other Professional Services are due as incurred monthly. e. Superion Professional Services Fees (Option 2: WITH Milestones) are due as follows: Specific Milestone Payments are due upon completion of the respective deliverables associated with each individual Milestone Payment. Non -Milestone Project Planning, Project Management, Consulting, Technical Services and Conversion are due on the Execution Date. Training Fees, Travel & Living expenses and all other Professional Services are due as incurred monthly. f. Third Party Professional Services Fees are due (Can change depending on third party and product so check): 50% on Execution Date, and 50% due upon completion of services with invoice. g. Third Party Hardware is due: 100% on Execution Date. RECURRING FEES h. The Annual Access Fee is due: on the Execution Date, and annually thereafter on the anniversary of the Execution Date. i. The Annual Subscription Fee is due: on the Execution Date, and annually thereafter on the anniversary of the Execution Date. (Note — typically either Access or Subscription with Cloud) j. Annual Support & Maintenance Fees (Option 1: for net new customers/setups) are included with License Fees for the Initial Support Term. They are due one (1) year from the Execution Date, prior to the commencement of the first Renewal Support Term. k. Annual Support & Maintenance Fees (Option 2: existing customer/migration) are due as follows: i. End Billing with Continued Support. Upon commencement of billing for the Annual Access Fee, Customer acknowledges the termination of the current maintenance billing structure for any legacy products that will be effectively replaced by modules listed in Exhibit 1. Superion shall continue to provide Customer with Maintenance of these products until the transition to a new environment is complete, at which time Maintenance will be terminated. ii. Credit. A credit in the amount of the unused portion of Maintenance paid by Customer, if any, shall be applied towards Customers first Annual Access Fee. The unused portion of paid Maintenance will consist of the amount unused as of Execution Date. I. Third Party Support & Maintenance Fees: (Can change depending on third party and product, but default is to generate the same terms as above for either net new or existing customers on Annual Support charges). ANCILLARY FEES m. Reimbursement of travel and living expenses will be governed by Exhibit 3 ("Travel Expense Guidelines") attached hereto and will be invoiced monthly in arrears and due within thirty (30) days from date of invoice. n. Customer is responsible for paying all taxes relating to this Agreement. Applicable tax amounts (if any) are not included in the fees set forth in this Agreement. If Customer is exempt from the payment of any such taxes, Customer must provide Superion valid proof of exemption; otherwise, Superion will invoice Customer and Customer will pay to Superion all such tax amounts. o. If Customer fails to make any payment when due, then Superion may charge interest on the past due amount at the rate of 1.5% per month calculated daily and compounded monthly, or, if lower, the highest rate permitted under applicable law; and If such failure continues for 90 days following written notice thereof, Superion may suspend performance or access until past due amounts have been paid. Ilk A Z SUPER ION ,,TSUPER ION EXHIBIT 2 Support Standards (Two options for this exhibit, this is premises based service levels, below is cloud based) I. Support Hours: Hours During Which Superion's Telephone Support Will be Available to Customer in Connection with the Provision of Maintenance: Unless otherwise noted in the Order as to Support Type, support hours are Monday through Friday, 8:00 A.M. to 5:00 P.M. Customer's Local Time within the continental United States, excluding holidays ("5x9"). II. Targeted Response Times. "Notification" means a communication to Superion's help desk by means of: (i) Superion's web helpline; (ii) the placement of a telephone call; or (iii) the sending of an e-mail, in each case, in accordance with Superion's then -current policies and procedures for submitting such communications. 111. Support Terms. Beginning on the Execution Date and continuing for twelve (12) months thereafter ("Initial Support Term"), Superion shall provide the ongoing Support Services described herein for the corresponding Fees outlined in Exhibit 1. Upon expiration of the Initial Support Term, ongoing Support Services shall automatically renew, with customer paying for additional annual support periods, each a ("Renewal Support Term"). This renewal will continue until termination of this Agreement provided that, Superion shall not give notice of termination if it would be effective prior to a period equal to two times the Agreement's Initial Support Term. With respect to Superion's support obligations, Superion will use diligent, commercially reasonable efforts to respond to Notifications from Customer relating to the Solution identified in the Order in accordance with the following guidelines with the time period to be measured beginning with the first applicable Superion "Telephone Support" hour occurring after Superion's receipt of the Notification: Response timing is measured from the moment a Case number is created. As used herein a "Case number" is created when a) Superion's support representative has been directly contacted by Customer either by phone, email, in person, or through Superion's online support portal, and b) when Superion's support representative assigns a case number and conveys that case number to the Customer. Customer must provide remote access to its facility using a Superion approved remote access client so that Superion can perform the support obligations and/or services under this Agreement and will provide appropriate security access and accounts for Superion staff and each session participant. Ilk A Z SUPERION IM � � I I 111m, Urgent A support issue shall be considered Urgent when it Within 60 minutes of Although resolution 1 produces a Total System Failure; meaning Superion's the issue being times vary depending Solution is not performing a process that has caused a reported and a on the exact issue and complete work stoppage. resolution planned customer environment, within 24 hours. Superion has a stated goal to resolve an Critical A support issue shall be considered Critical when a Within two hours of 2 critical failure in operations occurs; meaning Superion's the issue being urgent issue within 24 Solution is not performing a critical process and prevents reported and a hours or provide a the continuation of basic operations. Critical problems resolution planned resolution plan with do not have a workaround. This classification does not within five (5) days. urgent issues within 24 apply to intermittent problems. hours of being reported. Non -Critical A support issue shall be considered Non -Critical when a Within four hours of 3 non-critical failure in operations occurs; meaning the issue being Superion's Solution is not performing non-critical reported. A resolution plan will processes, but the system is still usable for its intended detail the steps purpose or there is a workaround. necessary to understand and Minor A support issue will be considered Minor when the issue Within 24 hours of 4 causes minor disruptions in the way tasks are performed, the issue being possibly resolve the but does not affect workflow or operations. This may reported. issue. include cosmetic issues, general questions, and how to use certain features of the system. Response timing is measured from the moment a Case number is created. As used herein a "Case number" is created when a) Superion's support representative has been directly contacted by Customer either by phone, email, in person, or through Superion's online support portal, and b) when Superion's support representative assigns a case number and conveys that case number to the Customer. Customer must provide remote access to its facility using a Superion approved remote access client so that Superion can perform the support obligations and/or services under this Agreement and will provide appropriate security access and accounts for Superion staff and each session participant. Ilk A Z SUPERION ,,TSUPER ION EXHIBIT 2 Support Standards (CLOUD/ASP) 1. Superion Cloud Security Program 1.1. Access & Continuity. Logical access restrictions include VLAN data segregation, extensive deny -by - default access control lists, and Multi -Factor authentication required for System Administration. Business continuity is prioritized via daily encrypted backup stored offsite, virtual tape backup technology to counter loss of physical media, and full replication to disaster recovery site, with redundancy an availability through multiple carriers. 1.2. Security & Monitoring. SSL and IPSEC VPN with 256 bit encryption, web application firewalls, multi- layered infrastructure model with recorded internal and external CCTV, card access control, best of breed HVAC/fire suppression/physical security, and backed by 24-7 x 365 monitoring by a staffed operations facility for: Intrusion detection & prevention, DDOS mitigation, and automated network incident creation and escalation. 1.3. Testing, Audits & Compliance. 3rd party internal, external, perimeter vulnerability and penetration testing. Centrally managed patching, OS hardening program, and endpoint protection on all servers. Industry standard compliance includes annual completion of: SSAE18/ISAE Data Center Audit, SSAE18 Operations Audit, PCI -DSS Compliance Audit, Vulnerability Testing & CVSS Audit, and Control Self -Assessment Audit. w t eww�c�wwavuu n k. 11 pro , s �0 ePw',7 C i MEW "W c7 ,"+ '/ Trs o 2. Service Level Commitments 2.1. Target. In each Service Period, the target for availability of the Superion Solutions is 99.9% ("Availability Target"). "Service Period" means 24 hours per day Monday through Sunday each calendar month that Customer receives the Superion Solutions, excluding Sundays between 12:00 AM and 12:00 PM Eastern Time for scheduled maintenance. During this time, Customers may experience intermittent interruptions. Superion will make commercially reasonable efforts to minimize the frequency and duration of these interruptions and Superion will notify the Customer if the entire maintenance window will be required. 