ULTIS CR018 EXTENSION 2019 03 21 BOS- V5.2 [COMPATIBILITY MODE].PDF

Phase II
Change Request: CR018
October 2022 Extension
April 10 , 2019

ULTIS Project Background & Original RFP Summary
• In September 2014, the Treasurer’s Office published a Request for Proposal (Serial 14001-RFP) to acquire the
necessary hardware, software and services to replace the existing computer systems and applications.
– Many of the core computer software applications have been in operation for over 29 years and are based on outdated technology.
– Need to address Accounting and IT Audit findings.
– The Treasurer’s system replacement initiative is based on business value, service, and a focus on improvement with extensible
technology and aligning more closely with county-established technology best practices and industry standards.
• In May 2016, the Maricopa County Board of Supervisors approved the ULTIS Project to address these challenges
• The ULTIS Project scope consists of Thomson Reuter’s Aumentum Tax (Property Tax), Microsoft’s Dynamics AX (Accounting),
and Emphasys’ SymPro (Investment and Debt Management).
• Original RFP did not contain clearly defined requirements.
• Original directive for approved funding was to minimize project costs.
• Original scope did not include key functionality for an integrated solution.
• Original level of effort to successfully complete the full project was significantly underestimated.
• Original notional plan was a for 30 month duration working concurrently on all applications with one “big bang” implementation
(June 2016 – December 2018)
Accounting & Investment
One Go-Live for all applications
Property Tax
June 2016 December 2018
Maricopa County Treasurer’s Office 2

ULTIS Revised Go-Live Strategy, Scope and Plan
2017 Revised Go-Live Strategy from one implementation to a Phased Approach.
Required a focused, two phased implementation approach and project extension
– Phase I: Successfully implemented 2/28/18
– Bridge Period: Completed Warranty Support + addressed Agency Website, Data Repository & Interface issues
– Phase II: In progress
Phase I - Accounting & Investment
•
Phase I Go-Live
Phase I - Interfaces, Reports, 3/1/2018
Functionality, Phased Go-live (CR)
Agency Website & Data Repository
Bridge (CR)
Phase II - Property Tax
9/30/18 Phase II Go-Live
9/2022
Phase II – Interfaces, Website, Document
Management, Data Warehouse, Extension (CR018)
See Appendix for details
Maricopa County Treasurer’s Office 3

ULTIS Change Request: CR018 Summary & Budget Impact
This change request is for additional Phase II funding that will provide for a successful implementation by the inclusion of required functionality,
resourcing and an extended timeline to October 31, 2022.
ULTIS Change Request CR018 extends the Maricopa County resources through the extended timeline of October 31, 2022. Maricopa County
resources and contract staff augmentation increases the ULTIS budget by $5,196,141.
Total ULTIS Budget increase is $10,519,930:
$5,196,141 Maricopa County resources and contract staff augmentation
$5,323,789 Grant Thornton LLP, 13123 Contract Amendment No. 9 increase*
$10,519,930
The ULTIS Project Change Request CR018 amount of $10,519,930 increases the ULTIS Project budget from $35,587,598 to $46,107,528.
* Refer to the related Board of Supervisor agenda item: Grant Thornton LLP, 13123 Contract Amendment No. 9
Maricopa County Treasurer’s Office 4

Appendix Content
1. ULTIS Change Request: CR018 Details
2. ULTIS Change Request: CR018 Details L
3. ULTIS Phase II – High Level Aumentum Timeline
4. ULTIS Phase II – High Level
5. Change Request CR018 Cost Breakdown Summary Totals
6. Budget as of February 2019 (does not include extension)
7. ULTIS Project Management Reserve Status
8. Thompson Reuters’ Deliverables Inventory
Maricopa County Treasurer’s Office 5

