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HomeMy WebLinkAboutSolbourne Oracle pg 109-175City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Key deliverables in this phase include the following: Key Deliverable Description End User Educational Material Library (Solbourne's EDGE) As the starting point for the content development effort, Solbourne will provide the City with our entire EDGE library of educational content. These end user education materials have been developed based on our extensive Oracle Applications and Public Sector implementation experience. This library includes the following items: • Documentation Standards • User Procedures • e-Learning Tutorials • Classroom Presentations • Instructor Guides • Classroom Exercises • Job Aids • Assessment Tests Training Material Development Solbourne Education Consultants with review assistance and input from City project team members will develop all educational content required for the education effort. The process of material development is very dependent on a close working relationship between the City Subject Matter Expert (SME) and the material developer. Using the Solbourne EDGE library as a starting point, the SME and material developer work together to quickly identify any changes and customizations required to the base library of materials. Once the changes are identified, the tools and templates allow the material developer to make the changes in a very efficient manner. As part of every end user education program, Solbourne defines an educational material review and quality assurance strategy. This strategy not only outlines a process for material review and QA, but defines the implementation team members that will assist in material review, such as SMEs. Appropriate sign off documents are also included in this deliverable. All training materials will be maintained online and be housed on the City's network. The detailed material review strategy described above will be utilized throughout the material development effort to facilitate timely turnaround of completed training materials. Education Delivery In this phase, City instructors, with in -class support from Solbourne Education Consultants, will deliver the end user training classes to all end user groups. All training classes will provide users with a detailed overview of the business process, application tasks that support the business process and hands-on exercises to facilitate practice and learning. To prepare City instructors identified for training delivery, a Train the Trainer program will be delivered by Solbourne that includes a detailed review of the educational content being covered during the classes, a workshop designed to teach City instructors the fundamentals of adult education and $ Solbourne ORACLE' 109 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System integrator classroom management, and pilot training to acquire feedback from City end users on the education delivery methods being utilized. All class scheduling and training logistics planning for the training delivery effort will also occur in this phase. It is our intent to schedule training with as minimal impact on the business operations of the City as possible. $ Solbourne ORACLE*110 September 15, 2004 Train the Trainer Program City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Key deliverables in this phase include the following: Key Deliverable Description In the Train the Trainer program, the following events will occur in the order listed. This program will facilitate City instructors feeling thoroughly prepared to deliver end user training. • The Soibourne Education Consultants will review all end user training content with the City instructors to orient them to the transactions and related cross -functional City business processes that they will be covering during the training classes. This activity will provide an opportunity for the City instructors to ask questions and receive feedback on the materials before training begins. • After the City instructors have reviewed all training content, the Solbourne Education Consultant Lead will conduct a Train the Trainer workshop. This workshop will provide the City instructors not only with the skills required to be effective trainers but the tools to effectively manage the end user training classes they will deliver, including job aids and user evaluation mechanisms. The workshop objectives are as follows: o Explain adult learning principles as related to the target end user audience o Prepare courses based upon the needs of attendees (both behavioral and educational) o Demonstrate presentation and facilitation skills during exercises and role-play activities o Relate supporting reasons for "Tips and Tricks" o Manage the use of training equipment (i.e. laptops, overhead projectors, etc.) and aids (visuals, flipcharts, etc.) o Manage the training instance o Demonstrate functionality of software components within area of expertise • After the City Instructors have attended the Train the Trainer Workshop described above, they will deliver pilot training classes attended by a representative sampling of City end users. This will provide the City instructors with immediate feedback on their performance as well as test out the overall training program to address and fix any problems that exist before end user training actually begins. It is assumed that a total of 1-3 pilot training sessions will be required to adequately measure user feedback to the training delivery. alr Solbourne ORACLE' 111 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Key Deliverable Description Training Logistics Coordination and Data Population Logistics coordination for the education program is a task not to be underestimated. It is always the intent of Solbourne to provide logistics planning and scheduling with as minimal impact to daily business operations as possible. It is our recommendation to use Oracle iLearning for the scheduling and deployment of all end user training activities, including any e-Learning that will be used during the training program. We have reflected the timing of implementing iLearning for use in the end user training rollouts in our staffing plan. For the project, it is assumed that the City, with support from Solbourne, can provide training logistics planning, support and execution for the education rollout, including the following tasks: • User identification, validation and scheduling of classes • Setup and usage of Oracle iLearning for scheduling and deployment of training • Facilities setup (where required, but excludes hardware setup) • Classroom PC setup (where required, but excludes hardware setup) • Training database setup and data population • Printing and distribution of educational materials • Third party education facility rental (if required) • Arrangement of catering (where required during training delivery) illa$ Solbourne ORACLE" 112 September 15, 2004 Training Delivery City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Key Deliverable Description Since every City end user has different learning requirements and needs, a variety of learning approaches can be implemented during the education rollout to facilitate maximum knowledge transfer and user retention. It is recommended to deliver a blended training solution through the use of multiple training delivery methods. By combining a standard classroom instructor -led education approach with both live virtual classroom and self - paced e-Learning, many different learning styles can be accommodated, as well as minimizing training logistics. e-Learning can be used for any of the following: ■ Self -paced online tutorials • Recorded online classes • Live classes presented in a virtual classroom environment • Working labs (as described below) Working labs are support sessions in which City personnel perform actual work in the production system with the help of Solbourne Education Consultants or City SMEs. These sessions can be either conducted online over the Internet via live virtual e-Learning or at City facilities in a traditional classroom environment. They are a very effective means to facilitate user acceptance and success in performance of job tasks. To minimize logistical issues, it is our recommendation to conduct all Instructor -Led Training (LT) delivery at City facilities. If training facilities are not readily available, third party facility options may be utilized. All training facilities should have the following in terms of facility and PC requirements: ■ 2-4 training rooms with 12-15 PCs o Pentium IV with 128MB RAM o Oracle J-Initiator installed • Connectivity to City's training system • Internet connectivity • LCD Projector • Screen • White board or flip charts • Student nametags or name tents (if desired) • Writing utensils • Notepads • Phone Evaluation and Support The purpose of this phase is to establish a strategy and plan that addresses future training needs for the City. This strategy will define the who, what, when and how aspects of future training program design, development and delivery activities. Development of this strategy combined with the high quality of knowledge transfer received during the implementation will facilitate that the City will be able to maintain all education and training programs implemented during the project. Throughout the project, Solbourne, with assistance from City project management, will perform regular evaluations to determine the effectiveness of the end user education and training al% Solbourne ORACLE' 113 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator program, with additional student evaluations performed during training delivery. While evaluation work occurs throughout the project timeline, overall program evaluation occurs at the end of the project. Any additional knowledge transfer that has not occurred throughout the project is completed at this time. 411% 5 illx ii ne ORACLE' 114 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Key deliverables in this phase include the following: Key Deliverable Description Assessment Tests As part of the training approach, Solbourne can provide assessment tests for each course or topic taught to further reinforce the learning. Assessments can be delivered both before and after classes to accurately gauge the skill and knowledge level of the end users and summarize areas where further instruction or performance support is required. Assessment tests can also be delivered both online via a website or Oracle iLearning Learning Management System (LMS), and/or in hard -copy during education delivery. Questions within the assessments can exist in multiple formats including true/false, multiple choice or short answer. It is our understanding that the City expects all users to be certified in the performance of business processes and related Oracle tasks. Specific items related to the delivery of these assessment mechanisms will be determined duringthe course of the material development effort. Course Evaluation Forms Ongoing Education Strategy During training delivery, City end users will complete evaluations to provide feedback on their training experience. These evaluations can be delivered either online via the Oracle iLearning LMS or in paper -based format and are used to gain information about the overall quality of the course, instructor, materials, and facilities, as well as any additional comments or suggestions for improvement the user may have as they relate to training delivery. The data gathered allows both Solbourne and the City to make modifications to specific courses or the overall education program to increase the effectiveness and overall quality of the education program. Solbourne will work with the City to establish a strategy and plan that addresses future education and training needs. This strategy will define the who, what, when and how aspects of future education program design, development, and delivery activities. The goal of developing this strategy is to facilitate that the City will be able to maintain all education and training programs implemented during the project. This strategy can consist of many different forms of education and performance support including the following: • Ongoing refresher training — Regularly scheduled end user training sessions on weekly, monthly, or quarterly basis depending on City requirements • Working labs (as described previously) • Self -paced e-Learning tutorials — Online e-Learning tutorials of course content accessible via a website or Oracle iLearning that users can access for help anytime they require it • Online procedures — User procedures maintained online in HTML or PDF format and accessible via a website or Oracle iLearning • Quick reference job aids — Online or hard copy quick reference cards that define helpful system transaction and business process information tips $ Solbourne ORACLE 115 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator End User Groups From our experience, there are three major end user groups within an organization that need to utilize the system to perform their jobs in some capacity. These groups are defined in greater detail below. Note that the curriculum and training delivery methods for each end user group will be defined during the Curriculum Design phase. Core Users Core users perform tasks in the system most frequently and are the primary users of the application functionality. Examples of users within this group include individuals responsible for creating budgets, processing journal entries, processing invoices and payments, creating purchase orders, entering employee information, or any other system task that needs to be performed daily or weekly. These users are the main support structure for running the applications after go -live. Since these users need to use the system immediately upon go live to perform their jobs, they should be trained before and as close to go -live as possible. The average amount of training for users such as this will vary depending upon what system functionality is being implemented. These users will also benefit most from classroom Instructor -Led Training (ILT) with extensive hands-on practice. It is assumed that while some individuals within this user group will be sufficiently involved in the implementation to satisfy their training requirements to perform their role upon go live, formal classroom ILT will be required to ensure success. It is assumed that all Core users will have PC literacy and not require basic PC skills training. If PC skills training is required, it is assumed that the City will be responsible for training delivery. Casual Users Casual users have a very specific need for only a few transactions that they use as part of their job, but not the focus of their job, and as a result, many delivery options exist. These users need to understand why they perform the tasks they do related to the overall business processes and how important it is for those tasks to be performed correctly. They also need to be trained before go live, as these tasks must be performed immediately after the system is up and running. The amount of training will be minimal and focused on the specific activities they need. Class content developed for this user group may include the following functionality within horizontal business processes: • Requisitions • Receiving • Time Entry • Budget Transfers • Training Enrollment • Self Service HR • Inquiry and Reporting It is assumed that all Casual Users will have PC literacy and not require basic PC skills training. If PC skills training is required, it is assumed that the City will be responsible for training delivery. !