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Home My WebLink About20200964.tiff6-7140et.c /0 ff,g//t MEMORANDUM TO: Esther Gesick, Clerk to the Board Mar 23, 2020 FROM: Ryan Rose, Chief Information Officer SUBJECT: Northwoods Consulting Partners, Inc. SOW VI- Northwoods Consulting Partners, Inc. provides software to Human Services. The software is used by the Human Services department to scan and manage documents that are used to conduct their daily business. The attached agreement between the Board Of County Commissioners and Northwoods Consulting Partners, Inc. is for the purchase, implementation, and maintenance of the software. The requested amount is $97,775.00 and has been reviewed by Legal. The cost was budgeted for in the 2020 project budget. We ask that the BOCC approve the agreement as submitted. 1 c&; OitAetet-c-e) CT1) 2020-0964 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Northwoods Full Text Search Implementation DEPARTMENT: Information Technology DATE: March 16, 2020 PERSON REQUESTING: Ryan Rose, CIO -TQ%. Brief description of the problem/issue: Northwoods Consulting Partners, LLC provides Human Services software to Weld County. The software is used by the Human Services department to scan and manage documents that are used to conduct their daily business. The IDOL module which performs character recognition for full text searching capabilities is being sunset and replaced with their Full Text Search module. This agreement is to convert the Human Services Fiscal Office to the new module and to add the Contract Management group. The attached agreement between the Board of Weld County Commissioners and Northwoods Consulting Partners, Inc. is for the purchase, implementation, and maintenance of the software and has been reviewed by Legal. The requested amount for this service is $97,775.00, which was a 2020 BOCC approved project. What options exist for the Board? (include consequences, impacts, costs, etc. of options): This provider specializes in selling and supporting this software. The options are to move forward with this conversion effort or stop using the software. Recommendation: We recommend proceeding with this request. Mike Freeman, Chair Scott K. James Barbara Kirlaneyer Steve Moreno, Pro -Tern Kevin D. Ross pnnrove Schedule Bandana Work Session Other/Comments: CONTRACT AGREEMENT EXTENSION/RENEWAL BETWEEN THE WELD COUNTY DEPARTMENT OF INFORMATION TECHNOLOGY AND NORTHWOODS This Agreement Extension/Renewal ("Renewal"), made and entered into clay ar / q-yt// p4Gb2O)by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Information Technology, hereinafter referred to as the "Department", and Northwoods, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an agreement (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2012-3243, approved on November 14, 2012. WHEREAS the parties hereby agree to extend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is incorporated by reference herein, as well as the terms provided herein. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: • The Original Agreement expired on December 31, 2016, however, was extended through additional Amendments until December 31, 2019. • The parties agree to extend the Original Agreement for an additional one-year period, which will begin January 1, 2020 and will end on December 31. 2020. as evidenced by Invoice No 101672, dated November 1, 2019. • The Renewal, together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents, which shall be effective upon the expiration of the current term of the Original Agreement: • The attached Scope of Work for additional services is incorporated herein by reference. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. CONTRACTOR: North 5 n ture BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Mike Freeman, Chair BY: Deputy Cler j• the Board oZDo�.o b yeo. �f NORTHWOODS Time & Material Cost Estimate Weld County OCR Expansion Project Prepared by Aric Blythe, Northwoods Consulting Partners Prepared for Weld County DHS Time & Material Cost Estimate Date Submitted: 1/6/2020 Expiration Date: 2/14/2020 Project Scope Summary The following budgetary price estimate includes the software licensing, support, and professional services costs necessary to migrate the existing Weld County Fiscal Unit environment and expand Weld County's Compass and OnBase environments for the purpose of enabling OCR capability for all of Weld County HS. The professional services cost listed on this estimate includes the effort to migrate Weld County's Fiscal Unit from IDOL to Full Text Search. Itemized Cost Breakdown Solution Software Description Code Cost Each Qty Total Cost Full -Text Search - Site License FTSIPI1 $20,000.00 1 $20000.00 IDOL Credit -$10,600.00 1 -$10,6600.00 Subtotal for Third Party Software $9,400.0O Total Solution Software $9,400.00 Professional Services Description Northwoods Professional Services Total Professional Services MAINT1 Cost Each $225.00 Total Cost 375 $84,375.00 $84,375.00 Annual Support Description Full -Text Search Annual Maintenance Total Annual Support Total First Year Solution Pricing Summary Cost Code Cost Each Qty Total Cost Cost Category Solution Software $9,400.00 Professional Services Annual Support Total $84,375.00 $4,000.00 $97,775.00 $4,000.00 $4,000.00 $4,000.00 $97,775.00 • Where applicable, sales tax not included Unless otherwise agreed to in a signed, written agreement, payment for all hardware, software, software support are due within 30 days of acceptance of price quotation. Professional services are billed at the rate indicated above and will be invoiced in arrears on a monthly basis for work performed. Quote subject to change Version 1.0 072315 Page I of 1 • Quotation expires 90 days from date Issued • Applicable taxes and shipping not Included Printed 1/10/2020 N0RTh WO0DS® Statement of Wor Full -Text Search Implementation Project Presented to Weld County, Colorado Document Version Version 4.0 Date February 7, 2020 Statement of Work I Full -Text Search Implementation Project N0RTHWOODS® Copyright and Trademark Notice Copyright © 2020 Northwoods Consulting Partners, Inc. All rights reserved. Northwoods, the Northwoods Bear Logo, CoPilot, Compass, and Traverse are all registered trademarks and service marks of Northwoods Consulting Partners, Inc. Rather than repeat the trademark and service mark attributions throughout this document, Northwoods hereby asserts its rights for all of its products and services. All other trademarks and service marks are the property of their respective owners. Unless stated to the contrary, no association with any other company or product is intended nor inferred. Copyright and Trademark Notice I Statement of Work Full -Text Search Implementation Project t1Ct� NORT}iW00DS" Table of Contents Purpose.