14001-CHANGE ORDER 7 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-CR007 Date Submitted: 9/07/2017
Project Name: Maricopa County Treasurer Information Module Name/Version: Dynamics AX, SymPro, Aumentum
Systems — ULTIS project
Original Contract No.: 14001 -RFP TRTA Gov Program Manager: Lisa Redding
Summary of Change:
The original contract provided for a total solution go-live for all products at once. Dynamics and SymPro contracted to
implement up to the point of go-live readiness then pause those product implementations and freeze the databases to
code changes while Aumentum was implemented. At that time all products would then re-engage to complete
integration testing and go-live as a complete solution.
Over the course of 40 2015-1Q 2017 there were documented schedule delays, primarily due to over-loading of work to
MCTO resources. At the same time the MCTO team was discussing the advantages of an early Dynamics and SyimPro
go-live. The project team made the ultimate decision to plan a new phased go-live strategy versus trying to recover the
schedule delays. In order to accommodate this new plan, Aumentum activities would be limited to the support of Data
Migration activities prior to the Dynamics and SymPro go-live. Aumentum would later be implemented as a subsequent
phase and the full integration effort would occur in sync with the Aumentum go-live.
In March 2017, Maricopa County Treasurer's Office (MCTO) submitted the proposal to request a go-live of Dynamics
and SymPro in February 2018, independently and ahead of Aumentum. This new plan included a slowdown of the
development and testing schedules and led to extending Microsoft and Emphasys SME and development team resource
support for an additional 8 months. The implementation period expanded from the original 43 weeks in the SOW to 85
weeks (including MCTO-owned tasks related to external agencies).
The purpose of this CR is to provide resources to support the extended Dynamics and SymPro project schedules. This
CR also provides an update to the contract language to allow this phased go-live implementation approach.
Priority: I Urgent or Lii Normal Required by: UAT I:0 Go-Live Final Acceptance
FIIIJ Other
Window of delivery date and business process calendar/phase justification:
Support of a Feb 2018 go-live for Dynamics and SymPro (from the original 20 2017 pre-production finish)
Requested by: 0 Customer or Li TRTA Gov Requestor(s): Maricopa County Treasurer's Office
Fixed Fee (not including travel expenses): $262,600.00
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):
IA Professional Services Li Application Software Li Third-Party Software Li Other:
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PROJECT IMPLEMENTATION CHANGE REQUEST
This change request impacts (mark all that apply):
El Product/Scope El Schedule LI Other:
TRTA Gov TFS No.: N/A El Eng. TFS and/or 1=I PS TFS (Aumentum only)
Description Provided By:
Deborah Lukens, MCTO Program Manager 3/10/2017
Lisa Redding, TRTA Gov Program Manager 7/18/2017
Madhu Nekklapudi, Microsoft Project Manager 7/18/2017
William Cook, Microsoft Engagement Manager 7/18/2017
Name & Title Date
Description of Change Being Requested (describe here or attach document if needed)
The original contract provided for a total solution go-live for all products at once. Dynamics and SymPro contracted to
implement up to the point of go-live readiness then pause those product implementations and freeze the databases to
code changes while Aumentum was implemented. At that time all products would then re-engage to complete integration
testing and go-live as a complete solution.
Over the course of 4Q 2016-1Q 2017 there were documented schedule delays, primarily due to over-loading of work to
MCTO resources. At the same time the MCTO team was discussing the advantages of an early Dynamics and SymPro
go-live. The project team made the ultimate decision to plan a new phased go-live strategy versus trying to recover the
schedule delays. In order to accommodate this new plan, Aumentum activities would be limited to the support of Data
Migration activities prior to the Dynamics and SymPro go-live. Aumentum would later be implemented as a subsequent
phase and the full integration effort would occur in sync with the Aumentum go-live.
In March 2017, Maricopa County Treasurer's Office (MCTO) submitted the proposal to request a go-live of Dynamics and
SymPro in February 2018, independently and ahead of Aumentum. The implementation period expanded from the
original 43 weeks in the SOW to 85 weeks (including MCTO-owned tasks related to external agencies).
In this new plan, and in subsequent discussions, the project team determined that:
• Dynamics and SymPro go-live target should move to 2/1/2018, from a previous pre-production finish date of 2Q
2017. The date chosen is based on the completion of MCTO-owned tasks such as testing, end-user training
(including external agencies), interface development and reporting work.
