HomeMy WebLinkAboutNew World Systems - Financial Software - ContractNew World Systems
New Contract New/Upgrade// •• y�� ❑ Upgrade ❑ 3'" Partly 0� Services ❑ SSMA
Customer: (�C�+ Project: 6X 44,Q uhf
Customer No GD Population Received Date: / ®�'
Signature Date: / /(,n, Distribution Date: �-
LOGOS DIVISION AEGIS DIVISION
Cindy Barber ❑ Carolee Beyer
❑ Andy Breeden ❑ Stephanie Shannon
❑ Steve Vetter ❑ Mike Aloe
Joyce Wiazowski ❑ Jeff Camp
Phil Dayalu ❑ Tom Visser
Bill Woods ❑ Ray Taylor
❑ Lori Scharich
❑ Eric Bumson
❑ Pat LaPointe
❑ Sue Knowlton
❑ Nina DiMeglio
❑ Todd Townley
❑ Tom Wydra
❑ Bill Woods
ACCOUNTING/DISTRIBUTION
SAI SIMARKETING/HA WARE
Master Files
C� ySaies Manager
❑ Greg Sebastian
Sales Rep
❑ Dennis Kleinedler
❑ Nancy Spencer (Aegis New Account Sales)
❑ Jim Fee
❑ JoAnn Brainard (Logos New Account Sales)
Bob Kaufman
❑ Regina Sebastian (Customer Care Sales)
Steve McDonald
❑ Kathy Fant
Dean Chmiel
❑ Bryan Proctor
❑ Grace Weir (34 Party)
❑ JSebtt itoff(Third Party, Hardware)
-21 Diachenko (New Customer)
,,06r
DPI Sarah Bajek (New Customer)
OTHER
ORIGINALS:
❑
Customer
❑
Title
Appendix 10 Opportunity:
❑ Yes ❑ No
Administrative Checklist:
Initial billing info e- mailed
Outbound Marketing Lead:
❑ Yes ❑ No
Down /initial payment(s) billed:
Software
Name:
Date:
Project Mgmt.
Custom/BOC
Other Lead (web, show)
❑ Yes 0 No
Hardware (down)
Hardware (final)
Full RFP:
D es/ ❑ No
Other
S/W backlog entered
Contract considered a:
e//
New Sale
Hourly service rate updated to
❑ Upgrade Sale
SSMA updated
New World S1)Ve ins"
llm• Inrldir.Wrlur' Ai(brpn• Linn /mint
Dacumcni Number: PASC I2LIE
STANDARD SOFTWARE LICENSE AND SERVICES AGREEMENT
December 20, 2012
This Standard SoPubnre License and Sen•ices Agreement which includes the attached Exhibits (`this Agreement ") is
between New World Systemsa Corporation ( "New World "), a Michigan Corporation and the City of Pasco,
Washington, ( "Customer "). This Agreement sets forth the terns and conditions under which New World will
furnish the Licensed Products and will provide certain services described herein to Customer.
The attached Exhibits include:
Exhibit AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
....................
Exhibit A
LICENSED STANDARD SOFTWARE AND FEES
.......................
Exhibit B
IMPLEMENTATION AND TRAINING SUPPORT SERVICES
............... .......
Exhibit C .......................
STANDARD SOFTWARE MAINTENANCE AGREEMENT
Exhibit D
NON - DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
.......................
Exhibit E .......................
DEMONSTRATION SITE DISCOUNT
Exhibit F .......................
DATA FILE CONVERSION ASSISTANCE
Exhibit G ......................
CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS /
MODIFICATIONS AND / OR CUSTOM SOFTWARE
Attachment I ................
STATEMENT OF WORK
By signing below, each of us agrees to the terms and conditions of this Agreement together with the attached
Exhibits. This Agreement contains the complete and exclusive statement of the agreement between us
relating to the matters referenced herein and replaces any prior oral or written representations or
communications between us. Each individual signing below represents that (s)he has the requisite authority
to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary
formalities have been met. If the individual is not so authorized then (s)he assumes personal liability for
compliance under this Agreement.
ACKNOWLEDGED AND AGREED TO BY:
NEW WORLD SYSTEMS° CORPORATION
(New World)
B , .7 (4.k
W D. Leln"ber, Pmldent
By:
Autkorlmd Signature Truk
Date: /2.2 /'I2 Date: 1alal11A
The "Effective Date" of this Agreement is the latter of the two dates in the above signature block.
Co polale: 888 West Big Beaver Road • Sidle 600 • Troy • Michigan 48084 - 4749.248. 269.1000 • rwrw.neuiiroridst'slears.com
PASC 12LIE 1218(12LIE 1217) executable.doc
DEFINITIONS
The following terms as defined below are used throughout this Agreement:
L "Authorized Copies ":
Except as provided in subparagraph 1.3, the only authorized copies of the Licensed Software and Licensed Documentation are the
copies of each application software package defined in this Paragraph. They are:
(i) the single copy of the Licensed Software and the related Licensed Documentation delivered by New World under this
Agreement; and
(ii) any additional copies made by Customer as authorized in subparagraph 1.2.
2. "An Authorized User/Workslatlon ":
Subject to the number of users specified in Exhibit A, any PC workstation that is connected to access the Licensed Software resident
on Computer and that may be logged on to access the programs, interfaces, data, or files created and /or maintained by the Licensed
Software.
3. "Computer ":
The.NFT Server(s) to be located at
City of Pasco
515 North Third Avenue
Pasco, WA 99301
Customer shall identify in writing the serial number of the Computer within ten (10) days of receipt of the Computer or within fen
(10) days of the Effective Date, whichever is later. If the Computer is to be relocated, Customer shall notify New World of the new
location in writing prior to the relocation.
4. "Confidential Information ":
Information disclosed or obtained by one party in connection with, and during the term of, this Agreement and designated as
"Confidential" by the party claiming confidentiality at the time of disclosure. Confidential Information does not include any
information which was previously known to the other party without obligation of confidence or without breach of this Agreement, is
publicly disclosed either prior or subsequent to the other parry's receipt of such information, or is rightfully received by the other party
from a third party without obligation of confidence.
5. "Customer Liaison" ' Customer employee assigned to act as liaison between Customer and New World for the duration of this Agreement. Within ten
(10) days of the Effective Date, Customer shall notify New World of the name of the Customer Liaison.
6. "Daily Rate ";
As described in this Agreement, New World shall provide services to Customer at the rate of $1,290/day. The daily rate covers all
hours worked by a New World employee per day on this project. 'I he daily rate is protected for 12 months after the Effective Date, at
which time the daily rate shall be the then - current New World daily rate.
7. " Deliver' of Licensed Standard Software ":
Licensed Standard Software will be delivered in a machine readable form to Customer via an agreed upon network connection, or on
appropriate media if requested, as soon as the software is available after the Effective Date.
8. "Development Software ":
Standard application software currently under development by New World which, if applicable, will be completed and delivered to
Customer as Licensed Standard Software when available.
9. 'Installation of Licensed Standard Software ":
Installation of the Licensed Standard Software shall be deemed to occur, for all billings or other events described herein, upon the
earlier of.
(a) the transfer or loading of the Licensed Standard Software onto a Customer server or computer, or
(b) thirty (30) days after delivery of the Licensed Standard Software.
10. "Licensed Custom Software ":
Any software (programs or portions of programs) developed by New World specifically for Customer's own use.
11. `Licensed Documentation ":
New World User Manuals which includes the current specifications for the Licensed Standard Software and other written instructions
relating to the Licensed Software (such as Product Bulletins, installation instructions, and training materials).
12. "Licensed Products ":
The Licensed Software, the related Licensed Documentation, and the Authorized Copies of the foregoing.
13. "Licensed Software ":
The Licensed Standard Software, Development Software, Upgrades, and Licensed Custom Software provided under this Agreement.
14. "Licensed Standard Software ":
The current version of New World standard and development application software packages) (in machine readable code) listed in
Exhibit A.
15. "SSMA ":
The New World Standard Software Maintenance Agreement as set forth in Exhibit C.
16. "Travel Expenses ":
All actual and reasonable travel expenses incurred by New World for trips relating to this project, including but not limited to, airtare,
rental car, lodging, mileage, parking/tolls, and daily per diem expenses.
17. "Travel Tlme ":
Actual New World employee travel time billed at the Hourly Rate of $160/hour, up to, but not exceeding, four (4) hours per each trip
relating to this project.
18. "Upgrades ":
Any enhanced and/or improved versions of the Licensed Standard Software provided as Licensed Standard Software under Exhibit C
of this Agreement and released after the execution of Agreement.
Pasco, WA CONFIDENTIAL Page 2 of 24
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GENERAL TERMS AND CONDITIONS
1.0 SINGLE USE LICENSE
1.1 New World grants Customer a nontransferable, nonexclusive, and non - assignable license to use the
Licensed Software only on the Computer and only for its internal processing needs. Customer shall
have the right and license to use, enhance, or modify the Licensed Software only for Customer's own
use and only on the Computer and only on an authorized workstation. New World will deliver to
Customer one copy of each application of the Licensed Software (in machine readable form
compatible with the specified operating environment) and one copy of the related Licensed
Documentation. If Customer fails to pay all license fees specified in Exhibit A and the applicable
custom software fees, if any, Customer shall forfeit the right and license to use the Licensed Products
and shall return them to New World.
1.2 In order to assist Customer in the event of an emergency, Customer is permitted to make up to two
(2) back -up copies on magnetic media of each application of the Licensed Software and one back -up
copy of the related Licensed Documentation. These Authorized Copies may be stored as defined
above so long as they are kept in a location secure from unauthorized use. Customer or anyone
obtaining access through Customer shall not copy, distribute, disseminate, or otherwise disclose to
any third party the Licensed Products or copies thereof in whole or in part, in any form or media. This
restriction on making and distributing the Licensed Products or copies of any Licensed Product,
includes without limitation, copies of the following:
(i) Program libraries, either source or object code;
(ii) Operating control language;
(iii) Test data, sample files, or file layouts;
(iv) Program listings; and
(v) Licensed Documentation.
1.3 Upon written request by Customer, and with written permission by New World, additional
Authorized Copies may be made for Customer's internal use only.
2.0 OWNERSHIP
2.1 The Licensed Products and all copyright, trade secrets and other proprietary rights, title and interest
therein, remain the sole property of New World or its licensors, and Customer shall obtain no right,
title or interest in the Licensed Products by virtue of this Agreement other than the nonexclusive,
nontransferable, non - assignable license to use the Licensed Products as restricted herein.
2.2 The license to use any Licensed Custom Software provided under this Agreement, if any, is included
in this license. New World shall have the tight to use any data processing ideas, techniques, concepts,
and/or know -how acquired by it in the performance of services under this Agreement including the
development of Licensed Custom Software for the advancement of its own technical expertise and the
performance of other Software License and Service Agreements or any other applicable agreements.
New World shall have, without restriction, the right to use all programs, procedures, information, and
techniques that are publicly available, obtained or obtainable from third parties and/or developed
independently by New World without specific reference to Customer's organization.
3.0 CORRECTIONAND SOFTWARE MAINTENANCEON STANDARD SOFTWARE
3.1 New World provides software correction service and maintenance for the Licensed Standard Software
during the term of Customer's SSMA. See Exhibit C for a description of the SSMA start date and
tern, the services available and the applicable fees and procedures.
4.0 WARRANTIES
4.1 New World warrants, for Customer's benefit only, that the Licensed Standard Software will perform
as specified in its user manuals based on the then - current release of the Licensed Standard Software.
4.2 New World warrants, for Customer's benefit only, that it possesses the necessary intellectual rights to
license to Customer the Licensed Standard Software provided hereunder.
4.3 New World represents that all services shall be provided with a reasonable standard of care, in a
workmanlike and professional manner; and each of the human resources assigned to perform services
for Customer shall be fully qualified, experienced, and technically trained and shall perform the
services in a reasonably cost - efficient manner.
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The foregoing warranties do not apply if the Licensed Product(s) have been modified by any party other than
New World. New World does not wan-ant that the features or functions of the Licensed Software will meet
Customer's requirements or in any combination or use Customer selects. EXCEPT AS SPECIFICALLY
PROVIDED IN THIS PARAGRAPH 4.0, AND ITS SUBSECTIONS, NEW WORLD EXPRESSLY
DISCLAIMS ANY EXPRESS OR IMPLIED WARRANTIES WITH RESPECT TO THE LICENSED
PRODUCTS, INCLUDING BUT NOT LIMITED TO, THE LICENSED PRODUCTS' CONDITION,
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR ANY IMPLIED WARRANTY
ARISING FROM COURSE OF PERFORMANCE, COURSE OF DEALING OR USAGE OF TRADE.
5.0 INSTALLATIONAND TRAINING SUPPORT SERVICES
5.1 As provided for in Exhibit B and concurrent with timely payments, New World shall make available
to Customer qualified representative(s) who will provide installation and training support services for
each application of the Licensed Software delivered. See Exhibit B for a description of the services
provided and the applicable fees and procedures.