% Solboume ORACLE` 116 September 15, 2004 City of Miami Response to REP # 03-04-151 Enterprise Resource Planning Software System Integrator Informational Users Informational users are those that are only required to use the system to display information to make decisions. They need to be able to pull information out of the system as required to ensure that their portion of the business process runs smoothly. Many managers and supervisors fall into this category and their main curriculum topics consist of inquiry and reporting. Generally, this user group can be trained after go live unless their job role dictates that they need to use the system immediately upon go live. While classroom instruction and hands on practice will benefit this group as well, other delivery options may exist depending upon the amount of system functionality being implemented and the flexibility in the users' schedules. It is assumed that all Informational Users will have PC literacy and not require basic PC skills training. If PC skills training is required, it is assumed that the City will be responsible for training delivery. During the development of the education plan, Solbourne will work with the City to determine the types and nature of end -user training required based on the specific job roles and the number of respective users that need to be trained. City instructors will deliver this training with the support of Solbourne Education Consultants and will be trained during the Train the Trainer sessions described previously. Solbourne's EDGE Library As previously discussed, Solbourne's EDGE, e-Learning and Documentation to Gain Effectiveness, consists of a full documentation and e-Learning, library around Public Sector - specific Oracle 11 i tasks. It is recommended as part of the City's implementation project to utilize EDGE e-Learning tutorials where possible to further enhance the learning experience, specifically related to training for Casual and Informational users. EDGE e-Learning tutorials can be used as both an end user training tool and as ongoing support. These online tutorials allow end users to take training while sitting at their desks while providing a highly interactive learning experience. This not only enhances the overall learning effort but helps facilitate that users can become self-sufficient more quickly. Leveraging our hands-on implementation knowledge, experience in deploying effective training strategies, and Public Sector experience, Solbourne is highly qualified to provide an effective and flexible e-Learning solution to the City. EDGE is convenient, customizable and cost-effective. It will: • Increase the return on the City training investment by reducing logistical and opportunity costs and shortening future training deployment. • Reach dispersed users in multiple locations simultaneously. • Educate all City personnel in a consistent manner on City -specific business processes and Oracle transactions. • Educate users at their desks, better accommodating busy schedules and allowing them to apply knowledge immediately following training completion. • Facilitate better retention due to the focused and repeatable nature of the tutorials. • Create a training infrastructure by providing an ongoing education solution for existing employees and new hires. 41% Solbourne ORACLE 117 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator EDGE e-Learning is portable and it can be deployed in a variety of methods: CD-ROM, LANIWAN, Intranet or LMS. Since the City is implementing Oracle's iLearning LMS, we would recommend that iLearning act as the primary deployment mechanism. Combined with other learning methods such as traditional ILT, EDGE is a highly effective means to improve end - users' Oracle skills quickly and effectively. Solbourne's EDGE e-Learning tutorials include the following: • Detailed business process flow descriptions • Lesson descriptions • System and process prerequisites • Interactive Oracle simulations complete with navigation reinforcement and data entry to allow the end user to learn by doing • Lesson reviews Solbourne has included costs for EDGE e-Learning as a part of our proposed approach as the City has stated that it expects various forms of online training to be included in the training rollouts. Some of the tasks to be performed specific to EDGE e-Learning during the project include the following: • Determining how e-Learning tutorials will be used as part of the Curriculum Design phase • Deploying the e-Learning content through Oracle 'Learning • Assisting in testing the e-Learning on the City PCs • Assisting in assigning e-Learning content to end users • Assisting in testing deployment over the City network infrastructure (if network or Intranet deployment is selected) $ SOIb0U171e ORACLE' 118 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator al Solbourne ORACLE' 119 September 15, 2004 City of Miami ERP Software Systems Integrator Questionnaire Company Information Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator of Miami Question Description Response 1 How many years has the company actively provided ERP Systems Integration services to state and local government entities? Solboume has been implementing Oracle ERP solutions for the Public Sector since 1994. 2 Which office will serve the City? Solboume's Atlanta office will be responsible for the City's relationship with Solboume. 3 How many years has this office been operational? Salboume's Atlanta office was started in 2000. 4 How many employees/consultants does the company have? Solboume has 125 employees. 5 How many consultants does the company have in the Continental United States? All Solboume consultants are based in the Continental United States-125 employees. 6 How many consultants does the company have in Public Sector? All 125 Solbourne consultants are involved in the company's Public Sector practice_ 7 How many consultants does the company have in the office serving the City? Solboume's Atlanta office has approximately 25 consultants assigned to the Southeast practice. 8 How many local government ERP systems integration services contracts has the company actively provided with the following modules: Finance, Human Resources, Purchasing, Grants, Budget and Payroll - for local government entities of size and complexity similar to the City of Miami? Please list these as references. Solboume has implemented the full Oracle E-Business Suite for 39 customers. Those customers that are most relevant in terms of size and complexity are: City of St Petersburg, City of Las Vegas, City of Oakland, Louisville Water Company and Yuma County. These customers have been included as references for Solboume. 9 How many ERP installations are currently under contract? How many employees/consultants are committed to these installations? Solboume is currently contracted at 8 ERP installations. Approximately 85 consultants are committed to these projects. Additionally, two of the seven projects (City of St Petersburg and Yuma County) are scheduled to be completed in October 2004. Several of the proposed Solbourne project team are from these projects. % Solbourne ORACLE 120 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System integrator 10 Will you use only your own full-time employees and no part-time or free-lance individuals? Solboume is proposing our own full-time employees for this project. 11 What was the company's quarterly/annual gross revenue and net profit as a percent of sales for the most recent fiscal quarter and the previous two fiscal years? For the quarter ended June 30, 2004, Solboume had revenues of $5,890,000 and net income of $564,000 which is 9.6% of sales. For fiscal year 2004, Solboure had revenues of $15,635,140 and net income of $337,947 which is 2.2 % of sales. For fiscal year 2003, Solboume had revenues of $18,333,146 and net income of $971,856 which is 5.3% of sales. 12 Provide a copy of the company's financial statements for YTD as of the most recent fiscal quarter and the last two fiscal years. Our financial statements are included in Appendix D 13 Please provide at least one bank reference. Include bank name, contact name, address and phone number. Wells Fargo Bank, Zane Powell, 1242 Pearl Street, Boulder CO 80302, 303-441-0321 14 Please provide your Dun & Bradstreet number 16-135-0020 15 Please specify the date on which your company received its Oracle E-Business Suite implementation Partner Certification? Solboume received it's Oracle certification in 1994 but our most recent certification was in January 2004. Solboume is also a certified advantage partner. 16 Please specify and list the years since 1990 that your company has received an Oracle E-Business Suite Award or Recognition? In 2002, Solboume was awarded the Oracle Partner of the Year. 17 Please indicate the number of Oracle E-Business Suite implementations that your company has started and successfully completed. Successful completion is defined as the system installed to the satisfaction of the client Indicate the number that are local government and their physical location (e.g. City of Miami, State of Florida, etc.) Solboume has provide a full listing our implementations in the SOW. 18 Please indicate the number of years experience your company has working with Oracle E-Business Suite products, specifically Human Resources Management, Financial Management, Procurement and Enterprise Portals products. Solboume has been implementing the Oracle E-Business Suite since 1994. This includes the Financials, Procurement and HRMS suite of products. The enterprise portal products were introduced with Oracle Release 111 in 2001. ORACLE` 121 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 19 How many consultants are qualified to work in local government implementations (qualified is defined as at least two years of experience working on local government implementations)? All of Solboume's consultants have this level of experience- 125 consultants_ 20 How many consultants are qualified to work on large engagements (qualified is defined as at least two years experience working on large implementation engagements)? Approximately 75% of our consultants have been involved with projects that would qualify as large engagements. 21 Identify what you believe are your top five (5) differentiators in the Oracle E-Business Suite application implementation market, and explain why you believe you are uniquely positioned. I. Public Sector Focus - Solboume has been working with the Public Sector since 1994. No other firm has maintained this level of focus to both Oracle and the Public Sector with as much success. 2. Oracle Expertise - Solboure is solely focused on providing Oracle solutions in the Public Sector. As a differentiator to our competitors, Solboume's consultants are dedicated 100 percent to Public Sector and have the credentials from years of experience in the marketplace; this includes many of our consultants that have worked in City/County/School District as employees. 3. Relevant Project Experience - Our recent track record at the City of Oakland, City of Las Vegas, City of St Petersburg, Yuma County, City of West Palm Beach and Louisville Water Company is far more relevant than our competitors experience. 21 (Continued) 4. Unmatched Value - We deliver as promised. We believe that we are the only firm that can demonstrate past success in delivering similarly scoped projects within the original bid. Our focus on Oracle Applications in the Public Sector, affords us the experience needed to accurately bid our projects. 