• Microsoft and Emphasys SME and Development resources would be needed for a longer period of time to
,;! ippnd nn expanded iterative testing schedule (an additional 8 months from the contracted expectations)
• Aumentum activity during this phased go-live period would now be limited to Data Migration support and possible
initial data conversions, provided the legacy data had been mapped and Aumentum resources were available (as
outlined in the plan presented on 5/24/17).
• Microsoft resource support previously designated to the future System integration testing (originally planned with
Aumentum VAT) would be brought forward into the Feb 2018 go-live plan. Future System Integration testing
support (with Aumentum) would be covered by MCTO resources.
With this new implementation plan, there are several project impacts that are addressed with this Change Request:
• The increased duration of Microsoft and Emphasys resource and development team support.
• Updated contractual references to support this phased implementation and go-live plan.
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PROJECT IMPLEMENTATION CHANGE REQUEST
Contract Updates
CR007 will serve as the update to the contract references to support a phased go-live approach, including but not limited
to the following sections:
Exhibit A — Pricing Schedule Changes
Dynamics Milestone 11 (Go-Live Review) and the current Dynamics Milestone 12 (Go-Live Refresh) will be
combined into one milestone, as these activities are now better aligned in that manner due to the new approach.
O The original intent with the full-solution go-live was that Milestone 11 would reflect the go-live readiness
state of Dynamics before the database was frozen and the implementation put on hold. Milestone 12
would re-initiate go-live readiness once the full-solution was ready for production.
O With the early go-live of Dynamics and SymPro, the current Milestone 12 (Go-Live Refresh) reflects
duplicated activity. With this CR, the current acceptance criteria for Milestone 12 will be merged into
Milestone 11 (reflected later in this document).
o Notional billing date for the updated Milestone 11 will be set at January 2018. Status will be tracked in the
project schedule and schedule changes managed through the change management process.
o The second 33% installment of this CR ($86,658.00) will be added to Dynamics Milestone 11 price. The
original billing milestone for this was $213,785.43. The new billing amount of Milestone 11 will be
$300,443.43.
• Dynamics Milestone 13 (Project Closure Report) will be renumbered as Dynamics Milestone 12.
O The notional billing date for this milestone will be set at February 2018 with status tracked in the project
schedule.
O The final 34% installment payment of this CR ($89,284.00) will be added to Dynamics Milestone 12.
The original billing amount of this milestone was $598,599.20. The new billing amount of Milestone 12
will be $687,883.20.
o No other changes will be made to this milestone.
• Aumentum Notional Billing Dates will be reset to reflect the information provided in the 5/24/17 meeting. Actual
milestone dates will be confirmed during the project planning phase.
Exhibit B Statement of Work
• Section 4— Microsoft Dynamics AX Implementation — Phase 1B
O The existing contract references a point in time in which the database will be backed up and Dynamics and
SymPro project activity is put on hold through the implementation of Aumentum where Microsoft resources
would later be re-engaged. With the early go-live of Dynamics and Sym Pro, the database will be backed up
upon code completion and will be frozen to code changes until such time as Microsoft resources are brought
into E2E testing and any known P1/P2 defects are triaged and resolved.
O Dynamics and SymPro will go live on Feb 1, 2018, in advance of the Aumentum full project kickoff). When
the full mutli-product solution is taken through system integration testing during Aumentum UAT, the MCTO
resources will support the Dynamics and SymPro integration testing in place of Microsoft resources.
O All Dynamics and SymPro milestones and deliverables will be complete upon approval of Milestone 12
(recently re-numbered in the section above). At the time of cut-over to Production, support of Dynamics and
SymPro will revert to the appropriate support team as defined in the current contract.
O Dynamics and SymPro will go live with the County legacy property tax system. Any change to Dynamics as a
result of the temporary interface to the existing County system (instead of Aumentum) will be handled by the
Change Management process.
O References to Microsoft resources support of testing during E2E and UAT are unchanged; however, we
request that this support be scheduled into a single period and not spread out over the expanded testing
period.
• Section 10— System Integration and Aumentum User Acceptance Testing — Phase 10
O The existing contract states that TRTA Gov is primarily responsible for testing the integration of products and
components offered as part of the overall solution. This CR changes the responsibility of testing the
Dynamics integration to Aumentum to reside with MCTO, with the support of Aumentum resources as
applicable.
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PROJECT IMPLEMENTATION CHANGE REQUEST
Exhibit B — Appendix 2B — Deliverable Acceptance Statements (DAS)
• MS Dynamics Implementation Milestone 11 — Go Live Review
O The DAS for this milestone will add the acceptance criteria from the removed Milestone 12 (Go-Live
Refresh).