2.2. Support Terms. Beginning on the Execution Date and continuing for twelve (12) months thereafter ("Initial Support Term"), Superion shall provide the ongoing Support Services described herein for the corresponding Fees outlined in Exhibit 1. Upon expiration of the Initial Support Term, ongoing Support Services shall automatically renew, with customer paying for additional annual support periods, each a ("Renewal Support Term"). This renewal will continue until termination of this Agreement provided that, Superion shall not give notice of termination if it would be effective prior to a period equal to two times the Agreement's Initial Term. 2.3. Measurement. Service availability is measured as the total time that the Superion Solutions are available during each Service Period for access by Customer ("Service Availability"). Service Availability measurement shall be applied to the production environment, and the points of measurement for all monitoring shall be the servers and the Internet connections at Superion's hosted environment. Superion has technology monitoring, measuring, and recording Service Availability. The Customer, at their discretion, may also employ monitoring tools, not to override Superion's measurements for the purposes of calculating Service Availability. Additionally, the use must be: 2.3.1.1. mutually agreed upon by Superion and the Customer. 2.3.1.2. paid, installed and maintained by the Customer. 2.3.1.3. non-invasive and may not reside on Superion's systems 2.4. Calculation. Service Availability for a given month shall be calculated using the following calculation: 2.4.1. The total number of minutes which the service was NOT available in a given month shall be subtracted from the total number of minutes available in the given month. The resulting figure is divided by the total number of minutes available in the given month. 2.4.2. Service Availability Targets are subject to change due to the variance of the number of days in a month. 2.4.3. The total number of minutes which the service was NOT available in a given month shall exclude minutes associated with scheduled or emergency maintenance. 2.5. Remedy. If the Service Period target measurement is not met then the Customer shall be entitled to a credit calculated as follows: 1111111MMMMENOMMM Less than 99.9% but greater than or equal to 99.0% 5% Less than 99.0% but greater than or equal to 95.0% 10% Less than 95% 20% 2.6. If not directly reported by Superion, Credit entitlement must be requested by the Customerwithin sixty (60) days of the failed Target. Superion's failure to meet the relevant service level commitment. Customer shall not be entitled to offset any monthly Superion Solutions fee payments, nor withhold fee payments, on account of a pending credit. Customer shall not be eligible for credits for any period where Customer is more than thirty (30) days past due on their account. Superion will provide reporting, showing performance and service levels. 3. Server Performance & Capacity. 3.1. Superion shall provide sufficient server capacity for the duration of this hosting Agreement to meet the reasonable performance requirements for the number of concurrent system users provided for in this Agreement. If the Customer requests, at some later date, to add additional Superion Solutions, increase user licenses, increase storage or processing requirements, and/or request additional environments, these requests will be evaluated and if additional resources are required to support modifications, additional fees may apply. 3.2. "In -network" is defined as any point between which the data packet enters the Superion environment and subsequently departs the Superion environment. Any point of communications outside of the Superion protected network environment shall be deemed as "out -of -network." Superion is not responsible for Internet connectivity and/or performance out -of -network. 4. System Maintenance. 4.1. Superion Solutions maintenance and upgrades. Superion will provide all hosted systems and network maintenance as deemed appropriate and necessary by Superion. Maintenance and upgrades will be scheduled in advance with the Customer's primary contact if they fall outside of the designated hours set aside for this function of Sundays from 12:OOAM to 12:00 PM. 4.2. Hardware maintenance and upgrades. Hardware maintenance and upgrades will be performed outside of the Customer's standard business hours of operation and the Customer will be notified prior to the upgrade. 4.3. Emergency maintenance. Emergency situations will be handled on a case-by-case basis in such a manner as to cause the least possible disruption to overall system operations and availability without negatively affecting system stability and integrity. Superion will attempt to notify the Customer promptly, however if no contact can be made, Superion management may deem it necessary to move forward with the emergency maintenance. Ilk A Z SUPER ION 5. Incident Response. Incidents are defined as interruptions to existing service and can range in priority from urgent to low depending on the impact to the Customer. Superion will make commercially reasonable efforts to respond to supenon solutions InclaenTs Tor uve proaucuon sysiems uslna ine Touowlna aulaellnes: 1 Urgent An Incident that results in loss of Customer Superion will respond 95% connectivity to all of the Superion Solutions within 1 hour of the or results in loss, corruption or damage to issue being reported. Customer's Data. 2 Critical An Incident that has an adverse material Superion will respond 95% impact on the performance of the Superion within 2 hours of the Solutions or materially restricts Customer's issue being reported. day-to-day operations. 3 Non -Critical An Incident that does not result in a failure Superion will respond 95% of the Superion Solutions but a fault exists within 4 hours of the that restricts the Customer's use of the issue being reported. Superion Solutions. 4 Minor An Incident that does not affect or which Superion will respond 95% has minimal adverse impact on the use of within 24 hours of the the Superion Solutions. issue being reported. 5.1. Measurement. Superion shall track and report on response and resolution time for application and hosting support issues identified by the Customer. 6. Disaster Recovery. Superion provides disaster recovery services for Superion Solutions. The costs for these disaster recovery services are included in the monthly fees. In the event that a disaster renders the Customer's data center is inaccessible or rendered non-functional, Superion will provide the ability to connect to the appropriate data center using software provided by Superion. This will allow the Customer to connect to their systems from a remote site to the previously identified critical functions, however functionality may be diminished due to lack of access to hardware and/or software located in the Customer's facilities. 7. Exceptions. Superion shall not be responsible for failure to carry out its service and maintenance obligations under this Agreement if the failure is caused by adverse impact due to: 7.1. defectiveness of the Customer's environment, Customer's systems, or due to Customer corrupt, incomplete, or inaccurate data reported to the Superion Solutions, or documented Defect. 7.2. denial of reasonable access to Customer's system or premises preventing Superion from addressing the issue. 7.3. material changes made to the usage of the Superion Solutions by Customer where Superion has not agreed to such changes in advance and in writing or the modification or alteration, in any way, by Customer or its subcontractors, of communications links necessary to the proper performance of the Superion Solutions. 7.4. a force majeure event, or the negligence, intentional acts, or omissions of Customer or its agents. 8. Incident Resolution. Actual response times and resolutions may vary due to issue complexity and priority. For critical impact level and above, Superion provides a continuous resolution effort until the issue is resolved. 9. Service Requests. Service requests are new requests that will take less than 8 hours to accomplish. For new requests that require additional time, Superion will prioritize these requests, and determine if extra time is needed to order equipment or software. 10. Non -Production Environments. Superion will make commercially reasonable efforts to provide non -production environment(s) during Customer business hours. Non -production environments are not included under the metrics or service credit schedules discussed in this Exhibit. 10.1. Maintenance. All forms of maintenance to be performed on non -production environments will follow the exact structure and schedules outlined above in Section 3 for regular System Maintenance. 10.2.Incidents and service requests. Non -production environment incidents are considered priority 3 or 4, dictated by circumstances and will be prioritized and scheduled similar to production service requests. Ilk A Z SUPER ION 11. Responsibility Summary Matrix. Responsibility Summary Matrix Description Superion Responsibility Customer Responsibility ASP Server Hardware management X ASP Server File system management X ASP Server OS upgrades and maintenance X ASP Database product upgrades and maintenance X ASP 3rd Party product upgrades and maintenance X Application Update Installation Request to install application updates X Installation of application updates X ASP Backup Management X Data and or File restoration Request to restore data and or files X Restoration of data and or files X Network ASP Network up to and including the router at Superion's location X ASP Router at Customer's location X Customer's network up to the router at Customer's location X Customer Workstations X System Performance X X Add/Change users User add/change requests X User add/change implementation for System Access X User add/change implementation for Superion Solutions X Add/Change Printers Printer add/change requests X Printer add/change implementation on ASP network X Printer add/change implementation for Superion Solutions X Disaster Recovery X Password Management X X Application Management Application Configuration X Application Security Management X Accuracy and Control of Data X Security Intrusion and Penetration Testing X 12. Virtual Private Network (VPN) Concentrator. If Customer's desired system configuration requires the use of a VPN concentrator, including router, this will be provided by Superion. It will reside at Customer's location but is, and shall remain the property of Superion. 