HomeMy WebLinkAbout20141568.tiff RESOLUTION
RE: APPROVE PURCHASE ORDER #2 AND STATEMENT OF WORK AND AUTHORIZE
CHAIR TO SIGN - HARRIS SYSTEMS USA, INC.
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Purchase Order #2 and Statement of
Work between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Information Technology for the
Assessor's Office, and Harris Systems, Inc., commencing March 26, 2014, with terms and
conditions being as stated in said purchase order and statement of work, and
WHEREAS, after review, the Board deems it advisable to approve said purchase order
and statement of work, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that Purchase Order#2 and Statement of Work between the County of Weld,
State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf
of the Department of Information Technology for the Assessor's Office, and Harris Systems USA,
Inc., be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said purchase order and statement of work.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 28th day of May, A.D., 2014, nunc pro tunc March 26, 2014.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY COLORADO
ATTEST: ���
Do.•las Rademacher, Chair
Weld County Clerk to the Board,'
1 • ; •ara Kirk ' eyer, P o-Tem
BY: d_.1. � I / 1. •� 1 a"�s
D: .. ty Clerk to the B•a.• NE
,�^
P.��� �•n Conway
APP D RM: ®U� '0 rh-
z
Mike Fr-- a
Attorney Liz I
. Garci-
Date of signature: (1-tjd
RA�,4{� l 2014-1568
ar �1 �� IT0002
Purchase Order 2
V4 to V5 Conversion & RealWare Customizations
This Purchase Order 2 ("Purchase Order") an addendum to the HARRIS SYSTEMS USA, INC. Master License and Services
Agreement("Agreement")is effective as of March 26,2014("Effective Date")by HARRIS SYSTEMS USA, Inc.,and the BOARD OF
COUNTY COMMISSIONERS OF THE COUNTY OF WELD, STATE OF COLORADO ("Licensee") pursuant to the terms of the
Agreement. Capitalized terms used but undefined in this Purchase Order shall have the meanings assigned to them in the
Agreement.
1. HARRIS SYSTEMS USA, INC.will provide the following Professional Services as of the Effective Date:
A. V4 to V5 Conversion as defined in"Exhibit A"—the Statement of Work(SOW).
B. GAP Analysis—Data Conversion—Training—Go Live Support-as defined in the SOW.
C. RealWare Customizations as defined in"Appendix C"of the SOW.
2. Licensee shall be invoiced for Professional Services according to the Milestone Payment schedule as defined below.
3. In no event shall Licensee be liable for payment under this Agreement for any amount in excess of the amounts stated in
section 4; unless there has been an executed Change Order that has been mutually agreed to by both parties.
4. The deliverables as defined in the SOW and associated Professional Services fees are listed below.
Project Deliverables Amount Milestone
Contract Acceptance $ 75,645 Contract Approval&Signing
Gap Analysis $ 59,850 Final Review&Acceptance of Use Cases required for Go-
Live
Initial Conversion $ 11,000 Review and Acceptance of the Sample Conversion
Database
User Training $ 6,000 Acceptance of User Training
Review and Acceptance of the Sample Conversion
Data Conversion&Application Features $ 40,825
Database 2 with Go-Live Functionality.
Go-Live Application and Services Acceptance $ 34,825 Final Review and Acceptance of Go-live Functionality.
Go Live $ 17,000 Acceptance Form signoff: Go-live
Go-Live Desk Side Training $ 6,000 Acceptance of Go-Live Training
Release 2 Functionality IPR $ 56,000 Review and Acceptance of R2 IPR
Post Go-Live Application&Services Acceptance $ 35,905 Post Go-Live Review and Acceptance of R2 Functionality
Total Project Cost $343,050
HARRIS SYSTEMS USA,INC.
COMPANY CONFIDENTIAL
Page 1 of 2 07O/9 /51 D
P
IN WITNESS WHEREOF, the parties have executed this Purchase Order as of the Effective Date.
HARRIS SYSTEMS USA,INC.
Address: 2600 Technology Drive
Ste.900
Pt nop Texas MLA-
By:
f,1,A1
Name: Dan deVilleneuve
Title: Executive Vice President
BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF WELD
Address: 1400 N. 17'"Ave pp
(Greeley.CO 80631 Qom""
,�,�,, �Vrx2—A2
By: 1 D -CLA/tRRr^c^--itn,
Name: Douglas Rademacher
Title: Chair, Board of Weld County Commissioners
Date: MAY 2 8 2014
HARRIS SYSTEMS USA.INC.
COMPANY CONFIDENTIAL
Page 2 of 2
o?D/T_ /S�8
STATEMENT OF WORK
BETWEEN
HARRIS
AND
WELD COUNTY
DATED 5/22/2014
1
Introduction to Statement of Work(SOW)
This document contains the overall approach and Statement of Work(SOW)for the planning, data
conversion, custom programming,training, and go-live project activities.
Scope Overview
The purpose of this Statement of Work is to define the process and activities required to upgrade Weld
County from RealWare v4 to RealWare v5 and the customizations that will be developed and
implemented based on the requirements specified in the RFP and required for the County to Go-Live in
September 2014. A certain group of RFP Requirements have been identified as Post Go-Live and will be
delivered in a separate release.
Definitions
All definitions contained in the Professional Services Agreement apply to this Statement of Work.