5. Florida Presence - Solboume intends to leverage our experience at the City of St Petersburg and City of West Palm Beach. Our goal is not replicate those solutions but to set the standard with this project Both of these clients are successful and have been recognized for their implementations. However, every project can be improved and we would like the opportunity to develop a solution that will raise the bar for Florida local govemment. �r ORACLE 122 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 22 Do you have state and local government best practice and process templates? If so, provide examples of these best practice and process templates. Solbourne has developed business process flows that incorporate Public Sector requirements, Oracle standard functionality, and leading practices. These process flows are used during our Process Design phase to define the optimal solution for any particular client. Examples of these documents have been included in Appendix C. 23 24 Describe your other industry -specific initiatives around Oracle E- Business Suite products. Describe any Oracle E-Business Suite related table or parameter configuration tools you have developed. Can clients continue to have access to these tools once your contract to implement the product is finished? As discussed throughout our response, Solbourne implements Oracle solutions for State and local governments. As Oracle is the only ERP solution we implement, all of our Public Sector initiatives are based on Oracle applications and technology. From a customer's perspective, we can provide Oracle based leading practices for the Public Sector. Solbourne modifies these leading practices based upon enhancements to the Oracle solution and the ever changing demands of the Public Sector. One specific example is related to the Chart of Accounts. When discussing this requirement with our clients, we will draw upon our experience with other Oracle public sector customers. Solbourne can demonstrate how the City of St Petersburg, Oakland, Salem, Chandler, Las Vegas designed their accounting flexfield. Solbourne develops our Oracle E-Business Suite solutions based upon Oracle tools -this avoids any issues around proprietary tools or trademarks and ensures that our customers will always have access to current tools and solutions through Oracle. ORACLE 123 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 25 Describe your capabilities for assisting clients in the development of overall architecture, and technical support for the implementation of Oracle E-Business Suite products, including third party applications such as Kronos. For more than a decade, Solboume has provided our customers with a wide variety of services including technical architecture support and interface development. Solboume has implemented the Oracle E-Business suite in SUN, UNIX, LINUX and Windows environments. Solboume has implemented the Oracle E-Business Suite in hosted environments. The successful deployment of the Oracle solution is fundamentally dependent upon a solid architecture and system configuration. Our references and experience should address any concems or questions regarding our ability to support the City from an architecture standpoint. In addition, Solboume has deep experience in interfacing the Oracle Applications to a wide variety of third party applications including Kronos (Solboume recently interfaced the City of St Petersburg's Kronos system to Oracle Payroll and Grants Management. Other experience includes interfaces to third party Fleet Maintenance, Treasury, Utility Billing, Parks and Rec, Licenses, Permits, Budgeting, GIS, Golf Course, Cash Register, and Property Tax/Sales Tax to name a few. 26 Describe your approach in integrating your implementation methodologies with that of Oracle E-Business Suite. Solboume does not implement other ERP products. As a result of this focus, all of our implementation tools, methodologies, best practices, training materials etc are based upon the Oracle E-Business Suite. Since the City has already acquired the Oracle E-Business Suite, our focus is unique to our competitors and an advantage to the City of Miami. 27 Do you have experience converting GEMS financial data to Oracle E-Business Suite? If so, please specify organization's name and background description of conversion performed. Solboume does not have any specific client that has utilized GEMS financial data. Based on our experience in converting our customers legacy data, Solboume is confident that this conversion will be properly managed and coordinated. 28 Do you have experience converting DMSII data to Oracle E- business Suite? If so, please specify organization's name and background description of conversion performed_ Solboume does not have any specific client that has utilized DMSII data. Based on our experience in converting our customers legacy data, Solboume is confident that this conversion will be properly managed and coordinated. ORACLE 124 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 29 Based on your project management methodology, do you have a central repository to document change controls, issue and action items, risk management, requirements tracking and document tracking? If so, is this compatible with Microsoft Outlook? If your repository is not compatible with Microsoft Outlook, would you be willing to house this repository on the City's network? Solboume project managers utilize a common methodology for implementation and project management. These tools have been developed using Microsoft Office products including Word, Excel and Projects_ These tools are compatible with Microsoft Outlook and nearly every project houses these tools on the client's network. Typically, our clients establish a unique drive on the network that is used for project documentation, deliverables and other materials. sabounie ORACLE` 125 September 15, 2004 City of Miami ERP Software Systems Integrator Questionnaire Contract Related Information Response to RFP # 03-04-151 Enterprise Resource Planning Software Systern Integrator of Miami Question Description Response _ 1 Who is the authorized negotiator (include name/title, address, telephoneffax and email address)? John Cavins, Vice President 12600 Deerfield Parkway, Suite 100, Alpharetta, GA 678-778-5854 (T) 678-566-3551 (F) 2 Will you agree to a fixed price contract? Yes 3 Will you agree to a combined fixed price / time & materials contract? Solboume would be open to negotiating such a contract 4 Will your proposal be valid for at least 180 days from the date of submittal of your proposal to the City? Yes 5 Have you successfully used any performance -based pricing options with Public Sector customers? If so, please provide references. Yes, Solbourne is frequently held to milestone based payment schedules. 6 Specific items required in the contract include the following. Any exceptions must be documented in the Exceptions section of this proposal. Noted. 6.1 The City requires a guaranteed system availability of 99.9% for the selected applications excluding client initiated downtime. Noted. 6.1.1 Will you provide this system availability guarantee? If not, explain what system availability will be guaranteed. If guaranteed system availability will not be provided explain why. Solboume cannot guarantee a performance level for a system out of our control. Many companies, including Oracle, provide hosting solutions, and do provide some level of availability guarantees. Solboume will work with the City of Miami, the preferred hardware vendor, and Oracle to determine a properly sized and configured hardware environment. jSolbourne ORACLE 126 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 6.1.2 Describe the methodology to be used in measuring availability, under what conditions or circumstances availability guarantees will or will not be met, and the remedies for the City if they are not met. Solboume cannot guarantee a performance level for a system out of our control. " 6.2 The City requires that the application response time for any system user not exceed two (2) seconds 98% of the time and no operations exceeding three (3) seconds 99% of the time. Response time is defined as the time elapsed between depressing the "Enter" key and the appearance of data requested or the next screen during data entry tasks and direct or indexed inquiries. Noted. 6.2.1 Will you provide this system response time? If not, explain. Solboume cannot guarantee a system response time for any system user. The primary reason for this is that there are a number of factors that affect system response time that are completely outside of Solboume's control including the user's PC, other applications that may be running on the user's PC, the user's network connection, the City's network and the City's hardware/processing environment. As others have discussed, the City's use of Windows will be a concern to most of the proposers. While Windows is supported by Oracle, there are only a handful of organizations that are using this platform (Oklahoma County, Boulder County and the City of Mobile)_ Having worked with Oklahoma County and Boulder County, Solboume believes that the Windows platform will increase the risk of the project and create a maintenance obstical for the City's scalabilitiy in the future. ORACLE' 127 September 15, 2004 6.2.1 6.2.2 6.3 7 City of Miami continued Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Describe the methodology used to estimate system response time, the estimated response times of your proposed configuration, under what conditions the stated response times will or will not be met, and the remedies for the City if they are not met. Also specify the minimum system configuration (processor, workstation, etc.) you require for providing these guarantees. The City requires a 60-day initial system Performance Acceptance testing period from the date the system is fully operational. Do you agree to a 60-day Performance Acceptance testing period? Describe your approach to maintaining up to 10 years of information online. Solboume is not aware of any Oracle customers that have implemented the Miami proposed application footprint on a windows platform. In addition to the overall footprint, Oracle Payroll is also a concern given the lack of references for the Windows platform. Solboume does not necessarily advocate any particular platform. However, we do advise our customers to avoid any configuration that makes the client unique. Running the proposed applications on Windows, would make Miami unique within the Oracle community. At the City of St Petersburg, Solboume guaranteed response times for key system processes. These processes were tested utilizing a PC connected directly into the server. The minimum system configuration for the City's workstations is described in the Hardware and System Software section of this proposal. Solboume would be open to negotiating such a contract. Our approach is twofold. First, Solboume will provide the City with a hardware recommendation and specification that will support the City's objectives. Second, Solboume will work with the City to define an appropriate data archiving strategy. Solboume has provided archiving information within the Technical Requirements portion of this response. isothourne ORACLE' 128 September 15, 2004 City of Miami Response to RFP # 03 01 151 Enterprise Resource Planning Software System Integrator 8 9 Do you accept a payment schedule with at least 25% holdback of the entire contract until final acceptance? Include copies of your standard contract. Solboume frequently accepts a payment schedule that includes retainage. The percentage indicated by the City far exceeds any holdback that we have agreed to. A more common percentage, including GFOA and Gartner negotiated contracts is 'I d%. This retainage would be held back pending final acceptance of the system (similar to what is discussed in 6.3 above). Solboume has included a copy of our standard contract ♦rSolbaurne ORACLE' 129 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator References ERP-SI must provide up to eight (8) customer references. At least one (1) reference must be a US Local Government client of a similar size and complexity as the City of Miami, that has implemented an ERP solution within the last five (5) years. At least one (1) reference must be a client that has implemented Oracle E-Business Suite within the last two (2) years. Note that if the ERP-SI's proposal includes resources from other companies (subcontractors), additional references must be completed for each company. In addition to the above, the City requires that ERP-SI provides a list of all its Oracle ERP clients, for the past three (3) years. Failure to adhere to these requirements may deem your proposal non -responsive. ERP Software Systems Integrator Questionnaire References of Miami Description Response Reference Name City of St. Petersburg Contact Name Andy Houston Contact Title Administrator, Internal Services Address One 4th Street North, St. Petersburg, FL 33701 Phone Number (727) 893-7482 eMail Address arhousto@stpete.org Demographics Number of Employees 6400 Operating Budget $509,960 Number of End Users 350 Al ORACLE' 130 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Population of Jurisdiction 350,000 Applications Implemented (include Product Name, Version and Install Date) Oracle 11.5.9, Wave One (HR) - April 15, 2004 Wave Two (FI) - August 23, 2004 Type of System Installed (include hardware, DBMS, OS, etc.) The City went from AS400 to all SUN, Oracle 91as Database, Sun Solaris OS Systems Integrated/Interfaced Evare (Investment), Fairway Systems (Daily POS Transactions), Class (Daily POS Transactions), DocMaster Software Systems (Daily POS Transactions), "KITE" (Cash Receipts), Kronos (Time and Attendance), Maximus (Fleet Mgmt.), and 5 In house applications Role in Implementation (Prime or Sub -Contractor) Solboume was the Prime Implementation Start and End Dates August 25, 2003 to October 29, 2004 Project Budget $4,820,000 Is this site willing to host a site visit? Yes, after Go live date What was the initial contract value? $4,600,000 (This includes Software, Hardware, and Implementation) implementation alone was $3,840,000 What was the actual contract cost to implement? $3,840,000 What was the initial schedule from contract to go -live? Wave One (HR) Sept 2003 to April 2004, Wave Two (FI) April 2004 to August 2004 What was the actual schedule from contract to go -live? Contract Signed August 28, 2003, HR Go Live April 15, 2004, FI Go Live August 15, 2004 Please list and explain any significant problems encountered that impacted implementation cost, schedule and success. The cost was not effected but because of the Solboume's PM having a personal death in the family 6 weeks before Go live, the project was extended two weeks to give the new PM time to get adjusted. The original PM returned 3 weeks prior to the new go -live date and the client successfully went live and is happy with their system. (Solbourne Two Description Reference Name Contact Name Contact Title Response City of Las Vegas Pat Dues Project Manager Solbamne ORACLE' 131 September /5, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Address 400 Stewart Avenue, Las Vegas, NV 89101 Phone Number (702) 229-5433 eMail Address pdues@ci.Ias-vegas.nv.us Demographics Number of Employees 3000 Operating Budget $1,031,890,647 Number of End Users 300 Population of Jurisdiction 1,200,000 Applications Implemented (include Product Name, Version and Install Date) Original 10.7: June 97 — July 98 and 11.5.9 upgrade: April 2004 - Jan 1, 2005 Type of System Installed (include hardware, DBMS, OS, etc.) HP, Oracle Database, Unix OS Systems