13. Customer Cooperation. Customer may be asked to perform problem determination activities as suggested by Superion. Problem determination activities may include capturing error messages, documenting steps taken and collecting configuration information. Customer may also be requested to perform resolution activities including, for example, modification of processes. Customer agrees to cooperate with such requests, if reasonable. 14. Training. Outside the scope of training services purchased, if any, Customer is responsible for the training and organization of its staff in the operation of the Superion Solutions. 15. Development Work. The Support Standards do not include development work either (i) on software not licensed from Superion or (ii) development work for enhancements or features that are outside the documented functionality of the Superion Solutions, except such work as may be specifically purchased and outlined in Exhibit 1. Superion retains all Intellectual Property Rights in development work performed and Customer may request consulting and development work from Superion as a separate billable service. Ilk A Z SUPER ION 16. Telephone Support & Support Portal 16.1. Hours. Superion shall provide to Customer, Monday through Friday, 8:00 A.M. to 5:00 P.M. Customer's Local Time within the continental United States, excluding holidays ("5x9"). Superion shall provide to Customer, during the Support Hours, commercially reasonable efforts in solving errors reported by the Customer as well as making available an online support portal. Customer shall provide to Superion reasonably detailed documentation and explanation, together with underlying data, to substantiate errors and to assist Superion in its efforts to diagnose, reproduce and correct the error. This support shall be provided by Superion at Customer location(s) if and when Superion and Customer agree that on-site services are necessary to diagnose or resolve the problem. If a reported error did not, in fact, exist or was not attributable to a defect in the Superion Solutions or an act or omission of Superion, then Customer shall pay for Superion's investigation and related services at Superion's standard professional services rates. Customer must provide Superion with such facilities, equipment and support as are reasonably necessary for Superion to perform its obligations under this Agreement, including remote access to the Specified Configuration 16.2. Releases. Customer shall promptly install and/or use any Release provided by Superion to avoid or mitigate a performance problem or infringement claim. All modifications, revisions and updates to the Superion Solutions shall be furnished by means of new Releases of the Superion Solutions and shall be accompanied by updates to the Documentation whenever Superion determines, in its sole discretion, that such updates are necessary. 16.3.Case Number. Measured from the moment a Case number is created. As used herein a "Case number" is created when a) a Superion support representative has been directly contacted by Customer either by phone, email, in person, or through Superion's online support portal, and b) when Superion's support representative assigns a case number and conveys that case number to the Customer. Ilk A Z SUPER ION TimeClock Plus OnDemand Master SaaS Agreement THIS AGREEMENT is entered into as of ("Effective Date"), by and between Data Management, Inc., a Texas corporation with its principal office located at 1 Time Clock Drive, San Angelo, TX 76904 ("DMI"), and with its principal office located at ("Client"). WHEREAS, DMI and Client desire to enter into this Agreement for the provision of hosted services by DMI to Client, as provided herein. NOW, THEREFORE, in reliance on the mutual covenants and promises, representations and agreements set forth herein, the parties agree as follows: 1. Definitions. 1.1 "Affiliate" means with respect to Client, any parent or subsidiary corporation, and any corporation or other business entity controlling, controlled by or under common control with Client. 1.2 "DMI Technology" means the computer hardware, software and other tangible equipment and intangible computer code contained therein used by DMI in the provision of the TCP Services. 1.3 "TCP Services" means the hosted TimeClock Plus software application hosted by DMI in accordance with DMI's then -current hosting environment and including the ancillary services described in this Agreement. 1.4 "Client Equipment" means the computer hardware, software and other tangible equipment and intangible computer code employed by Client in its use of the TCP Services. 1.5 "Client Data" means Client's information or other data processed, stored or transmitted by, in or through the TCP Services. 1.6 "Designated Users" means the number of identifiable unique persons who are authorized by Client at any one time to use the TCP Services as set forth in the Order Form. 1.7 "Use Fees" means the fees set forth on the applicable Superion Order Form or Invoice. 1.8 "Internet Data Center(s)" means any of the facilities used by DMI to provide the TCP Services. 1.9 "Maintenance And Support Services" means the services and related terms and conditions as provided in the Maintenance And Support Terms attached as Exhibit A. 1.10 "Order Form" means a written document mutually agreed upon and executed by the parties for ordering products and/or services, and which expressly incorporates the terms of this Agreement. 1.11 "Term" means the meaning set forth in Section 14. 1.12 "Unsecured Client Data" means Client Data that has not been rendered unusable, unreadable, or indecipherable to unauthorized persons through the use of at least 128 bit encryption technology. 1.13 "Employee" means Customer's individual employee, worker, consultant, substitute or contractor. 1.14 "Active Employee" means a Customer Employee that has not been marked as either terminated or suspended within the TimeClock Plus OnDemand system. 1.15 "Monthly Employee Fee" means DMI's then current fee for each of Client's Employees to access and use the Services, measured over the course of each calendar month, no matter the term of this Agreement. 1.16 "Personal Data" means any information that can be used to identify, locate or contact an Employee or User. 1.17 "Subprocessor" mean any third party processor engaged by DMI for the purposes of processing Personal Data. 1.18 "Hardware Support and Maintenance Agreement" means any agreement that extends services to current TimeClock Plus terminals, clocks, and biometric devices, and maintenance releases for related products purchased or licensed by the Customer from DMI or a registered reseller. 1.19 "Supported Hardware" means any hardware purchased from DMI that is coverable under a DMI Support and Maintenance Agreement. 2. Provision of Services. Subject to the other terms and conditions of this Agreement and DMI's Global Data Privacy Policy, DMI grants to Client and its Affiliates only for their Designated Users a nonexclusive right and subscription license and to access and use the TCP Services during the Term only for internal business purposes of processing, storing and maintaining Client Data. DMI shall provide Customer and its authorized Employees and Users the TCP Services during the Term in accordance with the terms and conditions of this Agreement. 2.1 Client's Responsibilities. Client agrees to act as the Data Controller, and appoint DMI as Data Processor, of information entered by its authorized Employees and Users. Client agrees to impose similar data protection -related terms that will not be less protective than those imposed on DMI by this Agreement and the Global Data Privacy Policy. 2.2 Subprocessors. DMI has appointed third party data Subprocessors for the purposes of providing hosting and security services. These Subprocessors may process Personal Data in accordance with the terms of this agreement and the Global Data Privacy Policy. The Subprocessor agreements impose similar data protection -related processing terms on the third party Subprocessor that are not less protective than those imposed on DMI in this Agreement and the DMI Privacy Code for Client Data Processing Services. DMI has publish an overview of the categories of Subprocessors involved in the performance of the relevant Services which can be found at www.timeclockplus.com/privacy.aspx. 3. Security. As part of the TCP Services, DMI shall implement reasonable security procedures consistent with industry best standards to protect Client Data from unauthorized access, including without limitation (i) 128 -bit encryption of data at rest within DMI's servers, movable computing devices, and data communications, (ii) firewalls, (iii) virus detection and anti- virus software, (iv) authentication techniques, such as user names and passwords, or authorization formats, which limit access to particular users; and (v) additional security controls consistent with SOC 2 Type II reporting standards (the "Security Standard"). In addition, DMI shall not host or 2 Rev 8.1.2018_D.Mclntyre archive Client Data outside the United States. Client agrees that DMI shall not, under any circumstances, be held responsible or liable for situations where the security, stability, or availability of the TCP Services is compromised by Client or a Designated User. 4. Breaches of Security. DMI shall implement reasonable and appropriate security procedures consistent with prevailing industry standards and applicable data protection laws to protect Client Data from unauthorized access by physical and electronic intrusion; provided, however, unless resulting from the failure of DMI to perform the forgoing obligations, the parties agree that DMI shall not, under any circumstances, be held responsible or liable for situations (i) where data or transmissions are accessed by third parties through illegal or illicit means, or (ii) where the data or transmissions are accessed through the exploitation of security gaps, weaknesses, or flaws unknown to either party at the time. DMI will promptly report to Client any unauthorized access to Client Data upon discovery and in accordance with applicable data breach notification laws. DMI will use diligent efforts to promptly remedy any breach of security that permitted such unauthorized access. In the event notification to persons included in such Client Data is required, DMI and DMI's third party breach notification contractor will control all breach notifications. 