Statement of Work #2 DESIGN PHASE DELIVERABLES

Statement of Work #2 DESIGN PHASE DELIVERABLES I. Description: This Statement of Work (SOW) is related to the Design Phase for the District's Compute...
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Statement of Work #2 DESIGN PHASE DELIVERABLES

I. Description: This Statement of Work (SOW) is related to the Design Phase for the District's Computer-Aided Facilities Management (CAFM) system, Tririga. As part of the Design Phase of the Project, the Vendor (CFI) shall perform and provide the District the following tasks, activities, services and deliverables. The Design Phase is the next component in the project following the completion of the Requirements Phase (SOW #I). During that phase, the Vendor worked with District staff to assess business requirements, develop an overall strategy for technical implementation of the CAFM System. The Design Phase will produce a detailed design for a subset of business requirements, and will conduct technical prototyping efforts to resolve technical questions around new workflows and integration with Peoplesoft and other District systems. At the end of the Design Phase, CFI, with District support, will have developed detailed documentation for design for the requirements listed in Attachment 2A, as well as an approach, project plan and SOW for Implementation. CFI shall conduct and develop design documents encompassing selected business processes, systems design, report design, and proof of concept related to integration of Tririga with other District systems. The outcomes intended to be achieved through the Design Phase are as follows: 1. Refine business processes in the areas of work order management, inventory management, and school space rental (see attachment for list of functional requirements encompassed by this SOW). The District will lead the majority of the discovery effort. 2. Develop systems design and reporting specifications for those same functional areas. CFI will instruct and transfer knowledge to the District on how to develop the report design specifications. The District will develop the majority of those specifications with the support of CFI throughout that process. 3. Conduct a proof-of-concept effort to assess the nature and design challenges associated with integrating Tririga with Peoplesoft and other District systems.

4. Conduct due diligence and make recommendations on whether andlor how the District might proceed with two additional areas of functionality - capital projects and space reservations. The District will lead the majority of the discovery effort.

5. Prepare an approach, detailed project plan, and SOW for the Implementation Phase for the full scope of functionality specified during this Design Phase.

11.

Approach and Techniques to Be Deployed During Design Phase:

The following approach and techniques will be followed by CFI and the District to instill and maintain efficiencies and effectiveness during the Design Phase. i. ..

Maximize the utilization of out-of-the-box functionality from Tririga;

11.

The primary criteria for moving to functionality or processes beyond out of the box will include ( I ) critical functionality not supported out of the box, i.e. where highly-manual processes are to be replaced, (2) requirements associated with compliance to StateFederal statutes, and (3) critical functionality associated with disaster response. Any requests to deviate from out-of the box functionality will be approved in advance by the Steering Committee.

iii.

Collocate functional and technical resources to maximize knowledge sharing and effectiveness in communication of requirements and design;

iv.

Create design sign-off milestones where the District reviews and approves design documents prior to any formal development work commencing. This does not preclude the potential for prototyping to be conducted during design as a means of troubleshooting and resolving design issues;

v.

Establish a governance process for review and changes to design after the initial design has been signed off on by the Steering Committee; this governance process will be established in a way that is consistent with the District's emerging process for change control over technology projects;

vi.

Vendor will initiate design development through presentation of out-of-the-box functionality and will make available to the District examples of design documentation, workflows and processes associated with District business requirements;

vii. Design will include discussions with and feedback from District end-user focus groups. One of these focus groups will include representatives of up to 5 schools that will participate in a pilot implementation that will immediately follow the completion of this design phase. viii. The District will ensure that all District working groups and end-user focus groups will be briefed and prepared in advance of working sessions. 111. Deliverables: The Deliverables that CFI shall develop and provide to the Board during the Design Phase of the Project, subject to the Board's acceptance, in accordance with the Agreement, and related Services CFI shall perform during the Design Phase include those described below. 1. Pro.iect Management. CFI will provide a project manager to plan and manage all the logistical aspects of the Design phase and to coordinate with the District's project manager. CFI will also provide advice and content in support of the District Project Manager during this Design Phase. This will include best practice input related to, but

not limited to, managing the design phase and related activities, including change management, communications, risk management, quality assurance and issue resolution.