Integrated/Interfaced No interfaces were built during our implementation, however, the City later created a Time Capture System that they interfaced to payroll. Role in Implementation (Prime or Sub -Contractor) Solboume was Prime on both the original implementation and the Upgrade. Implementation Start and End Dates Original 10.7: June 97 — July 98 and 11.5.9 Upgrade: April 2004 - Jan 1, 2005 Project Budget Upgrade is $1,400,000 Is this site willing to host a site visit? Yes upon request What was the initial contract value? $1,400,000 What was the actual contract cost to implement? $1,400,000 What was the initial schedule from contract to go -live? Original Implementation start date 6/9/1997 - Go live 7/1/1998, Upgrade April 12, 2004 est. Go Live Jan 1, 2005 What was the actual schedule from contract to go -live? Original Implementation start date 6/9/1997 - Go live 7/1/1998, Upgrade April 12, 2004 est. Go Live Jan 1, 2005 ♦� Solboume ORACLE" 132 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Please list and explain any significant problems encountered that impacted implementation cost, schedule and success. Solboume Three During the original implementation the City went live as scheduled. All the applications were implemented as standard Oracle. However, Payroll and Finance users were not in agreement on how the Retro process worked in Oracle and deferred to the process used in their legacy system. This presented problems for future Oracle use as this prevented the data tracking functionality to be used within Oracle. Finance and Payroll have come to an agreement about using standard Oracle Retro functionality now. Solboume is moving forward with this agreement during the upgrade. Description Response Reference Name City of West Palm Beach Contact Name Bill Swisher Contact Title Assistant City Manager Address 200 2nd Street, West Palm Beach, FL 33401 Phone Number (561)835-0028 eMail Address wswisher(dIci_west-palm-beach.fl.us Demographics Number of Employees 2,500 Operating Budget $119,704,290 Number of End Users 60 Population of Jurisdiction 67,643 Applications Implemented (include Product Name, Version and Install Date) Original 10.7: AnswerThink started in 1995, Solboume picked up the project April 12, 1999 - July 1, 1999 11.5.9 upgrade: April 2002 - August 2002 Type of System Installed (include hardware, DBMS, OS, etc.) Sun, Oracle Database, Solaris OS Systems lntegratedllnterfaced PeopleSoft CIS to Oracle Payables for CIS refund checks, Payroll Interface & Police and General Pension, 401K and 457K deduction plan to ICMA iflit' ORACLE 133 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Role in Implementation (Prime or Sub -Contractor) The City of West Palm Beach originally selected AnswerThink Consulting Group as their implementation partner. The HRIPayroll portion of the implementation was delayed at least once from 1995 to 1999_ In 1999, Solboume picked up the completion of the project. The upgrade to 11 i was awarded to Solbourne in 2002 as the Prime. Implementation Start and End Dates Original 10.7: 1995 to 1999, Upgrade: April 2002 - August 2002 Project Budget Original: Unsure, Upgrade: Unsure Is this site willing to host a site visit? Yes What was the initial contract value? Original: This was based on a Time and Material contract. No value was estimated only estimated time frames. Upgrade: $496,530 What was the actual contract cost to implement? Original: $346,125 Upgrade: $496,530 What was the initialschedule from contract to go -live? Original: unknown what AnswerThink contract was but Solboume was April 1999 to July 1999, Upgrade: April 2002 to August 2002 What was the actual schedule from contract to go -live? Original: 1995 to July 1999, Upgrade: April 2002 to August 2002 Please list and explain any significant problems encountered that impacted implementation cost, schedule and success. The City of West Palm Beach partnered with Solboume for the completion of their original implementation and the upgrade to Oracle 11 i. There were no significant problems that Solboume had after the City contracted with us in 1999. Description Response Reference Name Louisville Water Company Contact Name Amber Halloran Contact Title Controller Address 550 South Third Street, Louisville, KY 40202 Phone Number (502)569-3600 eMail Address ahalloranalwckv.com Demographics $ Solbourne ORACLE 134 September 15, 2004 City of Miami Number of Employees Operating Budget Number of End Users Population of Jurisdiction Applications Implemented (include Product Name, Version and Install Date) Type of System Installed (include hardware, DBMS, OS, etc.) Systems Integrated/Interfaced Role in Implementation (Prime or Sub -Contractor) Implementation Start and End Dates Project Budget Is this site willing to host a site visit? What was the initial contract value? What was the actual contract cost to implement? What was the initial schedule from contract to go -live? What was the actual schedule from contract to go -live? Please list and explain any significant problems encountered that impacted implementation cost, schedule and success. Description Reference Name Contact Name Contact Title Address fr Sdbaurne ( Solboume Five) ORACLE 135 Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 2000 $72,000,000 550 Delivers water to 800,000 customers Oracle 11.5.8 December 2002 - September 2003 Sun Solaris 8, Oracle DBMS, Solaris OS Sparc 32-Bit ESRI GIS, Ceridian, Orcom CIS, InfoSpan pCard, Peregrine FleetAnywhere Solboume was the Prime. December 2002 - September 2003 $1,289,685 Yes $1,289,685 $2,005,490 December 2002 - September 2003 December 2002 - September 2003 Solboume had no significant problems though the project was not without the typical challenges. As a result of the client's delayed decision making process, Solboume had to overcome a 2 month postponement on the start of the OTL portion of the project. The OTL portion is complex in an on time project but the delay due to internal decisions made it more challenging. Even so, Solboume was on time and on budget. Response City of Arvada Gary Matthews - Project Manager; Eric Johnson - Technical; Kaye Johnson - Functional see above 8101 Ralston Road, PO box 8101, Arvada, CO 80001- 8101 September 15, 2004 City of Miami • Phone Number eMail Address Demographics Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Gary: 406-579-8577 Eric: (303) 720-898-7891 Kaye: (303)898-7000 Gary: "gmatthews59718@wmconnect.com ", Eric "ejohnson@ci_arvada_co.us" Number of Employees Operating Budget Number of End Users 600 68,000,000 200 Population of Jurisdiction Applications Implemented (include Product Name, Version and Install Date) Type of System Installed (include hardware, DBMS, OS, etc.) Systems Integrated/Interfaced Role in Implementation (Prime or Sub -Contractor) Implementation Start and End Dates Project Budget Is this site willing to host a site visit? What was the initial contract value? 101,925 Oracle 11i Upgrade, April 2002 HP, Oracle Database, Unix OS Payables interface with Ten MAST (Bank Statement load into Cash Management) Solboume was the Prime. November 2001 - April 2002 $700,000 Yes, We would like to set this up for you, but Eric would be the person to schedule this visit at the City. $660,000 What was the actual contract cost to implement? What was the initial schedule from contract to go -live? What was the actual schedule from contract to go -live? Please list and explain any significant problems encountered that imlementation cost, schedule and success. p $660,000 12/10/2001 - 3/11/2002 12/10/2001 - 3/11/2002 Solboume had one challenge with the City's upgrade from their e-Business Suite Oracle 10.7 NCA to Oracle 11 i. After the Contract negotiations were finalized, but prior to the start of the upgrade, the City elected to migrate their Hardware platform to a new vendor requiring Solbourne to participate the Database in order to support the upgrade and the City's desire to migrate platforms. We adjusted our resource plan and project schedule to accommodate the City's request, utilize the additional functionality of the later release, reassess and streamline business processes, and to comply with the desupport notice for Release 10.7 from Oracle. Jim % me ORACLE 136 September 15, 2004 City of Miami So!bourne Six Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Description Response Reference Name City of Salem Contact Name Jack Merritt Contact Title Finance Director Address 555 Liberty Street, SE Room 230, Salem, OR 97301 Phone Number (503)588-6114 eMail Address jmerritt aagPen.org Demographics Number of Employees 1500 Operating Budget $372,405,020 Number of End Users 595 Population of Jurisdiction 131,385 Applications Implemented (include Product Name, Version and Install Date) Oracle 11 i Upgrade, August 2002 Type of System Installed (include hardware, DBMS, OS, etc.) HP, Oracle Database, Unix OS Systems Integratedllnterfaced TAMS (A City time -entry system) Role in Implementation (Prime or Sub -Contractor) Solboume was the Prime Implementation Start and End Dates September 2001 - August 2002, This project started out as an Assessment and lead into a full upgrade. This information is based on the entire project including the Assessment. Project Budget $1,500,000 Is this site willing to host a site visit? Yes What was the initial contract value? Needs Assessment $465,600, Initial Test System Creation $31,067, PreUpgrade Implementation $155,000, Upgrade $901,533, Additional upgrade/Post Upgrade support $85,500 What was the actual contract cost to implement? The initial assessment was fixed fee, but the remainder of the work was set up as time and materials: Needs Assessment $465,600, initial test system $30,813, Preupgrade and Upgrade $987,311.88, Additional upgrade/Post Upgrade support $85,500 ala 50lbourne ORACLE' 137 September 15, 2004 City of Miami What was the initial schedule from contract to go -live? What was the actual schedule from contract to go -live? Please list and explain any significant problems encountered that impacted implementation cost, schedule and success. ( Description Reference Name Contact Name Contact Title Address Phone Number eMail Address Demographics Solbourne Seven Number of Employees Operating Budget Number of End Users Population of Jurisdiction ) Applications Implemented (include Product Name, Version and install Date) Type of System Installed (include hardware, DBMS, OS, etc.) Systems Integratedllnterfaced Solboume ORACLE' 138 Response to RFP * 03-04-151 Enterprise Resource Planning Software System Integrator February 2002 - July 2002 February 2002 - August 2002 While the City of Salem project was an 11 i upgrade from a heavily -customized 10.7 environment, there were no significant problems with the implementation. In September 2001, Solboume worked with the City to perform an assessment and diagnostic phase, which included performance of the existing system, identified issues including workarounds and best practices for the business processes. After the assessment, while the 11 i upgrade planning was taking place, Solboume personnel remained at the City performing pre -upgrade 10.7 improvements and training as well as complete the Release 11i testing of the 1st migration iteration. In January, the Upgrade phase commenced. The Upgrade plan was prepared according to Solbourne methodology, resource recommendations and timelines. Response City of Oakland Ken Gordon Deputy Director in the Office of Information Technology 150 Frank H. Ogawa Plaza, Oakland, CA 94612 (510)238-2023 kbordonaioaklandnet.com 6,000 $387,000,000 200 404,000 Oracle Release 11 i Upgrade, September 2003 Sun, Oracle Database, Solaris OS September 15, 2004 None City of Miami Role in implementation (Prime or Sub -Contractor) Implementation Start and End Dates Project Budget Is this site willing to host a site visit? What was the initial contract value? What was the actual contract cost to implement? What was the initial schedule from contract to go -live? What was the actual schedule from contract to go -live? Please list and explain any significant problems encountered that impacted implementation cost, schedule and success. (Solbourne Eight) Description Reference Name Contact Name Contact Title Address Phone Number eMail Address Demographics Number of Employees Operating Budget ORACLE' 139 Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Solboume was the Prime March - September 2003 $2,500,000 Yes upon request $1,693,000 $1,693,000 March - September 2003 March - September 2003 Solboume encountered challenges with the City of Oakland at the start of their 11 i upgrade project. The City's original implementation partner had not had effective communications nor developed effective relationships with the City staff, who in turn were distrustful at the start of the upgrade. After seeing the determination and successes of the Solboume team in the first few months, the team rebuilt their trust in their implementation partner, Solboume. Now, the City is extremely happy with their Solboume selection and their 11i implementation. Solboume and the City worked together as a cohesive team to determine the optimal technical architecture for the new environment and the 11 i upgrade now provides a platform for new City initiatives, utilizing new modules in the Oracle suite to extend the enterprise solution. Response Yuma County Matt McClymonds Chief Information Officer 198 South Main Street, Yuma, AZ 85364 (928)373-1050 mamc_amis.co.yuma.az.us September 15, 2004 1,100 $200,000,000 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Number of End Users 100 Population of Jurisdiction 126,000 Applications Implemented (include Product Name, Version and Install Date) Oracle 11.5.9, July 2004 Type of System Installed (include hardware, DBMS, OS, etc.) Dell, Oracle Database, Linux OS Systems Integrated/Interfaced Eagle Financials for Treasury only Role in implementation (Prime or Sub -Contractor) Solboume was the Prime Implementation Start and End Dates January - July 2004 (Go Live: Financials, June 2004; HR, July 6, 2004; Payroll, OTL, Benefits, July 19, 2004) Project Budget $2,000,000 Is this site willing to host a site visit? Yes What was the initial contract value? $1,300,000 What was the actual contract cost to implement? $1,500,000 What was the initial schedule from contract to go -live? December 2003 - July 2004 What was the actual schedule from contract to go -live? December 2003 - July 2004 Please list and explain any significant problems encountered that impacted implementation cost, schedule and success. Solboume was able to counter some negative impressions of the project early on through a progressive Change Management program. Solbourne helped the county by involving their users in a series of road shows in effort to bring them up to speed on changes and achieve buy -in for the transition. These road shows were used to supply feedback and to loop back to the implementation team. The County also selected to use the Oracle EBSO, which can be difficult for a public sector customer, but Solbourne helped the county to navigate through these difficulties and fairly insulated them while moving towards a hosted application. r Solbourne ORACLE' 140 ' September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Exceptions Identify any exceptions taken to the RFP. All exceptions must be documented here regardless if they are referred to elsewhere in the proposal. 