Additional business, project management, or technical definitions are contained below. For any
discrepancies found between the Professional Services Agreement and the Statement of Work, the
Professional Services Agreement shall prevail.
1. "Acceptance" shall mean that a written notice from the WELD COUNTY has been sent to HARRIS
indicating that a Deliverable was completed to the WELD COUNTY's reasonable satisfaction.
2. "Artifacts" are items/activities that are required for project success but are not subject to
acceptance.
3. "Business Day"shall mean one regular work-day(Monday through Friday) as defined by the WELD
COUNTY business calendar.
4. "Data Dictionary"shall mean information about a database that defines its tables,fields,field types,
field lengths, precision and relationship to other tables.
5. "Day/Days"shall mean, unless noted otherwise, a "day" equals one calendar day.
6. "Deliverable"shall mean any product,service, document, software, data,or other item produced by
HARRIS and provided to the WELD COUNTY for acceptance.
7. "Failure" shall mean incorrect results from a user's activity.
8. "Gap Analysis" shall mean the body of work needed to understand the variance between the WELD
COUNTY RFP functional requirements and HARRIS's base software.
9. "Go Live Date"shall be the date that WELD COUNTY and HARRIS establish as the date HARRIS's
System will replace the WELD COUNTY's existing system as the day-to-day operational system, at
which time the WELD COUNTY will cease daily use of the former system.
10. "Integration"shall mean provision of custom interfaces and code to allow data exchange between
interoperating applications.
2
11. "Integration Testing"shall mean ensuring compatibility between interoperating programs and
integrations. The goal of Integration Testing is to ensure and certify that programs and pre-defined
peripherals interact as expected.
12. "Interface" shall mean programmed interfaces which are the languages, codes and messages that
programs use to communicate with each other and to make information available.
13. "Issue" any event which currently adversely affects the ability of the project to produce the required
deliverables.
14. "Onsite"shall mean the activity shall be conducted at Weld County facilities as determined by
Project Managers.
15. "PM" shall mean Project Manager.
16. "Remote" shall mean the activity shall be conducted using Remote Internet connection and
software, and teleconferencing equipment as required.
17. "Scripted Testing" shall mean the execution of testing using a pre-determined script or set of
instructions. This testing can be either manual or automated.
18. "Solution"shall mean a functional,computer-based appraisal and tax system consisting of software
programs provided by HARRIS as well as WELD COUNTY appraisal and tax data, all of which are
operating on WELD COUNTY server and related computer equipment, and which may include
functionally-integrated software products from other companies and providers, as identified in
HARRIS's RFP Proposal.
19. "BA"shall mean Business Analyst.
20. "System"shall mean the final configuration and setup of the Software, including migrated or
converted data, installation, configuration, and database design,so that the Software and related
elements perform in the manner intended.
21. "System Test"and "System Testing"shall mean end-to-end testing composed of Installation,
Configuration, Module, Business Cycle, Data and Data Integrity testing.
22. "Task"shall mean an activity in this Statement of Work that describes how one or more Deliverables
should be created and delivered.
23. "Test Scripts"shall mean a series of actions,functions or commands documented for the purpose of
execution during quality assurance testing.
24. "Track" shall mean a group of related Tasks in this Statement of Work.
25. "User Interface Testing" (UI) shall mean verifying a user's interaction with the software. The goal of
UI testing is to ensure that the User Interface provides the user with the appropriate access and
navigation through the functions of the target-of-test. In addition, UI testing ensures that the
objects within the UI function as expected and conform to corporate or industry standards.
26. "Use Case"shall mean a document that communicates a set of requirements that coherently define
what capabilities, characteristics, and qualitative factors a software component should deliver in
order to meet the functional needs of an organization, and the cost (if any)which HARRIS proposes
to charge to perform the work defined in the work order if the work order is approved by the WELD
COUNTY.
3
27. "Change Order"Shall mean the document that is filled out for a requested change. The requested
change is not deemed approved until the change order document is signed by both WELD COUNTY
and HARRIS sponsors and their designee.
Project Management
General Management
Scope Management
Project scope is defined as the work that is needed to deliver the product and services detailed in the
contract. Any variations to the scope of the project will be handled via a formal change management
process.
Issue Management
The Issue Management process ensures that each Issue identified within the project environment is
documented, prioritized and resolved within an appropriate timeframe. for the purpose of this project,
Issues are defined as"any event which currently adversely affects the ability of the project to produce
the required deliverables".
1. Issue Identification
A project team member identifies an Issue,according to the description above,and submits it to
the SharePoint site in the Issues List section.
2. Issue Review
The SharePoint Issues List is reviewed by the project team in the weekly status meetings and a
course of action and an owner is determined.
3. Implement Issue Actions through Completion.
The Issue is tracked through resolution and closed when complete.
Change Management
The change management process ensures that each change introduced to the project environment is
appropriately defined,evaluated and approved prior to implementation.
The change process starts after the SOW has been signed and there is a change request which affects
scope,time,cost or other agreements made in the contract. The type of change will dictate what
resources are required to approve and sign-off on the change. The HARRIS and County PM has authority
to approve changes that do not affect payment milestones. Other changes should be brought to the
Project Sponsors. The Project Sponsors are responsible for approval/rejection of change requests and
for prioritization of approved changes. The change process is in effect through the implementation
process;once the project is handed off to HARRIS Customer Support (CS)for post go-live support all
requests will be handled through the support process. As decisions are made,the PMs on each project
team are responsible to disseminate the information to their stakeholders.