Due Diligence and Design Recommendation on a Subset' of Capital Pro.iects. Conduct due diligence around a subset of capital projects to assess the feasibility of using the work order management process and functionality. The District will lead the majority of the discovery effort. Due diligence will include an evaluation and profiling of all types of District capital projects and an assessment of whether a subset of these projects have a simple enough profile and workflow for them to be managed through a work order process similar to the work order process to be designed for Maintenance and Plant Operations. If it appears that there is a feasible set of projects that can be managed this way, the District Steering Committee will determine whether to proceed with full systems design. The approach to design will be the same as for all other areas of functionality included in the design. The effort associated with design will be managed through the Contingency portion of the design phase scope and budget and will be subject the approval process put in place to manage the Contingency. Due Diligence and Recommendation Related to Space Reservations. Conduct due diligence to assess the value proposition of implementing space reservation capabilities to better manage the District's administrative space including office space, workrooms, conferences rooms, etc. The District will lead the majority of the discovery effort. Assess this potential in conjunction with integration into calendars, people, and other resources. The purpose is to assess whether the value proposition is material enough to warrant the acquisition of the Reserve module of Tririga or some other application. The expected outcome of this deliverable is an assessment and a recommendation from CFI as to benefits, value and best course of action for the District in this area. 4. District Business Process Refinement. Facilitate and assist in development of District business processes to the level necessary to implement in Tririga as outlined in Attachment 2A to this SOW. This will include developing business process maps to show process flows, the associated roles and responsibilities inside and outside the District (e.g. The State of Florida), and the associated reports generated or needed as included in the inventory of reports listed Attachment 2C at the various stages along or as a result of each process. This deliverable will also include validation and refinement of the definitions for the requirements developed in the Requirements Phase and associated with this SOW. This deliverable will be developed using standard templates for business process mapping which are attached to this SOW. The primary business processes to be addressed include maintenance work orders, inventory management, mobility, and school space rentals. This business process development will be conducted within the context of the overall Process Framework developed during the Requirements Phase. Additionally, Key Performance Indicators (KPIs) as defined in the inventory of KPI's developed during the Requirements Phase will be associated with the appropriate process and business requirements in this deliverable. They will additionally be associated with the appropriate uses cases and report design developed in the Systems Design Document and Report Design and Specifications Document. (Attachment 2D).

5. Svstems Design Document. CFI will conduct systems design workshops in collaboration with District Process Coordinator and functional experts to develop and document a systems design covering functionality related to Portfolio, Work Order Management, Inventory Management, Mobility, School Space Rental, Data Integration & Migration, Gap Application Data Integration and Migration. Design will include direct association of functionality design to the related business processes and use cases for each requirement. The list of requirements to be addressed this phase is contained in Attachment 2A of this SOW. Additionally, Key Performance Indicators associated with these requirements will be addressed in Systems Design and in Report Design. The list of performance measures is contained in Attachment 2B. The design document will be developed consistent with the list of Systems Design Document templates contained in Attachment 2D of this SOW. The intent is for this document to be prepared for review and formal signoff by the District Steering Committee as the design that will be used to guide development in the implementation phase. Also, any future changes to design or additions to requirements may require additional effort, but will go through a separate formal review process managed by the Steering Committee. The final deliverable is a findingslgap-solution analysis document with recommendations. 6. Report Design and Specifications Document. Develop a Report Design and Specification Document to encompass all the reports identified for the Operations and Maintenance requirements, as listed in Attachment 2C of this SOW as well as up to 10 reports in support of the School Space Rental process. Additional effort may be needed if additional reports are identified during the design phase or the level of complexity of reports listed in attachment 2C exceeds the definition of those reports as developed in the Requirements Phase. This addressed in the Contingency section of this Deliverables section. The primary approach will be for the CFI to facilitate the understanding of District resources to develop report mockups and specifications. CFI will hold workshops with District resources to create a few reports so that District resources can then create the remaining report specifications/mockups. The Vendor will then formalize the specifications in a Report Design and Specifications Document to be ready for prototyping and final build. In this deliverable, the vendor will indicate and define how the appropriate KPIs will be incorporated into reports or dashboards for performance management purposes. 7. Integration Proof-of-Concept (POC). Assess and design the means of integrating Tririga and other District systems and applications using a proof-of-concept (POC) approach. The intent is to cover all the integration points needed to support the functional requirements encompassed in this SOW. The primary purpose is to set up and troubleshoot connections between Tririga and Peoplesoft (and other applications) through the District standard middleware product known as BizTalk and to identify any design requirements that need to be incorporated into the Systems Design Document deliverable. The POC will also address integration with the District's mobile application (Syclo) and reporting application (Crystal Reports), and any appropriate Gap Applications. The deliverable will address design requirements arising from the POC and CFI will incorporate design solution and document the appropriate interface design into the Systems Design Document.

8. Establish District Tririga "Sandbox". CFI will setup Tririga environment(s) on the District network to allow District functional and technical resources the ability familiarize themselves with Tririga. This will include configuration, security mapping, ensuring the environment is operational as a sandbox, and load a simple representative sample of the District's data to make sure the environment is operating correctly. The District will provide this simple data in electronic format. The District will provide appropriate environments for Sandbox and Proof of Concept.