— ...............»..,»,»....».,.<.,.»»».»„....».»,,,....»....»......,,.,,».,..»».»»,.».».,„,...,, ..».,.,,,,,,,,.,.,,»,.,,.,,,.,»......,.,..........,.... Project Scope.. Deliverables,.,2 WorkActivities ,.»,.,,,,.,» ...........................• ...,. .»,..,.......,»..,..... ,...»..,.,.,..,.......,,....,..3 Project Planning and Management 3 Solution Infrastructure 4 ServerEnvironment ...... ......... .................... .....,..,...,.,..,,.,.....,..,,.».,.,,...,..........,,,...,,.....,,.,»,.... Business Process Analysis and System Design 4 Baseline Application Configuration _ 5 Client Software Deployment 5 System Testing 5 Solution Review 5 Training 6 Web -Based Training 6 Training Schedule...-...,...» ... ... ................ _ .................._......_ 6 WorkRequirements .. ....... ... .....................».... ,.,..... ..,........................... .....,.,.,,.,..,........ ,, »....,...,.,...».,.6 Phase 0: All Phases 6 Phase 1: Startup Phase 7 Phase 2: Design Phase ...................................8 Phase 3: Test Phase 10 Phase 4: Deploy Phase10 Phase 5: Closeout Phase . 11 Location and Hours of Work .,_. 12 Project Acceptance 12 Project Assumptions 12 Appendix A: Change Management A-1 ChangeControl Process........................................................................,.,...,.,.,.....,..................., ,............................_.......,..,, A-1 Identification A-2 Evaluation A-2 Table of Contents to 0 n O T (U vtt (D N n 3 ID !D 3 Co m r+ 0 -i O C O N N o 0 Statement of Work I Full -Text Search Implementation Project NORTHWOODS° Management A-3 Appendix B: Deliverable Review Procedures— ... .................................................................................. .......... B-1 Review Methods B-1 Formal Evaluation B-1 Functional Review B-2 Walk -Through Inspection B-3 Acceptance Log B-4 Timeliness B-4 Appendix C: Deliverable Acceptance Criteria C-1 Table of Contents Statement of Work I Full -Text Search Implementation Project NORTHWOODS° Purpose The purpose of this Statement of Work (SOW) is to define the scope of work and deliverable work products necessary for migrating the existing intelligent data operating layer (IDOL) solution to OnBase by Hyland Software Full -Text Search within Weld County's Fiscal program area as well as expanding the solution into the DNS Contract Management program area. This SOW specifies the work to be done by the Northwoods Consulting Partners, Inc. (Northwoods) project team in providing the services associated with the Full -Text Search Implementation Project (the Project). Any requests for services and/or system functionality that exceed the scope specified in this SOW are subject to project change management' ' See "Appendix A: Chance Management" on page A-1. Purpose Statement of Work I Full -Text Search Implementation Project ale NORTHW0ODS° Project Scope The project objective is to migrate the existing IDOL solution to the new full -text search functionality in the Fiscal program area as well as expand the full -text search solution to the DHS Contract Management program area (collectively referred to as 'Weld County" throughout this document). �. . •%. . 3.* f.I �{p LsAl.;'v?t' ♦P i lk:; kfl 0:'.. ,44Z pAiY:.iz.'xF'•: . �Y. . .t .r •l TAP IyC �,a •L. ..11P'FP .: �$ '.:. .i .i d(ra ° itd . b+.. *OPT.... •c.i1, :'C •I;.toil The following are deliverables for the Project: • Baseline Project Schedule • Baseline Application Configuration • Training Schedule • System Testing Results • System Administration Training • End -User Training Deliverable review procedures are described in "Appendix B: Deliverable Review Procedures" on page B-1 while deliverable acceptance criteria and general description for this Project's deliverables are provided in "Appendix C: Deliverable Acceptance Criteria" on page C-1. Project Scope o C rt Statement of Work Full -Text Search Implementation Project NORTHWOODS' Work Activities The work activities in this section define the tasks necessary for the successful configuration and implementation of OnBase Full -Text Search within Weld County's existing Northwoods solution. Project Planning and nagement The Northwoods Project Manager will be responsible for ensuring the satisfactory and timely completion of each Project task by planning, organizing, motivating, and controlling human and equipment/material resources. The internal project management methodology used by the Northwoods Project Managers is as follows: • Calendar of Events and Deadlines o Establish, review, and communicate project events and deadlines throughout the duration of the project • Project Change Management o Track and monitor change requests for anything affecting scope, time, or cost for the project o Identify and process in -scope and out -of -scope requests • Communications Management o Provide project status updates and communication o Use appropriate communication channels to ensure visibility and cooperation by communicating status and relevant news about the project to key stakeholders o Provide regular status reports to the Weld County Project Manager and key customer stakeholders + Deliverable Management o Facilitate the configuration and implementation of project deliverables and deliverable review procedures + Issue and Risk Management o Assign issues to team members for resolution and/or follow up o Assign a rank to risks identifying the likelihood and severity of a risk should it happen. Identify methods to mitigate or eliminate the risk o Communicate potential risks and issues that may affect the schedule, budget, and/or project deliverables to key stakeholders o Identify schedule variance and potential problems • Leadership and Decision Support and Prioritization o Identify decision owners and proactively support the project decision -making process o Determine the relative priority of decisions Work Activities 0 n 0 rn v. n 3 tJ 3 m hi 0 —I 3 - O -O N C N O O Statement of Work Full -Text Search Implementation Project NOR1l IYYOO S • Work Breakdowns, Schedules, Milestones o Assign work activities and target completion dates required for the project team o Review and approve task updates for the project team o Adjust the Baseline Project Schedule and/or reassign resources as necessary Solution Infrastructure . .1'e C...