4
1. Change Identification
Changes can be identified in different ways, e.g.,through conversations in a meeting,through email
communication, etc. Once identified,the change should be documented on SharePoint for further
review.
2. Review Change Request and Feasibility
This process allows the appropriate parties to review the change for need and feasibility. The
change board will be included in all decisions that affect costs or scheduled payments or timeline
changes. The project PMs will schedule a mutually agreeable time for the review and invite the
appropriate parties for participation. The change review will result in a denial of the change or an
approval to move forward with the change.
3. Approve Change Order
A formal change order will be generated that documents the details and is signed by the project
manager and/or sponsors.
4. Change Order Templates
The change order includes the project name, date, change order number,change summary, reason
for change,effect to cost/payments,effect on schedule/milestones,and other impacts and related
details.
Communication Management Plan
The following strategies have been established to promote effective communication within and
about this project.
1. Meetings
Regularly scheduled meetings will be hosted by HARRIS via Internet conferencing. Other
meetings may be scheduled as a result of a specific issue that needs to be addressed outside
the forum of the static meetings.
Meeting Purpose Attendees Frequency Results
Type
Status Provide high level status TBD Weekl Minutes will be recorded and
Meeting update y posted to Share Point.
Review RFP functional
requirements to demonstrate Results in GAP document,
GAP
current functionality and TBD TBD which is signed off by HARRIS
Analysis
identify gaps resulting in and the County.
work orders
Detailed discussions and
Conversion decision Notes will be recorded and
making on TBD TBD
Meeting posted to Share Point
conversion of data
5
2. SharePoint Web Site
The SharePoint Web site provides a central repository for communication. Each team
member will have a login with reader/contributor permissions.
Web Site Administrators
The Web site administrators are the HARRIS Project Manager and the COUNTY Project Manager.
Adding/deleting users,site development and group administration are to be requested of the
administrators. All user access requests for the COUNTY shall be approved through the COUNTY
project team and likewise all user access requests for HARRIS shall be approved through the
HARRIS project team.
Shared Documents
Project documents such as, but not limited to,status reports, meeting minutes, conversion
documents, and project administration documents will be stored on the SharePoint Web site.
Work Order Tracking
All Work Order requests and Work Orders will be posted, discussed,approved and tracked on
the SharePoint site.
Issues List
All Issues will be discussed and tracked on the SharePoint site. Deviation from this plan will
result in untraceable communication,which cannot be managed.
4. SharePoint Accounts
COUNTY will appoint staff who will have SharePoint site accounts. All project information will be
kept on the SharePoint site as well as all issues, use cases, change orders, and any other
communication impacting the project. The COUNTY Project Manager will be granted administrative
rights to the HARRIS SharePoint site in order to grant access to any COUNTY employee who would
need access to the SharePoint site.
5. Other Issues
For any issue that is a concern to either team with regards to resource allocation, unprofessional
behavior,cost issues,and timeline concerns,or any other issue affecting the project,the project
manager or the team member's supervisor should be notified immediately for appropriate action.
Procurement Management
The contract dollars will be paid as per the payment schedule in Appendix A. Any additional
funds that are required to perform the contract must be approved through the formal change
management process. Reference the section 'Funding for Project Services' for additional
information.
6
Resource Management
Resources with the required expertise will be assigned to the project by each project team. If
there are concerns with regards to the skill set, availability of resource, inappropriate behavior,
or any other concern,these issues should be handled according to the communication plan.
Quality Management
Project Quality
During the implementation phase the project team is monitoring the project to determine if current
processes are working or if corrective action is required. Project quality is a team effort where
everyone's input is valuable and encouraged.
Product Quality
HARRIS's Quality Assurance department's goal is to continuously try to find better and more efficient
ways to test,through strategies, methods,tracking, reporting, and tools. They use a variety of methods
to ensure software integrity including manual testing, automated testing, beta testing and
documentation testing.
Schedule Management
The project timeline records the tasks to be performed, the duration of time allotted for the
task and who is responsible for performing the task. The timeline will be reviewed and
accepted by the project sponsors; any changes will be handled within the change management
process.
Risk Management
HARRIS and the County acknowledge that risks exist and may impose a negative impact on the
project in scope, cost or time. We agree as a team to address each risk in advance if we are
able or otherwise to come together in mutual agreement and team spirit to deal with each
situation as it arises. The Risk Log will be posted on the SharePoint site.
# Date Risk Type Author Description Probability Severity Action Plan Status
Date the Internal, The person A brief description of the risk High, High, A brief Open,
risk was External reporting the risk and its impact upon the Medium, Medium, description of Closed
identified project Low Low mitigation
7
Project Closure
Administrative closure procedure
This process includes updating contract records to reflect final results and archiving that information for
future use.
HARRIS PM
o Gather documentation (both paper and electronic) including, but not limited to, change
orders,Work Orders,sign-off documents, meeting notes,timelines and lessons learned.
o Organize and store documentation according to internal processes.
o Supply any necessary copies of documentation to customer.
o Support customer's administrative closure procedures.
County PM
o Perform administrative closure procedures as dictated by their office.
o Support HARRIS's administrative closure procedures.
