13082-CI MARICOPA COUNTY TRAINING CHANGE ORDER V9 2015-06-12.DOCX

CGI and Maricopa County
CGI/AMS Upgrade
AMS Upgrade Training for Maricopa County
Change Control Notice
The purpose of this document is to provice a Change Control Notice to seek a Change Order
under Section 4.11 of Contract No. 13082-CI entered into by Maricopa County and CGI
Technologies and Solutions Inc. on October 23, 2013 (the “Agreement”).
DRAFT version: 9.0
Version date: June 12, 2015

AMS Upgrade Training for Maricopa County
Table of Contents
1 Introduction and Content Descriptions ...................................................................3
1.1 Purpose ......................................................................................................3
2 Scope of Work ....................................................................................................4
2.1 Reason for This Change Order .......................................................................4
2.2 Scope of this Change Order ...........................................................................4
2.3 Proposed Schedule/Timelines.........................................................................6
2.4 Roles and Responsibilities .............................................................................7
3 Assumptions and Expectations ..............................................................................8
4 Cost and Payment Schedule................................................................................10
4.1 Payment Schedule......................................................................................10
5 Detail/Breakout of Scope/Supporting Documentation .............................................12
5.1 Training Manual Customization.....................................................................12
5.2 End User Training Delivery ..........................................................................12
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1 Introduction and Content Descriptions
1.1 Purpose
This Change Order 3 (“Change Order”) to Exhibit B, SOW for Products and Services, to
Contract No. 13082-CI entered into by Maricopa County (the “County”) and CGI
Technologies and Solutions Inc. on October 23, 2013 (the “Agreement”) documents the
change in services to be provided for training of Maricopa County staff in preparation for the
implementation Advantage ERP Upgrade. This Change Order describes the processes,
scope, and timelines to perform the expanded training services, as defined herein.
This Change Order replaces Section 3.12 of Exhibit B-5 in its entirety. In addition, this
Change Order replaces the following requirements found in 13082 Exhibit B-5, Attachment
B-5.2.
WBS # Deliverable Name Work Products and Complexity Review
Description Duration
TBD Train-the-Trainer and  Training materials for Medium N/A
System Administration train-the-trainer and
Training system administration
training
 Training environment
setup to support training
 Training provided to a
maximum of 10 trainers
and 3 system
administrators
WBS # Deliverable Name Work Products and Description
Training Plan  An assessment of training needs for Advantage 3 and
3.11.3.4 infoAdvantage to include:
3.11.4.1  Structure and description of training courses
3.11.4.2  Proposed course curriculum
 Target training groups
 Preliminary assessment of training volumes
 Resource needs
 Training Plan comprised of the results of the
 assessment plus:
 Description of the Train-the-Trainer Program
 End user training course catalog describing the
training objectives, prerequisites and course
content
 Description of methods for Train-the-Trainer and
end user training
 Establishing and administration of the training
environment
 Definition of process to identify training participants
End User Training  Create Training Materials
3.11.4.3 Materials & Delivery  Register End Users for training
3.11.4.4  Provide the training facilities
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3.11.4.5  Conduct End User Training
 Secure Feedback for End User Training
Ongoing Training Materials  Update training materials and documentation, as
3.11.4.4 Updates needed, per the feedback for End User Training
Ongoing Training Database  Update training databases, as needed, per the
3.11.4.4 Updates and Maintenance changes to training materials and documentation
based on the feedback for End User Training
 Establish processes to backup and restore training
databases per the project processes
2 Scope of Work
2.1 Reason for This Change Order
CGI’s current contract with Maricopa County specifies that CGI will conduct train-the-trainer
classes and provide some support for end user training, while the County will be responsible
for developing end user training materials and for delivering end user training courses using
developed materials.
During an evaluation of County resources and project responsibilities, the County identified
a gap in their ability to produce end user training materials and to deliver end user training
courses. The County has expressed an interest in expanding CGI responsibilities to include
end user training materials and end user training. For purposes of this Change Order,
training materials encompasses training manuals and quick reference guides. Training
manuals do not include policies and procedures and are intended for use during end-user
training sessions.