*.. jF'^gt.. The OnBase test and production environments will reside on Weld County's existing network and on -premise server infrastructure. Server Environment Server infrastructure setup includes the necessary steps to develop the application server(s) (physical or virtual server) for the test and production environments. The following table provides a description of each environment and identifies the degree to which access and changes are controlled. Environment Description Change/Access Test The software versions, permissions, and configuration settings in this environment are nearly identical to the production environment. This environment also accommodates development/testing data and scenarios for end -user testing. Moderately controlled Production inBase production'° ste ' i<s'the enviro€trrtent in wttrdae , riedy controlled' OnBase will operate. Configuration changes may be made directly in this environment. Any database or code change mi 3be' ccessfu l l�edi to e testenviro i� prior to 0.0% : a +. r. •. propagated to the production environment.' • w. Business Process Analysis and System Resign The Northwoods project team will interview subject matter experts (SMEs) from Weld County to determine which business processes will be affected and discover how the required changes can be best managed. The Northwoods project team will work with Weld County SMEs to identify which capabilities the solution should include, develop the Baseline Application Configuration, and prioritize testing requirements. Work Activities Sa!PAIPy 11OM I Statement of Work I Full -Text Search Implementation Project N0RTHW0ODS' Basetine Application Configuration The Northwoods project team will configure the solution per the results of the business process analysis findings. Once configured, the Northwoods Project Team will test the solution to confirm it complies with the specified requirements. Client Software Deployment. Client Software Deployment includes those activities necessary to make client -side software available to Weld County end users. Weld County will be responsible for the deployment of client software to end -user workstations using software deployment scripts. System Testing The Northwoods project team will test the complete, integrated production system to confirm the system complies with specified requirements. System Testing involves testing of the complete end -to -end system to verify all system functional requirements. This stage of testing includes the execution of a comprehensive set of functional and operational tests. Solution Review The Northwoods project team will conduct a solution review to ensure that the system's configuration baselines are accurate. A configuration baseline is a collection of similar configuration items that constitute the system configuration at a specific point in time. Creating and maintaining baselines is important because it provides a structure for orderly development of the system. Each new baseline, and its associated changes, collectively represents the evolution of the system. As the system evolves, changes are more strictly documented and controlled. Baseline categories include: • Conceptual Baseline (changes not controlled): Provides direction to project scope and serves as a reference point to focus future work. (Baseline of existing processes) • Functional Baseline (changes loosely controlled): Represents requirements that capture the needs of the customer. (Baseline of proposed processes) « Preliminary Baseline (changes moderately controlled): Establishes the benchmark configuration once requirements are approved. (Baseline of configured processes) « Test Baseline (changes strictly controlled): Reflects the configuration release for testing. (Baseline of configured processes after solution review) I Work Activities saWA .3V 1I1OM Statement of Work I Full -Text Search Implementation Project NORTHWOODS® • Production Baseline (changes by change order only): Reflects a completed, client -accepted system that is ready for the production release. (Baseline of approved processes) Training Northwoods will provide Weld County with end -user training. Training ensures that an agency's workers know how to use the solution's new full -text search functionality within their existing Northwoods solution, allowing the agency to minimize disruption to daily workloads as the solution goes live. Web -Based Training Weld County end users and system administrators will attend web -based training to gain a deeper understanding of the features contained within their Northwoods solution. Web -based training will occur as a live, instructor -led webinar conducted remotely by the Northwoods project team. The Northwoods project team will use realistic scenarios and incorporate familiar business processes, gathered by the Northwoods project team during discovery sessions, to provide context and reinforce Weld County worker comprehension. The duration of web -based training sessions will be adjusted depending on the target group in attendance. Reference materials will be made available to Weld County workers following each session. Training Schedule The Northwoods project team and Weld County Project Manager will develop a training schedule as a document separate from the Baseline Project Schedule. The training schedule will provide scheduled dates, timeframes, and locations for all proposed sessions. This section defines the work requirements, organized by phase, that will be performed by both Northwoods and Weld County to successfully implement the full -text search solution. 0 CD Phase 0: All Phases ° The following work requirements define the specific tasks the Northwoods project team and Weld County project team will complete throughout all project phases. The timeline for completion is determined by the 5, Baseline Project Schedule deliverable, as developed by the Northwoods Project Manager and approved by the Weld County Project Manager. 