SOW closure procedure
This process includes activities needed to settle and close any SOW agreements as well as ensure all
work is completed correctly and satisfactorily as per the contract.
HARRIS PM
o Send documentation to customer outlining completion of contracted products and services
including related change orders.
o Notify customer of outstanding payments.
o Notify HARRIS Accounting department to invoice for final payment.
o Hold internal hand-off meeting with HARRIS Customer Service department.
o Hold meeting to introduce HARRIS Account Manager to customer team.
o Hold lessons learned meeting with customer.
o Celebrate!
County PM
o Perform contract closure procedures as dictated by their office.
o Support HARRIS's contract closure procedures.
o Support prompt payment of outstanding and final invoices.
o Celebrate!
General Responsibilities
Harris Responsibilities
The list below describes HARRIS's responsibilities that may not be listed elsewhere in this Statement of
Work,during the implementation of this Project.
1. The HARRIS PM will manage the activities of HARRIS staff, as specified in this Statement of Work.
2. HARRIS will have responsibility for HARRIS's Project Tasks outlined in this Statement of Work.
Contractual and administrative communications will flow through the County's PM and the HARRIS
8
PM. The HARRIS PM coordinate the HARRIS's software configuration,custom software and
integration development,testing and integration tasks,and will manage HARRIS's day-to-day
technical activities related to implementation of the System.
3. All direct communication between HARRIS and the County personnel will be copied to the HARRIS
PM and the County's PM and staff, as agreed upon.
4. Ensure HARRIS communicates the desired County attendees for invitation in advance, and that
HARRIS is present,for all applicable meetings.
5. Provide an adequate number of copies of agendas, handouts and presentation handouts for any
meeting that HARRIS is leading (onsite or remotely). If the meeting is to be conducted remotely,
then only one electronic copy of any materials needs to be delivered, and copies will be made at
County facilities.
6. Create, review, and update all documents within the timeframe specified in the review process for
all draft documents.
County Responsibilities
The list below describes County's responsibilities that may not be listed elsewhere in this Statement of
Work, during the implementation of this Project.
1. Make arrangements to satisfy HARRIS's requested logistics of all meetings (conference room,
projector,access to System, etc.).
2. Provide Servers for all software and data installations that have the requisite software,operating
system, and other support components installed.
3. Ensure hardware,communication lines, related infrastructure parameters and the Database
Management Software(DBMS) match the service release version, per HARRIS's requirement, and
are installed properly and configured prior to installation of any HARRIS software Deliverables.
4. Provide Remote access to the approved HARRIS Team members,consistent with County policy and
where County agrees in advance to provide such connectivity.
5. Provide logistics for software installation on servers.
6. Review and provide feedback on all draft documents; in general,the County should attempt to
provide feedback within five (5) Business Days of receiving the documents.
7. Ensure County attendees are invited in advance and are present, or accounted for via a suitable
replacement if necessary,for all applicable meetings.
8. Provide adequate departmental resources to support the project timeline while taking into
consideration daily and periodic departmental work requirements.
9. Provide adequate facilities and equipment for Training.
10. The County shall have responsibility for overall Project management and will direct all County
resources.
11. All direct communication between the County and HARRIS personnel will be copied to the HARRIS
PM/AM and the County's PM and staff,as agreed upon.
9
Activity Overview
The following section summarizes the activities that will be performed during the V4-V5 upgrade project
to help with jurisdictional planning and budgeting.
1. Project Plans will be provided by the project managers. A project plan includes
a. SOW
b. Project WBS,
c. Project Schedule
d. Use Cases,
e. Test and Implementation plans
2. Data cleanup and validation is required to prepare the data for the conversion process. Scripts are
provided to validate the data and identify areas that need to be cleaned up. When the errors are
eliminated,the sample data conversion will occur.
3. Conversion of data from the source Oracle V4 database will be converted into the target Oracle V5
database. Once the environment is ready,the sample will be installed at the jurisdiction's site.
4. Development of custom functionality will occur following the conclusion of Gap Analysis using an
iterative model to obtain customer feedback during the development process.
5. Testing by the jurisdiction on their sample converted database and custom functionality will begin
after each sample and application release. A test plan will be included for guidance through testing
all the basic functionality.
6. Data Services are provided as part of the standard V4-V5 upgrade package to manage incoming and
outgoing data. FileLoader works with DataLoad for importing data for use with the RealWare
production database. DataMart provides the tools for exporting data to be consumed for required
downstream users.
7. Training services include 80 total hours of User and Desk-side training by a single trainer.
8. Go-Live
9. Post—Go-Live Support
Funding for Project Services
HARRIS will provide professional services to enhance one, some,or all of RealWare, DataLoad and
DataMart. HARRIS identified professional service costs based on their knowledge of the Weld County
appraisal valuation processes and their interpretation of the RFP functional requirements. Appendix A
outlines the total project cost and the division of costs across multiple project milestones in the form of
a payment schedule. Payments will be paid after the County signs an acceptance form,Appendix B,for
the milestone and HARRIS issues an invoice to the County.