O The billing amount of the milestone will be changed to include 33% of this CR.
O Updated DAS is attached to this CR.
• MS Dynamics Implementation Milestone 12 — Go Live Refresh
O This current milestone is now moot and will be removed (will be merged with Milestone 11). As outlined
in the Pricing Schedule section above, this milestone was originally intended to re-engage the Microsoft
Dynamics team during the latter stages of the Aumentum implementation for further testing and go-live
readiness.
O Specific acceptance criteria not already part of Milestone 11 has been moved to Milestone 11 DAS.
O No change to the cost of this now-removed milestone (it was previously non-billable).
• MS Dynamics Implementation Milestone 13— Project Closure Report
O This milestone will be renumbered as Milestone 12.
O The billing amount of the milestone will be changed to include the final 34% of this CR.
O Updated DAS is attached to this CR.
Exhibit B — Appendix 5— Project Plan
• The notional project schedule showing the Dynamics and SymPro go-live at the end of the full-solution
implementation will be no longer be the plan of record. The current working copy of the project schedule will
serve as the new project plan for Dynamics and SymPro and will be immediately baselined.
• The notional project schedule for the Aumentum implementation project will refer to the information provided in
the 5/24/17 meeting.
Recommended Solution:
• Extend the project schedule for the Dynamics and SymPro implementation phases in order to take those products
live according to MCTO's requested schedule of Feb 2018. Aumentum support during this period will be limited
to Data Migration Support as outlined in the Aumentum notional schedule provided on 5/24/17.
Assumptions:
• There is no guarantee of meeting the county's desired go-live date of February 2018 as we previously stated that
delaying the decision of scope increases beyond July 2017 may impact that date; however, all team members will
continue working towards the Feb 2018 go-live plan. The PMs will continually monitor progress and work with
We project teams to er 'courage quick decision making and timely issue resolution to mitigate the risk ot delays to
the go-live plan.
• The Dynamics and SymPro databases will be backed up upon code completion and frozen to code changes until
such time as Microsoft resources are brought into E2E testing and any known P1/P2 defects are triaged and
resolved.
O If MCTO accepts CR004 and CR008, the database will be backed up and frozen to code changes once
all requirements identified in the CR are delivered and have been through one round of requirement
testing.
O If MCTO rejects CR004 or CR008, the database will be backed up and frozen to code changes once
requirements testing for the latest in-scope Code Build is complete (or later build TBD if P1/P2 defects are
found during current build testing)
• MCTO is responsible for requirements, End-to-End and UAT Testing. The scope and responsibilities of the
testing are not modified by this CR.
• Microsoft and Emphasys resources will not return to the project at the time of Aumentum go-live. The 4-weeks of
Microsoft support outlined in the original contract has been factored into the overall 8-month duration of expanded
support during the Dynamics and SymPro implementations.
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PROJECT IMPLEMENTATION CHANGE REQUEST
• MCTO will be responsible for the support of Dynamics and SymPro integration testing. Resolution of P1/P2
defects during this integration testing will adhere to the current contracted Maintenance and Support agreement
with Microsoft and/or Emphasys.
• MCTO will provide the appropriate staffing levels to keep the testing, reporting and interface development on track
according to the baselined project schedule.
• The resource support for this CR assumes a February 1, 2018 go-live plan with 4 weeks of post go-live support.
If the go-live date extends past 2/1/18 but falls before 2/2812018, the resource support go-live will be reduced and
will not extend past 2/28/17. If go-live plan shifts into March 2018 at no fault of TRTA Gov, additional costs will
be incurred.
Acceptance Criteria (describe expected acceptance criteria for changed deliverables upon completion):
• Acceptance criteria for the existing Milestone 12 will be merged with Milestone 11. All other Milestone
acceptance criteria are unchanged.
Risk Assessment / Technical and Project Impact:
General Notes:
• Change as described above.
Project Impacts:
• Dynamics AX resource and costs as described.
• Delays to the timely completion the remaining Dynamics and SymPro project tasks, either through decision delays
or over-allocated resources will risk the overall go-live schedule of Feb 2018.
• Should the County request in writing to TRTA Gov the need for additional Dynamics or SymPro resource support
after February 28, 2018, the support will be billed at a rate of up to $65,000 per week. This additional support will
be documented in a subsequent Change Request.