5. Lost Data; Recovery. DMI shall undertake commercially reasonable efforts to backup Client Data. The parties agree, however, that DMI shall not be responsible for (i) the accuracy and adequacy of any Client Data or (ii) for maintaining procedures other than the TCP Services for reconstruction of lost data. 6. Relocation of DMI Supplied Equipment. In the event that DMI deems it necessary to relocate the DMI Technology to another Internet Data Center operated by or for DMI, Client will cooperate in good faith with DMI to facilitate such relocation. The terms of the Global Data Privacy Policy and this Agreement govern the transfer of Personal Data to a third party Subprocessor and DMI shall be solely responsible for any costs and expenses incurred by DMI in connection with any such relocation and will use commercially reasonable efforts, in cooperation with Client, to minimize and avoid any interruption to the TCP Services. 7. Restriction on Use. Client covenants and agrees that its use of the TCP Services will be in a manner consistent with this Agreement and with all applicable laws and regulations, including trade secret, copyright, trademark, data protection, and export control laws. Without limiting the generality of the foregoing, Client shall not, nor shall it permit or assist others, to: 7.1 abuse or fraudulently use the TCP Services; 7.2 obtain or attempt to obtain TCP Services by any fraudulent means or device with intent to avoid paying the Use Fees; 7.3 allow access to the TCP Services other than by the Designated Users; 7.4 permit any third party that is not an Affiliate to use or access the TCP Services; 7.5 process or permit to be processed the data of any third party that is not an Affiliate; 7.6 fail to implement data protection policies in accordance with applicable data protection laws; 7.7 attempt to copy, reverse -engineer, decompile, disassemble, create a derivative work from, or otherwise attempt to derive the source codes of any part of the DMI Technology; or 7.8 access, alter, or destroy any information of another customer of DMI by any fraudulent means or device, or attempt to do so. Rev 8.1.2018_D.Mclntyre 8. Cooperation With Authorities. If either party is requested to disclose all or any part of any Confidential Information (defined in Section 19) under a subpoena or inquiry issued by a court of competent jurisdiction or by a judicial or administrative agency or legislative body or committee, the receiving party shall (i) immediately notify the disclosing party of the existence, terms and circumstances surrounding such request; (ii) consult with the disclosing party on the advisability of taking legally available steps to resist or narrow such request and cooperate with the disclosing party on any such steps it considers advisable; and (iii) if disclosure of the Confidential Information is required or deemed advisable, exercise its best efforts to obtain an order, stipulation or other reasonably acceptable assurance that the Confidential Information or part thereof required to be disclosed shall retain its confidentiality and remain otherwise subject to this Agreement. Although DMI will not systematically monitorthe Client Data, DMI reserves the right, upon priorwritten notice to Client, to remove access to Client Data to comply with applicable law, provided, however, that access to such Client Data will be restored upon a mutual determination of the parties that such Client Data is in compliance with, or has been modified to be in compliance with, applicable law. 9. Data Protection. DMI has adopted the provisions contained in the Global Data Privacy Policy for the processing of Client Employee Personal Data in accordance with GDPR and other applicable data protection laws. 9.1 Instructions. DMI will process certain categories and types of Personal Data only upon Client's instructions and in accordance with applicable data protection laws (e.g. GDPR). Client is responsible for ensuring that all Users who provide instructions are authorized to do so and agrees that DMI will only perform processing activities that are necessary and relevant to provide the Services. 9.2 Requests. Client will have sole responsibility for the accuracy, quality, and legality of Personal Data and the means by which is was obtained. Client agrees to adopt a balanced and reasonable policy for managing Subject Access Requests (SARs) and 3rd party disclosures which safeguard the rights of all data subjects and respects the original purpose of the data collection. Client, as Data Controller, will be responsible for receiving, investigating, documenting, and responding to all User and Employee requests for inspection or erasure of Personal Data. 9.3 Assistance. Should Client receive a request from a data subject for the exercise of the data subject's rights under applicable data protection laws, and the correct and legitimate reply to such a request necessitates DMI's assistance, DMI shall assist the Client by providing the necessary information and documentation. DMI shall be given reasonable time to assist the Client with such requests in accordance with the applicable law. 9.4 Confidentiality. DMI shall treat all Personal Data as strictly confidential information that may not be copied, transferred, or otherwise processed without the instruction of the Client. Transfer of Personal Data to another data controller or data processor (e.g. HRIS or Payroll application) is at the sole discretion of the Client and shall comply with applicable data protection laws. 9.5 Indemnity. Client acknowledges that DMI may not know the applicable data protection rights of any given employee and agrees to indemnify and hold harmless DMI from any and all direct claims, damages and demands, including reasonable attorney's fees, arising out of Client's violation of applicable data protection laws. Nothing in this Agreement relieves DMI of its own direct responsibilities and liabilities under the applicable data protection laws. Further information about DMI's use of data and data retention policies can be found in the Global Data Privacy Policy at: www.timeclockplus.com/privacy.aspx. 10. Supplemental Services; Master Agreement. Rev 8.1.2018_D.Mclntyre 10.1 DMI may provide to Client supplemental services in accordance with a Statement of Work and a separate services agreement. 10.2 Client may elect to purchase additional products and services via Order Forms from time to time. The parties agree that this Agreement is a master agreement such that additional transactions will be governed by the terms and conditions hereof. Pricing for additional transactions shall be in accordance with DMI's then -current pricing schedule. Client agrees that, absent DMI's express written acceptance thereof indicated by execution by an officer of DMI, the terms and conditions contained in any purchase order or other document issued by Client to DMI for the purchase of additional services, shall not be binding on DMI to the extent that such terms and conditions are additional to or inconsistent with those contained in this Agreement. 11. Use Fees. 11.1 In consideration for the performance of the TCP Services, Client shall pay Superion the Use Fees. During the Term, Client will be billed in advance an amount equal to the annual charges as indicated in the applicable Order Form. 11.2 Use Fees will be equal to the number of total Employees multiplied by the Monthly Employee Fee. Client is responsible for Monthly Employee Fees for the total number of Active Employees who are made active during any calendar month. Client may add additional Employees as desired each month, by paying the Monthly Employee Fees on the next billing cycle. 11.3 Employees added at any time during a calendar month will be charged in full for that billing period. Because you are billed in advance for Services, if Client increases their Active Employee count during a calendar month, Client's next statement and charges will reflect the increased employee count with overage charges incurred from the previous month and prorated over the number of months remaining in the term. 11.5 Hardware Support and Maintenance charges will be equal to the percentage set forth in the applicable Hardware Support and Maintenance Agreement multiplied by the total purchase price of the Supported Hardware. Please select your preferred billing/payment cycle: Please select your preferred billing/payment method 12. Section Reserved. 13. Section Reserved. 14. Term; Guaranteed Payment. This Agreement commences on the Effective Date and, unless terminated earlier in accordance with Section 15, will remain in effect for the initial term of 1 years ("Initial Term"), and then shall automatically renew for subsequent one (1) year terms thereafter, unless either party gives written notice of non -renewal at least ninety (90) days prior to the end of the then current term (the Initial Term and subsequent renewal terms being referred to as the "Term"). Except for a termination of this Agreement by Client for cause under Section 15 or Exhibit B, Section 10 (Termination Option For Chronic Problems). Term Start Date: Start of your organization's workweek day (used for calculating overtime): Rev 8.1.2018_D.Mclntyre 15. Termination for Cause. A party may terminate this Agreement for cause if (i) the other party breaches any material term or condition of this Agreement and fails to cure such breach within thirty (30) days after receipt of written notice of the same, or in the case of failure to pay Use Fees, five (5) days; (ii) the other party becomes the subject of a voluntary petition in bankruptcy or any voluntary proceeding relating to insolvency, receivership, liquidation or composition for the benefit of creditors; or (iii) the other party becomes the subject of an involuntary petition in bankruptcy or any involuntary proceeding relating to insolvency, receivership, liquidation or composition for the benefit of creditors, and such petition or proceeding is not dismissed within sixty (60) days of filing. Client may also terminate this Agreement as provided in Exhibit B, Section 10. Notwithstanding the foregoing, if a material breach by Client, by its nature, cannot be cured, DMI may terminate this Agreement immediately. 