14001-CHANGE ORDER 2 12-13-17.PDF

PROJECT IMPLEMENTATION CHANGE REQUEST
MANATRON, INC. – A THOMSON REUTERS BUSINESS
(“Thomson Reuters Tax & Accounting, Government” or “TRTA Gov”)
Customer Name: Maricopa County Treasurer’s Office
Change Request No.: 14001-RFP-CR002 Date Submitted: 3/3/2017
Project Name: Maricopa County Treasurer Information Module Name/Version: Dynamics AX
Systems – ULTIS project
Original Contract No.: 14001-RFP TRTA Gov Project Manager: Lisa Redding
Summary of Change:
Maricopa County Education Service Agency (MCESA) requires the functionality to process multiple districts in
one file for each of the 3 feeds (GL/Warrants/ADRP). McESA currently manages 35 school districts and submits
warrant, GL, and deposit details on behalf of each of these districts. Maricopa County Treasurer’s Office
(MCTO) needs Dynamics AX to recognize McESA's authority to provide and access details of each of the
districts under their oversight. This CR will add the new functionality to the approved scope of the
implementation project for Dynamics AX.
Priority: Urgent or Normal Required by: UAT Go-Live Final Acceptance
Other: Process and End-to-End testing
Window of delivery date and business process calendar/phase justification:
Functionality will be planned into an upcoming Dynamics AX code build with dates to be confirmed with MCTO once
Functional Design Documents (FDDs) are approved.
Requested by: Customer or TRTA Gov Requestor(s): Debbie Lukens, MCTO Program Manager
Fee (not including travel expenses): $ 18,759.26 Estimate or Fixed
Any travel expenses associated with this change request will be billed as incurred and approved with a minimum 15-day
advance notice.
Request Type (mark all that apply):
Professional Services Application Software Third-Party Software Other: _______________________
This change request impacts (mark all that apply):
Product/Scope Schedule Other:
This Change Request (CR) assumes the project is moving forward based on a 4Q 2017-1Q 2018 go-live of Dynamics.
This schedule change will be handled under a separate CR. Because of this separate activity, we are not considering
this new functionality to be an impact to the schedule.
TRTA Gov TFS No.: 5042, 5043, 5113, 5114 Eng. TFS and/or PS TFS (Aumentum only)
CR No. 14001-RFP-CR002 1 Confidential

PROJECT IMPLEMENTATION CHANGE REQUEST
Description Provided By:
Deborah Lukens, MCTO Program Manager 2/1/2017
Lisa Redding, TRTA Gov Program Manager 2/24/2017
Name & Title Date
Description of Change Being Requested (describe here or attach document if needed):
1) TFS 5042; Title: The system shall validate that the TOTAL debits and credits net to zero (i.e., balance) for the GL
journal entries submitted by agencies (via an import file).
Description: The system (i.e., Dynamics) shall validate that the TOTAL debits and credits balance (i.e., net to
zero) for GL journal entries submitted by agencies (via an import file). If the total journal entries in the import file
do not balance, then all the journal entries in the import file will be rejected and the journal entries will not be
posted. The agency file will need to be resubmitted. This applies to individual agency submissions and file
submissions that include multiple agencies (e.g., from MCESA).
2) TFS 5043; Title: The system shall validate that EACH AGENCY’S debits and credits net to zero (i.e., balance) for
the GL journal entries submitted by agencies (via an import file).
Description: The system (i.e., Dynamics) shall validate that EACH AGENCY’S debits and credits net to zero (i.e.,
balance) for the GL journal entries submitted by agencies (via an import file). If a single agency’s journal entries in
the import file do not balance, then the all the journal entries (including those entries for the other agencies) in the
same import file will be rejected and the journal entries will not be posted. The entries for the agencies can be
determined by the 3rd segment of the financial dimension. Agency balancing shall be determined by summing
the debits and credits for each line with the same agency dimension within the file, and the sum must be zero for
all lines of a given agency dimension value. The system shall not consider other dimension values for the purpose
of determining an agency’s balance. The agency file will need to be resubmitted. This applies to individual
agency submissions and file submissions that include multiple agencies (e.g., from MCESA).
3) TFS 5113; Title: The system shall use the AX UserID, as provided in the prefix of the file provided by MCT, as
the prefix to log files returned to the Agency Web log folder.
Description: The system (i.e., Dynamics) shall prepend (prefix) the result log files with the AX UserID when
generating GL response files. The AX UserID is needed by Agency Web to identify the correct user when sending
email responses back to the client agency.
4) TFS 5114; Title: All GL import file names will be prefixed with the AX user ID that MCT wants AX to be used for
agency dimension value mapping.
Description: All GL import file names will be prefixed with the AX user ID that MCT wants AX to be used for
agency dimension value mapping.
Recommended Solution:
 Incorporation of the MCESA requirements 1-4 listed above into the Microsoft Dynamics design and deployment.
Assumptions:
 MCTO will prefix each file with agency AX user ID that will be used to map agency dimension values.
 Each file will contain only one balanced journal entry
 The user sending the file to MCTO Agency Web has been authenticated and authorized to perform journal entries
on agency dimension values contained in the AX user agency mapping.
 The logic for this functionality is in the interface code. There will be changes to error log content but not standard
reports.
CR No. 14001-RFP-CR002 2 Confidential