25% Holdback: While this is noted in the ERP-SI Questionnaire Contract Section, question #8, this is not included in the City's General Conditions or Special Conditions provided in the RFP. Solbourne is open to discussions with the City on a payment schedule that would include a Hold Back but one that is mutually agreeable to both parties. $ Solbourne ORACLE' 141 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 6a. Technical Requirements Response — Background and Scope Background The overall goal of The City of Miami is to engage with an experienced ERP-SI that possesses the expertise necessary to give the City a modem, reliable, efficient and integrated support software system (Oracle E-Business Suite) for its core administrative and financial processes. Though this is your overall goal, the motivation for this fundamental change is to become a more innovative, proactive, and streamlined business, providing accurate information, to its employees, management, and most importantly to its constituents. This Fundamental change incorporates common business practices; while ensuring that the future of this commercial off the shelf system (COTS) is implemented with zero customizations and maintains its cost effectiveness throughout upgrades. Solbourne is providing the City all of the above and even more by bringing the City the experience we have gained over the past 11 years. It doesn't just come from signing up as an Oracle partner but through working with Local Governments, for as long as we have, and establishing realistic expectations. Just this past year, three of our Public Sector clients, all successful, utilized the application footprint the City of Miami is looking to implement. Each one of these clients had the same goal to provide accurate information while becoming more innovative and streamlining their processes. Our focus on Oracle Applications in the Public Sector affords us the experience needed to accurately bid projects and meet your goals. Solbourne's goal is to establish realistic expectations surrounding the scope, resources, and budget required to meet the City's objectives while making you a success story. Scope Solbourne's objective for the project is to work with the City to streamline the City's core administrative and financial processes using the City's Business Process Reengineering (BPR) in conjunction with the implementation of the Oracle E-Business Suite. Solbourne will implement the Oracle E-Business Suite powered by the Oracle relational database, to provide a System that will enable the City to deploy leading practices and e-government solutions to increase process efficiency, reduce administrative costs, and improve customer service. The System will be appropriately secure, technologically sustainable, and sufficiently functional including interfaces to internal and external systems that further extend functionality. While the City recognizes that the project will have organization -wide impact, the business systems designated for replacement are currently owned by five of the Internal Services Administration's Departments: Billing and Collections, Budget, Finance, Human Resources, and Purchasing. The Billing and Collections department will utilize Oracle Public Sector Receivables and iReceivables to streamline their business processes. The Budget department will utilize Oracle Public Sector Budgeting for budget preparation and management and streamline the budget distribution and development process. The Finance department will utilize Oracle Public Sector General Ledger, Oracle Projects, Oracle Projects Contracts, Oracle Grants Accounting, Oracle Labor Distribution, Oracle Public Sector Payables, Treasury and Oracle Cash Management to streamline their financial business processes including internal billing, project and grant management/accounting, accounts �Ir Solbourne ORACLE' 142 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator payable and cash management. The System configuration will include municipal practices and accounting and reporting standards for governmental funds, proprietary funds, fiduciary funds, and account groups in accordance with Generally Accepted Accounting Principles (GAAP). The System must also have the capability to be compliant with all current Governmental Accounting Standards Board (GASB) statements. The Human Resources department will utilize Oracle Human Resources and Oracle Advanced Benefits, Oracle Self -Service Human Resources, Oracle iRecruitment, Oracle iLearning and Oracle Payroll to streamline their business processes including benefit and deferred compensation administration, labor relations, applicant tracking, training, and payroll. The Purchasing department will utilize Oracle Public Sector Purchasing, Oracle iProcurement, Oracle Project Contracts, Oracle Sourcing, Oracle iSupplier Portal, Oracle 'Expenses, Oracle Assets and Oracle Inventory and Order Management to the extent needed to support internal requisitions to streamline their procurement business processes. During the project, candidates for interfaces will be identified. For each of these candidates, analysis is performed to determine whether or not the data should be brought into or out of the Oracle application and how this should be done. The analysis involves examining the value of having the interface with Oracle, the quality of data coming from the legacy system, the number of records, the effort and cost to extract the data, the effort and cost to load the data, the effort and cost to transfer and validate the data, and all related risks to the project. Once these parameters have been evaluated for cost and benefit, the decision is made about whether or not the interface will be developed and how. Solbourne will instruct on and demonstrate the use of tools to develop conversions in a supportive, collaborative environment. This is done through the use of workshops and interactive development. The workshop approach, described below, enables City resources to learn the necessary tools while completing actual development tasks. Upon completion of the workshops, City resources will be expected to assume responsibility for developing required technical components for the project, working side by side with consultants who are also developing other components in an interactive fashion. It must be kept in mind that technical development tasks will require the assistance of the functional team to help with data mapping and to ensure that business process requirements are being met. Technical and functional resource constraints and organizational priorities must be taken into consideration when the technical scope is developed. Solbourne offers a two day long conversion workshop for City Developer(s). The workshop will follow the technical project team training in order to leverage learning from the formal application vendor courses and provide a transition from formal training to working autonomously in meeting project deadlines to develop conversion programs. The workshop will be lead by the Solbourne Technical Developer. For each conversion candidate, analysis is performed to determine whether or not the data should be brought into the Oracle application and how this should be done. The analysis involves examining the value of having the data in Oracle, the quality of data coming from the legacy system, the number of records, the effort and cost to extract the data, the effort and cost to load the data, the learning opportunity associated with manual data conversion, and all $ Solbourne ORACLE' 143 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator related risks to the project. Once these parameters are evaluated for cost and benefit, the decision is made about whether or not the data will be converted and how. Solbourne will configure functionality inherent of the System in lieu of customization including, functionality related to standard workflows, business rules and reports to provide the most appropriate solution to fit the City's needs. Solbourne will implement delivered standard Oracle Workflows throughout the System to provide fully integrated functionality and reporting capability of the Oracle E-Business Suite in the City environment. The City, with participation from Solbourne, will develop Discoverer reports to supplement Oracle's delivered standard reports. The project will include substantial Change Management, Change Leadership and Training efforts to facilitate buy -in from the user community and the ultimate success of the project. After system implementation, the City will have proper documentation of the System, appropriate staff will be trained, and change management efforts will be accomplished as designated in the SOW to encourage user acceptance and use of the system. At the time of Final Acceptance, the project success will be measured against the goals stated in the RFP. The Solbourne and City Project Managers will work together to prepare the implementation Project Plan. Prepared in Microsoft Project, the Project Plan will include the high level phases of the Project and the work breakdown structures that detail the work packages within each major task. Resources will be assigned to each task from the City and Solbourne. The duration of each task and its expected completion date will also be included. Task level and resource dependencies within the work breakdown structure ensure that all work is completed in the proper sequence. A segmented approach will be used to implement an integrated ERP System using Oracle E-Business Suite. The Implementation Phases and the related Oracle Application modules are defined as follows: Phase I — Oracle Financials, Procurement, Grants/Projects Oracle HRMS/Payroll Start Date: November 1, 2004 Go -Live: July 1, 2005 ✓ General Ledger ✓ Cash Management ✓ Treasury ✓ Accounts Receivable/Billing ✓ iReceivables 1 Accounts Payable 1 iSupplier Portal 1 iExpenses ✓ Fixed Assets ✓ Purchasing ✓ iProcurement ✓ Sourcing ✓ Inventory ✓ Grants Management 1 Projects tr Solbourne ORACLE 144 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator ✓ Project Contracts Phase II — Oracle HRMS/Payroll, Budget Start Date: November 1, 2004* Go -Live: January 1, 2006 1 Human Resources 1 Self Service HR ✓ Advanced Benefits 1 Payroll ✓ Labor Distribution ✓ 'Learning ✓ 'Recruitment ✓ Public Sector Budgeting *The Human Resources Process Consultant/Lead will begin the project with the Financials/Procurement team in November of 2004 to support the process design and integration between HR and Financials applications. The remainder of the HR project team will begin the HR process design in March of 2005. In summary, we are proposing a 14 month implementation broken into two phases: Financials and HRMS. Both phases are proposed to start simultaneously on November 1, 2004 with the Financials Phase 1 completion after 8 months on July 1, 2005 and HRMS Phase 2 following 6 months after Phase 1 on January 1, 2006. The calendar year-end cutover for Payroll will provide a smooth transition for the new payroll systems by minimizing the amount of Payroll history that would need to be converted to the new system, which provides for a streamlined and cost-effective transition. Similarly, by cutting over financials at quarter -end, we are also minimizing the number and types of balances that would need to be converted to the new financials system. To support our phased approach to the implementation, the Oracle Applications provide tools by which payroll cost information from the City's legacy payroll system can be transferred and posted to the Oracle General Ledger between Phases 1 and 2 when Oracle Financials will be running concurrently with the City's legacy HRMS and Payroll systems. This transfer can be supported by the Application Desktop Integrator (ADI) which provides the ability to upload posting information from Excel spreadsheets into the Oracle General Ledger while imposing all account code combination and business rules to all information being brought into the system. The cornerstone of Solbourne's success has been our people and our teamwork approach. Our consultants are full-time employees that are well versed in our methodologies. We propose to use our Foundation Methodology which is an effective implementation tool that has been proven time and again at both commercial and public sector customers. An integral part of our methodology involves assessing current business processes during the Process Design Phase. During this effort, Solbourne is looking forward to leveraging the extensive process design work that the City has already completed during your recent Business Process Reengineering efforts. The resulting systems solution will tightly couple the best practices of the Oracle Applications software, Solbourne's extensive experience at Public Sector entities and especially in Florida, and the needs of the City as reflected in the reengineered processes. !r Solbourne ORACLE 145 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Strong Project Management, for which Solbourne is widely known, will provide the basis of a successful implementation and for the mitigation of risk. As part of the implementation, our Project Management Team will address the following: ✓ Quality management ✓ Project communications ✓ Scope management ✓ Cost Management ✓ Risk management ✓ Human resources management One of the most important activities in the implementation is assessment of the City's approach to manage organization and cultural change to support the Project. The planning for these activities occurs in the Readiness Phase of the implementation where the Solbourne Change Leadership Coordinator, in collaboration with the City's Change Leadership Coordinator(s), will survey the City's key stakeholders and prepare an assessment of the challenges and opportunities for the Project. The plan is then implemented and delivered throughout the subsequent phases of the project. These activities are imperative in facilitating user acceptance of the change that the new system will impose, and to mitigate risks associated with the human aspect of the system's success. ill�+ Solbourne ORACLE'146 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 6b. Project Schedule 1. The ERP-Sl must provide a proposed Project Schedule 2. The Project Schedule shall be represented in a Gantt Chart showing proposed start and end dates or all tasks and subtasks 3. The Project Schedule shall show for each deliverable the time period for City review and comment, the subsequent time period for correction by Contractor prior to final submission and deadline for acceptance of the Final version of the deliverable. 