The County retains the responsibility for developing the ERP Training Plan. This plan
incudes:
 An assessment of training needs for Advantage 3 to include:
 Structure and description of training courses, with approval from CGI
 Proposed course curriculum, with assistance from CGI
 Target training groups (by Department/Office)
 Preliminary assessment of training volumes
 Resource needs including training room, computers, etc.
A draft of the Training Plan was the basis for this Statement of Work.
2.2 Scope of this Change Order
The purpose of this section is to provide the agreed upon scope of Services that falls within
this Change Order.
This scope of work is limited to the following:
 Training environment setup to support training
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 Development of custom training materials to encompass Maricopa County specific
information (ie procedures and examples/exercises as provided by the county)
 Development of Quick Reference Guides
 End user training delivery
 End user training support
The following represents CGI’s understanding of the items in scope for this Change Order:
Training Environment
 CGI will establish a training environment (CGI will provide a designated end user
training environment (EUT)) to be used for end user training.
 CGI will complete the functional configuration of the training environment
 CGI will populate the Training environment with sufficient information to adequately
represent Maricopa County’s specific data and business scenarios needed to deliver
the training.
 CGI will conduct a shakedown test to confirm functionality.
 Training environment will remain in place after this training engagement. After the
training engagement, the County will assume responsibility for maintaining the
training environment.
Creation of Training Materials
 CGI will develop a training manual per functional area, for a total of ten (10) training
manuals. The ten (10) functional areas are as follows:
o Advantage System Overview & Navigation
o General Accounting
o Accounts Payable
o Procurement
o Cost Accounting
o Grant Lifecycle Management
o Asset Management
o Cash Receipts
o Inventory
o Vendor/Customer
 Training materials will describe general module functions and are customized to
reflect the functions used in Maricopa County, including any customizations made to
the Advantage software on the project.
 Training manuals will be geared toward classroom style courses.
 Training manuals will not include County policies, as policies will be developed by the
County and delivered separately as a County-owned work product.
 Training manuals will include exercises that will test the end users understanding of
the content. The number of exercises for all functional areas combined will not
exceed 25 exercises. The exercises will use Maricopa County data examples and
Maricopa business scenarios.
 CGI will document County specific workflow processes as an addendum to training
manuals.
 County will be responsible for developing policies and procedures. These may be
attached to the training manuals as an addendum.
 CGI will not include manual county procedural steps into training materials.
 CGI will provide a complete set of instructor’s notes for each class.
 The County will be responsible for the physical printing of training materials.
Quick Reference Guides
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AMS Upgrade Training for Maricopa County
• CGI will develop one quick reference guide per functional area, for a total of 10
guides
• Quick reference guides provide information on commonly used Advantage functions
and hot keys, and may take the form of tri-fold sheets that can be carried with the
trainee or stored on their desks
• The County will be responsible for the physical printing of quick reference guides.
End User Training Delivery
• CGI will lead the delivery of end user training classes by providing instructors and
SME expertise.
• End user training costs include effort to prep data in the training environment and to
maintain that data throughout the duration of training.
• A County person will be in every training session in order to provide Maricopa-
specific context and answer questions related to policies and procedures.
• County staff will manage training logistics, including identifying training attendees,
registering attendees for classes and tracking attendance.
• Separate UAT training will not be conducted, as it is expected that existing County
project team members will conduct UAT and/or impart their knowledge of the system
to UAT testers new to the project. (Scope does not include UAT Training.)
• The County will maintain responsibility for developing the end user training plan.
End User Training Support
• CGI will support end user training during the 3 months of training execution as
specified in the original contract amended by this Change Notice #3.
• During the period of training execution (April – June 2016), CGI will correct any
errors to materials and delivery during that timeframe.
• End user training support will be provided during normal Maricopa County business
hours (8am-5pm, 5 days a week April – June 2016).
• At the end of CGI end user training support, the County will assume support
responsibilities.
2.3 Proposed Schedule/Timelines
The following represents a high-level schedule based on current information provided to CGI
by the County. CGI acknowledges and accepts the training must be completed prior to the
implementation of the Advantage ERP upgrade.