Appendix: ULTIS Change Request: CR018 Details
Original ULTIS Contract setup and budget did not include the appropriate MCTO & Grant Thornton resourcing levels to
support:
– Required technology and security refreshes (Including support of the new Maricopa County Office of Enterprise Technology strategic goal
to be mobile by 2022)
– Reassessment and validation of requirement definitions
– Required functionality for supporting Websites
– Required Document Management System
– Development of Interfaces and Reporting
– Development of a Data Warehouse to support Reporting, Websites and Interfaces
– Testing and Training activities
– Updating of Policies & Procedures and Record Retention
– Execution & results analysis of a 2022 Parallel Property Tax Roll
Maricopa County Treasurer’s Office 6

Appendix: ULTIS Change Request: CR018 Details
Scope Increase To Include Required Functionality:
Document Management Software (required to connect documents to Aumentum records / transactions and MCTO Websites)
• Implements OnBase for MCTO document management for Property Tax, Cashiering and Accounting
• MCTO Contract requirement # 649 is: the need to be integrated with OnBase for imaging and document management
eGovernment (required MCTO website enhancements to support ULTIS and Maricopa County security requirements)
• Build out & Secure Treasurer Office Websites (Previously referred to as WARP, but upgraded to include current technologies & security standards)
– Current website environment is outdated and no longer supported
– Upgrade current web environments including sites to become compliant with National Cyber Security Alliance (NCSA) which sets industry standards and guidelines
• Separation of secure content from static content (DMZ, Extranet)
• Moving web related data to secure DATA network.
• Positions MCTO to meet the MC Strategic Security / Mobile goal by setting the foundation for mobile applications and services
• Build out MCTO Data Repository to a Warehouse in support of combined integration, data sharing, reporting and analysis for Aumentum, Dynamics,
SymPro, etc.
• Build New interfaces to the MCTO Data Warehouse to obtain Aumentum data & reports
• Build New functionality that aligns with ULTIS Phase II Aumentum requirements
• Design to allow faster updating of websites and applications resulting in Business and IT efficiencies
Maricopa County Treasurer’s Office 7

Appendix: ULTIS Phase II – High Level Aumentum Timeline
Data Conversion TR/ MCTO Build E2E Testing & User
& Translation Iterations- Acceptance Testing
5/2019 – 10/2019 12/2019 – 10/2021 10/2021 – 9/2022 Go-Live
Deploy
Data Mapping & 6/2022 9/2022
Migration
10/2018 - 4/2019
N J F N J F N D F
Post Go-Live
Triage &
Kick-Off Communications
9/2022 – 10/2022
Certify tax bills & Pre Go-live
begin billing out parallel Tax Roll
Process TO-BE & • Requirements True-
up of OLD & collect 9/2022
Requirements
• Functional User in NEW
Alignment Requirements Sign- 9/2022
Workshops Off E-Gov Planning
1/2019 – 4/2019 • Baseline Schedule Design, Development,
& Resources,
Execute Change Phased Deployments
Control 3/2019 – 10/2021
10/2019 – 1/2020
Maricopa County Treasurer’s Office 8

Appendix: Change Request CR018 Cost Breakdown Summary Totals
Cost by Resource Category Cost by Functionality Category
*
*
* Grant Thornton Includes Staff Augmentation $1,508.832, $751,000 contract residual & rate reduction
Maricopa County Treasurer’s Office 9

Appendix: Budget as of February 2019 (does not include extension)
• Thomson Reuters Deliverable Inventory is located in the Appendix
• Dynamics AX Premier Support covered by ULTIS Budget for 2018 & 2019 then transitioned to the Treasurer’s Operating Budget on-going
• Infrastructure costs reduced due to technology and licensing change
• Does not include the annual operational budget $340K mailing savings per year
Maricopa County Treasurer’s Office 10 10

Appendix: ULTIS Project Management Reserve Status
ULTIS Management Reserve Balance as of 01/01/2019
Maricopa County Treasurer’s Office 11 11

Appendix: Thomson Reuters’ Deliverables Inventory
Aumentum Deliverable Inventory
Maricopa County Treasurer’s Office 12 12