60 CUSTOMER LL41SONAND CUSTOMER RESPONSIBILITIES
The successful implementation of the Licensed Products into Customer's environment requires Customer's
commitment to and cooperation in the implementation process. Accordingly, Customer hereby agrees to the
following:
6.1 Customer understands that the Licensed Software is designed to run in a specified operating
environment which includes hardware, software and related equipment not provided by New World.
Customer is responsible for assuring that the appropriate hardware equipment, related components
and all cabling are installed timely and are suitable for the successful installation of the Licensed
Software.
6.2 Customer agrees to provide the management interface and support necessary to successfully complete
the implementation of the Licensed Software. This support includes upper level management priority
setting and timely involvement during and after a change in Customer's organization, Customer's
operations and/or after changes in Customer's internal policies or procedures which directly affect the
software implementation.
6.3 Customer shall assign an upper level employee to serve as the Customer Liaison for the duration of
the Licensed Software implementation. If Customer must replace the Customer Liaison for reasons
beyond its control, Customer will assign a new Customer Liaison as soon as reasonably possible.
New World is not responsible for any delay caused directly or indirectly by the reassignment of the
Customer Liaison. In addition to other duties and responsibilities, the Customer Liaison shall:
(1) provide timely answers to New World's requests for information;
(ii) coordinate a mutually agreeable implementation and training schedule;
(iii) have authority to sign for and obligate Customer to any matters relating to service requests,
design documents, performance test documents and/or delivery and service dates;
(iv) in situations where Customer participation is required, provide timely input for systems
definition, detail design, and use of the software system.
6.4 Customer is responsible for creating and maintaining its master files, tables and the like which
includes accurate data entry, accurate file editing and overall file control to assure successful systems
performance.
6.5 Customer shall provide qualified personnel with sufficient backup to be trained to use the Licensed
Software and to interpret the output. Applying the output information in Customer's environment is
Customer's sole responsibility.
7.0 BILLING AND ADDITIONAL AUTHORIZED WORKSTATION CHARGES
7.1 The attached Exhibits set forth the manner in which fees and payments shall be allocated and made
under this Agreement. Past due amounts are subject to a service charge of 1.0% per month, which
charge Customer agrees to pay. To the extent Customer imposes additional requirements on New
World for services other than those expressly provided in this Agreement, New World retains the
right to make additional price adjustments and/or any other adjustments that may be necessitated.
Before performing these additional services, New World will notify Customer that the services are
subject to additional charge(s).
7.2 If Customer wishes to add additional authorized workstations or Licensed Standard Software,
Customer agrees to pay the additional License fees at the then current software prices in effect.
Pasco, WA CONFIDENTIAL Page 4 of 24
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SSMA fees shall be increased according to the additional Licensed Standard Software fees on the next
annual billing date after the additional workstations and/or Licensed Standard software is added, or as
specified in the future contract. With said payments, the license provided in Paragraph 1.0 permits
Customer's use of the Licensed Software for the specified workstations.
7.3 Customer shall notify New World if additional authorized workstations need to be added to access
the Licensed Software and will pay the additional authorized workstation fees promptly when
invoiced.
7.4 Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer
and Customer agrees to remit when imposed. If an exemption is claimed by the Customer, an
exemption certificate must be submitted to New World.
8.0 NON - RECRUITMENT OF PERSONNEL
8.1 During, and for a period of twenty -four (24) months after the expiration of, the Standard Software
Maintenance Agreement and /or any renewal maintenance agreement, each party agrees not to solicit or
hire current or former employees of the other without the other's prior written consent.
9.0 CONFIDENTIAL INFORMATION /NON - DISCLOSURE AGREEMENT
9.1 Subject to the requirements of the Freedom of Information Act (FOIA) and /or other comparable
applicable state law, each party shall hold all Confidential Information in trust and confidence for the
party claiming confidentiality and not use such Confidential Information absent express written
consent by the party claiming confidentiality. The other party agrees not to disclose any such
Confidential Information, by publication or otherwise, to any other person or organization. Customer
agrees to timely notify New World of any request(s) made for disclosure of confidential information.
9.2 Customer hereby acknowledges and agrees that all Licensed Products are Confidential Information
and proprietary to New World. In addition to the other restrictions set forth elsewhere in this
Agreement or otherwise agreed to in writing, Customer agrees to implement all reasonable measures
to safeguard New World's proprietary rights in the Licensed Products, including without limitation the
following measures:
(i) Customer shall only permit access to the Licensed Products to those employees who
require access and only to the extent necessary to perform Customer's internal processing
needs. This access also extends to members of the Washington State Auditors' Office to
the extent necessary to audit the Customer.
(ii) With respect to other agents or third parties, Customer shall permit access to the Licensed
Products only after New World has received, approved and returned a fully executed Non -
Disclosure Agreement to Customer (see Exhibit D). New World reserves the right to
reasonably refuse access to a third party after it has evaluated the request. Customer
agrees to provide information reasonably requested by New World to assist New World in
evaluating Customer's request to permit third party access to the Licensed Products. In
addition to any other remedies, New World may recover from Customer all damages and
legal fees incurred in the enforcement of this provision on third party access;
(iii) Customer shall cooperate with New World in the enforcement of the conditions set forth
in the attached Non - Disclosure Agreement or any other reasonable restrictions New World
may specify in writing in order to permit access;
(iv) Customer shall not permit removal of copyright or confidentiality labels or notifications
from its proprietary materials; and
(v) Customer shall not attempt to disassemble, decompile or reverse engineer the Licensed
Software.
9.3 Customer agrees that in addition to any other remedies that may be available at law, equity or
otherwise, New World shall be entitled to seek and obtain a temporary restraining order, injunctive
relief, or other equitable relief against the continuance of a breach or threatened breach of this
paragraph 9.0 on Confidentiality and Non - Disclosure without the requirement of posting a bond or
proof of injury as a condition for the relief sought.
10.0 LIMITATION OF LIABILITYAND RECOVERABLE DAMAGES
New World's entire liability and Customer's exclusive remedies are set forth below:
10.1 For any claim relating to the non - conformance or imperfection of any licensed software provided
under this Agreement, New World will correct the defect so that it conforms to the warranties set
Pasco, WA CONFIDENTIAL Page 5 of 24
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forth in subparagraph 4.1; or if after repeated attempts to correct the non - conformity, New World is
unable to correct the non - conformity, then Customer may recover its actual damages subject to the
limits set forth in subparagraph 10.2 below. For any other claim arising under or in connection with
this Agreement, Customer may recover its actual damages subject to the limits set forth in
subparagraph 10.2 below.
10.2 New World's total liability to Customer for all claims relating to the Licensed Products and this
Agreement, including any action based upon contract, tort, strict liability, or other legal theory, shall
be limited to Customer's actual damages and in no event shall New World's liability exceed the fees
paid to New World up to the one time project cost as described in Exhibit AA. .
10.3 New World shall not be liable for any special, indirect, incidental, punitive, exemplary, or
consequential damages, including loss of profits or costs of cover, arising from or related to a breach of
this Agreement or any order or the operation or use of the Licensed Products including such damages,
without limitation, as damages arising from loss of data or programming, loss of revenue or profits,
failure to realize savings or other benefits, damage to equipment, and claims against Customer by any
third person, even if New World has been advised of the possibility of such damages. New World's
liability for any form of action shall only apply after any and all appropriate insurance coverage has
been exhausted.
10.4 If it is determined that a limitation of liability or a remedy contained herein fails of its essential
purpose, then the parties agree that the exclusion of incidental, consequential, special, indirect,
punitive, and/or exemplary damages is still effective.
11.0 INTEGRATION WITH US. COPYRIGHTACT
11.1 New World represents that the Licensed Products are copyrighted material. In addition to all other
provisions provided under this Agreement, Customer agrees to be bound by and to comply with any
and all provisions of the U.S. Copyright Act (The Copyright Act of 1976, USC. Sections 101 -810
(1976) as amended). If a provision of the U.S. Copyright Act and this Agreement conflict, the more
restrictive of the two applies. If it cannot be determined which is the more restrictive, then the
provision within this Agreement shall apply.
12.0 INDEPENDENT CONTRACTOR
12.1 New World is an independent contractor. The personnel of one party shall not in anyway be
considered agents or employees of the other. To the extent provided for by law, each party shall be
responsible for the acts of its own employees.
12.2 Each parry shall be responsible for Workers' Compensation coverage for its own personnel.
13.0 INSURANCE REQUIREMENTS
New World shall not commence work under this Agreement until it has obtained the insurance required
under this paragraph.
13.1 Workers' Compensation Insurance: New World shall procure and maintain during the term of this
Agreement, Workers' Compensation Insurance for all of its employees who engage in the work to be
performed.
13.2 Liability and Property Insurance — Comprehensive Form: New World shall procure and maintain
during the term of this Agreement, Liability and Property Damage Insurance in an amount not less
than $1,000,000 on account for each accident; and in an amount not less than $1,000,000 for each
accident for damage to property.
13.3 Automobile Liability Insurance: New World shall procure and maintain during the term of this
Agreement, Hired and Non - Ownership Motor Vehicle Bodily Injury and Property Damage Insurance
in an amount not less than $1,000,000 for injuries, including accidental death, to each person; and,
subject to the same limit for each person, in an amount not less than $1,000,000 for each accident; and
in an amount not less than $1,000,000 on account for each accident for damage to property, provided
however that the combined single limit for all automotive related claims shall not exceed $1,000,000.
14.0 DISPUTE RESOLUTIONBYARBI7RATION
14.1 Any controversy or claim arising out of or relating to this Agreement, or breach thereof, shall be
resolved by arbitration pursuant to RCW 7.04A, as amended.
14.2 Before a demand for arbitration may be filed by either party, the management of both parties shall have
met at least two times in face- to-face meetings in a good -faith effort to resolve any dispute or
Pasco, WA CONFIDENTIAL Page 6 of 24
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controversy through normal business management practices. Unless otherwise agreed to in writing, a
minimum of one meeting shall take place at each party's home office location.
14.3 The arbintor(s) shall have no power or authority to add to or detract from this Agreement. The
arbitrator(s) shall have no authority to award damages over and above those provided for in this
Agreement and in any event shall not exceed the limitations set forth in subparagraph 10.2, even if the
remedy or limitation of liability provisions set forth in this Agreement shall for any reason whatsoever
be held unenforceable or inapplicable.
14.4 Neither party nor the arbitrator(s) may disclose the existence or results of any arbitration hereunder,
except if the arbitration results in a Court imposed judgment, the non - disclosure restriction shall not be
effective to the extent the matter becomes a public record except as follows. Existence of arbitration
can he disclosed to the Washington State Auditor's Office; existence of arbitration may be disclosed in
the footnotes of the Customers' financial statements, but shall not name the system or New World as
the arbitration participant.
14.5 The substantially prevailing party shall be entitled to its reasonable attorney fees and costs as
additional award and judgment against the other.
14.6 In the event that a controversy or claim arising out of or relating to this Agreement, or breach thereof,
is heard or otherwise prosecuted in a court of competent jurisdiction, the parties hereby
unconditionally waive their respective rights to a jury trial of any such controversy or claim.
15.0 TERMINATION
15.1
By Customer: If New World fails to provide the Licensed Software as warranted in accordance with
the terms of this Agreement, Customer may at its option terminate this Agreement with ninety (90)
days written notice as follows:
(i) The termination notice shall provide a detailed description (with examples) of any warranty
defects claimed;
(ii) New World shall have ninety (90) days from receipt of said notice to correct any warranty
defects in order to satisfy the terms of this Agreement;
(iii) During the ninety (90) day cure period, Customer shall apply sound management practices
and use its best efforts to resolve any issues or obstacles — including cooperating with New
World and reassigning personnel if necessary to improve the working relationship;
(iv) At the end of ninety (90) days unless the termination has been revoked in writing by
Customer, the Agreement terminates.
15.2
By New World: If Customer fails to make prompt payments to New World when invoiced, or if
Customer fails to fulfill its responsibilities under this Agreement, including but not limited to those
outlined in Paragraph 6.0, then New World may at its option terminate this Agreement with written
notice as follows:
(i) The termination notice shall define the reason for termination;
(ii) If the cited reason for termination is Customer's failure to make prompt payment, Customer
shall have ten (10) days from receipt of said notice to make payment in full for all outstanding
invoiced payments due;
(iii) If the cited reason for termination is Customer's failure to fulfill its responsibilities,
Customer shall have ninety (90) days from receipt of said notice to correct any actual
deficiencies in order to satisfy the terms of this Agreement;
(iv) During the applicable cure period, New World will use sound management practices and its
best efforts to resolve any issues or obstacles — including the reassignment of personnel if
necessary to improve the working relationship;
(v) At the end of the applicable cure period, unless the termination has been revoked in writing by
New World, the Agreement terminates.