Milestone Timeline (est) Exit Criteria
1 Training Project Begins 6/1/2015 N/A
2 Assess customization needs 7/1/2015 Customization needs
identified,
documented, and
approved by project
team
3 Complete development of training manuals 1/30/2016 All training manuals
completed and
approved by the
County
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Milestone Timeline (est) Exit Criteria
4 Quick Reference Guides Complete 1/30/2016 All Quick Reference
Guides completed and
approved by the
County
5 Seed Training Environment with sufficient 02/15/2016 Training environment
information to adequately represent Maricopa developed, and
County specific data and business scenarios shakedown test
completed
6 Begin End User Training Delivery 04/01/2016 First System Overview
Class conducted
7 Assess Operational Readiness of end users based on 6/30/2016 All end users have
training attendance and outcomes completed required
training
8 End User Training Completed 7/30/2016 All planned training
courses delivered
2.4 Roles and Responsibilities
Maricopa
Advantage Training Center of Excellence CGI
County
Registration and enrollment of students in the respective classes X
Develop Training Materials including County customizations and exercises X X
Deliver all training classes with on-site trainers X x
Provide guidance to County project’s training coordinator or designee on Learning X
Forum and retrieving soft copy of class materials
Provide a soft copy of Training Materials for download at least 1 week prior to the X
delivery of training
Track attendance X
Provide training room, with projector to which instructor may connect, whiteboard (or X
equivalent), internet access, and workstations for each training participant
Ensure each participant has their own workstation X
Verify that participant workstation’s can connect to the internet X
Ensure sufficient quantity of materials are printed for each class X
For all training deliveries, Projector and computer/laptop provided to project to the X
front of the class
Ensure students complete the ‘course survey’ that will be sent to them at the end of
each Instructor Facilitated Training course (which is required for the student to be X
marked ‘complete’ in the course)
Provide a Subject Matter Expert (SME) to be present during each training session to X
help address client specific questions
For onsite delivery, the training room will be accessible at least 1 hour prior to the start X
of the training day and a person will be designated to assist the instructors with building
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Advantage Training Center of Excellence CGI Maricopa
County
and network access requirements
Ensure that class size is limited to attendance provided in the training class table. X
Ensure that all students complete the prerequisites prior to attending the class X
Deliver the training class X X
3 Assumptions and Expectations
The following assumptions and expectations are a material component of this Change Order and are
the basis CGI used with regard to defining the scope, timing, resources, roles and responsibilities, and
cost herein.
# Assumption/Expectation
1 The County will maintain responsibility for developing the end user training
plan (see section 2.1)
2 A County person with functional area knowledge will be in every training
session in order to provide Maricopa-specific context and answer questions
related to policies and procedures
3 County staff will manage training logistics, including identifying training
attendees, registering attendees for classes and tracking attendance
4 CGI will provide all training materials in soft version only. The County will
be responsible for the physical printing of of all training materials
5 The County will provide the detailed procedures that will be needed to be
included in each functional area
6 The County will provide a minimum of four (4) training rooms that can hold
a minimum of 20 students
7 The County provided training rooms will be equipped with PCs (one for
each student) and internet access
8 CGI – PSMAG (Premium Support Managed Advantage Group) will be
responsible for setting up and hosting the end user training environment.
9 CGI and County will come to agreement on the number of County
procedures that the County will provide and CGI will attach to the training
manuals.
10 Additional County procedures that are provided by the County will be
added to the training manuals via links or as addendums.
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# Assumption/Expectation
11 Training material customization will be limited to functionality within the
Maricopa County Advantage version 3.10 modules purchased and approved
customizations.
12 CGI Functional SME will be in attendance during the 3 months of training
execution as specified in the original contract amended by Change Notice
#2.
13 The training team will come out up to three (3) times throughout the
development of the training materials to do a review with the county.
14 The training materials developed by CGI will be able to be modified by
County staff after the completion of this training engagement.
15 The term Training Manuals and Training Materials are interchangeable
within this document. For purposes of this definition they represent the
materials used specifically for delivering end user training.
16 Maricopa County reserves the right to request a change with a trainer in
this program if the County feels that they do not meet its objectives. If a
change is made, the impact to the whole project schedule will need to be
reviewed.
17 The User Guides are part of CGI’s Intellectual Property. County
acknowledges that CGI owns this Intellectual Property but County reserves
the perpetual right to copy, edit and distribute the user guides specific to
the features, functions and applications it licensed solely for its internal use
as long as either the County has a current software agreement in affect or
uses one or more of those CGI applications. In the event the County either
no longer has a software agreement in affect with CGI or discontinues use
of one or more of the CGI applications contained in the master licensing
agreement, all training materials specific to the application no longer being
used containing user guides will be destroyed.