3 o' - a - Oo o , I Work Activities 0 5 !!A!PV > lOM Statement of Work I Full -Text Search Implementation Project u---1 NORTHWOODS° Responsibilities Code Description Responsible Party 0.1 Facilitate status review meetings throughout the duration of project to review progress and detailed plans, and identify and communicate potential risks and issues that may affect the schedule, budget, or deliverables Northwoods 0.2 , Attend stat€ ,r-..evie meetings. Weld County 0.3 Prepare and distribute written status reports Northwoods G4 Review wren status reports Weld County Phase 1: Startup Phase Project startup represents one of the most important aspects of the overall project. It focuses specifically on planning and communication. Without a solid foundation and plan, the rest of the project can be uncoordinated and difficult to manage. During this phase, the Northwoods project team focuses on all aspects of project initiation and planning, which allows the project team to monitor, control, and complete the project within time and budget constraints while meeting ail required deliverables. Objectives 1. Plan and initiate the project 2. Assemble the Northwoods project team and secure necessary resources 3. Assemble the Weld County project team and secure necessary resources Responsibilities Code Description Responsible Party 1.1 Identify Northwoods project team members and provide the Weld County Project Manager with appropriate contact information Northwoods 142. Introduce Northwoods to t eWeld C ounty Project Manager Weld County -;;u: L3 Facilitate planning meeting with the Weld County Project Manager and other key stakeholders to: • Outline project goals • Establish roles and responsibilities of team members • Clarify the expectations of all parties • Create a shared commitment toward project success Northwoods 1:4 : Attend planning meeting with the Northwoods project team Weld County 1.5 Identify and assign the Weld County project team members Weld County I Work Activities Statement of Work I Full -Text Search Implementation Project NORT1-WOODS® y A4ks~ti ^`�`.:.... . . •..... ,.A`.4°'A^ -.... ;: r-r..,,8e. 4:NB'.'f. 1.7 Provide the Weld County Project Manager with work activities and target completion dates required for Weld County and Weld County project team members Northwoods 1.8 ec ► og c t n t Wetd County to i tet ' f f ' r}taiselts and discuss implementation timelipos _ E dithwotcis 1.9 Attend technology meeting with Northwoods Weld County 1.10' Review project management procedures with the Weld County Project Manager Northwoods 1.11 Review the format and frequency of status reports with the Weld County Project Manager Northwoods 1:12 pDy� r ve!or} and strbrrirr t{#ie Baselihe'Project Schedule t6 The Weld (county rr ect Manager or r * rii:.k . .c . S'.'d..*.t. is ,n ' .4c-: ;a?i':*��a '+ Nbrthwoods ' `"` . rta .. 't"t'df -1 • "r. `4, , :N,.` 1.13 Evaluate and approve the Baseline Project Schedule Weld County 114 Develop and submit the Training Schedule to the Weld County Project Manager for review : Northwoods 1.15 Evaluate and approve the Training Schedule Weld County Phase 2: Design Phase This phase includes the objectives and responsibilities for designing the business and system requirements for the project. Objectives 1. Identify business (functional) and system (nonfunctional) requirements 2. Complete preliminary system design Responsibilities Code Description 2.1 Provide the Northwoods project team with escorted access to database and application servers Weld County I Work Activities S@WA! DV 1.1oM 1 Statement of Work I Full -Text Search Implementation Project l'tt� NoRmwooDs4 Code Description Responsible Party Z2 ` ate business process arrafys seSS` . Count •rhieh tnaidesthefoll'owing: • .• A. review of existing intelligent data operati€3 ;layer (IDOL) processes within Weld County's current". Iorthwdocis.Sokitl n A review of Fiscal and Contract Management users who will require access to OnBase Frill -Text Search * A validation of Fiscal and Contract Management document types that will be applied to OnBase,Tyll-Text Search Northwoods 2.3 Participate in all business process analysis sessions Weld County 2.5 Provision test and production server environments based on Northwoods' technical specifications Weld County 2.6 fnstatl rand configure all prerequtSte server softw8•re i t the test and : pr c r eap servvers, 'rntfud n`g all updates and patches'for V ndows server 2bt6 and app pprrate anti -virus sotivw'at'e Weld. County '° ' ' 2.7 Install and license OnBase Full -Text Search on the test and production servers on behalf of Weld County Northwoods 2,8 c i ure .Qn$ase.Full1 Text Search on,the°test and pr°oduc iot servers for , Fiscal and Contract Management t rtlr udc� s 2.9 Configure a conversion utility tool on the test and production servers to transform Weld County's existing IDOL processes to OnBase Full -Text Search Northwoods 210 Execute the conversion utility tool on the test and production servers, . arisforming Weld County's existing IDOL processes to OnBase Full -Text , Search x :,N,prthwood5 :. 2.11 Migrate Autonomy IDOL's OnBase configuration information -including configured Fiscal document types —to OnBase Full -Text Search on the test and production servers, processing documents into new catalogs Northwoods 2,12 .� Configure additional document types for Contract Management, and. C a B1~a� err r, ��5..,� � Northwgq s , uP � �w „ 2.13 Reconfigure Compass Pilot as necessary to support the new solution Northwoods I Work Activities O a n O ro (D ro w 3 B 0 -I O N N O Npo 0 0 Statement of Work I Full -Text Search Implementation Project NORTHWSW Phase 3: Test Phase The Northwoods project team tests the complete, integrated production system to confirm the system Complies with specified requirements. System testing involves testing of the complete end -to -end system to verify all system functional and performance requirements. This stage of testing includes the execution of a comprehensive set of functional and operational tests. Objective 1. Verify that all functional and nonfunctional requirements are satisfied prior to full-scale production implementation 2. Verify Production Release Criteria have been achieved Responsibilities Code Description Responsible Party 3.1 Perform system testing to ensure the full -text search solution is functioning correctly Northwoods 3 2 * pan 1`su t ys st sul Co the Wed County Prt,fect Northwoods 3.3 Evaluate the System Test Results Weld County 3.4 Update configuration of the solution as needed = Northwoods 3.5 Grant Northwoods authorization to proceed with end -user implementation Weld County Phase 4: Deploy Phase This phase includes the objectives and responsibilities for deploying the project, including an iterative, multilayered approach to training and implementation support Objective 1. Grant access to OnBase Full -Text Search 2. Train and support end users on system functions and new/revised business processes 3. Train System and Application Administrator(s) Responsibilities Code Description 4.1 Grant Fiscal and Contract Management user groups permission to access Northwoods OnBase Full -Text Search I Work Activities Statement of Work I Full -Text Search Implementation Project CKr NORTHWOODS° Code Description Responsible Party Weld County 4.2 Consistent with the approved training s€hedule, schedule training sessions, createrosters, and provide training equipment and logistical sup .port 4.3 Deliver a web -based System Administration Training session, conducted remotely Northwoods 4.4 Participate in the System Administration Training session Weld County 4.5 Deliver web -based end -user training sessions to Fiscal and Contract Management, conducted remotely Northwoods 4.6 Participate in end -user training sessions Weld County Phase 5: Closeout Phase This phase includes the objectives and responsibilities for finalizing the project. Objective 1. Confirm Project Acceptance Criteria 2. Verify completion of work requirements and deliverable acceptance 3. Verify Project Acceptance Criteria have been achieved 4. Formally close the project Responsibilities Code Description Responsible Party 5.1 Review outstanding issues with the Weld County Project Manager Northwoods 5.2 Review Project Acceptance Criteria with the Weld County Project Mena r . Northwoods 5.3 Review maintenance and support protocol/procedures with Weld County, introducing the agency to their Northwoods Support Specialist(s) Northwoods 5.4 Introduce Weld County to €heir dedic4ed Northwoods Customer Succe Mann. r i•"a s ,' r .