15.3
In the event of termination by either party, New World shall continue to provide its services, as
previously scheduled, through the termination date and the Customer shall continue to pay all fees and
charges incurred through the termination date as provided in the attached Exhibits.
15.4
Upon termination, Customer shall return to New World all Licensed Products, including any copies
provided to or created by Customer under this Agreement.
15.5
Nothing in this paragraph on termination is intended to infer that either party has or does not have a
claim for damages.
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15.6 The Terms and Conditions relating to ownership, warranties, non - recruitment of personnel,
confidentiality, and non - disclosure, limitation of liability and recoverable damages, Copyright Act,
dispute resolution and the General provisions (18.0), survive termination.
16.0 PATENTAND TRADEMARK INDEMNIFICATION
New World agrees to indemnify and save the Customer harmless from and against any and all judgments,
suits, costs, and expenses subject to the limits set forth in this Agreement resulting from any alleged
infringement of any patent or copyright arising from the licensing of the Licensed Standard Software pursuant
to this Agreement, provided that Customer has notified New World in writing of such allegation within
thirty (30) days of the date upon which the Customer first receives notice thereof. New World's obligation
to indemnify and save Customer harmless under this paragraph is void if the claim of infringement arises out
of or in connection with any modification made to the Licensed Standard Software or any use of the Licensed
Standard Software not specifically authorized in writing by New World.
17.0 NOTICES
17.1
Notices to Customer shall be deemed effective when sent by Registered or Certified U.S. Mail to the
following business address of the Customer.
City of Pasco
Attn: Finance Manager
525 N 3rd Avenue
Pasco, WA 99301
17.2
Notices to New World shall be deemed effective when sent by Registered or Certified U.S. Mail to the
following address (or to any other address so specified by New World):
New World Systems Corporation
888 West Big Beaver, Suite 600
Troy, Michigan 48084
Attention: President
18.0 GENERAL
18.1
This Agreement is the entire agreement between the parties superseding all other communications,
written or oral, between the parties relating to the subject matter of this Agreement. This Agreement
may be amended or modified only in writing signed by both parties.
18.2
This Agreement has been and shall be construed as having been made and entered into and delivered
within the State of Washington and it is agreed by each party hereto that this Agreement shall be
governed by the laws of the State of Washington and it shall be binding on the successors and assigns
of the parties.
18.3
Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision or
any other provision of this Agreement.
18.4
No action, regardless of form, arising out of the services performed or Licensed Products delivered
hereunder, may be brought by either party more than two (2) years after the cause of action has
accrued.
18.5
The paragraph headings which appear herein are included solely for convenience and shall not be used
in the interpretation of this Agreement. Any provision of this Agreement determined to be invalid or
otherwise unenforceable shall not affect the other provisions, which other provisions remain in full
force and effect.
18.6
This Agreement is entered into solely for the benefit of New World and Customer. No third party
shall have the right to make any claim or assert any right under it, and no third party shall be deemed a
beneficiary of this Agreement.
18.7
Notwithstanding anything contained herein to the contrary, these terms and conditions may be
extended to other public entities for purchase of the license and/or services described under this
Agreement. To the extent they are required, the parties shall execute any requisite cooperative
agreements authorizing such extension of terms and conditions. If this is done, Customer assumes no
authority, liability, or obligation on behalf of any other public entity that may use this Agreement for
any such purchase.
18.8
Other integrated licensed software and services from New World may be purchased by Customer
under the terms and conditions of this Agreement.
Pasco, WA
CONFIDENTIAL Page 8 of 24
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EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
f. Total Cost Summary: Licensed Standard Software, Implementation Services, and Third Party Products
DESCRIPTION OF COST COST
A. LICENSED STANDARD SOFTWARE as further described in Exhibit A $27200
1. Licensed Standard Software $352,000
2. Less Demonstration Site Discount (59,400)
3. Less Contract Signing Discount if Agreement is Executed by 12/28/12 (20,000)
B. IMPLEMENTATION SERVICES 2785400
1. PROJECT MANAGEMENT as further described in Exhibit B
2. INTERFACE INSTALLATION SERVICES as further described in Exhibit B
3. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B
4. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B
S. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F
6. CUSTOM SOFTWARE/MODIFICATION SERVICES as further described in Exhibit G
ONE TIME PROJECT COST: S5�
C. TRAVEL EXPENSES (Estimate) —billed as incurred $451000
D. STANDARD SOFTWARE MAINTENANCE SERVICES —as further described in Exhibit C.
PRICING ASSUMES CONTRACT EXECUTION BY DECEMBER 28 2012.
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Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE
11. Payments for Licensed Standard Software, Implementation Services, and Third Party Products
DESCRIPTION OF PAYMENT PAYMENT
A. LICENSED STANDARD SOFTWARE $272,600
1. Amount invoiced upon Effective Date (50 %) $136,300
2. Amount invoiced upon delivery of each Licensed Standard Software (50 %) 136,300
B. IMPLEMENTATION SERVICES 278,400
Amount invoiced upon Effective Date 27,840
2. Amount invoiced upon completion of SOW Step 3 83,520
Complete and Approve Project Plan
3. Amount invoiced upon completion of SOW Step 8 55,680
Conduct Go -Live of Financial Management
4. Amount invoiced upon completion of SOW Step 8 555680
Conduct Go -Live of HR / Payroll
5. Amount invoiced upon Project Completion 559680
ONE TIME PAYMENTS: 5551.000
C. TRAVEL EXPENSES (Estimate) $45,000*
1. 30 Trips are anticipated
Travel expenses are billed as incurred and payment is due in 30 days from invoice date. Travel wil I be billed at
actual costs except for lodging and meal per diems which are limited to the Internal Revenue Service allowed
rates for the city of Pasco.
*Estimate
D. STANDARD SOFTWARE MAINTENANCE SERVICES —as further described in Exhibit C
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE.
Billings are applied ratably to each deliverable included under the total one-time cost If any deliverable is subject
to sales tax, the tax will be calculated and added as applicable to each billing.
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EXHIBIT A
LICENSED STANDARD SOFTWARE AND FEES
License Fee for Licensed Standard Software And Documentation Selected By Customer:
ITEM I DESCRIPTION
FINANCIAL MANAGEMENT
1. Logos.NET Financial Management Base Suite
General Ledger
- Budget Management
- Annual Budget Preparation
Accounts Payable
- Revenue /Cash Receipting
2. Logos.NET Additional Financial. Management Software
- Asset Management
- Project Accounting
- Misc. Billing & Receivables
- Government (GASB) Reporting
3. Logos.NET Procurement Management Suite
- Purchasing Base
- Contract Accounting
PAYROLL & HUMAN RESOURCES SUITE
4. Logos.NET Human Resources Management Base Suite
- Payroll Processing
- Personnel Management
- Position Control
5. Logos.NET Human Resources
- Employee Event Tracking
6. Logos.NET Benefits Management
- COBRA Billing Administration
- Workers Compensation Administration
7. Logos.NET Additional Payroll & HR Modules
- Position Budgeting
INVESTMENT
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UTILITY MANAGEMENT SUITE
S. Logos.NET Utility Management Software
- Water /Sewer/Refuse Base Package
9. Logos.NET Additional Utility Management Modules
- Automatic Meter Read (AMR) Interface 4
- Meter and Device Inventory
- Service Order Processing
COMMUNITY DEVELOPMENT SUITE
10. Logos.NET Community Development Software
- Parcel Management
eSUITE
11. eSuite Base Software
12. eHR
- eEmployee
- eTimesheets
BUSINESS ANALYTICS
13. Finance Analytics
- Includes 10+ users
14. Human Resource/Payroll Analytics
- Includes 10+ users
15. Utility Management Analytics
- Includes 10+ users
AUTHORIZED USERS
16. Site License for up to 150 Authorized Users
NEW WORLD STANDARD SOFTWARE LICENSE FEE
LESS DEMONSTRATION SITE DISCOUNT
Less Contract Signing Discount if Agreement is Executed by 12/28/12
352,000
(59,400)
(20,000)
Note: A Site License is included for this solution. This Site License entitles the City of Pasco, WA, to
150 authorized users for the Standard Software licensed in Exhibit A, to be divided up between
applications. The Site License is available to only the affiliated Public Administration agencies within
the City of Pasco, WA.
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
ENDNOTES
I Personal Computers must meet the minimum hardware rcquirementsfor New World Systems'Logos.NET
product. Microsoft Windows XP or greater with IE 7.0 or greater is the required operating systems for all client
machines. Windows 2008 Server is required for the Application Server(s), Web Server(s) and Database Server.
Microsoft SQL Server 2008 is rcquired.for the Database Server.
1 New World Systems'Logos.NETproduct requires Microsoft Windows 2008 Server and Microsoft SQL Server
2008 including required Client Access Licenses (CALs) and Windows Server 2008 External Connector (EC)
licensesfor applicable Microsoft products. Servers must meet minimum hardware requirements provided by
New World Systems.
3 Suggested minimum: IOOMB Ethernet Network. 10MB CATS Ethernet Network may have less than adequate
response time. Further consultation would be required to assess your network.
Currently supports interfaces to Sensus /Rockwell, Neptune, Itron, Radix, Syscon and Schlumberger devices.
Technical assurance must be obtained to verb the Business Partner's software/hardware release level
interface requirements.
5 Prices assume that all software proposed is licensed.
" Licensed Software, and third party software embedded therein, if any, will be delivered in a machine readable
form to Customer via an agreed upon network connection. Any tares or fees imposed are the responsibility of
the purchaser and will be remitted when imposed.
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Exhibit A / OPTIONAL LICENSED STANDARD SOFTWARE AND FEES
Optional Licensed Standard Software Pricing
Customer may license the following software modules at the indicated current list prices including a 16.5%
discount for up to eighteen (18) months from the date of execution of this Agreement.
OPTIONAL SOFTWARE MODULES
PAYROLL & HUMAN RESOURCES SUITE
1. Logos.NET Human Resources
- Personnel Action Processing
2. Logos.NET Benefits Management
- Benefits Administration
- Leave Management
3. Logos.NET Additional Payroll & HR Modules
- Applicant Tracking
eSUITE
4. eUtifity
- eUtilities
NEW WORLD STANDARD SOFTWARE LICENSE FEE
LESS DEMONSTRATION SITE DISCOUNT
Note: Training and Support Services cost as well as Maintenance (SSMA) costs for these
optional modules are not included.
Pasco, WA CONFIDENTIAL
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$10,000
8,000
12,000
10,000
9,000
49,000
(89085)
Page 14 of 24
EXHIBIT B
PROJECT MANAGEMENT, IMPLEMENTATION AND
TRAINING SUPPORT SERVICES
1. Project Manaeement Services
New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A
software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan
with Customer's management and the Customer Liaison. Project Management Services include creating and
delivering to the Customer Liaison:
a) a summary level Implementation Plan;
b) a detail level Implementation Plan;
c) revised Implementation Plans (if required);
d) monthly project status reports including, but not limited to, list of implementation and training
days used both for the current month project to date though no project status reports will be
required for the months covering January-March 2014 activities; and
e) project status meetings
• a project review (kickoff) meeting at Customer's location
• progress status meeting(s) will occur during implementation via telephone conference or at
Customer's location; and
• a project close -out meeting at Customer's location to conclude the project.
The implementation services fees described in Exhibit AA include Project Management fees for a period up to 24
months after the Effective Date.
2. Implementation and Trainine Support Services
Based on the Licensed Standard Software listed on Exhibit A, up to 125 days of New World implementation and
training support services have been allocated for this project. Excess services requested shall be billed at the Daily
Rate. Avoiding or minimizing custom or modified features will aid in keeping the support costs to the amount
allocated. Customer agrees to reimburse New World for support trips canceled by Customer less than ten (10)
days before the scheduled start date to cover New World's out -of- pocket costs and lost revenues. The
recommended implementation and training support services include:
a) implementation of each package of Licensed Standard Software; and
b) Customer training and/or assistance in testing for each package of Licensed Standard Software.
The project management, implementation and training support services provided by New World may be performed
at Customer's premises and/or at New World national headquarters in Troy, Michigan (e.g., portions of project
management are performed in Troy).
3. Interface Installation Service
New World shall provide interface installation services as described in this paragraph below. These services do not
include hardware and/or third party product costs which shall be Customer's responsibility, if required. Whenever
possible, these services will be done remotely, resulting in savings in Travel Expenses and Time. If on -site
installation and training is required, Customer will be responsible for the actual Travel Expenses and Time. The
services include the following interfaces.
a) AMR Interface
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Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
4. Hardware Ouality Assurance Service
New World shall provide Hardware Systems Assurance of Customer's Logos.NET server(s). These services do
not include hardware and /or third party product costs which shall be Customer's responsibility, if required.