16. Effect of Termination. Without prejudice to any right or remedy of a party with respect to the other party's breach hereunder, upon the effective date of any termination of this Agreement: 16.1 DMI's obligation to provide the TCP Services shall immediately terminate; 16.2 promptly after such termination, DMI shall provide Client Data to Client in a SQL database file; and 16.3 within thirty (30) days of such termination, each party will return all additional Confidential Information of the other party in its possession and will not make or retain any copies of such Confidential Information except as required to comply with any applicable legal or accounting record keeping requirement. 17. Transition Services. Except for termination by DMI for voluntary petition in bankruptcy or any voluntary proceeding relating to insolvency, receivership, liquidation or composition for the benefit of creditors, upon receipt by DMI of Client's final payment for TCP Services, for a period of time not to exceed six (6) months following DMI's receipt of such final payment (the "Termination Assistance Period"), DMI will provide the TCP Services and any and all assistance reasonably requested by Client to allow the TCP Services to continue without interruption or adverse effect. In accordance with the Personal Data transfer provision contained in the Global Data Privacy Policy and this Agreement DMI shall provide Client Data to Client in a SQL database file. During the Termination Assistance Period, Client shall continue to pay fees equivalent to the then -current Use Fees, such fees to be pro -rated and payable on a monthly basis. 18. Section Reserved 19. Confidential Information. 19.1 Each party (the "Receiving party") acknowledges that it will have access to certain confidential information of the other party (the "Disclosing party") concerning the Disclosing party's business, plans, customers, software, technology and products, other information held in confidence by the Disclosing party, and Personal Data. In addition, a Disclosing party's confidential information will include (i) all information in tangible or intangible form that is marked or designated as confidential or that, under the circumstances of its disclosure, should be considered confidential, and (ii) the DMI Technology and related algorithms, logic, design, and coding methodology, Client Data, and the terms and conditions of this Agreement, but not its existence (all of the foregoing being referred to as "Confidential Information"). 19.2 The Receiving party agrees that it will not use in any way, for its own account or the account of any third party, except as expressly permitted by, or required to achieve the purposes of, this Agreement, nor disclose to any third party (except as required by law or to that party's attorneys, accountants and other advisors as reasonably necessary), any of the Disclosing party's Confidential Information and will take reasonable precautions to protect the confidentiality of such Rev 8.1.2018_D.Mclntyre information in at least the same manner as is necessary to protect its own Confidential Information and in accordance with applicable data protection laws. 19.3 Each party represents and warrants that it has implemented a comprehensive written information security program that includes appropriate administrative, technical and physical safeguards to: (i) ensure the safety and confidentiality of Personal Data; (ii) protect against unauthorized access to and use of Personal Data; (iii) protect against anticipated threats or hazards to the security or integrity of Personal Data, and (iv) comply with all applicable data protection laws. To the extent that the Receiving party is permitted to retransmit any Confidential Information it receives from the Disclosing party, the mode of retransmission must be at least as secure as the mode by which the Disclosing party transmitted the Confidential Information to the Receiving party. If determined that the provision of this Section 19.3 are in conflict with DMI's Global Data Privacy Policy, which may be amended from time-to-time to comply with then applicable data protection law, DMI's Global Data Privacy Policy shall control. 19.4 Information will not be deemed Confidential Information hereunder if such information: (i) is known to the Receiving party prior to receipt from the Disclosing party, whether directly or indirectly, from a source other than one having an obligation of confidentiality to the Disclosing party; (ii) becomes known (independently of disclosure by the Disclosing party) to the Receiving party, whether directly or indirectly, from a source other than one having an obligation of confidentiality to the Disclosing party; (iii) becomes publicly known or otherwise ceases to be secret or confidential, except through a breach of this Agreement by the Receiving party; or (iv) is independently developed by the Receiving party. 19.5 The provisions of this Section 19 are subject to the limitation on DMI's liability set forth in Section 4, but only to the extent that a breach of this Section 19 results from an unauthorized third party using illicit means to access the Services orthe DMI Technology. A breach of this Section 19 that results from access to the Services or the DMI Technology by current or former personnel of DMI or any of its subcontractors or providers, shall not be subject to the limitation on DMI's liability set forth in Section 4. 20. Injunctive Relief. The parties hereby agree that any breach of any provision hereof regarding confidentiality or protection of intellectual property rights would constitute irreparable harm, and that the aggrieved party shall be entitled to seek specific performance and/or injunctive relief in addition to other remedies at law or in equity. 21. Intellectual Property Ownership. This Agreement does not transfer from DMI to Client any ownership interest in the DMI Technology. The intellectual property rights embodied in the DMI Technology shall remain in and be the sole and exclusive property of DMI and its licensors. This Agreement does not transfer from Client to DMI any ownership interest in Client Data. 22. Client Representations and Warranties. 22.1 Client represents and warrants that the performance of its obligations and use of the TCP Services (by Client and its Designated Users) will not violate any applicable laws, including domestic and international data protection laws, cause a breach of any agreements with any third parties, or unreasonably interfere with the use by other DMI customers of DMI services. 22.2 Client represents and warrants that it's Affiliates' use of the TCP Services, if any, shall not relieve Client of any liability under this Agreement, and Client shall be responsible and liable for the acts and omissions of its Affiliates hereunder as if performed or omitted by Client. 22.3 Client acknowledges that DMI, as Data Processor, exercises no control whatsoever over the content of the information passing through the TCP Services and that it is the sole responsibility of Client to ensure that the information it and its Users transmit and receive 7 Rev 8.1.2018_D.Mclntyre thereby complies with all applicable laws and regulations, whether now in existence or hereafter enacted and in force. 22.4 In the event of any breach of any of the foregoing representations or warranties in this Section 22, in addition to any other remedies available at law or in equity, DMI will have the right to suspend immediately any TCP Services if deemed reasonably necessary by DMI to prevent any harm to DMI and its business. DMI will provide notice to Client and an opportunity to cure, if practicable, depending on the nature of the breach. Once cured, DMI will promptly restore the TCP Services. 23. DMI Representations and Warranties. DMI represents and warrants that (i) it has the legal right to enter into this Agreement and perform its obligations hereunder, and (ii) the performance of its obligations and delivery of the TCP Services to Client will not violate any applicable laws or regulations of the United States or cause a breach of any agreements between DMI and any third parties. In the event of a breach of the warranties set forth in this Section 23, Client's sole remedy is termination of this Agreement upon written notice to DMI. 24. Limited Warranty. DMI represents and warrants that the TCP Services will be free of errors and defects that materially affect the performance of the TCP Services ("Limited Warranty"). Client's sole and exclusive remedy for breach of the Limited Warranty shall be the prompt correction of non -conforming TCP Services at DMI's expense. 25. Service Level Agreement. The TCP Services Level Agreement set forth in Exhibit B states Client's sole and exclusive remedy for any performance failure of the TCP Services in terms of levels of service. 26. Warranty Disclaimer. EXCEPT FOR THE EXPRESS LIMITED WARRANTY SET FORTH IN SECTION 24 (LIMITED WARRANTY), THE TCP SERVICES ARE PROVIDED BY DMI ON AN "AS IS" BASIS, AND CLIENT'S USE OF THE TCP SERVICES IS AT CLIENT'S OWN RISK. DMI AND ITS SUPPLIERS DO NOT MAKE, AND HEREBY DISCLAIM, ANY AND ALL OTHER EXPRESS AND/OR IMPLIED WARRANTIES, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AGAINST HIDDEN DEFECTS, NON INFRINGEMENT, AND TITLE, AND ANY WARRANTIES ARISING FROM A COURSE OF DEALING, USAGE OR TRADE PRACTICE. DMI DOES NOT WARRANT THAT THE TCP SERVICES WILL BE UNINTERRUPTED, ERROR -FREE, OR SECURE. NOTHING STATED OR IMPLIED BY DMI WHETHER THROUGH THE TCP SERVICES OR OTHERWISE SHOULD BE CONSIDERED LEGAL COUNSEL. DMI HAS NO RESPONSIBILITY TO NOTIFY CLIENT OF ANY CHANGES IN THE LAW THAT MAY AFFECT USE OF THE TCP SERVICES. ANY ORAL STATEMENT OR IMPLICATION BY ANY PERSON CONTRADICTING THE FOREGOING IS UNAUTHORIZED AND SHALL NOT BE BINDING ON DMI. CLIENT ACKNOWLEDGES THAT IN ENTERING INTO THIS AGREEMENT, CLIENT HAS RELIED UPON CLIENT'S OWN EXPERIENCE, SKILL AND JUDGMENT TO EVALUATE THE TCP SERVICES AND THAT CLIENT HAS SATISFIED ITSELF AS TO THE SUITABILITY OF SUCH SERVICES TO MEET CLIENT'S REQUIREMENTS. 