�. ..fps ' l ... 5.5 Submit Project Acceptance form for signoff Northwoods �_+�6([ rr p ov ' aetd:Cq '<t, ._.w 5.7 Perform administrative closure: final invoicing; collection and archival of project records; release of project resources (for example, staff, facilities, and automated systems) Northwoods Work Activities S ik!Ap)V >IJ0M O n 9 C Do v a iv 0 O O I Statement of Work I Full -Text Search Implementation Project N0RTHW0ODS° In order to decrease implementation costs and reduce deployment barriers, the work activities performed by the Northwoods project team will be performed remotely at Weld County. To the extent possible, work by the Northwoods project team will occur during regular business hours. On occasion, the Northwoods project team may work during evenings, nights, weekends, holidays, and other nonstandard work hours to maintain the Baseline Project Schedule. When working remotely, the Northwoods project team ensures the effective exchange of information and transfer of knowledge by using alternate methods of communication including but not limited to email, teleconferencing, and remote network access. Project Acceptance The following acceptance criteria are used to acknowledge acceptance of the final project deliverable: • All Northwoods-assigned project work requirements have been completed. • All project deliverables have been accepted. The Northwoods Project Manager submits a Project Acceptance form once project acceptance criteria have been achieved. The Weld County Project Sponsor, or authorized designee, evaluates whether the final project deliverable meets project acceptance criteria listed above. If the final project deliverable meets the project acceptance criteria, the Weld County Project Sponsor, or authorized designee, signs the Project Acceptance form within ten business days to acknowledge acceptance of the project. Should the final project deliverable fail to conform to acceptance criteria, the Weld County Project Sponsor, or authorized designee, documents any deficiencies in the Project Acceptance form and returns the form to the Northwoods Project Manager within ten business days. The Northwoods Project Manager then facilitates corrective action and resubmits the Project Acceptance form once corrective action is complete. If the Project Acceptance form is not returned to the Northwoods Project Manager within ten business days, the project is considered accepted by the customer. The following assumptions are used to acknowledge requirements and dependencies for the project. Coth: Topic Assumption A.1 General All project participants will provide the necessary resources (far example, human resources, facilities, and equipment) to complete assigned work activities within established timelines in the approved Baseline Project Schedule deliverable. I Work Activities SaIIJA )y I iOM ra n O .41 C -x{ co eiT S 33 a 0 0 � ry 0 Statement of Work l Full -Text Search Implementation Project NORTHWOODS® Code Topic I Assumption , t erral ;too .;alt i 66*,'With escorted data . antf appliccatioo etuer ae• Car *beds project team to temp(et configuration':configuration'of sol ttiOn: so ire. A.3 General Northwoods must upgrade Weld County to OnBase 19 and Compass Pilot 6.6.94 before initiating this OnBase Full -Text Search Implementation Project. A.4 General Northwoods will convert up tp 2100 Fiscal documents —with up to 27 different doc rhent types.and approximately 33,000 pages —into OnBase FultrText Search,.appropriate a urnents. A.5 General Northwoods will configure up to 130 Contract Management document types identified in the "ADM -Contract Management Doc Types to Config" spreadsheet. At ' a Pro t Planning and, Management tile Northwood Project t ` : - ilf attend status via teleconference, - A.7 Project Planning and Management The Weld County Project Manager will coordinate activities for Weld County resources (for example, personnel and facilities). A. a, S* lotion l ucture r 5ralution pero marnceIs anion f nelork environmentvaria�•(fo, ', � a np e+ # width ate . Won). a cgs*, oc e cub m i `5sion •r' eS c'. ;end. users will vary` arm{ am , bus. not. guaranteeddb Nc d , A.9 Server Environment Weld County will provide the proper licenses for prerequisite server software to include Windows Server 2016, appropriate anti -virus protection, and required Client Access Licenses (CALs). ., . .. • a•kY .. e .. . z • ou ty wlil 'proved } or m s ance in support of all livo,rkenvironment a tivabes, including abut nt °llt ei to to AAt. ��jj: .7�y�1!f �n �jp�.• may �# sq/•�3. ite . N`�+E'� c4onrlecp ty ao o lesbboting assistance - Network traffic analysis aril i) idth monitoring to isolate i P 1`r d fz r.' t'b f p � k * t :Hari ng, i ues._ with son/ .hard We before,. during, and after • rollout A.11 Server Environment Weld County will provision application servers within timeframes established in a mutually agreed upon Baseline Project Schedule. Work Activities S@WA!pV 1.10M 13 A.19 Out of Scope A.17 Out of Scope Statement of Work I Full -Text Search Implementation Project NORTHW00DS' A.13 Baseline Application Configuration ry pport agreement Northwoads (d Co irtty's server infrastructure. Weld County will provide: • Technical assistance as needed • Appropriate security and network access levels to all required support systems related to the project • Appropriate access levels, procedure documentation, and/or consultation for all supporting systems A.15 Configuration con-69046hies etetom configuration of existing outer' x feat z' 4. i . '"'s4 ductlrnodule. Suggestions fiat changes/enhancements to so me .sodrie code may be considers for ?, t tion not be we ntin9ept upor System Testing Weld County will provide the appropriate network access and security privileges for designated testers. td. in G muttialiy