Whenever possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on-
site installation is required, Customer will be responsible for the actual travel expenses and time.
a) Hardware Quality Assurance Services (Standard) Environment:
Hardware Systems Assurance and Software Installation:
- Assist with High Level System Design/Layout
- Validate Hardware Configuration and System Specifications
- Validate Network Requirements, including Windows Domain
- Physical Installation of New World Application Servers
- Install Operating System and Apply Updates
- Install SQL Server and Apply Updates
- Install New World Applications Software and Apply Updates
Establish Base SQL Database Structure
- Install Anti -Virus Software and Configure Exclusions
- Install Automated Backup Software and Configure Backup Routines
Configure System for Electronic Customer Support (i.e. NetMeeting)
- Tune System Performance Including Operating System and SQL Resources
- Test High Availability/Disaster Recovery Scenarios (if applicable)
- Provide Basic System Administrator Training and Knowledge Transfer
- Document Installation Process and System Configuration
5. Additional Services Available
Other New World services may be required or requested for the following:
a) additional software training;
b) tailoring of Licensed Standard Software by New World technical staff and /or consultation with
New World technical staff;
c) New World consultation with other vendors or third parties;
d) modifying the Licensed Standard Software;
e) designing and programming Licensed Custom Software; and
f) maintaining modified Licensed Standard Software and/or custom software.
Customer may request these additional services in writing using New World's Request For Service (RFS)
procedure (or other appropriate procedures mutually agreed upon by Customer and New World and will be
provided at the Daily Rate).
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EXHIBIT C
STANDARD SOFTWARE MAINTENANCE AGREEMENT fSSMA)
This Standard Software Maintenance Agreement (SSMA) between New World and Customer sets forth the
standard software maintenance support services provided by New World.
11 SSMA Period
This SSMA shall remain in effect for a term of five (5) years (the SSMA term) beginning on the delivery of
Licensed Standard Software ( "Start Date ") and ending on the same calendar date at the conclusion of the SSMA
tens. New World shall provide Customer no-charge SSMA for a period of 365 days from the Start Date.
2. Services Included
New World shall provide the following services during the SSMA term.
a) upgrades, including new releases, to the Licensed Standard Software (prior releases of Licensed
Standard Software application packages are supported no longer than nine (9) months after a new
release is announced by New World);
b) temporary fixes to Licensed Standard Software (see paragraph 6 below);
c) revisions to Licensed Documentation;
d) reasonable telephone support for Licensed Standard Software on Monday through Friday from
8:00 a.m. to 8:00 p.m. (Eastern Time Zone); and
e) invitation to and participation in user group meetings.
Items a, b, and c above will be distributed to Customer by electronic means.
Additional support services are available as requested by Customer at the Daily Rate.
3. Maintenance for Modified Licensed Standard Software and Custom Software
Customer is advised that if it requests or makes changes or modifications to the Licensed Standard Software,
these changes or modifications (no matter who makes them) make the modified Licensed Standard Software
more difficult to maintain. If New World agrees to provide maintenance support for Custom Software or
Licensed Standard Software modified at Customer's request, or for prior releases of New World's software, then
the additional New World maintenance or support services provided shall be billed at the Daily Rate.
4. Buune
Maintenance costs will be billed annually.
5. Additions of Software to Maintenance Agreement
Additional Licensed Standard Software licensed from New World will be added to the SSMA ninety (90) days after
delivery. Costs for the maintenance for the additional software will be billed to Customer on a pro rata basis for the
remainder of the maintenance year and on a full year basis thereafter.
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Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
6. Requests for Software Correction on Licensed Standard Software
At any time during the SSMA term, if Customer believes that the Licensed Standard Software does not conform to
the warranties provided under this Agreement, Customer must notify New World in writing that there is a claimed
defect and specify which feature and/or report it believes to be defective. Before any notice is sent to New World, it
must be reviewed and approved by the Customer Liaison. Documented examples of the claimed defect must
accompany each notice. New World will review the documented notice and when a feature or report does not
conform to the published specifications, New World will provide software correction service at no charge. A non -
warranty request is handled as a billable Request For Service (RFS) provided at the Daily Rate.
The no -charge software correction service does not apply to any of the following:
a) situations where the Licensed Standard Software has been changed by anyone other than New
World personnel;
b) situations where Customer's use or operations error causes incorrect information or reports to be
generated; and
c) requests that go beyond the scope of the specifications set forth in the current User Manuals.
7. Maintenance Costs for Licensed Standard Software Packages Covered for NET Server(s)
New World agrees to provide software maintenance at the costs listed below for the New World Licensed Standard
Software packages described in Exhibit A.
Annual Maintenance Cost
Year 1
No charge
Year
$563320
Year 3
59,840
Year 4
63,360
Year 5
66,880
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EXHIBIT D
NEW WORLD SYSTEMS CORPORATION
NON - DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
This Agreement, when accepted and executed by New World, grants the undersigned the permission to use and /or have limited
access to certain New World Systems Corporation (New World) proprietary and/or confidential information.
installed At: City of Pasco
Customer Name
Authorized Signature of Customer:
Name (Please Print or Type)
Title
Located At: 525 North Third Avenue
Pasco, WA 99301
Signature
In exchange for the permission to use or have access to New World proprietary and /or confidential information, including
without limitation, New World software and/or documentation, the organisation and individual whose names appear below,
agree to the following:
No copies in any form will be made of New World proprietary or confidential information without the expressed written
consent of New World's President, including without limitation, the following:
a) Program Libraries, whether source code or object code;
b) Operating Control Language;
c) Test or Sample Files;
d) Program Listings;
e) Record Layouts;
f) All written confidential or proprietary information originating from New World including without
limitation, documentation, such as user manuals and /or system manuals; and /or
g) All New World Product Bulletins and/or other New World Product related materials.
New World software, New World documentation, or other proprietary or confidential information shall not be used for
any purpose other than processing the records of the Customer identified above as permitted in the Customer's Standard
Software License and Services Agreement with New World.
3. The undersigned agree(s) that this Agreement may be enforced by injunction in addition to any other appropriate
remedies available to New World. Damages shall be limited to New World's actual damages and in no event shall
Customer's liability exceed the Exhibit A Licensed Standard Software amount.
Agreed and Accepted by Third Parry ( Organimtion) Agreed and Accepted by Third Party (Individual)
Organization:
By:
Title:
Date:
By: _
Title:
Date:
Accepted and Approved by New World Systems Corp.
By:
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EXHIBIT E
DEMONSTRATION SITE DISCOUNT
New World has provided Customer a significant discount in exchange for the privilege of using Customer's site
for demonstration purposes. Accordingly, after the Licensed Software has been delivered and installed, Customer
agrees to act as a demonstration site for prospective New World customers. Customer also agrees to serve as a
reference or remote demonstration site on the telephone for prospective New World customers. By agreeing to be a
demonstration site, Customer is not necessarily endorsing the New World software and Customer will not actively
participate in any type of marketing and advertising campaign for or on behalf of New World.
Demonstrations will be coordinated with the appropriate Customer personnel and will be scheduled to minimize the
interruption to Customer's operations. New World will provide Customer reasonable notice for preparation.
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EXHIBIT F
DATA FILE CONVERSION ASSISTANCE
New World will provide conversion assistance to Customer to help convert the existing data files specified below.
If additional files are identified after the contract execution, estimates will be provided to Customer prior to New
World beginning work on those newly identified files.
1. General
a) This conversion effort includes data coming from one unique data source, not multiple sources.
b) No data cleansing, consolidation of records, or editing of data will be part of the data conversion
effort. Data cleansing, removal of duplicate records, and editing must take place by Customer
prior to providing the data to New World
c) For Utilities, if the conversion involves a third -party, a data mapping trip will be required.
Accounts that are included in the conversion are as follows:
1. Active accounts
2. If no active account exists, the most recent inactive account will be converted
3. Any account that owes money
4. Active Services
5. Consumption History for the current meter on the account
2. New World Responsibilities
a) New World will provide Customer with a conversion design document for signoff prior to
beginning development work on the data conversion. No conversion programming by New
World will commence until Customer approves this document.
b) New World will provide the data conversion programs to convert Customers data from a single
data source to the New World Licensed Standard Software for the specified files that contain
500 or more records.
c) As provided in the approved project plan for conversions, New World will schedule a conversion
analysis trip and a separate data conversion testing trip to Customer's location. The conversion
testing trip for each application is a billable support trip, using standard Exhibit B daily billable
rates, which is scheduled in conjunction with the delivery of the converted data to the Customer.
d) New World will provide the Customer up to 3 test sets of the converted data. Additional test
sets requested may /will require additional conversion costs.
e) New World will provide the standard conversion record layouts to the Customer and convert the
available data elements defined in the standard conversion record layouts.
f) Up to seven years of historic data will be converted by New World.
3. Customer Responsibilities
a) Customer will provide data in standard conversion record layouts as provided by New World.
Submitted data files must include an accurate count of records contained in the files.
b) Data will be submitted to New World in one of the following formats: AS /400 files, Microsoft
SQL Server database, Microsoft Access database, Microsoft Excel Spreadsheet, or an ASCII -
format delimited text file. Data and databases will be transferred using the New World ftp site.
c) Customer understands that files or tables containing less than 500 records or table entries will not
be converted.
d) As provided in the project plan for conversions, Customer will provide a dedicated resource in
each application area to focus on conversion mapping and testing. This includes dedicating a
support person(s) whenever New World staff is on site regarding conversions. Roughly a one to
one commitment exists for Customer commitment and New World commitment. Customer
understands that thorough and timely testing of the converted data by Customer personnel is a
key part of a successful data conversion.
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Exhibit F / DATA FILE CONVERSION ASSISTANCE
e) Customer agrees to promptly review conversion deliveries and signoff on both the conversion
design document and on the final conversion after the appropriate review. Applying the converted
data to the production (Live) environment will constitute conversion acceptance by Customer.
f) If the Customer cannot provide data in the format defined in New World's standard conversion
record layouts then New World will map the data to New World's standard conversion record
layout at the Daily Rate. The Customer must provide complete file and field definitions for New
World to map the data.
4. Files to be converted
Up to 6 files from the following possible sources are included.
Financial
- Vendor Information
-Asset Management (Fixed Assets)
- General Ledger /Budget History
Payroll
- Employee Information
- Employee Detailed Earnings History
Utility
- Utility Information
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EXHIBIT G
CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS / MODIFICATIONS AND / OR
1. Definition of Project
New World will provide the Customer requested Standard Software Enhancements and/or Custom Software as
discussed below to address the Customer's requirements. Customer agrees to cooperate in not making
modifications and enhancements too extensive as defined in the 2(b)(1) procedure below.
An analysis and assessment to verify the scope of effort for the project will be conducted. A revised estimate for the
modifications /interfaces may be provided at the conclusion of the assessment. Customer may elect to cancel or
proceed with the modifications /interfaces based on the revised estimate.
Capabilities included in the initial scope:
Custom Software/Interfaces
• Laserfiche Document Imagine Interface: Enables the user to directly access a 3rd Party
Document Imaging application to view scanned documents associated to a transaction or
master record. Functionality is currently available in the following areas: Accounts Payable
Invoices, Payments (Checks), Revenue Collection Receipts, Journals, Purchase Orders,
Requisitions and Employees.
With New World providing consultation, Customer is res/xmvible for obtaining technical contacts and /or
technical specifications from the third parties involved.
2. Methodology to Provide Enhancements and/or Custom Software
a) Definition of New World's Resoonsibilitv
This project includes the following activities to be performed by New World.
(1) Review of required features with Customer. Only items identified in Paragraph 1 above will be
provided in this implementation plan.
(2) Preparation of Requirements Document (RD) to include:
• Detailed description of the required feature
• menu samples
• screen samples
• report samples
(3) Programming and programming test.
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Exhibit G / CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS /
MODIFICATIONS AND / OR CUSTOM SOFTWARE
(4) On -site training, testing and/or other support services at the Daily Rate.
For modification requiring over five (5) days of work, New World utilizes a design document
procedure [see 2(b)(1) below]. For smaller modifications, New World uses a Request For Service
(RFS) procedure. Both procedures are reviewed with Customer at a pre - installation planning meeting.
The RFS procedure utilizes a form with a narrative description and supporting documentation if
applicable to define the work to be done.
b) Implementation Schedule
Activi
Targeted Time Period
(1) Complete Design Review with Customer Staff. Customer To be determined
agrees to be reasonable and flexible in not attempting to design
the modifications to be more extensive than called for in the
scope (cost and schedule) of this project.
(2) New World submits completed RD to Customer
(3) RD is accepted and signed off by Customer (no programming
will be done by New World until the formal sign -off and
Customer's authorization to proceed in writing).
(4) New World completes programming from RD and provides
modified software to Customer.
(5) Software Modification Acceptance Test based on RD.
c) Customer's Responsibility
To be determined
To be determined
To be determined
To be determined
All Customer requested changes after RD sign -off must be documented by Customer and authorized
in writing including potential costs, if any. Additional changes will most likely delay the schedule and
may increase the cost.