27. DMI's Intellectual Property Indemnity. DMI will indemnify, defend and hold harmless Client and its Affiliates from and against any lawsuit, liabilities, loss, cost or expense arising out of a third - party claim made against Client that the DMI Technology infringes on any U.S. intellectual property right of a third party; provided, however, that DMI is notified in writing of such claim promptly after such claim is made upon Client. DMI shall have the right to control any defense provided pursuant to this Section 27. In no event shall Client settle any such claim without DMI's prior written approval. DMI shall have no liability or obligation under this Section 27 if the claim arises from (i) any alteration or modification to the DMI Technology other than by DMI, (ii) any combination of the DMI Technology with other programs or data not furnished by DMI, or (iii) any use of the DMI Technology prohibited by this Agreement or otherwise outside the scope of use for which the DMI Technology is intended. Rev 8.1.2018_D.Mclntyre 27.1 Options for Infringement Claims. If any party is enjoined from using the DMI Technology, or if DMI believes that the DMI Technology may become the subject of a claim of intellectual property infringement, DMI, at its option and expense, may: (i) procure the right for Client to continue to use the TCP Services; (ii) replace or modify the DMI Technology so as to make it non -infringing; or (iii) terminate this Agreement, in which case Superion shall refund to Client any and all Use Fees paid in advance by Client for those TCP Services not provided by DMI and provide, at Client's request and free of charge, the Client Data in a SQL database document format. 27.2 Entire Liability. This Section 27 sets forth the entire liability of DMI to Client for any infringement by the DMI Technology of any intellectual property right of any third party. 28. Consequential Damages Waiver. EXCEPT FOR CLAIMS ARISING OUT OF SECTION 27 (DMI'S INTELLECTUAL PROPERTY INDEMNITY), AND SECTION 19 (CONFIDENTIAL INFORMATION), IN NO EVENT WILL EITHER PARTY BE LIABLE OR RESPONSIBLE TO THE OTHER FOR ANY TYPE OF SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT OR CONSEQUENTIAL DAMAGES, INCLUDING LOST REVENUE, LOST PROFITS, REPLACEMENT GOODS, LOSS OF TECHNOLOGY, RIGHTS OR SERVICES, LOSS OF DATA, OR INTERRUPTION OR LOSS OF USE OF SERVICE OR EQUIPMENT, EVEN IF THE PARTY CAUSING SUCH DAMAGES OR ANY AFFECTED SUPPLIER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, WHETHER ARISING UNDER THEORY OF CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY OR OTHERWISE. THESE LIMITATIONS WILL APPLY NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY. THE FOREGOING ALLOCATION OF RISK IS REFLECTED IN THE FEES CHARGED UNDER THE SUPERION ORDERFORM OR INVOICE. 29. Liability Cap. Except for claims arising out of Section 27 (DMI's Intellectual Property Indemnity) and Section 19 (Confidential Information), in no event shall DMI's aggregate liability, if any, including liability arising out of contract, negligence, strict liability in tort or warranty, or otherwise, exceed the sum total any amounts payable by Client for the Use Fees during the six- month period immediately preceding the accrual of such liability. 30. Notices. Any notice or communication required or permitted to be given hereunder may be delivered by hand, deposited with an overnight courier, sent by email or facsimile (provided delivery is confirmed), or U.S. Mail (registered or certified only), return receipt requested, to the address set forth on the initial page hereof or at such other addresses as shall be designated in writing by either party to the other in accordance with this Section. Such notice will be deemed to be given when received. If to DMI: Data Management, Inc. 1 Time Clock Drive San Angelo, TX 76904 Attn: Ernie Nabors / President If to Client: Attn: Rev 8.1.2018_D.Mclntyre 31. Assignment; Contractors. 31.1 This Agreement shall inure to the benefit of, and be binding upon, any successor to all or substantially all of the business and assets of each party, whether by merger, sale of assets, or other agreements or operation of law. Except as provided above, neither party shall assign this Agreement without the non -assigning party's priorwritten consent, which shall not be unreasonably withheld or delayed. Any attempted assignment in contravention of this Section shall be void and ineffective. 31.2 DMI may appoint an independent contractor or other third party as Subprocessor to serve as its Internet Data Center so long as such independent contractor or third party is contractually bound to protect Confidential Information, including Personal Data, in a manner not less protective than that imposed on DMI in this Agreement and the DMI Privacy Policy for Client Data Processing Services. The appointment of independent contractors or third parties to serve as DMI's Internet Data Centerto perform part or all of the TCP Services obligations hereundershall not relieve DMI of any liability under this Agreement. 32. Continuing Obligations. Those clauses the survival of which is necessary for the interpretation or enforcement of this Agreement shall continue in full force and effect in accordance with their terms notwithstanding the expiration or termination hereof, such clauses to include the following: (i) any and all warranty disclaimers, limitations on or caps of liability and indemnities granted by either party herein, (ii) any covenant granted herein for the purpose of determining ownership of, or protecting intellectual property rights, including without limitation, the Confidential Information of either party, or any remedy for breach thereof, and (iii) the payment of taxes, duties, or any money to either party hereunder. 33. Marketing. During the term hereof, Client agrees that DMI may publicly refer to Client, orally and in writing, as a customer of DMI. Any other reference to Client by DMI requires the written consent of Client. 34. Non -Solicitation. During the term hereof and continuing through the first anniversary of the termination of this Agreement, Client agrees that it will not, and will ensure that its Affiliates do not, directly or indirectly, solicit or attempt to solicit for employment any persons employed by DMI or contracted by DMI to provide services to Client. 35. Force Majeure. Except for the obligation to make payments, neither party will be liable for any failure or delay in its performance under this Agreement due to any cause beyond its reasonable control, including acts of war, terrorism, acts of God, epidemic, earthquake, flood, embargo, riot, sabotage, labor shortage or dispute, governmental act or complete or partial failure of the Internet (not resulting from the actions or inactions of DMI), provided that the delayed party: (i) gives the other party prompt notice of such cause, and (ii) uses its reasonable commercial efforts to promptly correct such failure or delay in performance. 36. Arbitration. Except for actions to protect intellectual property rights and to enforce an arbitrator's decision hereunder, all disputes, controversies, or claims arising out of or relating to this Agreement or a breach thereof shall be submitted to and finally resolved by arbitration under the rules of the American Arbitration Association ("AAA") then in effect. There shall be one arbitrator, and such arbitrator shall be chosen by mutual agreement of the parties in accordance with AAA rules. The arbitration shall take place in Texas. The arbitrator shall apply the laws of the State of Texas to all issues in dispute. The controversy or claim shall be arbitrated on an individual basis, and shall not be consolidated in any arbitration with any claim or controversy of any other party. The findings of the arbitrator shall be final and binding on the parties, and may be entered in any court of competent jurisdiction for enforcement. 10 Rev 8.1.2018_D.Mclntyre 36.1 Class Action Waiver. Arbitration shall proceed solely on an individual basis without the right for any Claims to be arbitrated on a class action basis or on bases involving claims brought in a purported representative capacity on behalf of others. The arbitrator's authority to resolve and make written awards is limited to Claims between you and us alone. Claims may not be joined or consolidated unless agreed to in writing by all parties. No arbitration award or decision will have any preclusive effect as to issues or claims in any dispute with anyone who is not a named party to the arbitration. Notwithstanding any other provision in this Agreement, and without waiving either party's right of appeal, if any portion of this "Class Action Waiver" provision is deemed invalid or unenforceable, then the entire arbitration provision above (other than this sentence) shall not apply. 37. Applicable Law; Jurisdiction and Venue; Limitations Period. This Agreement shall be construed under the laws of the State of Texas and the U.S. Department of Commerce, without regard to its principles of conflicts of law. No action, regardless of form, arising out of this Agreement may be brought by DMI or Licensee more than one (1) year after the cause of action has arisen. 38. Counterparts; Facsimile Signatures. This Agreement may be executed in multiple counterparts, each of which, when executed and delivered, shall be deemed an original, but all of which shall constitute one and the same instrument. Any signature page of any such counterpart, or any facsimile transmission thereof, may be attached or appended to any other counterpart to complete a fully executed counterpart of this Agreement, and any facsimile transmission of any signature of a party shall be deemed an original and shall bind such party. 