Development:
• P1 and P2 defects during the implementation testing period will be triaged and any associated code changes will
be provided in future code builds. Schedule to be agreed with the PM project team.
Configuration:
• N/A
Testing:
• MCTO will develop test scripts and provide expertise to test the functionality per the agreed schedule.
• For the most efficient use of resources contracted, Microsoft and SyrnPro resource support of the testing period
will take place within a concentrated duration and effort during the overall test plan instead of efforts spread out
over the full testing cycle.
Documentation:
• The current working copy of the project schedule will be re-baselined and future milestone and phase date
changes will go through the change management process identified for this project.
• Aumentum updated notional schedule (provided 5/24) will serve as the preliminary Aumentum plan until such time
as the draft project schedule is provided (end of Phase 1)
Training:
• N/A
TRTA Gov Required Resources:
• Microsoft Dynamics AX Project Manager
• Microsoft Dynamics Technical Consultant
• Microsoft Dynamics Design/Development Team
• TRTA Gov Project and/or Program Manager
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PROJECT IMPLEMENTATION CHANGE REQUEST
Customer Responsibilities:
• Any change in requirements or resource support will go through the formal change request process defined for
this project
• MCTO will be responsible for testing the new functionality and regression testing of new code builds in a timely
manner so as to not impact the agreed project schedule
• MCTO will be responsible for maintaining the schedule of the client-owned work streams so as to not impact the
agreed project schedule
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TRTA Gov Program Maanger 9-7-2017
Managing Director, Government 9-8-2017

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PROJECT IMPLEMENTATION CHANGE REQUEST
DELIVERABLE ACCEPTANCE STATEMENT ("DAS") MS DYNAMICS IMPLEMENTATION MILESTONE #11 —
GO-LIVE REVIEW
FOR CHANGE REQUEST NO. 14001-RFP-CR007
Purpose:
The purpose of this acceptance form is for the Client to sign off on the Go-Live Review phase, agree that this completes
the Dynamics and SymPro projects and accept billing for this phase.
Acceptance Criteria:
1. TRTA and MCTO have jointly completed an initial Go-Live Review Document outlining go-live readiness
including risks and issues. This is a living document that will evolve through the actual go-live.
2. TRTA and MCTO have jointly completed the update of the Cutover Plan. Go No/Go Decision documented.
3. TRTA Gov has facilitated County review of all named deliverables in above criteria and conducted a
milestone review meeting.
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 project for further review. See
Appendix 2-A: Deliverable Acceptance Process for guidelines related to deliverable acceptance.
We, the undersigned, agree that this work is complete and that under the conditions of this Statement of Work, Master
Agreement # AZ2015.001 and Schedule for Master Agreement # AZ2015.001.01 the County will be billed $300,443.43
upon signing this acceptance. It is agreed to proceed to the next phase of this project.
DAccepted Rejected
Maricopa County TRTA Gov:
Signature: Signature:
Printed Name: Printed Name:
Title: Title:
Date: Date.
Signature:
Printed Name:
Title:
Date:
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PROJECT IMPLEMENTATION CHANGE REQUEST
DELIVERABLE ACCEPTANCE STATEMENT ("DAS") — MS DYNAMICS IMPLEMENTATION MILESTONE #12 —
PROJECT CLOSURE REPORT
FOR CHANGE REQUEST NO. 14001-RFP-C R007
Purpose:
The purpose of this acceptance form is for the Client to sign off on the Project Closure Report, agree that TRTA Gov has
completed the Dynamics and SymPro implementations and should proceed to the next phase through the life cycle of the
overall project, and accept billing for this phase.
Acceptance Criteria:
1. County provides Project Completion Acknowledgement by phase.
2. TRTA Gov has facilitated County review of all named deliverables in above criteria and conducted a
milestone review meeting.
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 project for further review. See
Appendix 2-A: Deliverable Acceptance Process for guidelines related to deliverable acceptance.
We, the undersigned, agree that this work is complete and that under the conditions of this Statement of Work, Master
Agreement # AZ2015.001 and Schedule for Master Agreement # AZ2015.001.01 the County will be billed $687,883.20
upon signing this acceptance. It is agreed that the Microsoft Dynamics part of this overall implementation is complete.
1=I Accepted 1=I Rejected
Maricopa County TRTA Gov:
Signature: Signature:
Printed Name: Printed Name:
Title: Title:
Date: Date:
Signature:
Printed Name:
t
Title:
Date:
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