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nI New World Systems
The Public Sector Software Company
Attachment 1
City of Pasco
Washington
Statement of Work
Prepared by:
New World Systems
888 West Big Beaver Road, Suite 600
Troy, Michigan 48084
Phone: (248) 269 -1000
www.newworldsystems.com
December 14, 2012
CITY OF PASCO, WA STATEMENT OF WORK
Document Control Sheet
f:enerni Infnrmatinn
Project Name
Project Manager
Business Owner (Key Sponsor)
Provider Single Point of
E -Mail
File Location (link)
Contact
Document Prefutration Information
Author
Date
Organization Name
Phone Number
E -Mail
File Location (link)
Distribution and Approval
Name
Title and Organization
Signature
Approval Date
13 New World Syslenn`
Page ii
Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
Table of Contents
STATEMENT OF PURPOSE ........................................................................................................
..............................1
Step 1: Conduct Start-up Activities ...................................................................................
............................... 9
GENERAL ASSUMPTIONS .........................................................................................................
..............................2
Step 2: On -Site Account Management Planning Meeting .................................................
.............................15
NEW WORLD AND CUSTOMER STAFF
NEW WORLD SYSTEMS PROJECT METHODOLOGY OVERVIEW
3
C
PHASE: INITIATION ..................................................................................................................
..............................8
Step 1: Conduct Start-up Activities ...................................................................................
............................... 9
PHASE: PLANNING ...............................................................................................................
............................... 14
Step 2: On -Site Account Management Planning Meeting .................................................
.............................15
Step 3: Complete and Approve Project Plan ...................................................................
............................... 21
PHASE: CONSTRUCTION .........................................................................................................
............................... 26
Step 4: Standard Solution Build ............................... ........ ..............................................................................
27
Step5: Functional Review ..............................................................................................
............................... 31
Step6: Finalize Configuration ........................................................................................
............................... 34
PHASE: TRANSITION ...............................................................................................................
.............................37
Step7: Conduct User Training ......................................................................................
............................... 38
Step8: Conduct Go- Live .................................................................................................
............................... 39
Step 9: Implement Post Go -Live Deliverables ..................................................................
............................... 41
PHASE: CLOSING ..................................................................................................................
............................... 43
Step 10: Project Closure Activities ..................................................................................
............................... 44
Page iii
Netv WOd d Systems' Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
STATEMENT OF PURPOSE
This Statement of Work (SOW) defines the principal activities and responsibilities of City of Pasco,
Washington (Customer) and New World for the implementation of an integrated system consisting of:
LOGOS Modules and Functions
Financial Management
Human Resourc&dPayroll
Community Development
Utility Management -?
eSuite `
Business Analyfics '
The integrated technology shall be provided by New World to transition from the existing technology
supporting Customer's participants and to support Customer's operation.
This SOW requires that New World and Customer provide the management leadership and staff
commitment to fulfill their responsibilities as described in the Agreement.
New WOr&. Stemso Page l
hk
Y Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
GENERAL ASSUMPTIONS
1. This Statement of Work will be utilized by New World and Customer to manage
implementation of the New World technology and to transition Customer from its existing
technologies and operation to the technology provided and described in the Agreement.
2. Work will be performed at Customer's location and New World's project offices and will be
performed on business days during Customer's normal business hours, except when both parties
agree otherwise.
3. The project consists of the delivery, installation, configuration, testing, implementation and go-
live of the Licensed Standard Software that provides the functionality and operation described in
this Agreement.
4. Additional work activities and software functionality not described in the Statement of Work will
be considered a change to this project and will be authorized by Customer using the Project
Change Request.
5. Customer and New World expect and agree that the Statement of Work will be modified from
time to time, especially after New World gains a more complete understanding of Customer's
existing technologies, business practices and operations.
Page 2
New World . yS[ems Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
NEW WORLD AND CUSTOMER STAFF
Responsibilities of New World and Customer staff are described in the Agreement and this Statement
of Work.
NEW WORLD EXECUTIVE SPONSORS
Sandro 1 <selli, rice President Customer and Product Operations
Mr. Viselli is the New World Executive responsible for professional services and support for
all projects. He will stay actively involved in the project implementation and will attend several
on -site project status meetings.
Andy Breeden, Director Professional Services
Mr. Breeden and his team of project managers and trainers are responsible for the
implementation of the Customer project. He will be active in the project implementation and
scheduling of resources. In addition, he will have direct contact on a regular basis with the
Customer Project Manager to ensure the highest level of satisfaction during project
implementation
PROJECT TEAM
TBD, Project Manager
A project manager will be assigned to the project upon Agreement signing. The Project
Manager may provide some of the initial set up and training and will also be a technical liaison
to New World. In addition, the Project Manager will generate all status reports and
correspondence.
Steve Vetter, Director Customer Support
Mr. Vetter will oversee the operation of the Customer Support Team, including the Call Center.
He will work closely with the New World and Customer Project Managers to ramp up the
support team to provide support during go -live and ongoing support thereafter.
TBD, New World On -Site Installation Support
These professionals will be assigned to the implementation of the New World deliverables.
They will provide the initial set up, testing and user training, along with recommendations for
additional training staff as required.
Page 3
New World Sy5len2S` Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
CUSTOMER EXECUTIVE SPONSORS
TBD, Customer Senior Manager
TBD will be the primary senior management contact for New World. He /She will be responsible
for senior management communications regarding the overall relationship, contractual matters,
gaining approvals from funding sources when necessary, overseeing Customer project
governance and will coordinate any senior management activities of Customer's staff in
fulfilling the Customer's responsibilities within this SOW and the Agreement.
TBD, Customer Project Manager
TBD will be the primary contact for New World. He /She will be responsible for
communication with the Customer regarding project progress, issues and/or changes and will
coordinate and manage activities of Customer's staff in fulfilling the Customer's
responsibilities within this SOW and the Agreement.
TBD, System Administrator
The System Administrator (SA) will be responsible to ensure Customer's network, servers and
client (PC) environment (i.e., Customer's hardware and system software infrastructure) is
installed and maintained properly; provide operational support of Customer's hardware and
system software infrastructure; provide operational support for New World Standard Software
to Customer's user staff and perform backup, recovery and routine update procedures for New
World's Licensed Standard Software.
Page 4
Netv World SyStenis Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
NEW WORLD SYSTEMS PROJECT METHODOLOGY OVERVIEW
The focus of New World's Project Manager, Program Management Office (PMO), services team, support
team and all personnel associated with this project is to assist the Customer complete their project
successfully.
Since its inception, New World has successfully completed thousands of Customer projects and
developed a standard project management methodology that is predictable, repeatable, lowers risk and
maximizes Customer success. This standard approach, the New World Project Implementation
Methodology (PIM), is based upon a combination of Project Management Institute (PMI) guidelines
(PMBOK) and years of successful New World project management activity deploying public safety
solutions.
The New World PIM is the standard process that New World follows for all project implementations.
Projects are divided into five distinct phases during implementation:
1. initiation — Engage project management, establish initial communication channels and begin
planning
2. Planning — Create and approve the Project Plan
3. Construction — Execute the Project Plan to convert data, to integrate with external touch points,
and to configure and review the system for overall solution readiness
4. Transition — Train users, execute go live, complete post -go live activities and finalize Customer
application customizations
5. Closing — Review and approve the project closure, disengage project management and formally
transfer Customer to Account Management team
Each phase consists of one or more steps. Each step includes:
1. New World responsibilities — Activities New World staff is responsible to perform
2. Customer responsibilities — Activities Customer staff is responsible to perform
3. Inputs (prerequisites) — Items that must be completed prior to the start of the step and are used
during the step
4. Outputs (completion criteria) — Items that must be completed during the step and are
requirements in order to consider the step complete (outputs are often the inputs of future steps
and must be completed in order to keep the project on track)
A diagram of the Project Implementation Methodology is shown on the following page. Although the
steps on the diagram are sequential, over time, steps will overlap.
Page 5
New WOTi'di vs/ems Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
New World Systems Project Implementation Methodology
Initiation
Planning
Construction
Transition
Closing
7
START
0
Conduct User
16
p
Sander Solution
Training
Project Closure
App Mgmt.
Build
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6
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s'1
`
I
Task Executive es Customer l Restores Sigoff
LEGEND Step Executive Review Meetings ,•i Customer signcff
The key tasks and related project deliverables that comprise the work breakdown structure (WBS) of the
Project Implementation Methodology are shown in the diagram on the following page. Each step and
project deliverable are described in detail in the sections following this diagram. The full work WBS is
embedded in the Project Schedule template (Tapp), which is used in conjunction with this methodology.
Page 6
New World Systems' Proprietary and Confidential
CITY OF PAsco, WA
STATEMENT OF WORK
New World Systems Project Implementation Methodology
Initiation
Planning
Construction
Transition
Closing
VIII
\\
START J
Customer Signoff
2
Acct Mgni
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Standard Solution
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_. ___.._ -. ._-....
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i
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(A. Conduct
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!
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6C. Go-Live
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LEGEND 77-1 Step
iNew World Svslen&
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Task Includes Customer
,�
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Customer Signoff
Page 7
Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
PHASE: Initiation
Purpose: Engage project management, establish initial communication channels and begin planning
Description of Phase: The Initiation Phase consists of one step. During this Phase, the New World and
Customer Project Managers are assigned and the New World Sales representative initiates the formal
transition of the project to the New World Operations team. This team includes Executive Sponsorship,
Senior Program leadership, Program Office Management (PMO) governance, Project Management and
Delivery Center specialists. In this Phase, this Operations team establishes a foundation for program
governance, retention of project artifacts and takes ownership of the Customer communications and the
execution of the Agreement.
hhim!
New World Systems Project Implementation Methodology
Initiation
Planning
Construction
Transition
Closing
T
START
4
Conduct User
is
y
Standard Solution
Training
Project Closure
Acct Mgmt.,
Build
Activities
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6
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8
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3
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6
B
Finalize
Implement Post
Configuration
Go-Live
Deliverables
i1
Icrcun Step Ii Taskln Authorized
Includes Customer RestoresA o tl
Executive ve Review Meetings ,� Customer
New Worid S stems Page 8
y Proprietary and Confidential
CITY OF PASCO, WA
1: Conduct Start-up Activities
STATEMENT OF WORK
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A. Project Initiation
Overview: Within one week of Agreement execution, the Customer's project will be initiated. Key
activities include:
1. Initial call to the Customer to set the date and time for a Start-up Activities conference call
2. PMO establishes framework for project execution and governance (e.g., project metrics /status
reporting, project artifact storage)
3. Execution of the Agreement is assigned to a delivery team (e.g., Executive Sponsor, Project
Manager)
New World responsibilities: The Sales Representative is responsible for the initial call to the Customer
and the PMO is responsible for initiating the project at New World and establishing the framework for
governance.
Customer responsibilities: None
Inputs (prerequisites):
1. Agreement
2. Turnover Document
Outputs (completion criteria):
1. Phone call with Customer
2. Storage of project artifacts and governance framework established on the Project Management
Portal
Page 9
h New World SySlems' Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
B. Perform Internal Turnover
Overview: The assigned New World Project Manager will coordinate and facilitate an internal turnover
meeting with key staff members associated with project planning, development and implementation. Key
staff members include:
• New Account Sales /Customer Care Manager
• Solution Consulting Practice Manager(s)
• Solution Consulting Administrative Assistant
• System Assurance Manager / Technical Lead
• PMO Manager
• Project Manager
• Professional Services Manager
• Data Conversion Manager
• Interface Manager
• Customer Support Account Manager
• Others as needed
New World responsibilities: Individual responsibilities are described below:
Proiect Manager:
1. Review the Agreement and Customer Agreement Assessment Report
2. Review Turnover Document
3. Coordinate and schedule meeting
4. Create and distribute meeting agenda
5. Conduct meeting
6. Facilitate a discussion that defines delivery structure and proposed project schedule for this
project (e.g., application build approach/WBS; Delivery Center Technical Leadership, anticipated
timeline)
7. Initiate the Project Management Plan and Project Binder (internal document)
8. Document action items, issues and risks in Project Management Plan
Other New World emnlovees:
1. Prior to the meeting,
a. PMO creates the Customer Agreement Assessment Report. They review the project initiation
documents (e.g., Agreement, Turnover Document), highlight key deliverables, Customer
expectations, terms and conditions and verify that the Customer billing plan conforms to the
Agreement.
b. PMO will create an initial Project Schedule where the WBS is aligned with the deliverables
defined in the Agreement.
c. Each attendee will review all project related information, i.e., Agreement, internal
documentation, meeting agenda, etc.