18 The County owns the Maricopa customized version of training materials and
has the right to use this version as long as County has a current Software
license agreement or operates the system.
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4 Cost and Payment Schedule
Maricopa County and CGI agree that CGI will have no liability for performance beyond the
specific requirements stated herein, unless the parties otherwise mutually agree to fund
such effort under an additional Change Order allocating additional funds.
Cost Services Description Line Cost
Training Materials (including Quick Reference Guides) 399,818.00
Training Materials Subtotal 399,818.00
Training Execution (Finance and Procurement End User Training) 795,078.00
Credit from “Train the Trainer” Original Contract -203,000.00
Training Execution Subtotal 592, 078.00
*Total Cost 991,896.00
*Assumes County will accept all Cost Services. Any variance will void cost and CGI will
need to redetermine new cost.
4.1 Payment Schedule
For this Change Order, the following payment schedule and events are listed for the purpose
of triggering invoice and payment for services:
Submission
Payment ID Name Date Payment Event Price
Maricopa Project Manager
Training Outline and delivery
6/30/2015 receives outline of the training $30,000
schedule
materials creation and delivey
Creation of Web Based Web Based Training of System
Training Module of System Overview and Navigation Training
TBD* $40,000
Overview and Navigation Manual Approved and Signed Off
Completed On
Customization of General General Accounting Training
Accounting Training Manual TBD* Manual Approved and Signed Off $40,000
Completed On
Customization of Accounts TBD* Accounts Payable Training $40,000
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Payable Training Manual Manual Approved and Signed Off
Complete On
Customization of Procurement Procurement Training Manual
TBD* $40,000
Training Manual Completed Approved and Signed Off On
Customization of Cost
Cost Accounting Training Manual
Accounting Training Manual TBD* $40,000
Approved and Signed Off On
Completed
Customization of Grant Grant Lifecycle Management
Lifecycle Management Training TBD* Training Manual Approved and $40,000
Manual Completed Signed Off On
Customization of Asset Asset Management Training
Management Training Manual TBD* Manual Approved and Signed Off $40,000
Completed On
Customization of Cash Receipts Cash Receipts Training Manual
TBD* $40,000
Training Manual Completed Approved and Signed Off On
Customization of Inventory Inventory Training Manual
TBD* $40,000
Training Manual Completed Approved and Signed Off On
Customization of Vendor/Customer Training
Vendor/Customer Training TBD* Manual Approved and Signed Off $40,000
Manual Completed On
Training Environment Seeded
Training Environment Ready for
with Maricopa County Data 2/15/2016 141,896
End User Training
and Business Scenarios
End User Training Delivery – Month 1 end user training
4/30/2016 105,000
Month 1 completed
End User Training Delivery – Month 2 end user training
5/31/2016 105,000
Month 2 completed
End User Training Delivery – Month 3 end user training
6/30/2016 105,000
Month 3 completed
End User Training Complete 7/30/2016 Final training completed 105,000
Total of Change Order
*TBD dates will be identified as part of the Training Outline and Delivery Schedule.
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5 Detail/Breakout of Scope/Supporting
Documentation
5.1 Training Manual Customization
Training
Track Training Manual Name
Getting Started – System Overview and Navigation - Web Based
Financial Training Module
Financial General Accounting
Procure Procurement
ment
Financial Vendor/Customer
Financial Accounts Payable
Financial Accounts Receivable – Cash Receipts
Financial Cost Accounting (incl Cost Allocation)
Financial Fixed Assets/Asset Management
Financial Inventory
Financial Grant Lifecycle Management
5.2 End User Training Delivery
Training Course #
Track Course Name Number Attendees
System Overview and Navigation F-301 N/A
Financial Web Based Training Module
Financial General Accounting F-302 800
Procurement Procurement F-304 800
Financial Vendor/Customer F-306 800
Financial Accounts Payable F-307 600
Financial Accounts Receivable – Cash Receipts F-308 400
Financial Cost Accounting (incl Cost Allocation) F-309 400
Financial Fixed Assets/Asset Management F-310 400
Financial Inventory F-311 80
Financial Grant Lifecycle Management F-313 300
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