At designated intervals during the implementation project, HARRIS will have the opportunity to submit
Change Orders for Weld County to consider where HARRIS believes a change in scope has occurred for
10
professional services to enhance HARRIS's software products. These Change Order(s)will include cost
estimates. Weld County will review the proposed Change Order(s)and may choose to do some, none,
or all of the following:
- Increase the funds available to accommodate the additional cost;
- Delete the required enhanced functionality from the scope;
- Reduce the scope of the requirement to reduce the cost
Development and Conversion Activities
Data Cleanup and Validation
1. Overview
VS enforces constraints that V4 did not at the database level,which benefits the overall integrity of
your data.To prepare your data for V5 there are validation scripts that have been created to match
the new VS structure. Each jurisdiction will be given validation scripts whenever they are ready.
Prior to HARRIS converting a sample database, all validations errors will need to be resolved.
2. Pre-requisites
Individuals identified to perform the data cleanup must have the ability to work and change data in
the database using Access or SQL Developer.
3. Running Scripts
The scripts can be setup to refresh as often as you would like by creating a scheduled job to run.
After the scripts have been run, you will have a new count of the errors that still need to be
addressed.
4. Data Cleanup
It is the responsibility of the jurisdiction to make sure all data errors are corrected prior to
conversion.All data must be clean and/or changed in the database and not through the application.
All scripts look at current,future and historical records. There is a site available to customers to help
with data correction and suggestions on how to resolve some of the script errors. CS is also available
to answer questions that may arise during the data correction process.
Gap Analysis
1. Overview
Gap Analysis,also known as Best Fit and Discovery,is the process of gaining a thorough understanding
of the existing business processes and identifying business processes that can not be achieved using
HARRIS products without product customizations or business process changes. Gaining this
foundational knowledge is necessary to helping the Client to understand how best to utilize their new
system in accordance with the office requirements.
2. Process
11
Once the software is installed with the first set of converted data a best fit analysis determines how
each task will be performed in the applications. This is accomplished as the users validate their data
and work through their tasks in modules and role based activities. HARRIS Business Analysts will lead
the county through their business processes using the business requirements as a guide. The business
requirements for this project were obtained from the RFP and are listed in Appendix C: Business
Requirements.
Areas that are identified as a discrepancy (aka.Gap) will be captured in a Use Case document. Use
Cases capture the necessary detail about the gap so that HARRIS fully understands how to resolve the
gap and forecast the amount of effort required.This analysis will be performed throughout the project
implementation plan but most specifically after each delivery of converted data to ensure there are
no gaps in functionality or business processes.
In the event additional gaps in functionality or business processes are identified after the gap analysis
process has ended, the gap will be captured in a change order and managed using the change
management process.
Data Conversion
1. Overview
The upgrade from V4-V5 requires a data conversion of the jurisdiction's V4 database into the
RealWare VS structure. HARRIS has developed a data conversion package that moves and
transforms the RealWare V4 data from Oracle into VS Oracle 11G data structure.This includes the
data for all years that are in the current V4 system. Once the data cleanup process eliminates all
errors, a sample conversion will be completed at HARRIS and will be accessible to the jurisdiction
through Citrix for viewing. When the production infrastructure is in place,the sample will be
installed on-site at the jurisdiction.This will provide the environment for testing and in-house
development by the jurisdiction if required.The data validation process will need to be completed
again prior to running the conversion package for the production database to ensure data integrity.
Sketches, photos and documents will be converted as part of the final production conversion.A
blackout period of up to 2 weeks will be required to complete the final conversion,test, balance and
deployment for production.
NOTE: Data stored outside the system, besides photos, sketches and documents,will not be
converted as part of the standard conversion.
RealWare Conversion to the new table structure includes the following processes:
• Data validation completed by jurisdiction
• Conversion package run against V4 database to move to VS structure
• Access provided to sample database through Citrix
• Test sample conversion
• Validate infrastructure and install copy of sample viewed via Citrix onsite at jurisdiction
• Final data validation and cleanup
• Black out period and final dmp file provided
• Run final conversion
• Test and balance final conversion
12
• Sign-off on final balancing procedures
• Go-live on RealWare VS
Sketch and Photo Conversion
• Photos must match the current V4 naming conventions so that they can be converted into
the new V5 location and naming convention.
• In VS, photos are stored by account number only.
Document conversion
• Since documents can reference multiple parcels,these files are converted into the VS
naming convention by account number.
2. Pre-requisites
The following requirements must be in place prior to starting the data conversion process:
• RealWare V4 upgraded to current release(4.18.08)
• Jurisdiction staff available to run the data validation scripts and make decisions to fix the
validation errors
• Data cleanup process must be run repeatedly to eliminate all errors to ensure data integrity
prior to completing the sample conversion
• Work authorizations defined to convert other data sources
The following requirements must be in place prior to starting the final conversion process:
• Data cleanup process must be run repeatedly to eliminate all errors to ensure data integrity
prior to completing the final conversion which will be the production database
• Environment verified by HARRIS IT deployment team to ensure it meets the minimal
Requirements
3. Balancing
Balancing of the raw data value ensures the data integrity and relevant data to support new
structure and application. Since some tables are combined and others separated, balancing for
current and future years will be done at record count levels and values. Historic data is balanced via
administrative tax roll tables both record counts and values. Modules like Sales which are not tax
year driven,are balanced by record counts.These tables are critical for historic data and V5
application.