PROJECT IMPLEMENTATION CHANGE REQUEST
Acceptance Criteria (describe expected acceptance criteria for changed deliverables upon completion):
 TRTA Gov (Microsoft) has provided new or updated FDDs to document design information for TFS Requirement
IDs 5032, 5043, 5113 and 5114.
 MCTO has reviewed and approved FDDs for TFS Requirement IDs 5032, 5043, 5113, and 5114.
 TRTA Gov (Microsoft) has provided preliminary Technical Design Documents (TDDs) to MCTO for TFS
Requirement IDs 5032, 5043, 5113 and 5114.
 TRTA Gov (Microsoft) has delivered a build inclusive of TFS Requirement IDs 5032, 5043, 5113 and 5114 with no
P1 or P2 defects found in the implementation of these TFS Requirement IDs.
 MCTO has completed at least one round of Requirements Testing for the functionality associated with this CR to
validate that TFS Requirement IDs 5032, 5043, 5113 and 5114 are implemented with no P1 or P2 defects found
in the implementation of these TFS Requirement IDs.
Risk Assessment / Technical and Project Impact:
General Notes:
 Change as described above.
Project Impacts:
 Additional Dynamics AX scope and costs as described. No changes expected to Aumentum as a result of this
new functionality.
Development:
 MCESA changes impacts the existing design 1991 – Warrant import for agencies
Configuration:
 N/A
Testing:
 MCTO will develop requirement gap test scripts
 MCTO will provide expertise to test the functionality per the agreed schedule
Documentation:
 Functional design documents (FDDs) be updated, reviewed and approved with MCTO SMEs.
 Technical Design Documents (TDDs) will be provided but there will be no formal review or approval of these
documents
Training:
 N/A
TRTA Gov Required Resources:
 Madhu Nekkalapudi (Dynamics AX Project Manager)
 Dean Wierman (Dynamics AX Solution Architect/Technical Consultant)
 Microsoft Dynamics Design/Development Team
 Lisa Redding (TRTA Gov Program Manager)
Customer Responsibilities:
 Any change in requirements will go through the formal change request process defined for this project
 MCTO will be responsible for testing the new functionality in a timely manner so as to not impact the agreed
project schedule
CR No. 14001-RFP-CR002 3 Confidential

3/6/2017
3.6.2017
Vice President, Professional Services 3/31/2017

PROJECT IMPLEMENTATION CHANGE REQUEST
DELIVERABLE ACCEPTANCE STATEMENT (“DAS”)
FOR CHANGE REQUEST NO. 14001-RFP-CR002
Purpose:
The purpose of this acceptance form is for the Customer to sign off on the completion of the services described in this
change request.
Summary of Change Request:
Maricopa County Educational Systems Assistance (MCESA) requires the functionality to process multiple districts in one
file for each of the 3 feeds (GL/Warrants/ADRP). This CR will add the new functionality to the approved scope of the
implementation project for Dynamics AX.
Acceptance Criteria:
 TRTA Gov (Microsoft) has provided new or updated FDDs to document design information for TFS Requirement
IDs 5032, 5043, 5113 and 5114.
 MCTO has reviewed and approved FDDs for TFS Requirement IDs 5032, 5043, 5113, and 5114.
 TRTA Gov (Microsoft) has provided preliminary TDDs to MCTO for TFS Requirement IDs 5032, 5043, 5113 and
5114.
 TRTA Gov (Microsoft) has delivered a build inclusive of TFS Requirement IDs 5032, 5043, 5113 and 5114 with no
P1 or P2 defects found in the implementation of these TFS Requirement IDs.
 MCTO has completed at least one round of Requirements Testing for the functionality associated with this CR to
validate that TFS Requirement IDs 5032, 5043, 5113 and 5114 are implemented with no P1 or P2 defects found
in the implementation of these TFS Requirement IDs.
These items were completed on _________________________________.
Client response period is ten (10) business days. After that time, this deliverable will be considered accepted and ready
for billing unless otherwise documented in a formal response to TRTA Gov with detailed rationale for rejecting this
milestone. Rejection of a milestone will result in immediate escalation and halt the deliverables for further review. See
Appendix 2-A: Deliverable Acceptance Process for guidelines related to deliverable acceptance.
We, the undersigned, agree that these items are complete and that under the conditions of this change request, the
County will be billed $9,379.63 (50% of the total fee) upon signing this acceptance. It is agreed that this functionality
delivery is complete.
Jurisdiction: Maricopa County Thomson Reuters:
Signature: Signature:
Printed Name: Printed Name:
Title: Title:
Date: Date:
Signature:
Printed Name:
Title:
Date:
CR No. 14001-RFP-CR002 5 Confidential