2. Attendees will prepare questions and observations requiring further discussion
3. Attend meeting and discuss agenda items
4. Document and follow up on any items requiring their attention
Page 10
New World Svsleln2 Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
Customer responsibilities: None
Inputs (prerequisites):
1. Turnover Document (internal document)
2. Agreement
3. Project Manager assigned
4. Customer Agreement Assessment Report (internal use only)
5. Project Management Plan
6. Project Schedule Template
7. Project Binder (internal document)
Outputs (completion criteria):
1. Tracking system updated with entries (cases) for Customer \contract deliverables
2. First iteration of the Project Schedule, Project Management Plan and Project Binder
hMNew World Systems°
Page 11
Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
C. Conduct Start -up Activities Meeting
Overview: The Project Manager will facilitate a meeting with the Customer. The objectives for this
meeting are:
1. Introduction of New World's Project Manager and Executive Management team
2. Describe key teams /groups and identify their roles and responsibilities during the project
3. Discuss expectations of Customer and New World
a. Senior Customer leadership will be required for executive project reviews and signing
approval documents
b. Project timeframes
4. Discuss New World Project Methodology Overview
5. Discuss Account Management Planning meeting agenda and objectives
6. Set date for on -site Account Management Planning meeting and discuss site preparation
7. Discuss keys to projects success
8. Schedule System Assurance Phone conference
9. Obtain topology diagram of Customer's network
New World responsibilities: The Sales Representative is responsible for arranging and coordinating the
meeting through the initial Customer phone call.
Customer responsibilities: Attend meeting and be prepared to discuss agenda items. Supply updated
topology diagram of the network.
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Standard Meeting Agenda and Presentation template for meeting
3. Project Management Plan
4. Initial Project Schedule
Outputs (completion criteria):
1. Post -Trip Report (when conducted on site) or follow -up email (when conducted remotely via
conference call)
2. Updated Project Schedule
a. Initial baseline based on project size and deliverables
b. Initial Customer meeting activities defined
3. Customized meeting agenda and presentation
4. Updated Project Status record; include initial project baseline dates
5. Updated Project Management Plan (e.g., action items, issues, risks identified)
6. Supporting documentation
7. Project Managers, Executive Manager and Subject Matter Experts (SMEs) roles reviewed
8. Customer supplied topology diagram of the network
9. Scheduled System Assurance Phone Conference
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New World Svslems' Proprietary and Confidential
CITY OF PASCO, WA
D. Supporting Conference Calls
STATEMENT OF WORK
Overview: The System Assurance Technical Lead will work with the Project Manager to coordinate and
facilitate a conference call with the Customer to address System Assurance planning / analysis. The key
objective of this conference call is to ensure the Customer understands what information is needed for
the System Assurance process to be successful and to establish an agreed upon timeline for this
information.
New World responsibilities: System Assurance Technical Lead facilitates conference call with the
Customer and New World technical resources to address the initial System Assurance planning and
analysis..
Customer responsibilities: Customer leadership and technical resources participate in conference
call(s) to address the initial System Assurance planning and analysis. Customer to complete relevant
survey(s) and data collection documents (after complete of the conference call).
Inputs (prerequisites):
1. System Assurance conference calls scheduled
2. System Assurance meeting agendas and presentation templates
3. Relevant survey, data collection templates
Outputs (completion criteria):
1. Completed Systems Assurance Conference
2. Customized System Assurance meeting agenda and presentation template
3. Updated Project Management Plan (e.g., action items, issues identified)
4. Updated Project Schedule
5. Survey and data collection documents (completed by the Customer)
6. Supporting documentation
7. Store project artifacts and update status of project on Project Management Portal
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New World Svsteinso Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
PHASE: Planning
Purpose: Create and approve the Project Management Plan.
Description of Phase: The Planning Phase consists of two steps. During this Phase, New World and
Customer Project Managers organize the project, establish project teams, confirm requirements, develop
the Project Plan and obtain senior management approval for the Project Plan.
N
New World Systems Project Implementation Methodology
Initiation
Planning
Construction
Transition
Closing
T
START
4
Conduct User
10
p
Standard Solution
Training
Project Closure
App Idgint
Build
Activities
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_
1
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5
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8
Stop
Conduct Go-Live
3
Complete and
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'
g
6
Finalize
Implement Post
Configuration
Go-Live
Dellverables
LEGEND Ste p Task Includes Customer 1_ Retires utnorized
Executiv e Review Meetings Customer Signoff
Page 14
New World Systems° Proprietary and Confidential
CITY OF PASCO, WA
Step 2: On -Site Account Management Planning Meeting
A. Conduct Account
Management Planning Meeting
STATEMENT OF WORK
B. Conduct Application
Validation Set Workshop
C. Perform Data Conversion
Analysis (when applicable)
A. Conduct Account Management Planning Meeting
Overview: During this event, the assigned New World Project Manager will coordinate a series of on-
site meetings with key Customer and SMEs associated with project planning, development and
implementation. In addition, we will conduct a high level review of the Customer's business practices,
environment and workflow to examine their fit into the New World software product. In this series of
meetings, New World and the Customer will establish project methods, project acceptance criteria and
governance. Key topics include:
1. Executive overview with Executive Management and identification of Customer Executive
Sponsor(s)
2. Review of project scope (Agreement, project methodology) with Customer project management
3. Development of the Project Management Plan
4. Discuss initial Project Schedule and resource management policy
5. Presentation of the overall implementation strategy, roles, responsibilities and keys to project
success
6. High level review of Customer workflows and policies to establish the foundation to facilitate
discussions related to a proposed timeline, custom requirements and an initial training schedule
7. Address go -live requirement for custom interfaces, and /or data conversions
Key meeting participants include:
1. Senior /Executive Sponsor
2. General Manager Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. Customer Senior Management /Exec Sponsor
6. Customer Project Manager
7. Customer SMEs
New World Responsibilities: During this event, the Project Manager (and/or designee) will meet with
Customer staff and review requirements for the various items listed above. Once complete, the Project
Page 15
LINew World SySlems' Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
Manager (and/or designee) will document the requirements and distribute the information to the
appropriate members of the implementation team. The New World Project Manager responsibilities
include:
1. Establish framework for account management, roles and responsibilities of New World and
Customer
2, Review Agreement
3. Review project methodology
4. Establish initial Project Management Plan
a. Roles and Responsibilities
b. Communication Plan
c. Risk Management Plan
d. Initial issues / concerns
5. Propose initial Project Schedule
6. Define an initial Training Plan
7. Update the Project Management Plan and Project Schedule
8. Create the initial requirement definition for custom requirements (e.g., software modifications,
custom interfaces, data conversion); clearly define implementation timing (e.g., go -live vs. post
go- live).
9. Conduct Executive Sponsorship meeting
Once compiled, documents will be provided to the Customer for review.
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Netv World Systemse Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
Customer Responsibilities: The Customer is responsible for:
1. Site preparation (conference rooms, audio visual equipment, etc.)
2. Meeting coordination with Executive Sponsors, supervisors, SMEs to support all contracted
modules and functions, including but not limited to:
LOGOS Modules and Functions
Financial Management
Human Resources/Payroll
Community. Development
Utility Management
eSuite
Business Analytics
3. Agreement to account management framework, relationship approach and time schedule for
project reviews
4. Attending and participating in the Account Management Planning Meeting
5. Providing the necessary technical specifications on interfaces
6. Providing complete user stories for custom enhancements
7. Providing liaison support with agencies and vendors required to support interfaces
8. Identifying any non - standard New World reports not yet identified or included in the Agreement
9. Providing appropriate technical staff necessary to complete technical surveys
10. Reviewing all documentation compiled through this process, including the Requirements
Document(s) submitted by New World and identify specific issues in writing
Inputs (prerequisites):
1. Agreement
2. Meeting Agenda / Pre -Trip Report
3. Presentation template
4. Resource Management Policy
5. Customer completed surveys, data collection documents
6. Standard workflow templates (when applicable)
7. Project Management Plan
8. Project Binder (internal document)
9. Data Conversion, System Assurance templates (when applicable)
10. Initial Project Schedule
11. Topology diagram of Customer's network
12. Agreement
13. Requirements Definition template
Outputs (completion criteria):
1. Post -trip Report
2. Framework established for account management, roles and responsibilities of New World and
Customer
3. Agreement reviewed
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Ilk New World Syslems' Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
4. Project methodology and planning templates reviewed
5. Agreement on initial Project Schedule and initial Training Plan
6. Initial Requirement Definitions (e.g., software modifications, custom interfaces, data conversion),
clearly defined implementation timing (e.g., go -live vs. post go -live)
7. Define timeftame for next Executive Sponsorship discussion
8. Change Order (when applicable)
9. Contract Addendum (when applicable)
10. Updated Project Management Plan
11. Updated Project Binder (internal document)
12. Updated Project Schedule
a. All activities sequenced (dependencies applied)
b. Project Schedule defined
13. Supporting documentation
14. Store project artifacts and update status of project on Project Management Portal
LINew World Systems*
Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
B. Conduct Application Validation Set Workshop
Overview: During this event, New World will conduct Application Validation Set Training for
designated Customer SME personnel to acquire the knowledge necessary to define the validation sets
that are necessary to configure the initial application database. In this workshop, but Customer SME
team will learn about the different types of information that must be defined and the method to
communicate the validation set data.
New World responsibilities:
1. Provide up -to -date user manuals to workshop participants
2. Instruct Customer personnel on the validation sets information and process for the various
contracted modules and associated application database
Customer responsibilities:
1. Convene workshop team of SMEs for this training
2. Attend and participate in the Application Validation Set Training
Inputs (prerequisites):
1. Pre -Trip Report
2. Training material
3. Validation Set workbook(s)
4. Training room with computers running New World application
Outputs (completion criteria):
1. Post -Trip Report
2. Updated Project Plan
3. Updated Validation Set workbook(s)
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NBZU World Syste n2S Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
C. Perform Data Conversion Analysis
Overview: Using the established guidelines from the contract, prepare Customer and New World for
data conversion and migration. New World will analyze Customer source data, develop and deliver a
Data Conversion/Migration Plan. This process will be initiated during the on -site Account Management
Planning meeting(s).
New World responsibilities:
1. With Customer assistance, New World will analyze existing Customer source data; during this
analysis process, New World will determine compatibility with the New World database
structures and the viability of a conversion or migration to the New World database
2. Develop and deliver a Data Conversion/Migration Plan. The plan will identify data sources to be
converted, data sources to be migrated, database types, database design and any detected data
mapping concerns
3. When required, develop change order that reflects differences between the Agreement and
Customer's desired data conversion
Customer responsibilities:
1. Provide New World with a representative sample of the data to be converted on mutually
agreeable transmission media
a. Assist New World in analyzing source data
b. Live in source system
2. Review the Data Conversion/Migration Plan
Inputs (prerequisites):
1. Data Conversion Packet
2. Sample data from Customer
Outputs (completion criteria):
1. Data Conversion/Migration Plan
2. Customer review and sign off on the Data Conversion/Migration Plan
3. Signed change order, when required
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New World Systems' Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
Step 3: Complete and Approve Project Plan
A. Draft the Project Plan
Overview: The purpose of this event is to review the information captured during the Planning Phase,
finalize key decisions and prepare to finalize the overall Project Plan. It is important to note that the
Project Plan includes all documents prepared during the Planning Phase:
1. Project Management Plan
a. Roles and Responsibilities
b. Communication Plan
c. Risk Management Plan
d. Action Items
e. Issues
f. Key Decisions - Changes
2. Project Schedule
3. Supporting documents
4. Initial Requirement Definition for Customer Deliverables
5. Initial Training Plan
New World responsibilities: During this process, the New World Project Manager will meet with the
Customer project team and review the information documented in the Planning Phase. The Project
Manager will then draft and publish the Project Plan that will be submitted for approval.
Customer responsibilities: Support finalization of the Project Plan, providing SMEs as needed.
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Requirements Document(s)
3. Initial Training Plan
4. Information referenced from legacy system(s) as well as New World software
5. Project Management Plan
6. Project Binder (internal document)
7. Project Schedule
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New World Systems` Proprietary and Confidential
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STATEMENT OF WORK
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Management Plan
3. Updated Project Binder (internal document)
4. Updated Project Schedule
5. Updated Requirements Document(s); including sign -offs (where applicable)
6. Updated supporting documentation
7. Proposed resource schedule
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New World S,ySteinso Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
B. Finalize Project Plan
Overview: At this stage of the project, significant information has been gathered regarding the
Customer's current operations and how the New World application implementation needs to occur to be
successful. Based on this information, a final Project Plan must be developed that maps out the activities,
deliverables and deadlines required by the project team.
New World responsibilities: The New World Project Manager will finalize the Project Plan to meet
the requirements of a successful implementation, while establishing clear ownership of activities,
deadlines and timeframes for each step of the implementation. The Project Plan provides detailed
instructions to the entire Customer team and once approved, is the guiding light for all project activity
going forward.
1. Review with Customer personnel the identified implementation tasks, priorities, inter-
dependencies, team members, resources and other requirements to approve the final Project Plan.