39. Miscellaneous. This Agreement constitutes the entire understanding of the parties with respect to the subject matter of this Agreement and merges all prior communications, understandings, and agreements. This Agreement may be modified only by a written agreement signed by the parties. The failure of either party to enforce at any time any of the provisions hereof shall not be a waiver of such provision, or any other provision, or of the right of such party thereafter to enforce any provision hereof. If any provision of this Agreement is declared invalid or unenforceable, such provision shall be deemed modified to the extent necessary and possible to render it valid and enforceable. In any event, the unenforceability or invalidity of any provision shall not affect any other provision of this Agreement, and this Agreement shall continue in full force and effect, and be construed and enforced, as if such provision had not been included, or had been modified as above provided, as the case may be. 11 Rev 8.1.2018_D.Mclntyre Accepted by: Client: By: (Signature) Name: Title: Data Management Inc. By: (Signature) Name: Title: 12 Rev 8.1.2018_D.Mclntyre EXHIBIT A MAINTENANCE AND SUPPORT TERMS These Maintenance And Support Terms are intended to be part of the attached Master SaaS Agreement made and entered into by and between DMI and Client. DMI reserves the right to continuously improve the Maintenance And Support Services and to adapt such services to changes in technology and to DMI's business environment. Solely for these purposes, DMI reserves the right to modify, elaborate, remove or add to some or all of the provisions of these Maintenance And Support Terms at DMI's sole discretion and without further notice, provided that any such improvement or adaptation shall not result in a diminution of the overall level of service. All Support Services will be provided in accordance with applicable data protection laws and the Global Data Privacy Policy which can be found at www.timeclockpius.com/privacy.aspx. These Maintenance And Support Terms are intended to be part of the attached Master SaaS Agreement made and entered into by and between DMI and Client. 1. Definitions. When used in these Maintenance Services Terms, the following terms will have the meaning set forth in this Section 1. Any capitalized terms not defined in these Maintenance Services Terms are as defined in the Master SaaS Agreement. 1.1 "CSR" means a DMI customer service representative. 1.2 "Error" means a failure of the TCP Services (i) to conform as to all material operational features and performance characteristics as provided in the documentation supplied by DMI and in any applicable Statements of Work for customizations to the TCP Services, and (ii) to be free of errors and defects that materially affect the performance of such features. This definition applies solely to TCP Services that have not been customized. Separate maintenance arrangements are available for customized TCP Services. 1.3 "Error Correction" means a software modification that corrects an Error when it is made or added to the TCP Services. 1.4 "Maintenance And Support Services" means the services described in Section 2 below. 1.5 "New Product" means a product that generates online services which may incorporate some functionality of the TCP Services in addition to one or more of the following changes to a different: (i) programming language, (ii) platform (e.g. Java to .NET), (iii) style of computing (e.g. client server to web to cloud computing), or (iv) software model of deployment (e.g. local installation to SaaS). 1.6 "Support Term" means the Initial Term and any renewal terms in accordance with Section 14 of the Master SaaS Agreement. 1.7 "Third -Party Products" means any third -party software or hardware appliance product provided by DMI under an Order Form. 1.8 "Update" means TCP Services modifications consisting of Error Corrections, modifications, enhancements or future releases that are distributed generally to users of the same version of the TCP Services. Updates are generally designated by a change in the number to the right of the decimal point (e.g., Version 1.1 to Version 1.2). 1.9 "Upgrade" means a new version of the TCP Services that adds new features and functionality in addition to the original functional characteristics of the TCP Services that is 13 Rev 8.1.2018_D.Mclntyre distributed generally to users the TCP Services. Upgrades are generally designated by a change in the version number to the left of the decimal point (e.g., Version 1.1 to Version 2.1). 1.10 "Workaround" means a procedure or routine that eliminates the practical adverse effect of the Error when implemented in the regular operation of the TCP Services. 2. Maintenance And Support Services Description. DMI will provide the services described below in this Section 2 during Support Terms. These services are included in the annual Maintenance And Support Services fee. 2.1 Support Hours And Response Times. DMI will provide Maintenance And Support Services to Client during regular business hours which are 7:00 am to 7:00 pm CST Time, Monday through Friday, excluding company holidays ("Regular Business Hours"). If extended services are required beyond the Regular Business Hours, separate arrangements may be made with DMI in advance for support after Regular Business Hours or during weekends for significant go -live or upgrade events only. 2.2 Support Services. Support Services include: 2.2.1 issue determination services including (i) information gathering and analysis for TCP Services and Third -Party Products, and (iii) identification of Errors; 2.2.2 issue resolution services including (i) reasonable telephone consultation regarding the use and operation of the TCP Services and Third -Party Products that does not rise to the level of training, (ii) configuration changes for the TCP Services and Third -Party Products, (iii) validating that the TCP Services and Third -Party Products operate within documentation supplied by DMI, (iv) installation of stock (as distinguished from custom) templates for reports, documents, and forms for TCP Services and Third -Party Products, and (v) access to DMI's tcplusondemand.com website; 2.2.3 commercially reasonable efforts to cause Third -Party Product suppliers to cure promptly any error or failure of a Third -Party Product to conform the applicable third -party agreement; software; and Table below. 2.2.4 repair or replacement of open source software with functionally equivalent 2.2.5 Error Correction services in accordance with the Error Correction Services Error Correction Services Table (Service Response Targets) Problem Based on the nature of the reported issue and the impact on Client's business Severity operations, the CSR assigns a severity level to the issue. The severity will always be set to a reasonable and realistic level, reserving the Severity Level 1 only for urgent situations. The severity level may change as new information becomes available. 14 Rev 8.1.2018_D.Mclntyre Level 1: Definition: Issues preventing (i) Client from conducting day-to-day business, Urgent such as an inoperable production system, a lack of data integrity, data corruption, or data unavailability, or (ii) a go -live deadline. Client is unable to do production work, and no Workaround is available. Response: Level 1 issues always take priority above all other issues. A Level 1 issue will immediately be assigned to a CSR, who will contact Client within one hour with an initial response. The CSR will then work without interruption on the issue until a resolution is reached, either in the form of a complete fix, or an interim Workaround solution that will cause the level of urgency to drop to Level 2. During this time, Client must be available should further information be required to resolve the issue. If the CSR is unable to contact Client within a reasonable timeframe, the Level 1 status will be downgraded to Level 2 until Client provides the requested documentation. Note: Level 1 issues must be reported to DMI customer support via telephone, or created via email or Web form with a follow-up phone call to confirm receipt. Follow -Up: The CSR will update Client at a minimum of once per hour until the issue has been resolved or downgraded to Level 2. Level 2: Definition: Client is able to do some production work, but a major High component of the TCP Services is not functioning properly, and a partial Workaround is available. Or, an issue puts a "go -live" deadline at high risk. Response: Level 2 issues take priority over all other issues except Level 1. A Level 2 issue will immediately be assigned to a CSR, who will contact Client within four (4) business hours with an initial response. The CSR will then work without interruption during standard support hours until a resolution is reached, either in the form of a complete fix, or an interim Workaround solution that will cause the level of urgency to drop to Level 3. Note: In order to facilitate a more prompt response, Level 2 issues should only be reported to DMI customersupport via telephone, or created via email or Web form with a follow-up phone call to confirm receipt. Follow Up: The CSR will provide feedback to Client on a daily basis (or at mutually agreed upon intervals) until the issue has been resolved or downgraded to Level 3. Level 3: Definition: The customer is able to do most production work, but has limited Medium functionality in a certain component of the TCP Services, and a reasonable workaround is available. Response: The CSR provides an initial response to Client within the one business day, and will work on the issue during standard support hours after higher priority issues have been resolved. The CSR will work on the issue during standard support hours. Follow -Up: The CSR will provide feedback to Client as mutually agreed upon until the issue has been resolved or a more suitable Workaround is identified. Level 4: Definition: The customer is able to do all production work, but has general Low questions, enhancement requests, or documentation needs/questions. Response: The CSR provides an initial response to Client within two business days, and will work on the issue as time permits. Follow -Up: Feedback will be provided to Client at mutually agreed upon intervals. 