4. The Project Schedule shall provide dates of system migration and City responsibilities and timeframes. The schedule should be based upon the number of months after contract signing and should represent "not to exceed" or guaranteed completion dates. Any contingencies, such as tasks requiring City effort, should be identified. 5. The ERP-SI must describe its method(s) for accurately tracking project progress. The following high level plan describes the project schedule. If selected, based on discussions with the City, a final project schedule will be determined prior to the start of the project. Financials and Procurement Processes: Project Start: November 1, 2004 Go -live: July 1, 2005 HR and Payroll Processes: Project Start: November 1, 2004* Go -live: January 1, 2006 *The Human Resources Process Consultant/Lead will begin the project with the Financials/Procurement team in November of 2004 to support the process design and integration between HR and Financials applications. The remainder of the HR project team will begin the HR process design in March of 2005. $ Solbourne ORACLE" 147 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System integrator 12004 1 2005 1 2006 - Financials/Procurement HR and Payroll 11 Readiness Phase Process Design Phase - Validation Phase Solbourne integration Phase ■ Transition Phase Go -Live - Go -Live and Support Phase Process Design Phase Validation Integration - Transition Phase Go -Live Go -Live & Support Phase A high level project plan and Gantt chart have been included below. This plan represents a sample and estimate for the major tasks anticipated during the project based on the information provide within the City's RFP and our experience with other public sector organizations. If selected, the Solbourne and City Project Management team will create a detailed project plan during the Readiness phase of the implementation. This plan will take into consideration the final scope, resources, and tasks as determined in the final contract between Solbourne and the City. $ Solbourne ORACLE' 148 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Deliverables created during the implementation are developed by the project team members including the Solbourne Process Consultants and City Process Leads. The review process depends on the nature of the deliverable and the makeup of the team that develops it. For example, functional deliverables prepared by the Solbourne Process Consultants and City Process Owners are reviewed internally by the project team members for accuracy and completeness. Once the deliverable has been approved by the team members, it may require additional review from the focus groups that are assigned to the team. The focus group members provide end user community representation which is critical, especially when the deliverable directly affects their daily operation of the new system (i.e. User Procedures). After the deliverable has been approved by the project team, it is submitted to the Solbourne Project Manager for management review. The Solbourne Project Manager checks the deliverable to make sure it meets the requirements of a Solbourne deliverable for format, content, and organization. The Solbourne Project Manager then returns the deliverable to the project team members who are responsible for its completion for final revisions and presentation to the City's Project Management. Final acceptance follows the final revision process. In accordance with the City's request each deliverable will be presented to the City's Project Management for a review period of not Tess than 10 business days. If revisions are required the City will provide Solbourne with written notification. Solbourne will make the revisions in the document within 2 business days. Once the revisions have been completed, the City signs off that the deliverables are accepted. This process is critical to the completion of the project as the deliverables created by the project team represent completion of critical milestones in each implementation phase. Once the City has signed off on all deliverables in each implementation phase, the City is stating that the phase has been completed to their satisfaction and the project can move into the next phase. A variety of methods work hand in hand to accurately track the project progress. The project plan is typically updated with actual work completed on a daily basis by the Solbourne project manager. These updates come from a variety of sources — feedback and updates from status reports, status meetings and steering committee meetings. The Solbourne process consultants work closely with the City of Miami process owners and update the project manager when goals and objectives are met. These updates could be informal in addition to the weekly status meetings held with the project manager and team. In addition, the project manager runs budgetary reports on a regular basis to ensure the project is on track and within the budget. �% Solbourne ORACLE' 149 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 6c. Configuration Management The ERP-Si shall describe the proposed software configuration management activities to be performed during the life cycle of the project. The response shall include the following: 9. The responsibilities and authorities for accomplishing the planned software configuration management activities. 2. Identify the required coordination of software configuration management activities with other activities of the Project and identify the tools and the resources required for the execution of the plan. 3. The methods, procedures and automated software and system tools the ERP-Sl will use to track software inventories and site -based hardware and software configurations. Configuration of the Oracle Applications is the primary responsibility of the Solbourne Process Consultants and the City Process Owners, Configuration is based upon the results of the Process Design phase of the implementation, and is refined during the Validation and Integration phases as testing and process refinement drive the need for changes. Solbourne will produce a setup/configuration document for each module that provides the baseline for the application configuration. This document becomes the tracking tool for all future configuration activities. The Project Plan developed by the Project Management Team has detailed tasks for the configuration of each specific instance during the project. The software configuration management activities will take place on the project are identified as separate tasks on the detailed project plan. Configuration Changes in one Oracle application can impact the configuration in another Oracle application due to the integration touch -points between these applications. Other tasks such as testing, data conversion development, interface development, workflow development, and report development can be affected by the configuration of the software. Additionally, application configuration is directly related to tailoring End User Procedures which are the primary component of End User training courseware. For this reason, the configuration is carefully tracked within the setup document and incremental changes to the application configuration outside of the specified configuration time frames require approval from the Project Management team, The Solbourne Process Consultants and the City Process Owners are responsible for identifying, requesting, executing, and communicating configuration changes. Solbourne will also be utilizing the Oracle iSetup application to support configuration management on the City's implementation. iSetup provides a common database for setup information that can be copied from the iSetup application to an Oracle instance. By keeping baseline setup information in a single environment, multiple instance creation and maintenance time as well as input errors/inconsistencies are dramatically reduced. The Applications also contain reports that generate the current configuration information for many of the modules. This information will verify setups in all instances. Oracle instance and configuration management are described in more detail below. !r Solbourne ORACLE` 150 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Solbourne recommends the development of four to six instances for the Oracle Applications. These environments include 1 for development, 1 for test/quality, 1 for user training, 1 for production and optionally 1 for patch testing and an additional separate instance for technical development. Development provides a "playground" for the functional and technical teams to develop and unit test programs, test setup ideas, and research data. Development is refreshed from the Test or Production environment on an "as needed basis". The database is open to authorized project team members including Solbourne Process Consultants, City Process Owners, and the technical development staff. Focus Group members are given limited access to the Development instance where they can review and validate transactions. Test/quality provides the area for complete integration testing prior to moving to production. All setups that can be scripted should be for this environment. This environment should remain a duplication of the production database, refreshed on a pre -determined schedule. It is a closed environment, and only the DBA should have direct access to the database. Access to the configuration screens in Test is restricted to team members who are responsible for configuration in their functional area. City Process Owners are granted access to those configuration screens that are necessary to support on -going business processes. Security profiles that will be used in the production environment are created and assigned to the appropriate team members. These authorizations are assigned based on each resource's role on the project and/or their assigned testing responsibilities. Production is the actual live data. It is a closed environment, and only the DBA should have direct access to the database. Project team members should have access as determined by the project managers and database administrator. The patch testing environment would be a copy of the production database and directory structure where patches and upgrades can be performed and tested prior to implementation into test and then production. it is refreshed from production prior to testing each upgrade. Establishing a user training environment is highly recommended and is deployed for end user training classes. It is refreshed from production on a predetermined schedule. Change control procedures (for such things as custom development requests and installation, configuration changes, and security modifications), in accordance with leading practices, will be established and maintained throughout the project lifecycle and into a production environment. These procedures will be developed to be consistent with any existing change control procedures at the City. A detailed configuration management and version control plan will be established on the project. A sample summary plan is provided for your review using a fictitious client name (City of Springfield): al$ Solbourne ORACLE" 151 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator City of Springfield Instance Summary COSPCH — Patch Purpose: An instance to be used for testing patches, upgrades and fixes without affecting project activities, COSPCH will eliminate the need to shutdown COSDEV for patch testing. Creation: COSPCH will be created as required from a clone of COSDEV or COSTST Usage: COSPCH will serve as the first patching and fix instance. When a patch is requested to be applied (patch request form), the issue is replicated in COSPCH, and the patch is applied to COSPCH to verify effectiveness • After patch application it is the patch requestor's responsibility to test the patch effectiveness within 2 business days. • if the patch fixes the intended issues and causes no other complications, it can be approved and applied to COSDEV Backups: Only if required Longevity: COSPCH will exist as long as the potential for patches is significant COSDEV — Development Purpose: An instance to be used for initial development work and functional setup Creation: COSDEV will initially be a fresh install, and will be refreshed from COSTST by request to the COS project managers and agreed upon by the entire project team (functional and technical team members) Usage: Development and functional setup activities occur first in COSDEV, and once verified, are manually replicated to COSTST and eventually on to COSPRD Patches are requested to be applied to COSDEV after having been applied to COSPCH to verify patch effectiveness and application • Patches are applied to COSDEV (patch request form) so as to minimize project team downtime • Within one business day after patch completion, the patches are tested