9. Integrated Project Plan and SOW for Implementation. Based on the Design, a project plan will be developed for implementation of the full functional scope encompassed by the Systems Design Document and Reports Design developed during the Design Phase. The initial stage of implementation will include a pilot limited to no more than 5 schools to be selected by the District. The pilot will test the full functionality as designed so that the District will learn where improvements or changes may be needed to prepare the system for full production. The project plan will identify the approach to move from the pilot project to full production and go live. The project plan will also address how migration from Maximo will be managed. Based on this integrated project plan, CFI will work with District staff to develop an SOW for the Implementation Phase. 10. Design Phase Contingencv. A contingency has been established to address any unforeseen due diligence that may arise during design. Some potential areas that may require additional effort are: a. Systems redesign associated with workflows for Capital Projects in Tririga as well as in relation to Peoplesoft and overall Capital Budget. The contingency would only come into play if the due diligence assessment in deliverable # 3 recommends that the District can proceed with implementation of a simplified work order management approach to a feasible subset of minor projects. b. Additional prototyping may be necessary as a result of discussions with and feedback from District end-user focus groups. A base amount of prototyping has been built into the project plan and budget. Any additional prototyping would be covered through this contingency. c. Additional reports that may be identified during the design phase and/or reports requiring a higher level of complexity than defined during the Requirements Phase. The process for use and release of contingency funds will be as follows: i. CFI shall prepare a summary statement of the needs for the use of contingency funds within any one of the three possible categories; ii. The District's Project Manager shall review the request with the Steering Committee; iii. The Steering Committee shall present the request to the Chief Operating Officer, and/or their designee, for review and approval prior to any work being conducted.

IN WlTNESS WHEXEOF, each of the Parties has caused this agreement to be duly executed by its Authorized &er or representative wbose signature appears below, effecthe as of the EfCective Date.

Title: Date:

/d//$ /&7

The School Board of Palm Berteh County, Florida By: Name: Title: Date:

By: Name: Title: Date:

ATTACHMENT 2A Business Requirements Encompassed in this SOW #2

l ~ u t o m a t e dWork Request Status Feedback

I

Emergency Call Tracking

1 Export Reports to Excel

I

Financial System lnterface Purchasing System lnterface HR System lnterface Regulatory Report E-mail Functionality Crystal Report Capabilities Backup System Create Material Requests via lblobile Device Inventory Barcode Functionality Equipment/Room Barcode Functionality Work Task Barcode Condition Assessment Mobile Functionality Custodial Inspections

1 Employee Work Assignment Access

I

Reference Data Access

I Remote Work Order Status Monitoring

I

Work Order Prioritization Viewing l ~ p p r o v aNotification l

I

Approval Request Response

I User-friendly GUl's IAccess to Attachments Report costs associated with a work order based on who did the work

I I

Business Requirements Encompassed in this SOW #2 (cont'd) School Space Rental Business Requirements Manage School-Based Space Rental Provide public page to initiate space rental request process Provide a public page, andlor on school page, present all the guidelines and requirements a user has to follow for a rental request to be approved. Provide a web-based space rental request form for the schools to complete based on conversations with the potential user. I

I

Support ability for the school representativeto associate room layouts and services to a request Build controls into request process and system to prevent requests being routed for approval unless the requests is complete.

If the requestor is a Not-for-Profit organization, provide a mechanism to validate whether they are an NFP organization, and require validation as part of completing the request for approval Manage approval checklist on-line, e.g. insurance requirementssatisfied Review and route requests for approval, with attachments as appropriate IManage payment process including notice of receipt, with preference for prepayment

I

Generate space use agreements based on the details of the approved request Route final space use agreement for execution by school I

I

Associate what's been approved for rental and what has been received in payment to the District Track rental income by location, school, and type of asset and type of use or user Report on users and uses of space and resulting revenues - interlocal, not-for-profits, commercial Identify , track and report on all space use agreements at all schools Report on extent and reasons for waiver of fees Provide reporting to satisfy audit requirements

ATTACHMENT 2B Key Performance Indicators Associated with Business Requirements in this SOW #2 The Following metrics are associated with the business requirements that will be addressed in this design phase. These metrics and means of reporting on them will be incorporated into the System Design and Report Design and Specification documents. Performance Measure

Productivity

CSlRs by type, by facility, by area, by school type, by aging

Quality

Minimize number of citations

No

Quality

Improve information accuracy Maximize customer (Principal) satisfaction with FM services

Yes

Quality Quality

No

Yes

Minimize # of review comments

No

Quality

Downtime of a facility and causes (hurricane, power. AC ...)

Yes

Quality

Work order quality - call backs on work orders

Yes

Quality

Number of work orders by trade and category (vandalism, IAQ, DOH, CSIR) by facility

Yes

Quality

Safety - number and type of accidents on construction sites

No

Quality

Quality - punchlist items per square foot by type of contractor

No

Revenues

Increase rental income to schools

Yes Yes

Schedule

Meet delivery and project schedules

Schedule

Total delivery time from start of construction to opening a school

No

Schedule

Work order completion time

Yes

ATTACHMENT 2C Operations and Maintenance Reports Included in this SOW#2

ATTACHMENT 2D Standard Approach to Design Documents The following templates have been mutually agreed upon to be utilized during this phase:

Process Map Template Use Case Template Systems Design Document Template Report Design and Specification Template