15 Rev 8.1.2018_D.Mclntyre 2.2.6 Notwithstanding the foregoing, DMI will not be obligated to provide Maintenance And Support Services for problems solely arising as a result of abuse, misuse, accident or neglect by Client, or unauthorized modification to the TCP Services by Client (not under DMI's recommendation or instruction) that would materially impact DMI's ability to provide the Maintenance And Support Services until such problems are fixed by Client. In addition, the following services are not covered under Maintenance And Support Services and will be provided only by mutual agreement regarding fees, deliverables, and delivery schedules: (i) support for software or other products that were not purchased from DMI, (ii) customizations for rules, reports, templates, forms, applications, Business Objects Universe, and interfaces, (iii) development or customization of documentation, (iv) troubleshooting for hardware, networks, connectivity, or operating systems, (v) installation of Java application servers, (vi) on-site services, (vii) remote or on-site training, (viii) remote administration, (ix) scripting, programming, database design, and web development, (x) data recovery, (xi) consultation regarding the use and operation of the TCP Services and Third -Party Products that rises to the level of training. 2.3 Updates And Upgrades. 2.3.1 DMI will provide Client with all Updates and Upgrades that are commercially released by DMI at no additional charge. Updates and Upgrades will not require any additional software, hardware or technology to operate in conformance with the Specifications, except to the extent specified in writing by DMI. DMI will provide the Updates or Upgrades as soon as they are made available, but in no event later than DMI's providing the Updates or Upgrades to another SaaS licensee or DMI's using the Updates or Upgrades in its normal course of business operation. 2.3.2 DMI will work with Client to establish mutually beneficial Update and Upgrade schedules. If Client chooses to postpone an Update or Upgrade that would correct a particular Error without having a negative impact on the functionality or performance of the TCP Services, then DMI will not be required to correct such Error by another means, and provided, further that Client's non-acceptance of any Update or Upgrade will not affect Client's payment obligations for Use Fees. Please enter the email address for update or upgrade notices to be sent to: 2.4 Version Limitation. Notwithstanding anything contained herein to the contrary, DMI will provide Maintenance And Support Services for at least the current version and any preceding versions of the TCP Services that have been released by DMI within the last twelve (12) months. If no version has been released within the last eighteen (18) months, DMI will support the immediately preceding version. The foregoing limitation does not apply to reasonable telephone consultation regarding the use and operation of the TCP Services and Third -Party Products that does not rise to the level of training. 2.5 Updates To Maintenance And Support Services. DMI reserves the right to update Maintenance And Support Services for any renewal Support Term for purposes of conforming the scope of Maintenance And Support Services to changes in technology and/or industry practice; provided, however, in no event shall any such update result in a degradation or diminution of Maintenance And Support Services. 3. New Products. New Products are optional and are not included in the annual Maintenance And Support Services fee. New Products will be made available to Client as soon as they are released to other licensees in the normal course. DMI reserves the right to charge a license fee for New Products. 16 Rev 8.1.2018_D.Mclntyre EXHIBIT B SERVICE LEVEL AGREEMENT This Service Level Agreement is intended to be part of the attached Master SaaS Agreement made and entered into by and between DMI and Client. DMI reserves the right to continuously improve the uptime and performance of its TCP Services and to adapt such services to changes in technology and to DMI's business environment. Solely for these purposes, DMI reserves the right to modify, elaborate, remove or add to some or all of the provisions of this Service Level Agreement at DMI's sole discretion and without further notice, provided that any such improvement or adaptation shall not result in a diminution of the overall level of service. This Service Level Agreement shall comply with applicable data protection laws and the Global Data Privacy Policy which can be found at www.timeclockpius.com/privacy.aspx. 1. TCP Services Level Agreement. In the event that Client experiences any of the service performance issues defined in Sections 2.1 and 2_2 as a result of DMI's failure to provide TCP Services, DMI will, upon Client's request in accordance with Section 3, credit Client's account as described below (the "Service Level Agreement"). The Service Level Agreement shall not apply to performance issues (i) caused by factors outside of DMI's reasonable control; (ii) that resulted from any actions or inactions of Client or any third parties; or (iii) that resulted from Client Equipment or third party equipment that is not within the sole control of DMI. 2. Service Level Agreement Definitions. For purposes of this Agreement, the following definitions shall apply only to the TCP Services. References to Section numbers in this Exhibit B shall apply to Sections in Exhibit B, unless expressly provided otherwise. 2.1 "Downtime" shall mean "unplanned" network unavailability within DMI's United States network forthirty (30) consecutive minutes due to the failure of DMI to provide TCP Services for such period. Downtime shall not include any packet loss or network unavailability during DMI's scheduled maintenance of the Internet Data Center(s), network and TCP Services. 2.2 "Performance Problem" shall mean a material deterioration in the performance of the TCP Services excluding any Downtime. 2.3 "Service Credit" shall mean an amount equal to the pro -rata monthly recurring connectivity charges (i.e., all monthly recurring bandwidth -related charges) for one (1) day of TCP Services. 3. Downtime Periods. In the event Client experiences Downtime, Client shall be eligible to receive a one-time Service Credit for each Downtime period; provided, however, that in no event shall Client be entitled to more than two (2) Service Credits for any given calendar day. For example, if Client experiences one (1) Downtime period, then Client shall be eligible to receive one (1) Service Credit; if Client experiences two (2) Downtime periods, whether from a single event or multiple events, then Client shall be eligible to receive two (2) Service Credits. 4. Performance Problem. In the event that DMI discovers or is notified by Client that Client is experiencing a Performance Problem, DMI will take all commercially reasonably actions necessary to determine the source of the Performance Problem. 5. Discovery of Source; Notification of Client. Within four (4) hours of discovering or receiving notice of the Performance Problem, DMI will use commercially reasonable efforts to determine whether the source of the Performance Problem is limited to the DMI Technology or whether the Performance Problem arises from the Client Equipment or Client's connection to the Internet. If DMI determines that the DMI Technology and Client and DMI connection are not the source of the Performance Problem, then DMI will use commercially reasonable efforts to determine the source 17 Rev 8.1.2018_D.Mclntyre of the Performance Problem within an additional four (4) hour period, DMI will notify Client of its findings regarding the source of the Performance Problem promptly after the additional four (4) hour period. 6. Correction. If the source of the Performance Problem is within the sole control of DMI, then DMI will use commercially reasonable efforts to remedy the Performance Problem within four (4) hours of determining the source of the Performance Problem. If the source of and remedy to the Performance Problem reside outside of the sole control of DMI, then DMI will use commercially reasonable efforts to notify the party responsible for the source of the Performance Problem and cooperate with it to resolve such problem as soon as possible. 7. Service Credits for Performance Problems. In the event that DMI (i) is unable to determine the source of the Performance Problem within the time periods described in Section 5; or (ii) is the sole source of the Performance Problem and is unable to remedy such Performance Problem within the time period described in Section 6, DMI will deliver a Service Credit to Client for each four (4) hour period incurred in excess of the time periods for identification and resolution described above; provided, however, that in no event shall Client be entitled to more than two (2) Service Credits for a given calendar day. 8. Client Must Request Service Credit. Upon receipt of a written request from Client for a prior calendar month requesting information regarding a specific instance of Downtime or Performance Problem, DMI will provide Client with a related incident report from which Client may determine any Downtime and/or Performance Problems. In order to receive a Service Credit in connection with a particular instance of Downtime or a Performance Problem, Client must notify DMI within thirty (30) days from the time Client becomes eligible to receive a Service Credit. Failure to comply with this requirement will forfeit Client's right to receive a Service Credit for the applicable instance of Downtime or Performance Problem. 9. Maximum Service Credit. The aggregate maximum number of Service Credits to be issued by DMI to Client for any and all Downtime and Performance Problems that occur in a single calendar month shall not exceed seven (7) Service Credits. Any Service Credits owed shall be issued in the DMI invoice in the month following the Downtime or Performance Problem, unless the Service Credit is due in Client's final month of Service. In such case, a refund for the dollar value of the Service Credit will be mailed to Client. 10. Termination Option for Chronic Problems. Client may terminate this Agreement and without liability or penalty to DMI by notifying DMI within ten (10) days following the occurrence of either of the following: (i) Client experiences more than five (5) Downtime periods in any three (3) consecutive calendar month period; or (ii) Client experiences more than eight (8) consecutive business hours of Downtime due to any single event. Such termination will be effective thirty (30) days after receipt of such notice by DMI. 18 Rev 8.1.2018_D.Mclntyre