approvP,o tratnin9 schedule, felt rniniscatars will attendact scheciutes a nir; ; Sessic Any activities not explicitly included in "Work Requirements" are considered out of scope. is to 4'appiicati« Ef 5rciftiv+ are cod out.of ugr,e,torrs fa. ctiarices/enhancements may be considered for i;mpter entnt p°n'°::° rr Imaging of closed case files (that is, backfile scanning) is considered out of scope. A.21 Out of Scope Network traffic analysis and bandwidth monitoring/traffic analysis are considered out of scope. ut tficopt Printed` traitiii ititt/t r reference SAWN, 'Other than *kit rWferer,1e'e" • ' uides are' lediout of scope. Work Activities Statement of Work I Full -Text Search Implementation Project NORTHWOODS® Code Topic Assumption A.23 A.24 Out of Scope Out of Scope I Work Activities Retraining of employees and training of new employees who do not attend initial training sessions is considered out of scope. Shredding of paper documents is considered out of scope. I Statement of Work I Full -Text Search Implementation Project aie NORMIWOODS° Approval of the Statement of VVork Approval of the Statement of Work by Weld County: Signature Mike Freeman Printed Name Approval of the Statement of Work Chair, Board of Weld County Commissioners Title MAR 2 3 2020 Date EiNZIIIME;1111 o2 -d.21, - 0 9' Statement of Work I Full -Text Search Implementation Project NORTHW00DS° Appendix A: Change Management Many projects suffer from "scope creep," "growing requirements," and changes in plans that ultimately cause unnoticed slippage in the budget and schedule and loss of the control needed to deliver the intended work products according to specifications. Effective Change Management ensures that changes within the project are made in a consistent manner and that key stakeholders are informed of the state of the requested changes and the impact of those changes. Change Control Process The purpose of Northwoods' Change Control Process is to ensure that changes within the project are made in a consistent manner and that key stakeholders are informed of the state of the requested changes and the impact of these changes. Whenever possible, the Northwoods project team works with the Weld County to identify in -scope workarounds for any out -of -scope requests. The Change Control Process is a three -step process. • Identification • Evaluation • Management The following diagram represents the Change Control Process for the project. I Appendix A: Change Management O C n 2 3 CD co � N < O N N O Statement of Work I Full -Text Search Implementation Project NORTHW0ODS3 tozsmii MEM Identification A Change Request (CR) form is used to formally initiate a change request. Types of change requests to be initiated using this form include changes to the project. The Weld County Project Manager can initiate a change request by submitting a Change Request (CR) form to the Northwoods Project Manager. The Northwoods Project Manager screens the request to determine whether or not there is adequate information for evaluation. The Northwoods Project Manager may request that more information be provided. Once enough information is available to assess the CR, the Northwoods Project Manager reviews the request with the Weld County Project Manager, and they collectively decide if the change should be recommended for further evaluation. Evaluation Once the Weld County Project Manager obtains internal acceptance for in -scope or out -of -scope requests, the Northwoods Project Manager and the Weld County Project Manager can jointly accept in -scope or out -of - scope changes whose impact does not exceed the following threshold limits: • A delay of one or more days to any project deliverable, milestone, or scheduled project completion date • Scope changes to any project deliverable • Negative impact on the quality of a project deliverable Appendix A: Change Management Itiauia6,UPW ani»[tJ I Statement of Work Full -Text Search Implementation Project Chr N0RTHW0ODS° • Additional expenditures in excess of $100 or additional project resources • Requested changes/enhancements to project products If the change request exceeds any of the established threshold limits, the Northwoods Project Manager evaluates whether the CR is within the overall scope of the project. If the requested change exceeds the threshold but is within scope of the project, the Northwoods Project Manager refers the CR to the Northwoods Project Management Office (PMO) for a decision. In instances for which the CR exceeds the threshold but is not within scope of the project, the Northwoods Project Manager refers the matter to the Northwoods Change Control Board (CCB), which determines if the change request is to be implemented. The Northwoods Project Manager communicates decisions by the PMO/CCB to the Weld County Project Manager. Requests for product enhancements are submitted to the Northwoods CCB through the Northwoods Project Manager. The Weld County Project Manager is informed when a decision is made and the potential impact on the project Management The Northwoods Project Manager is responsible for implementing approved change requests and managing the risks associated with all approved or rejected change requests. The details surrounding all approved change requests expanding the scope of the project, are provided to each respective legal department to determine if such changes require a change to existing governing project documents or whether additional governing documents are required. I Appendix A: Change Management CD 0 CD 3 r 0) CD 0 0 Statement of Work Full -Text Search Implementation Project otte NORTHWOODS° Appendix B: Deliverable Review Procedures The tools, techniques, and procedures described in this section are used to create a clear and unambiguous definition of each project deliverable and of the process used to obtain acceptance of each deliverable. To be accepted, all deliverables must be: • In accordance with the scope of work defined for this project • Complete and ready for handover • Reviewed and approved by the Weld County Project Manager in accordance with the defined acceptance criteria for the respective deliverable aQtt 1 . 