2. The Project Management Plan, Project Schedule and supporting documentation are finalized as
part of this step because these documents comprise the Project Plan that is reviewed as part of the
acceptance criteria to move the project to the Construction Phase as defined in Review and
Approve Project Plan.
Customer responsibilities: In tandem with New World project personnel, analyze identified
requirements of the Project Plan and make such implementation decisions as are reasonably required to
finalize the plan.
Inputs (prerequisites):
1. Agreement
2. Proposed resource schedule
3. Project Plan
a. Project Management Plan
b. Project Schedule
c. Project Configuration Plan and supporting documents /plans
d. Updated Requirements Document(s), including sign -offs
e. Supporting documents
Outputs (completion criteria):
1. Updated Project Plan
2. Confirmed resource schedule (90 -day lock)
3. Store project artifacts and update status of project on Project Management Portal
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New World Svsleins Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
C. Review and Approve Project Plan
Overview: The objective of this task is to approve the Project Plan based upon the activities and work
processes discovered during the Planning Phase. The resulting document defines the specific project
tasks, timelines for completion and ownership of each activity throughout the remainder of the project.
New World responsibilities:
1. Deliver the final Project Plan to Customer
2. Review the Project Plan with Customer personnel and make mutually agreed upon modifications
3. Upon mutual acceptance of the Project Plan, establish the document as the baseline for the
remainder of the project
4. Ensure there is a clear definition of the alignment of any custom software /interfaces to the
implementation of the standard application solution in the Customer's live environment
5. Review 90 -day lock resource scheduling policy
Customer responsibilities:
1. Review the final Project Plan and document any specific deficiencies found with the Plan within
ten (10) business days
2. Sign off on final iteration of the Plan by Customer Project Manager and Executive Manager
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Final Project Plan
3. Supporting Documentation
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Final accepted Project Schedule; second baseline for project created based on actual timeline
(initial baseline based on project size)
3. Updated Project Status Record; ensure new project baseline dates are reflected
4. Signed approval for the Project Plan
a. Project Schedule
b. Supporting documents /plans
c. Requirements Document(s); including sign -offs (where applicable)
d. Project Management Plan
e. Supporting Documentation
i. Data conversion
Page 24
Netv World . ySlenn1 Proprietary and Confidential
CITY OF PAsCO, WA
STATEMENT OF WORK
D. Prepare Internal Team
Overview: During this portion of the implementation, the Project Manager meets with the New World
team to discuss the requirements of the Project Plan and their individual responsibilities to deliver a
successful project.
New World responsibilities: The New World Project Manager will be responsible for the following:
1. Prepare and coordinate the team briefing
2. Ensure all project documents are stored on the portal and are available to the team
3. During the meeting, the Project Manager will review the Project Plan and supporting (applicable)
documents
4. The Project Manager will review with the individual team members their roles and
responsibilities associated with the implementation
Customer responsibilities: None
Inputs
(prerequisites):
1.
Agenda
2.
Final Project Plan
a. Project Schedule
b. Supporting documents /plans
c. Requirements Document(s)
d. Project Management Plan
e. Supporting Documentation
i. Data conversion
ii. System Assurance
3.
Project Binder (internal document)
4.
Agreement
5.
Resource schedule
Outputs (completion criteria):
1. Updated Project Plan
2. Project team prepared to build application solution
Page 25
New World Systems' Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
PHASE: Construction
Purpose: Execute the Project Plan to build, review and configure the system to verify system readiness
Description of Phase: The Construction Phase consists of three steps. During this Phase, New World
and Customer Project Managers lead the project, coordinate project team activities, communicate
direction, report on project progress and monitor resources. The team's focus during this Phase is to
execute the Project Plan. Customer and New World project teams install the system, implement the
database, review the configuration, apply final application configuration requirements and lay the
groundwork to migrate to the New World applications.
�y
New World Systems Project Implementation Methodology
Initiation
Planning
Construction
Transition
Closing
START
4
Standard Solution
BUM
4�
10
Project Closure
Activities
7
Conduct User
Training
2
Acct MgmL,
Planning Meeting
Conduct Start -up
B
Conduct Go-Lim
Activities
5
Functional Review
Stop
3
Complete and
Approve Project
Plan
g
Implement Post
Go-Live
Deliverables
6
Finalize
Configuration
/`
I FnFND � Task Live es Customer \ Restores Stg orizetl
Step Executive Review Meetings i Customer Signott
The methodology diagram indicates that each step of the Construction Phase follows the previous step,
but many of these steps occur concurrently.
In addition, when the Customer requires the conversion of existing data and /or implementation of custom
interfaces to bring the applications into a live production environment, some (or all) of the tasks defined
in the Transition Phase, Step 9, Implement Post Go -Live Deliverables, may occur during the Construction
Phase (this is dependent upon the Project Plan developed and agreed upon in the Planning Phase).
Page 26
New World Syslemsw Proprietary and Confidential
CITY OF PAsco, WA
Step 4: Standard Solution Build
A. Technical System Setup
B. Conduct System Immersion
and Initial Set -up
STATEMENT OF WORK
C. Implement Baseline
Solution
A. Technical System Setup
Overview: During this step, New World validates and finalizes the Customer's hardware configuration,
software requirements and implementation. The result of this effort is documented in the Site Plan.
New World will install the Licensed Standard Software and standard database on Customer supplied
servers and configure system to meet application specifications.
New World responsibilities: Configure the system as required and provide knowledge transfer to the
System Administrator.
New World will install and configure the application specific server and train Customer personnel on
configuration procedures. For each configuration, New World personnel will:
1. Verify with Customer personnel the computer processor(s), operating system software, third
party software, printers, network communications and other related components supplied by
Customer
2. Establish the initial application database using the validation set workbook(s) as input
3. Document the required site resources (e.g., facility, power, network, cooling, etc.) necessary to
operate the application; as part of the review, New World will make recommendations for
necessary site modifications to meet minimum operating requirements for the application
4. Review with Customer the minimum requirements for workstations as identified in the
Agreement, as applicable to the application
5. Train Customer to administer servers, manage disaster recovery systems and review any other
items of concern related to hardware and software configuration
6. Review ongoing Customer management expectations of how system will be managed by
Customer; identify role of New World vs. Customer
Page 27
UNew World Systems` Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
7. Provide Customer with a Site Plan that includes the following:
a. Identification of any special space requirements
b. Functional system diagram, showing a high level view of the New World Standard Software
subsystems and their associated hardware
Customer responsibilities:
1. Provide Customer technology staff to assist New World with the Site Plan
2. Provide, upon request, information on existing hardware and operating system software
components and terminal networks, as well as projected utilization statistics and other
information reasonably required to validate final hardware requirements
3. Review the final hardware and operating system configuration with the New World project team
4. Review New World's recommendations regarding any existing communications networks and
make any reasonable modifications identified by New World to ensure compatibility with the
equipment and system to be installed
5. Ensure hardware is ordered, delivered and installed prior to scheduling New World's System
Assurance visit on site
6. Have information technology support staff on hand for knowledge transfer and to help address
any concerns encountered during the system installation
7. Review and sign off on systems management expectations policy
8. Provide signoff indicating completion of system set -up and administration training
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. System Support documentation
3. Validation Set workbooks
4. Customer supplied topology diagram of the network and map
5. System Set -up and Administration Training sign -off template
6. Systems Management Expectations Policy template
Outputs (completion criteria):
1. Site Plan
2. Test and production environments are ready to use
3. Post -Trip Report (if conducted on site)
4. System Set -up and Administration Training sign -off document
5. Systems Management Expectations Policy / signoff
6. Store project artifacts and update status of project on Project Management Portal
Page 28
UNew World Systems' Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
B. Conduct System Immersion & Initial Set -up
Overview: During this event, New World will work with Customer to review and configure the solution
workflow and business process requirements in light of current needs and Public Sector best practices.
New World responsibilities: Working with Customer, conduct immersion and discovery sessions to
review capabilities and facilitate configuration of initial, baseline solution.
Customer responsibilities:
Work with New World to understand requirements and initial end -state needs
2. Provide Customer staff to address the desired application workflow and to take part in initial
system configuration and homework
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. As -Is business process requirements
3. Standard Interfaces
4. Standard Forms
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Store project artifacts and update status of project on Project Management Portal
4. Configured initial Logos Database
5. Configured Standard Forms
6. Configured Baseline Solution
Page 29
New World Systems Proprietary and Confidential
CITY OF PASCO, WA
C. Implement Baseline Solution
STATEMENT OF WORK
Overview: During this event, New World will implement the baseline solution resulting from Immersion
activities.
New World responsibilities: Working with Customer, facilitate load of initial configured system.
Customer responsibilities:
1. Provide Customer technical staff to load the baseline database and related work products
2. Work with New World to understand requirements and initial end -state needs
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Configuration requirements
3. Standard Interfaces
4. Standard Forms
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Store project artifacts and update status of project on Project Management Portal
4. Installed initial Database
5. Installed Standard Interfaces
6. Configured Standard Forms
Page 30
New World ,Systems' Proprietary and Confidential
CITY OF PASCO, WA
Step 5: Functional Review
STATEMENT OF WORK
Overview: The Functional Review encompasses a hands -on review of each application within the
implementation. This review is accomplished by presenting each function within the application from the
user /administrator point -of -view and every project construction element as it relates to a particular
workflow process.
New World responsibilities: New World's Project Manager and Application Specialist(s) will act as
facilitators during the Functional Review. Their main role is to review the New World standard software
solution with the Customer and identify any Customer workflow modifications and/or minor software
configuration changes that need to be applied. The Project Manager is responsible for coordinating this
review with the Application Specialist and preparing the Customer team for the functional review and
creating any applicable documentation (e.g., Functional Review Guide, trip reports). The Application
Specialist will present the configured applications and act as SME to facilitate an interactive exchange
with the Customer and work towards Customer acceptance of the configured applications. Additionally,
a New World Executive Manager will participate in the Functional Review, as well as a project review
meeting with the Customer's senior staff. The content of the Training Plans will also be finalized as part
of the Functional Review. The review should include:
1. Overview of the various Customer work processes and the functional relationship to the software
2. Validation of any custom modification decisions related to implementation of the standard
software solution and the post -live custom requirements.
a. Custom interfaces
b. Data conversion
3. Finalization of any applicable Requirements Definition documentation.
4. Identification and documentation of any desired configuration modifications to the standard
software solution (not applicable for pre - configured implementations)
a. Standard software applications
b. Standard Interfaces
5. Agency - specific reports (internal management reports, public inquiries, etc.)
6. Review Hardware and Network Topology
7. Assess impact on workforce
8. Finalize Training Plan
9. Discuss Data Conversion Migration Plan
10. Define Cutover (Go Live) Plan
New World Systems"
Page 31
Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
Customer responsibilities: For the review, Customer leadership and SMEs participate to provide
Customer workflow and policy information as it relates to the configured New World applications.
Work with New World Project Manager and Application Specialist to determine any additional
configuration changes that are required. Work with Customer to implement agreed upon workflow
changes.
Inputs (prerequisites):
1. Pre -Trip Report
2. Functional Review Guide (when applicable)
3. Requirements Document(s) for Custom Interfaces / Modifications
4. Standard interfaces
5. Data conversion
Outputs (completion criteria):
1. Post -Trip Report
2. Updated Project Schedule
3. Updated Project Plan
4. Project Configuration Plan
5. Training Plan
6. Supporting documentation
7. Store project artifacts and update status of project on Project Management Portal
Page 32
New World Systems` Proprietary and Confidential
CITY OF PASCO, WA
A. Build and Test Data Conversions
STATEMENT OF WORK
Overview: New World will provide the Customer requested data conversion as described in the
Agreement. Depending on the decisions made in the Planning Phase, the data conversion processes may
be aligned with the go -live schedule, which means this event would then be included in the initial solution
build (Step 5).
New World responsibilities:
1. New World will provide the data conversion programs to convert Customer's legacy data to the
New World standard software for the modules specified in the Data Conversion Migration Plan.
2. New World will provide Customer up to two test sets of converted data. Additional test sets
requested will require additional conversion costs.
3. As provided in the approved Project Plan, New World will schedule a conversion analysis trip
and a separate data conversion test trip to Customer's location. The conversion test trip is part
of delivering the conversion programs to Customer.
4. New World will provide Customer with a Data Conversion Migration Plan for sign off prior to
starting development of data conversion programs. No conversion programming by New World
will commence until Customer signs this document.
Customer responsibilities:
1. Data files from Customer's current database are included in this conversion. Customer will
provide a list of discrete data files with descriptions of fields or data elements in each file.
2. Supply data to be converted.
3. A data dictionary (data descriptors) containing all data elements must be provided to New
World for each file submitted with the media.
4. As provided in the Project Plan, Customer will provide a dedicated contact for each application
area to focus on conversion mapping and testing tasks. Responsibilities include dedicating a
support person(s) whenever members of the New World's team are on site regarding
conversions. Roughly a one -to -one time ratio exists for Customer commitment and New World
commitment.