4. Final Conversion
The final data conversion process will begin after WELD COUNTY confirms their data is at an
acceptable quality level and the balancing metrics produced from the sample conversion indicates
85%or more of the accounts balance without any severity 1 data conversion errors.
WELD COUNTY's production system will be locked down for a period of 2 weeks to complete the
final conversion,final balancing, and pre-golive activities.
5. Acceptance Criteria
The final conversion is complete,the County and Harris agree on a decision for Go-Live,and the
Milestone Acceptance form is signed by the County.
13
Development
1. Overview
Gaps identified during the Gap Analysis project phase will be defined as a Use Case and added to the
project plan after the Jurisdiction formally agrees the use case will satisfy their requirements and
close the gap. This agreement will be formalized with a signature from the county on each use case,
and the use case will then move into the development backlog.
HARRIS follows an iterative development process which allows the jurisdiction to review the product
changes during the development process in the form of an IPR (In Process Review). IPRs will be
added to the project meetings as necessary. The iterative helps mitigate the risk of missing
significant requirements prior to the completion of the development cycle.
2. Process
a. Identification &Specification: The HARRIS Development team will review the
use cases produced during gap analysis and document the necessary technical
specifications.
b. Coding: One or more development team members will begin product
development based on the priority of the use case in the project backlog.
c. IPR: During a weekly staff meeting the development team will demonstrate the
product in it's pretesting state to ensure the design is meeting the specified
requirements.
d. Development Testing: Each developer is responsible for completing and
executing unit tests and acceptance testing prior to communicating the
functionality is ready for QA Testing.
e. QA Testing: The project Business Analyst will test the new functionality based
on the
f. County Demonstration: The project Business Analyst or Developer will
demonstrate the new functionality to the County using the acceptance criteria
specified in the use case document to verify the requirements were met. The
county does not formally accept the deliverable until the UAT project activity
according to the test plan.
3. Acceptance Criteria
The application and services delivered satisfy the business requirements' use case acceptance
criteria without active Severity 1 issues,and the Milestone Acceptance form is completed by the
County.
Testing
1. Overview
The jurisdiction will be doing their own testing on the sample conversion of their database in the V5
structure and custom functionality. A sample test plan will be provided for validation by module
14
and testing. A sign-off for each area within the modules will be required prior to final conversion for
go-live.
2. Test Plan&Testing Document
A V4-V5 testing plan spreadsheet with testing areas to guide the jurisdiction's testing efforts will be
provided.Sign-offs in each section ensures that the functionality and data elements are reviewed
and tested in preparation for go-live. Although HARRIS has worked hard to ensure that all custom
work orders are considered during re-write,the customer needs to verify those areas of the
application during the testing phase.
4. Acceptance Criteria
The application and services delivered satisfy the business requirements' use case acceptance
criteria without active Severity 1 issues, and the Milestone Acceptance form is completed by the
County.
Data Services
1. Overview
HARRIS provides solutions to support incoming and outgoing data.This includes the database
schemas of DataLoad for incoming data, and DataMart for downstream data consumption. Web
services are available for both DataLoad and DataMart to streamline the data services process.
Note:the DataLoad and DataMart schemas do not include all the tables that are in production.
Please check the System Administration Guide for a complete list of tables.
2. FileLoader
FileLoader is a tool that allows the jurisdiction to move data that comes in flat files such as text and
Excel into one of the DataLoad staging areas.The file data is loaded into the appropriate tables in
Data Load
3. DataLoad and DataLoad Services
DataLoad provides a mechanism for staging and validation of data prior to loading it into
production. Data validation and translation protects the production data from invalid and
inconsistent data. Configuration tables map customer values from the external file/service to the
corresponding HARRIS value. Other configuration tables allow for grouping into schedulable units
and manage default values. Consistency in handling calculations, header records,etc., is provided
through the DataLoad solution.
DataLoad services offer operations for inserting, updating and deleting data supported in the
DataLoad schema.
15
4. DataMart and DataMart Services
DataMart provides a warehouse for viewing simplified,tax year-based snapshots of production data.
The simplified data structure is used for all downstream data requirements including Websites,
adhoc reporting, external client applications and regularly generated output files.
DataMart, in conjunction with Web Services, is consumed by the Property Inquiry Website for the
public read-only view of the desired data. DataMart services offer operations for requesting account
information from the warehouse.
5. Acceptance Criteria
The integration services delivered satisfy the business requirements' use case acceptance criteria
without active Severity 1 issues, and the Milestone Acceptance form is completed by the County.
Training
1. Overview
The main objective in the HARRIS training process is to teach the users how to complete their jobs
using the RealWare V5 software.The training approach is designed around the job functions of each
user.
Training will include 80 hours of instruction from a single trainer. .The agenda defining the areas of
focus will be specific to each jurisdiction.
Additional training is available and can be customized to meet individual needs. HARRIS provides a
modular based approach with multiple options to help you determine the areas to focus on for
training, number of users to be trained and the duration to meet your needs. These factors will
provide the information needed for planning and budgeting.
2. Training Plan
Multiple recordings which cover a variety of topics are available for download.Viewing of the
RealWare VS Overview prior to testing or training is required for all participants.This will provide
the details needed to navigate through the system successfully.
Below is an example of a role-based training plan which incorporates the necessary system security
required fora particular job function.