711 Depending on its classification, project deliverables are reviewed through formal evaluation, functional review, or walk-through inspection. The purpose of deliverable classification is to ensure each deliverable receives the appropriate level of review and acceptance based on the characteristics, complexity, and source of the deliverable. • Formal Evaluation: The systematic process of evaluating whether a deliverable meets specifications. Formal evaluations are most appropriate for written deliverables that require review by multiple Weld County SMEs. • Functional Review: The informal and immediate review of a deliverable to gain immediate feedback about content or technical quality. Alterations to the deliverable often occur during the review. Functional reviews are most appropriate for written deliverables or performance -based deliverables within the area of expertise and/or responsibility of a single person or small work group. • Walk -Through Inspection: The informal and immediate examination of material or equipment. The purpose is to validate the completion of a deliverable work activity. Walk-through inspections are most appropriate for performance -based deliverables within the area of expertise and/or responsibility of a single person or small work group. Functional reviews and walk-through inspections typically allow for faster turnaround time for review and acceptance than formal evaluations. They differ from formal evaluation with their openness of structure in which direct verification occurs at the time of review or inspection. Formal Evaluation The following deliverable acceptance procedure describes the formal evaluation process: 1. The Northwoods Project Manager submits a Deliverable Acceptance form (for more information, see the "Acceptance Log" section of this document) as the deliverable is completed. Within ten business Appendix B: Deliverable Review Procedures x O CD • re ci n rD n . 0 Ct a n 0 CD CD n 3 CD S a N C Q Statement of Work I Full -Text Search Implementation Project 4s‘ Ct'C� NORTh WOODS" days, the Weld County Project Manager and any necessary Weld County SMEs evaluate whether the deliverable meets the acceptance criteria. 2. If the deliverable meets the outlined specifications, the Weld County Project Manager signs the Deliverable Acceptance form acknowledging acceptance of the deliverable. The Weld County Project Manager then returns the form to the Northwoods Project Manager within the ten-day review period and no further action is necessary. 3. If a deliverable were to fail to conform to acceptance criteria, the Weld County Project Manager must adequately document the deficiency in the Deliverable Acceptance form and return the form to the Northwoods Project Manager within the ten-day review period. The Northwoods Project Manager then facilitates corrective action and returns the corrected deliverable within a mutually agreed upon timeframe. 4. The Weld County Project Manager evaluates and approves or rejects corrected deliverables received from the Northwoods Project Manager within ten business days, unless the Weld County Project Manager notifies the Northwoods Project Manager within the ten business days that additional time is required for the review. Both the Northwoods Project Manager and the Weld County Project Manager must mutually agree to the time of the extension. 5_ If additional corrective action is necessary, both the Northwoods Project Manager and Weld County Project Manager must mutually agree to the time period for corrective action. 6. Any deliverables not evaluated and returned to the Northwoods Project Manager for correction within the agreed upon period are deemed accepted by Weld County. Functional Review The following deliverable acceptance procedure describes the process for functional reviews: 1. The Northwoods Project Manager meets with the Weld County Project Manager to evaluate whether the deliverable meets the acceptance criteria. As needed, additional reviewers may review the deliverable based on specific areas of expertise. 2. The Weld County Project Manager determines if the deliverable should be accepted or rejected. If a deliverable were to fail to conform to acceptance criteria, the Northwoods Project Manager and the Weld County Project Manager may immediately attempt to make alterations to the deliverable. If the deliverable meets the outlined specifications, the Weld County Project Manager signs the Deliverable Acceptance form acknowledging acceptance of the deliverable, and no further action is necessary. 3. Should a deliverable fail to conform to acceptance criteria and immediate alterations are unsuccessful or not practical/possible, the Northwoods Project Manager documents the deficiency in the Deliverable Acceptance form. The Northwoods Project Manager then facilitates corrective action and returns the corrected deliverable within three business days. The Northwoods Project Manager and the Weld County Project Manager may mutually agree to a time extension if additional time is necessary for corrective action. 4. Following corrective action, the Northwoods Project Manager notifies the Weld County Project Manager. The Northwoods Project Manager and the Weld County Project Manager meet within three Appendix B: Dliverrable Review Procedures Statement of Work I Full -Text Search Implementation Project NORTHWOODS® business days after notification of corrective action is sent to the Weld County Project Manager for the Weld County Project Manager to approve or reject the corrected deliverable, unless the Weld County Project Manager notifies the Northwoods Project Manager that additional time is required. Both the Northwoods Project Manager and the Weld County Project Manager must mutually agree to a time extension to review the corrected deliverable. 5. If additional corrective action is necessary, both the Northwoods Project Manager and the Weld County Project Manager must mutually agree to the time period for corrective action. 6. Any deliverables not inspected within the agreed upon period are deemed accepted by the Weld County Project Manager. Walk -Through Inspection The following deliverable acceptance procedure describes the process for walk-through inspections: 1. The Northwoods Project Manager meets with the Weld County Project Manager to evaluate whether the deliverable meets the acceptance criteria. As needed, additional reviewers may review the deliverable based on specific areas of expertise. 2. The Weld County Project Manager determines if the deliverable should be accepted or rejected. If a deliverable were to fail to conform to acceptance criteria, the Northwoods Project Manager and the Weld County Project Manager may immediately attempt to make alterations to the deliverable. If the deliverable meets the outlined specifications, the Weld County Project Manager signs the Deliverable Acceptance form acknowledging acceptance of the deliverable and no further action is necessary. 