5. Data Conversion testing. Customer understands that thorough and timely testing of converted
data by Customer's SMEs is a key part of a successful data conversion.
6. Customer agrees to promptly review and sign off on the data conversions after the final test run
is completed.
Inputs (prerequisites):
1. Approved Data Conversion/Migration Plan
2. Data to be converted
Outputs (completion criteria):
1. Completed data conversion programs
2. Conversion test sign -off
Page 33
New World Sisleins' Proprietary and Confidential
CITY OF PASCO, WA
Step 6: Finalize Configuration
STATEMENT OF WORK
A. Conduct System Admin B. Apply Project Configuration C. Go -Live
Application Training Plan and Implement Interfaces Preparation
A. Conduct System Admin Application Training
Overview: During this event, New World will conduct System Administration Application Training for
designated Customer SME personnel to acquire the knowledge necessary to finalize the software
solution configuration and maintain the various modules included in the Agreement. (There will be a
minimum of one session per each major module.)
Decisions regarding the configuration of the New World application are made in the Construction Phase,
Step 5, Functional Review, and are applied during this Step.
New World responsibilities:
1. Provide up -to -date user manuals to workshop participants
2. Instruct Customer personnel, including the system administrator, on configuration of the various
contracted modules
Customer responsibilities:
1. Convene workshop team of SMEs for this training
2. Attend and participate in the System Admin Application Training
Inputs (prerequisites):
1. Pre -Trip Report
2. Training material
3. Project Configurarion Plan
4. Training room with computers running New World application
Outputs (completion criteria):
1. Post -Trip Report
2. Updated Project Plan
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13 New World Systems' Proprietary and Confidential
CITY OF PASCO, WA
B. Apply Project Configuration Plan and Implement Interfaces
STATEMENT OF WORK
Overview: During this event, the Customer uses the Project Configuration Plan created during the
Functional Review, as the requirements for any modification to the standard application configuration.
The results of this effort are configured applications.
New World will implement any remaining standard interfaces.
In addition, New World will create and implement any custom interfaces that must be in place to bring
the applications into a live production environment. Data Conversion activity may also be addressed
(dependent upon the Project Plan developed and agreed upon in the Planning phase).
New World responsibilities: Provide support for the Customer SME team that is applying configuration
changes. Implement the interfaces in the test environment that are required for the live environment.
Customer responsibilities:
1. Apply configuration changes as defined in the Project Configuration Plan
2. Provide Customer technology staff to address the desired application workflow
Work with New World to test the interfaces (as applicable)
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Project Configuration Plan
3. Configuration requirements for interface operations
4. Requirements definition(s) (when applicable)
5. Standard and/or Custom Interfaces
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Store project artifacts and update status of project on Project Management Portal
4. Configured applications, including applicable interfaces, data conversion
5. Updated Project Configuration Plan
Page 35
New World S ysl ems' Proprietary and Confidential
CITY OF PASCO, WA
C. Go -Live Preparation
STATEMENT OF WORK
Overview: Review the overall project status to ensure that all requirements for a go -live event have been
completed and the go -live event can occur with minimal disruption or risk. Document all related issues
and concerns and jointly agree, in writing, to move forward with training and transition to the live
environment.
New World responsibilities: During this process, the New World Project Manager or Application
Specialist will review the system with the Customer to ensure that each application is functioning as
expected. In addition, they will review the Project Management Plan with the Customer to ensure all
applicable issues and action items have been addressed.
Customer responsibilities: With the New World representative,
system is set up and configured as designed. Work with Project
concerns and jointly agree, in writing, to move forward with
environment.
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Project Configuration Plan
3. Project Plan
4. Go -Live sign -off template
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Go -Live sign -off
the Customer will demonstrate the
Manager to identify any issues or
training and transition to the live
4. Documentation of all outstanding issues /concerns and written Agreement to begin the
training/transition to the live environment
New World Systems*
Proprietary and Confidential
CITY OF PASCo, WA
STATEMENT OF WORK
PHASE: Transition
Purpose: Train users, perform data conversion, execute go -live, complete post - go-live activities and
finalize Customer application customizations.
Description of Phase: The Transition Phase consists of three steps. During this Phase, New World and
Customer project teams review the system, verify and validate readiness for go -live, train users, cut over
from legacy systems and complete post go -live requirements.
New World Systems Project Implementation Methodology
Initiation
Planning
Construction
Transition
Closing
START
4
Standard Solution
Build
10
Project Closure
Activities
T
Conduct User
Training
p
Acct Mgmt.,
Planning Mewing
1
Conduct Start -up
6
Conduct Go-Live
Activities
S
Functional Review
Stop
3
Complete and
Approve Project
Plan
6
Finalize
Configuration
zl
g
Implement Poat
Go-Live
Deliverables -
FrFUn � Task Includes Customer \ Restores Sig Authorized
Step Task Includes
Review Meetings Customer uthori
Page 37
New World Syslemso Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
Step 7: Conduct User Training
Overview: New World's Application Specialist(s) provide user training to Customer staff.
New World responsibilities: New World's Application Specialist will provide on -site training services
to assigned Customer staff. Training options include:
Train- the- Trainer Training (TTT)
This training consists of a New World Application Specialist providing very detailed on -site
training to Customer representatives. The Train - the - Trainer course is designed to take
Customer - certified (either locally or by their state) trainers, train them on the New World
software and certify they have the knowledge base to successfully train other members. This
training also includes problem solving techniques to ensure an effortless transition with minimal
interruptions during their training sessions. Additionally, students are provided training
techniques and detailed lesson plans on their specific modules.
User Training
If a Train - the - Trainer approach is not preferred, New World can provide Customer - defined User
Training courses. This training consists of a New World Application Specialist providing an on-
site training course specific to a user's job assignment. Each course consists of Customer - defined
software classes needed to be proficient in their areas of responsibility utilizing the New World
software.
Customer responsibilities: Assign and schedule appropriate staff to attend training sessions. Provide
and schedule necessary facilities for training sessions. Confirm staff participation in training, as
scheduled.
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Training materials
a. Lesson Plan / User Guide
b. Written Proficiency Examinations
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Written Proficiency Examination results
Page 38
New World Svslems' Proprietary and Confidential
CITY OF PASCO, WA
Step 8: Conduct Go -Live
A. Execute Go -Live
STATEMENT OF WORK
A. Execute Go -Live
Overview: With assistance from New World, Customer goes live on modules and interfaces identified
in the Agreement and as documented in the Project Plan.
New World responsibilities:
1. New World assistance for all applications going live
2. New World assists Customer in preparing production server for go -live
a. Run SQL go -live script
b. Set counters
c. Other maintenance tasks
3. Provide final updates, when applicable, to the following:
a. Standard software
b. Hardware
c. Interfaces
d. Data conversion
4. Customer turnover to Customer Support
5. New World's on -site staff cleared to depart Customer site
Page 39
h New World S.ysleynso Proprietary and Confidential
CITY OF PASCO, WA
STATEMENT OF WORK
Customer responsibilities:
1. Customer goes live with appropriate applications identified in the Agreement
2. Provide SME team members to assist with go -live for each of the applications going live as first
line support
Inputs
(prerequisites):
1.
Pre -Trip Report
2.
Standard software
3.
Interfaces
4.
Data conversion
5.
Pre go -live preparations
a. System preparation
b. Team preparation
c. Preparatory meeting with Customer
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Customer support engaged
4. Live Operations
Page 40
Ilk New World Systemsy Proprietary and Confidential
CITY OF PASCO, WA
Step 9: Implement Post Go -Live Deliverables
A. Provide Customer
Agreement Custom
Deliverables
STATEMENT OF WORK
B. Perform Post -Live Data
Conversion
A. Provide Agreement Custom Deliverables
Overview: New World will provide Customer requested standard software enhancements and/or custom
software (including interfaces) as described in the Agreement.
New World responsibilities:
1. New World will develop and implement custom software and interfaces
2. New World will provide training for enhancements and/or custom software
Customer responsibilities:
1. Provide resources to support the installation of software upgrades when enhancements and/or
custom software are available, including interfaces
2. Attend training as required
Inputs (prerequisites):
1. Completed enhancements and/or custom software / interfaces
2. Customer to confirm functionality of software within the scope of the Requirements Document
Outputs (completion criteria):
1. Upgraded application with enhancements and/or custom software
2. Trained personnel
New World Sj slems"
Proprietary and Confidential
CITY OF PASCO, WA
B. Build Data Conversions
STATEMENT OF WORK
Overview: New World will provide the Customer requested data conversion as described in the
Agreement. Depending on the decisions made in the Planning Phase, the data conversion processes may
be aligned with the go -live schedule, which means this event would then be included in the initial solution
build (Step 5).
New World responsibilities:
1. New World will provide the data conversion programs to convert Customer's legacy data to the
New World standard software for the modules specified in the Data Conversion Migration Plan.
2. New World will provide Customer up to two test sets of converted data. Additional test sets
requested will require additional conversion costs.
3. As provided in the approved Project Plan, New World will schedule a conversion analysis trip
and a separate data conversion test trip to Customer's location. The conversion test trip is part
of delivering the conversion programs to Customer.
4. New World will provide Customer with a Data Conversion Migration Plan for sign off prior to
starting development of data conversion programs. No conversion programming by New World
will commence until Customer signs this document.
Customer responsibilities:
1. Data files from Customer's current database are included in this conversion. Customer will
provide a list of discrete data files with descriptions of fields or data elements in each file.
2. Supply data to be converted.
3. A data dictionary (data descriptors) containing all data elements must be provided to New
World for each file submitted with the media.
4. As provided in the Project Plan, Customer will provide a dedicated contact for each application
area to focus on conversion mapping and testing tasks. Responsibilities include dedicating a
support person(s) whenever members of the New World's team are on site regarding
conversions. Roughly a one -to -one time ratio exists for Customer commitment and New World
commitment.
5. Data Conversion testing. Customer understands that thorough and timely testing of converted
data by Customer's SMEs is a key part of a successful data conversion.
6. Customer agrees to promptly review and sign off on the data conversions after the final test run
is completed.
Inputs (prerequisites):
1. Approved Data Conversion/Migration Plan
2. Data to be converted
Outputs (completion criteria):
1. Completed data conversion programs
2. Conversion test sign -off
hUNew World Systems`
Proprietary and Confidential
CITY OF PASCO, WA STATEMENT OF WORK
PHASE: Closing
Purpose: Review the project, approve closure, disengage project management and transition Customer
to the Account Management Team.
Description of Phase: The Closing Phase consists of one step. During this Phase, the New World Project
Manager reviews the project with Executive Management, closes out all remaining documentation tasks
and disengages from the project. The Account Management Team assumes all responsibilities for ongoing
support of the system and Customer.
9
New World Systems Project Implementation Methodology
Initiation
Planning
Construction
Transition
Closing
START
q
BWntlartl Solution
Build
r;�
ID
Prolecl Closure
Activities
r
Conduct User
Training
p
Acct MgmL,
Planning Meeting
Conduct Stan -up
B
Conduct Go-Live
Activities
S
Functional Review
Stop
3
Complete and
Approve Project
Plan
6
Finalize
Configuration
g
Implement POat
Cellverables
j Fr:FUn Step � Task Includes Customer
Executive Review Meetings
New World Systems"
Requires Authorized
�' Customer Signofi
Page 43
Proprietary and Confidential
CITY OF PASCO, WA
Step 10: Project Closure Activities
Transition to Account Management
STATEMENT OF WORK
Overview: At the conclusion of the project, the New World applications are fully live and functional in
the Customer's environment with all required components delivered and operational. During this event,
the New World Project Manager will schedule a formal turnover of the Customer to the New World
Account Management Team, which includes the Executive Sponsor, Customer Support and Customer
Care. The managers of Customer Care and Support introduce their department structure and review the
services each team provides.
Many of these individuals will have been part of the project, so this transition should be relatively
seamless.
Project closure will also be finalized with the Customer, ensuring the Customer and the New World
Customer Support team members are aware of the overall deployment of the New World
implementation and that all questions have been addressed and exceptions are incorporated into the sign -
off document.
New World responsibilities:
1. The New World Project Manager will coordinate a meeting, either via teleconference or on site,
to review the project status and transition ongoing communications with the Customer to the
assigned Account Team
2. Managers of New World Customer Support create and distribute agenda
3. Prepare the sign -off documentation
4. The Project Manager and PMO will review all project financials to ensure all deliverables for the
Agreement are delivered, billed and paid
Customer responsibilities:
1. Provide appropriate personnel for the support turnover meeting
2. Provide a location with a conference phone for the support turnover meeting
3. Project Closure sign -off
Inputs (prerequisites):
1. Agenda
2. Schedule the meeting
3. Project Closure sign -off template
Outputs (completion criteria):
1. Account Management engaged to support the Customer
2. Project Closure sign -off
New World Systems"
Proprietary and Confidential