Example:As a Residential Appraiser, I am granted security to do the functions of an appraiser and
the training follows those functions. Residential appraisers may have the functions of: editing land
values, land attributes,sketching buildings, editing building attributes, adding photos,editing sales
for residential properties, running sales ratio, etc.As each role in your jurisdiction is defined during
the beginning phases of the project, individuals will be granted security to perform those functions
16
which will define the appropriate training classes for each individual. Our online help system was
designed around this process, so when a new employee is added to your staff,you can direct them
to the user roles in the help system and it will indicate the functions they will be handling and the
training involved.The training is conducted directly from the online help system and can be printed
in-house if the jurisdiction desires
6. Acceptance Criteria
HARRIS provides adequate training based on the project training plan and the County completes the
Milestone Acceptance form.
Go-Live
1. Go-Live Plan
Collaborate with the County to create and deliver the Go-Live Plan. The following topics or
sections shall be addressed:
a. Produce the Deployment Plan
b. Create and maintain Issue Triage Plan
c. Support roles for the County and HARRIS personnel involved in the plan
d. Support assignments and schedule for the County and HARRIS personnel for the first Fifteen
(15) Business Days after Go-Live
e. Go-live specific communication activities
County Activities
a. Collaborate with HARRIS to review and approve the Deployment Plan.
b. Activities associated with any business process changes
2. Go-Live Actions
Provide the following level of support.
• PM and BAs will be onsite during the Go-Live week for 4 days.
3. Acceptance Criteria
• Harris Software is used as the system of record by the County
4. Post Go-Live Support
HARRIS Activities
a. Hold internal HARRIS handoff meeting to HARRIS Customer Support(CS) Department.
b. Hold introduction meeting between the County and HARRIS CS.
c. Hold weekly issue meetings as a proactive approach to support end-users.
County Activities
a. Attend introduction meeting with HARRIS CS.
17
b. Use HARRIS CS Department and Account Manager as main point of contact for all product
• usability issues.
c. Use HARRIS PM as point of contact for all remaining contract issues.
Final Verification Criteria
• The County is provided with post go-live support instruction.
5. Post Go-Live Support
Additional functional requirements wilt be delivered in a release following WELD COUNTY's Go-live
on RealWare VS. The development of the functionality to meet these requirements will follow
the same processes and procedures as the functionality required for go-live including design,
development, IPRs, UAT and release. However, another data conversion is not necessary.
SOW Agreement and Signature Form
The price estimate included in the RFP will need to be reviewed and finalized based on the information
gathered and decisions made during the gap analysis process.
Harris Agreement—Signature/Title/Date:
G�/41: 5120//t
Yame Title Date
Weld County Agreement—Signature/Title/Date:
r
tee — oz GR�w Chair MAY 282014
County Executive PM '' """' - Title Date
Douglas Rademacher Board of Weld
County Commissioners
18
o20/5/-/-5. 5)
Appendix A: Payment Schedule
This appendix outlines the deliverables related to the activities outlined in the umbrella SOW. Signature
on an acceptance form and payment for that task does not obligate Weld County to sign further
acceptance forms and payments. Signature on an acceptance form is acknowledgement by Weld
County of its acceptance of the work performed by and product supplied by Harris to that particular
point. Such acceptance is at the sole discretion of Weld County.
SOW Signing $ 75,645
Weld County-Real Ware V4-V5 Conversion Project
Item Amount Project Milestone
Acceptance Form signoff: Use
Gap Analysis
$ 59,850 Cases required for Go-Live
Initial Conversion Acceptance Form signoff:
$ 11,000 Sample Conversion
Acceptance Form signoff: User
User Training
$ 6,000 Training
Acceptance Form signoff:
Data Conversion Sample 2 Sample Conversion 2 to support
$ 40,825 go-live functionality.
Go-Live Application and Services Acceptance Acceptance Form signoff: Go-
$ 34,825 live functionality.
Go Live Acceptance Form signoff: Go-
$ 17,000 live
Acceptance Form signoff: Desk
Go-Live Desk Side Training
$ 6,000 Side Training
In Process Review of Release 2
Release 2 Functionality IPR
$ 56,000 Functionality
Post Go-Live Application and Services Acceptance Form signoff: Post
Acceptance $ 35,905 Go-live
Total Project Cost $343,050
19
Appendix B: Milestone Acceptance
The information for Track Acceptance shall be filled out by HARRIS and presented to the
County for approval after all actions for a given Track have been completed. If in agreement,
the County will then sign the form, and return it to HARRIS for signature. HARRIS will sign the
form, and return one (1) copy to the County.
Milestone Name/Number:
Date Completed:
Harris Deliverables Actually Produced,
& Dates Delivered:
Exceptions to Statement of Work:
Additions to Statement of Work:
Notes:
HARRIS Attest—Signature/Title/Date:
NAME TITLE DATE
County Acceptance—Signature/Title/Date:
COUNTY PM TITLE DATE
20
Appendix C: Business Requirements Requiring Customization Professional Services
The following table lists the requirements specified in the RFP that are not satisfied with the
RealWare version 5.12 product; and need to be developed or resolved before the County can Go-Live.
RFP ID AREA Requirement
50 General Appraisal System rounds final values to the nearest$1000 for Real
Property. Displayed on-screen and used in all adm in processes.
103 Modeling Ability to store a time trend and the Time Adjusted Sale Price on
the account. Ability to apply and calculate both in mass.