3. Should a deliverable fail to conform to acceptance criteria and immediate alterations are unsuccessful or not practical/possible, the Northwoods Project Manager documents the deficiency in the Deliverable Acceptance form. The Northwoods Project Manager then facilitates corrective action and returns the corrected deliverable within three business days., The Northwoods Project Manager and the Weld County Project Manager may mutually agree to a time extension if additional time is necessary for corrective action. 4. Following corrective action, the Northwoods Project Manager notifies the Weld County Project Manager. The Northwoods Project Manager and the Weld County Project Manager meet within three business days after notification of corrective action is sent to the Weld County Project Manager for the Weld County Project Manager to approve or reject the corrected deliverable, unless the Weld County Project Manager notifies the Northwoods Project Manager that additional time is required. Both the Northwoods Project Manager and the Weld County Project Manager must mutually agree to a time extension to review the corrected deliverable. 5. If additional corrective action is necessary, both the Northwoods Project Manager and the Weld County Project Manager must mutually agree to the time period for corrective action. 6. Any deliverables not inspected within the agreed upon period are deemed accepted by the Weld County Project Manager. I Appendix B: Deliverable Review Procedures IA aIye.aan! G .8 xipuaddy 0 CD 2 Statement of Work Full -Text Search Implementation Project ctie NORTHW0ODS' Acceptance Log The Northwoods Project Manager will maintain an Acceptance Log to document the delivery and approval of each deliverable. The Acceptance Log will include the following information: • ID —The identification number assigned to the deliverable. • Deliverable Description —Brief identification of the deliverable which may include the cross reference from the Project Management Plan or Acceptance Delivery Plan for the deliverable. • Date Submitted —The date the Northwoods Project Manager presents the deliverable to the Weld County Project Manager for acceptance. • Approval Decision —Indication of whether the deliverable is approved or rejected by the Weld County Project Manager. • Date of Decision —Date that the approval or rejection decision by the Weld County Project Manager took place. Timeliness A mutually agreed upon Baseline Project Schedule establishes the baseline timeframes and how related deliverables are tracked and accounted for throughout the project. The Baseline Project Schedule is routinely evaluated by the Northwoods Project Manager for comparison of baseline data against actual performance. Risks and deviations to the plan are identified in written status reports and/or discussed during project team status meetings. As a result, the Northwoods Project Manager identifies schedule variance and potential problems, adjusts the schedule and/or reassigns resources, and reports progress to appropriate stakeholders and team members. Appendix B: Deliverable Review Procedures $ a a' a i Statement of Work I Full -Text Search Implementation Project NORTHWOODS' Appendix C: Deliverable Acceptance Criteria Deliee'at ie Desolpri ni Baseline Project Schedule Daftly • •f .• System Testing Results Defines work activities associated with developing project deliverables and executing project work. Acceptance Criie, ix Review Method: Formal Evaluation The delivered Project Schedule addresses the following: • Deliverable work activities • Estimated start and finish dates for all work activities Deliverable milestones Summary activities that roll up work activities t� vnlKoccur"". :fit, ,t":xs`i Includes the testing of the full -text search solution functionality. Baseline Application Configuration • Defines the configuration of the full -text search solution according to functional specifications, RevIeW :tl tails the time, place, and assigned roiec1-a coated training ac ivitlet Review Method: Formal Evaluation All requirements of the Baseline Application and Configuration and the Functional Specifications Document have been completed. Lt ry Review Method: Functional Review A solution review has been delivered'anckonfirrns that Soiutlon Review Criteria have been achieved. System Administration Training Includes the necessary technical training and documentation for OnBase Full -Text Search system administrators to perform recurring and intermittent configuration and maintenance activities. Review Method: Functional Review Consistent with the course description and approved training schedule, system administration training has been delivered for up to four Weld County system administrators. Appendix C: Deliverable Acceptance Criteria I Statement of Work I Full -Text Search Implementation Project NORTHWOODS' Deliverable 4cceptance ...cite is End -User Training training necessary to enable all end including social workers, supervisors, management and support staff, to independently operate primary system functions. Review Method: Functional Review Consistent with the approved training schedule and course descriptions, training has been conducted, in accordance with the 'Training and lmolementation Supports sectionof thisdocument I Appendix C: Deliverable Acceptance Criteria . Entity'Inforemat on Entity Name* NORTHWOODS CONSULTING PARTNERS INC Entity ID* @00032609 Contract Name* NORTHWOODS SOW FOR FULL TEXT SEARCH Contract Status CTP REVIEW Contract ID 3477 Contract Lead* MTRUSLCW New Entity? Parent Contract ID Requires Board Approval YES Contract Lead Email Department Project # mtruslow@co.weld_ca.us Contract Description* REPLACE IDOL WITH FULL TEXT SEARCH AND ADD CONTRACT MANAGEMENT TEAM Contract Description 2 Contract Type* STATEMENT OF WORK Amount* $97,775.00 Renewable YES Automatic Renewal Department INFORMATION TECHNOLOGY-GIS Department Email CM - I nfomtationTechno og Gl5 c@w eldgov.com Department Head Email CM-InformationTechnologyGlS- DeptHead@weldgov.com County Attorney GENERAL COUNTY A I I ORNEY EMAIL County Attorney Email CM-- COUNTYA I I 0RNEY@WELD GOV.COM Requested BOCC Agenda Date* 03/23/2020 Due Date 03/19/2020 Will a work session with BOCC be required? NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Effective Date Termination Notice Period Contact Information Review Date k 02/01/2021 Committed Delivery Date Renewal Date* 03/23O021 Expiration Date Contact Info Contact Name Purchasing Purchasing Approver CONSENT Approval Process Department Head RYAN ROSE OH Approved Date 03/19/2020 Final Approval ROCC Approved BOCC Signed Date CC Agenda Date 03123/2020 Originator MTRUSLOW Contact Type Contact Email Finance Approver CONSENT Contact Phone 1 Contact Phone 2 Purchasing Approved Date 03/19/2020 Finance Approved Date 03/19/2020 Tyler Ref # AG 032320 Legal Counsel CONSENT Legal Counsel Approved Date 03/19/2020 Hello