by the requestor for the intended fix c If the patch fixes the intended problem, and causes no additional issues, the patch is formally approved by COS project managers and migrated to COSTST $ So'bourne ORACLE' 152 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator o If the patch does not fix the problem, or causes problems in other functionality, COSDEV is restored to the most recent backup Backups: COSDEV will be backed up nightly; the nightly backup tape of COSDEV is overwritten every 28 days Longevity: COSDEV will exist indefinitely COSTST — Test Purpose: An instance to test and verify development work and setups, and the CRP instance. Additionally, COSTST could be used for training activity. Creation: COSTST will be a fresh install. Usage: Development, setups, and patches (patch request form) approved from COSDEV will be manually replicated in COSTST, verified and tested. Training will occur in COSTST only after a full, backup of COSTST has occurred. Training requiring the manipulation of data outside of normal testing activities should be deferred to COSTRN (see below) Backups: COSTST will be backed up weekly or at that time when the functional and development team requests a backup and prior to beginning training. Longevity: COSTST will exist indefinitely. COSPRD — Production Purpose: City of Springfield' live business instance Creation: COSPRD will be a fresh install Usage: Patches (patch request form), development work, and setups approved from COSTST are manually replicated to COSPRD Testing and/or training do not occur in COSPRD Backups: COSPRD will be backedup at a minimum nightly Longevity: Ongoing Purpose: Creation: COSTRN - Training An additional standalone training instance will help ease the requirements of COSTST COSTRN will be created as a clone from COSTST or COSDEV +!r Solbourne ORACLE' 153 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Usage: COSTRN will be prepared for training and then fully backed up (cold) COSTRN will be restored from backup as required for ongoing training Backups: As required Longevity: COSTRN will exist based on COS's continuing training needs $ Solbourne ORACLE' 154 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 6d. Issue Management Issue Management shall be performed with an issues database. As issues are identified by the project team during the implementation process, they are documented in periodic status reports or reported directly to the project management team for inclusion in the system issue log. Each issue is documented with the following information: 1. Date Logged 2. Application Area 3. Issue Description 4. Individual/Team Responsible 5. Status 6. Priority 7. Affects 8. Resolution Plan Description 9. Actual Resolution Description 10. Planned Resolution Date 11. Actual Resolution Date Issues are discussed on a weekly basis during the project status meeting with all core project team members present. Those issues that affect cross functional processes are the highest priority discussion items during the meeting. An issue can further be classified in the following ways: 1. Requires Key Issue Document 2. Requires Steering Committee Review and Resolution Issues that require a `Key Issue Document' are classified this way because they could potentially affect the project scope, timeline, or cost. These issues are documented in a greater level of detail and multiple resolution options are presented. Once the document is completed, it is submitted to project management for review. If the Project Management Team determines that the issue must be resolved by a higher level of authority, the key issue document is presented to the Executive Sponsor and/or the Steering Committee for final resolution. $ Solbourne ORACLE' 155 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 6e. Work Standards The ERP-SI shall describe its proposed approach, including specific tools, for the development and maintenance of City specific documentation (e.g. business process maps, business rules). The Foundation Methodology includes a pre -defined network folder structure for all documentation associated with the project. The structure is designed to provide easy and intuitive access to the project documentation. During the Readiness phase of the project, the Solbourne Project Manager will copy the directory and all associated documents and templates onto the City's network. The project team will be educated on the use of the file structure and file naming conventions prior to the need for access to the files. Many of the deliverables that will be produced on the project are pre -defined or are created with templates. By using documentation templates, the deliverable produced will contain the content and consistency necessary to meet the City's requirements without having to build it from the ground up. Solbourne will provide samples of the deliverables to City Project Management for review and approval of content and format. Solbourne utilizes a variety of templates based on standard Microsoft Office tools (Project, Word, PowerPoint, Excel and Access) and MS Visio to create and maintain City -specific project documentation. These templates are used throughout our entire methodology for the following items: Functional • Current Process Questionnaires • Business Process Flows • Process Solution Narratives • Business Process Index • Business Process Walkthrough Presentations • Oracle Setup Documents • Validation and Integration Test Plans • Validation and Integration Test Scripts • User Responsibility Matrix • Cutover Plan Technical • Technical Development Plan • Macros and Data Load • Technical Design Documentation Education • Education Workplan • Education Strategy • Process Owner Training Presentations • Process Owner Training Exercises • Course Outlines • Curriculum Plan • User Procedures $ Solbourne ORACLE' 156 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator • User Class Presentations • User Exercises • User Job Aids • User Scheduling and Logistics • Ongoing Education Plan • Help Desk Strategy Change Management • Change Readiness Survey • Change Management Plan • Department Impact Analysis in addition to standard Microsoft Office tools, Solbourne also utilizes Oracle Tutor when requested to develop detailed business process documentation. $ Solbourne ORACLE' 157 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 6f. Proiect Deliverables The ERP-S1 shall describe its internal deliverable review processes for assurance of deliverable quality. In addition to describing the deliverable development process, the ERP-SI shall include all internal checks and reviews performed prior to deliverable submission and indicate the staff responsible at each stage of review. ERP-SI shall provide a list of deliverables associated with the project by project phase using the table below. Include a description of the deliverable with a suggested table of contents, and when the deliverable will be available. Provide samples for all deliverables that will be produced as part of the integration services proposal. These deliverables should be identified In the Integration Services Costs portion of this document with its respective cost and payment schedule. In addition, the hourly rates per resource must be disclosed. Project Phase Phase I Deliverable Name Description and Table of Contents Due Date Readiness Completed Process Questionnaires Business Process Questionnaires by functional area which have been completed by the City's Process owners 11/01/2004 Readiness Change Readiness Survey Survey to capture information in the areas of communications, training, management sponsorship, and determine key audiences and stakeholders impacted by the change process. 11/01/2004 Readiness Master Project Plan Detailed overall comprehensive Project Plan containing City and Solbourne resources' responsibilities 11/12/2004 Readiness Quality Assurance Report Report created by the Solbourne QA resource providing an assessment of the project's preparedness for progressing to the Process Design Phase 11/12/2004 ISolbourne ORACLE 158 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Readiness Deliverable Name Change Readiness Report Description and Table of Contents Includes the results of the Change Readiness Surveys and identifies next steps and recommendations for the Change Management Plan Due Date 11/12/2004 Process Design Project Team Orientation Meeting/Presentation to Orient Client and Consultant team to project standards, SOW, project technical architecture, communication etc. 11/15/2004 Process Design Organizational Kickoff Meeting/Presentation to broader 11/15/2004 Client audience to introduce the project to the organization and create momentum and enthusiasm for the project Process Design Change Management Plan Document describing the 11/19/2004 specific change management activities and deliverables that will be completed during the implementation. It includes a proiect plan showing detailed tasks, resources, etc. which is incorporated into the Master Project Plan Process Design Education Needs Assessment Surveys to capture an understanding of the City's education landscape. The needs assessment surveys and interviews cover all aspects of the education program. 11/19/2004 Process Design Education Strategy A summary document of the data gathered during the needs assessment that includes recommendations and next steps related to the end user education program and becomes the foundation for all end user education work performed on the project. 12/15/2004 i $ Solbourne ORACLE' 159 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Process Design Deliverable Name Business Process Flows Description and Table of Contents Flow charts representing Due Date 11/30/2004 Oracle -based leading business processes modified as necessary to the Citv's requirements Process Design Process Design Narrative Description of the City's 11/30/2004 Business Processes that Supplements the Business Process Flows Process Design Technical Development Project Plan Detailed Project Plan containing City and Solbourne technical development resources' responsibilities 12/24/2004 Process Design Final Technical Development Inventory Listing of all technical development items 12/24/2004 Process Design Education Project Plan Project Plan showing detailed tasks, resources, etc. related to the project end user training program which is incorporated into the Master Project Plan 12/29/2004 Process Design Project Team Training in the Oracle 12/31/2004 Training applications conducted by the Solbourne Process Consultants for the Citv's Process Owners and Focus Group members. Process Design Set Up Document Documentation of the Oracle 1/14/2005 application configuration decisions based upon the Citv's Business Process Requirements Process Design Responsibility Matrix Spreadsheet documenting the 1/14/2005 Citv's Oracle end user roles and security access mapped to the applicable City employees 0, Solbourne ORACLE' 160 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Process Design . Deliverable Name Configured Test Description and Table of Contents Oracle Instance configured per Due Date 1/21/2005 System the Citv's Business Process requirements to be used for validation testing Process Design Department Impact An identification of the business process changes resulting from the implementation 1/21/2005 Analvsis Process Design Roles and Documentation of new job roles and responsibilities for personnel as they relate to the use of the new system 1/21/2005 Responsibilities Definitions Process Design Help Desk Strategy Structure and tools to be used to provide support for the City's Oracle end users in a production environment 1/21/2005 Process Design Quality Assurance Report created by the Solbourne QA resource providing an assessment of the project's preparedness for progressing to the Validation Phase 1/21/2005 Report Validation Department Impact Report Document containing detailed 1/31/2005 information on the organizational impact of the implementation, including information on policy, procedure, training, equipment, facility, workload, and staffing impacts. Validation User Procedure Matrix Spreadsheet used to track the 1/31/2005 customizing of the Solbourne provided End User Procedure templates by the Citv's Process Owners in preparation for End User training $ Solbourne ORACLE' 161 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Deliverable Name Validation Validation Validation Final Technical Specification Documents Curriculum Plan Executed Validation Test Scripts Description and Table of Due Date Contents Document that captures the functional and technical specifications and the results of the developer's unit testing for each item on the Technical Development Inventory. i.e. conversions, interfaces, reports, etc. Document containing a descriptive narrative of each course including the course objectives, prerequisites, duration and materials that will be used Modular or prototype testing with limited conversion and interface data 2/4/2005 2/7/2005 2/14/2005 Validation Validation Validation Unit Tested Technical Development Inventory Updated Test System Quality Assurance Report Testing by developers to ensure that the code is functioning per the Technical Development Specification without errors Oracle Instance configured per the Citv's Business Process requirements modified based upon the results of the validation testing to be used for integration testing Report created by the Solbourne QA resource providing an assessment of the project's preparedness for progressing to the Integration Phase 2/25/2005 2/25/2005 2/25/2005 $ Solbourne ORACLE' 162 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Deliverable Name Integration Integration Train -the -Trainer Workshop and Content Review Completed End User Training Materials Description and T able of Due Date Contents Workshop conducted by the Solbourne Education Consultants to train the City's trainers in the requirements for teaching adults in preparation for the execution of the End User training plan. Also included is content review of the course material with the City's trainers Courseware created by Solbourne's trainers to be used in the execution of the End User training plan and typically composed of a PowerPoint, User Procedures, Exercises, Job Aids, and Instructor