114 Reporting CBOE Report Package. Basically a summary of information that
would be pertinent to a hearing. Includes a copy of Market Grid
report.
120 Reporting View the NOV,NOD,and CBOE package forms as they were
printed(with data)for any year.
123 Reporting Modify language on
NOV/NOD/SNOV/SNOD
130 Personal Property E-File ability(at least be able to upload a spreadsheet for line
items)for past,present,and future years.
140 Personal Property Batch updates of all fields,including PP Type,Condition,
Abstract codes,Worked Dates,Audit Dates,Dec Dates,etc.
134 Personal Property $7000 Personal Property exemption by FEIN(multiple accounts
may exist per each FEIN). Ability to change the exemption
amount.
145 Oil and Gas E-File ability(at least be able to upload a spreadsheet for line
items).
150 Oil and Gas/Natural Resources Track wells associated with Tank Batteries and override
condition based on stripper status of associated wells. Easily
switch accounts to view accounts associated with the Tank
Battery.
152 Oil and Gas/Natural Resources Oil and Gas new wells must be tracked as new construction for
certification
156 Oil and Gas Supplemental drilling rig report to send to other counties
(required by state)
163 Oil and Gas Ability to track and upload all well information,production and
equipment through state formatted NERF spreadsheets.
165 Oil and Gas Batch updates of all fields,including adding/deleting standard
equipment,Condition,Abstract codes,Worked Dates,Audit
Dates,Dec Dates,etc.
21
167 Oil and Gas Electronic Uploads should be possible for just equipment or just
production or both,leaving other info the same as what's
already in the system.
158 Oil and Gas Electronically file non-state assessed pipeline accounts.
ND.1 Oil and Gas Assessed Equipment Value
ND.2 Oil and Gas No of Days
170 Transfers Transfers-(Generically,the To Do List)
And
181
190 Transfers If TD1000 is not filed,apply TD1000 penalty and run letters in
batch by date(could be a batch process outside the system).
200 Taxroll Tax Roll—(Generically)
203 Taxroll Electronically upload abated and omitted value by authority
from Treasurer for certification(Once a year table upload)
207 Tax Areas Clone a tax area into a new tax area and then add/subtract new
authorities
210 Tax Areas Verification of Tax Areas based on account types(i.e.all
Personal Property accounts on a Real Property parcel in TA 1234
should be in TA 2345)
211 Tax Areas Batch upload of TIF Base and Increment amounts by authority.
217 State Assessed Ability to value State Assessed railroads with consistent
percentages for rail cars.
ND.3 State Assessed Copy functionality of details from prior year.
ND.4 Analysis Add a field for LEA description to the analysis form in the land
model
FR.1 Performance Harris will help diagnose issues where Realware V5 performance
in the Weld environment is below that of the performance of
Weld data in an equivalent Harris environment.
22
APPENDIX D: FAQs
1.What version of RealWare V4 is required to convert to V5?
RealWare V4 version 4.18.08 or the most current production release
2.What version of Oracle is required to support V5?
Oracle 11G 11.2.x Standard Edition One or greater
3. Is there a cost for Oracle 116 upgrade?
The upgrade is included in your support & maintenance agreement with Oracle.
4.Will HARRIS install Oracle 116 as part of the upgrade?
Two hours will be included to help with installation.
5. Is SQL Server an option for the database?
If it is not part of your contract,the platform migration is available as an optional custom service.
6.Will I have to rewrite all my custom queries?
Any query written against DataMart03 will not need to be rewritten prior to converting because you
can connect to the V5 database.All other queries will need to be rewritten to the new data structure.To
get the queries within the RealWare application, all queries will need to be rewritten.
7.Who is responsible for correcting the validation errors?
The county is responsible for correcting all validation errors. HARRIS will be available to answer
questions about the scripts but not to correct the data.
8.What is the down time/black out period for conversion prior to go-live?
2 weeks
9. What Data Services are included?
• DataLoad and FileLoader for incoming data
• DataMart for public view thru property search website and other outgoing Data
10. How many servers are required to support V5?
1-4 servers depending on the size of the jurisdiction
11.What server roles are required for RealWare VS?
• Database server with Oracle 11G for VS database
• Windows 2008 Server:
o ClickOnce deployment of RealWare VS applications
o Windows services
o Documents, Photos, Sketches
12.What is required for MatixDV?
ESRI ArcGIS Server 9.3 or greater for MatixDV
• Parcel layer map service
13. Is virtualization for servers supported?
23
Virtualization is supported for all server roles with the exception of the database server.
14. What factors help determine the number of servers required?
• Number of parcels
• Number of users
• Number of applications-MatixDV requires ArcGIS Server
• Number of photos,sketches, documents
15. What are the system requirements for client machines?
• Windows XP Professional,Vista Business and Windows 7
• Intel Core2 Duo 2.4 GHz or Greater
• 4 GB of RAM
• Application requires 1.4 GB of Disk Space
• .NET Framework 3.5 SP1 and 4.0
16.Are administrative rights on client machines required to install RealWare V5?
Administrative rights are not required on the client machines. Installation of all application and
database files are deployed through a URL on the web server that is hosting the ClickOnce application
files.
17.Are current system requirement details posted for review?
Yes,the System Administration Guide has more detailed information on system requirements.
24
Hello