Guides 3/15/2005 4/26/2005 Integration Executed Integration Test Scripts Comprehensive end -to -end testing with full conversion and interface data, and all other technical development items 5/6/2005 Integration Integration Integration Configured Production System Quality Assurance Report Cutover Plan Oracle Instance configured per the Citv's Business Process requirements modified based upon the results of validation and integration testing Report created by the Solbourne QA resource providing an assessment of the project's preparedness for progressing to the Transition Phase Supplemental Project Plan for the transition from the City's legacy system leading to go live in the Oracle production system detailed at a daily and hourly level 5/20/2005 5/20/2005 5/20/2005 $ Solbourne ORACLE' 163 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Transition Deliverable Name Completed End User Training Description and Table of Contents Completion of the training of all City end users (core, casual, and informational) and external users (vendors, etc.) so they are prepared for using the Oracle application to perform their jobs at go live Due Date 6/17/2005 Transition Completed Technical Development Inventory in Production Migration of all development code to the production instance ready for use in the execution of the Cutover Plan 6/17/2005 Transition User Acceptance Testing Testing by the City's resources on a copy of the production instance on the production server using the City's and/or auditors' prescribed scripts 6/17/2005 Transition On -going Education Strategy Document that outlines a training plan to address on- going training needs 6/17/2005 Go -Live and Support Go -Live 7/1/2005 Go -Live and Support Post Go -Live Support Solbourne Process Consultants and City Process Owners' Support for initial transactions in the production system 7/8/2005 Go -Live and Support Final Quality Assurance Report Report created by the Solbourne QA resource providing an assessment of the project's overall success and documentation of any remaining open issues 8/5/2005 Go -Live and Support Support for First Month End Close Solbourne Process Consultant's Support for the first Month- End Close process 8/8/2005 Solbourne ORACLE' 164 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Go -Live and Support Deliverable Name Support for Quarter End Close Description and Table of Contents Due Date Solbourne Process Consultant's 9/30/2005 Support for the first Quarter - End Close process Go -Live and Support Support for Year End Close Solbourne Process Consultant's Support for the first Year -End Close process 1/6/2006 Phase II Process Design Project Team Orientation Meeting/Presentation to Orient Client and Consultant team to project standards, SOW, project technical architecture, communication etc. 3/7/05 Process Design Process Design Organizational Kickoff Change Management Plan Meeting/Presentation to broader Client audience to introduce the proiect to the organization and create momentum and enthusiasm for the proiect Document describing the specific change management activities and deliverables that will be completed during the implementation. It includes a proiect plan showing detailed tasks, resources, etc. which is incorporated into the Master Project Plan 3/7/05 3/11/05 Process Design $ Solbourne Education Needs Assessment ORACLE' Surveys to capture an understanding of the City's education landscape. The needs assessment surveys and interviews cover all aspects of the education program. 165 3/11/05 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Process Design Deliverable Name Education Strategy Description and Table of Contents A summary document of the data gathered during the needs assessment that includes recommendations and next steps related to the end user education program and becomes the foundation for all end user education work performed on the project. Due Date 4/6/05 Process Design Business Process Flows Flow charts representing 4/8/05 Oracle -based leading business processes modified as necessary to the Citv's requirements Process Design Process Design Narrative Description of the Citv's 4/8/05 Business Processes that Supplements the Business Process Flows Process Design Education Project Plan Project Plan showing detailed tasks, resources, etc, related to the project end user training program which is incorporated into the Master Project Plan 5/4/05 Process Design Project Team Training in the Oracle 5/12/05 Training applications conducted by the Solbourne Process Consultants for the Citv's Process Owners and Focus Group members, Process Design Set Up Document Documentation of the Oracle 5/27/05 application configuration decisions based upon the Citv's Business Process Requirements $ Solbourne ORACLE 166 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Deliverable Nance Process Design Process Design Waikthrough Description and Table of Due Date Contents Power Point Presentation by the City's Process Owners supported by the Solbourne Process Consultants to the City's Focus Groups and other key Stakeholders to confirm the understanding of the Business Process Requirements 5/27/05 Process Design Responsibility Matrix Spreadsheet documenting the City's Oracle end user roles and security access mapped to the applicable City employees 5/27/05 Process Design Technical Development Project Plan Detailed Project Plan containing City and Solbourne technical development resources' responsibilities 6/3/05 Process Design Final Technical Development Inventory Listing of all technical development items 6/3/05 Process Design Configured Test System Oracle Instance configured per the City's Business Process requirements to be used for validation testing 6/3/05 Process Design Department Impact Analysis An identification of the business process changes resulting from the implementation 6/3/05 Process Design Roles and Responsibilities Definitions Documentation of new job roles and responsibilities for personnel as they relate to the use of the new system 6/3/05 Process Design Help Desk Strategy Structure and tools to be used to provide support for the City's Oracle end users in a production environment 6/3/05 '' Solbourne ORACLE' 167 September 15, 2004 City of Miami Response to REP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Process Design Deliverable Name Quality Assurance Description and Table of Contents Report created by the Solbourne QA resource providing an assessment of the project's preparedness for progressing to the Validation Phase Due Date 6/3/05 Report Validation Final Technical Specification Documents Document that captures the 6/23/05 functional and technical specifications and the results of the developer's unit testing for each item on the Technical Development Inventory, i.e. conversions, interfaces, reports, etc. Validation Unit Tested Testing by developers to ensure 6/28/05 Technical that the code is functioning per Development the Technical Development Inventory Specification without errors Validation Department Impact Report Document containing detailed 6/28/05 information on the organizational impact of the implementation, including information on policy, procedure, training, equipment, facility, workload, and staffing impacts. Validation User Procedure Matrix Spreadsheet used to track the 6/28/2005 customizing of the Solbourne provided End User Procedure templates by the Citv's Process Owners in preparation for End User training Validation Curriculum Plan Document containing a 7/5/05 descriptive narrative of each course including the course objectives, prerequisites, duration and materials that will be used ♦+ Solbourne ORACLE 168 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Validation Deliverable Name Executed Validation Description and Table of Contents Modular or prototype testing Due Date 7/12/05 Test Scripts with limited conversion and interface data Validation Updated Test System Oracle Instance configured per 7/22/05 the City's Business Process requirements modified based upon the results of the validation testing to be used for integration testing Validation Validation Walkthrough Presentation to the City's Focus 7/22/05 Groups and other key Stakeholders by the Citv's Process Owners using the Oracle applications to confirm that the system meets the Citv's Business Process Requirements Validation Quality Assurance Report Report created by the Solbourne QA resource providing an assessment of the project's preparedness for progressing to the Integration Phase 7/22/05 Integration Train -the -Trainer Workshop and Content Review Workshop conducted by the Solbourne Education Consultants to train the City's trainers in the requirements for teaching adults in preparation for the execution of the End User training plan. Also included is content review of the course material with the City's trainers 8/16/05 Integration Completed End User Training Materials Courseware created by Solbourne's trainers to be used in the execution of the End User training plan and typically composed of a PowerPoint, User Procedures, Exercises, Job Aids, and Instructor Guides 10/25/05 $ Solbourne ORACLE` 169 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Deliverable Name Executed Integration Test Scripts Description and Table of Contents Comprehensive end -to -end testing with full conversion and interface data, and all other technical development items Due Date 10/28/05 Integration Integration Configured Production System Oracle Instance configured per 11/25/05 the City's Business Process requirements modified based upon the results of validation and integration testing Integration Quality Assurance Report Report created by the Solbourne QA resource providing an assessment of the project's preparedness for progressing to the Transition Phase 11/25/05 Integration Cutover Plan Supplemental Project Plan for the transition from the City's legacy system leading to go live in the Oracle production system detailed at a daily and hourly level 11/25/05 Transition Completed End User Training Completion of the training of all City end users (core, casual, and informational) and external users (vendors, etc.) so they are prepared for using the Oracle application to perform their jobs at go live 12/30/05 Transition Completed Technical Development Inventory in Production Migration of all development code to the production instance ready for use in the execution of the Cutover Plan 12/30/05 Transition User Acceptance Testing Testing by the City's resources on a copy of the production instance on the production server using the City's and/or auditors' prescribed scripts 12/30/05 $ S0 }011l'110 (]R/�[�.,E 1 170 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Project Phase Transition Deliverable Name On -going Education Strategy Description and Table of Contents Document that outlines a training plan to address on- going training needs Due Date 12/30/05 Go -Live and Support Go -Live 1/2/06 Go -Live and Support Post Go -Live Support Solbourne Process Consultants and City Process Owners' Support for initial transactions in the production system 1/6/06 Go -Live and Support Support for First Month End Close Solbourne Process Consultant's Support for the first Month- End Close process 2/1/06 Go -Live and Support Support for Processing Two Complete Payroll Cycles Solbourne Process Consultants' Support for the first two payroll cycle processing in the production system 2/1/06 Go -Live and Support Final Quality Assurance Report Report created by the Solbourne QA resource providing an assessment of the project's overall success and documentation of any remaining open issues 3/2/06 Go -Live and Support Support for Year Payroll Processing Solbourne Process Consultant's Support for the first Year -End Close process 1/1/07 Deliverables created during the implementation are developed by the project team members including the Solbourne Process Consultants and City Process Owners. The review process depends on the nature of the deliverable and the makeup of the team that develops it. For example, functional deliverables prepared by the Solbourne Process Consultants and City Process Owners are reviewed internally by the project team members for accuracy and completeness. Once the deliverable has been approved by the team members, it may require additional review from the focus groups that are assigned to the team. The focus group members provide end user community representation which is critical, especially when the deliverable directly affects their daily operation of the new system (i.e. User Procedures). After the deliverable has been approved by the project team, it is submitted to the Solbourne Project Manager for management review. The Solbourne Project Manager checks the Solbourne ORACLE` 171 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator deliverable to make sure it meets the requirements of a Solbourne deliverable for format, content, and organization. The Solbourne Project Manager then returns the deliverable to the project team members who are responsible for its completion for final revisions and presentation to the City's Project Management. Final acceptance follows the final revision process. In accordance with the City's request each deliverable will be presented to the City's Project Management for a review period of not Tess than 10 business days. If revisions are required the City will provide Solbourne with written notification. Solbourne will make the revisions in the document within 2 business days. Once the revisions have been completed, the City signs off that the deliverables are accepted. This process is critical to the completion of the project as the deliverables created by the project team represent completion of critical milestones in each implementation phase. Once the City has signed off on all deliverables in each implementation phase, the City is stating that the phase has been completed to their satisfaction and the project can move into the next phase. A sample deliverable acceptance form is included in Appendix C of this proposal. The wording on this acceptance form can be modified to include the City's desired certification: "I certify that this deliverable has been prepared in accordance with the relevant terms and conditions of the Agreement", signatories and other standards defined by the City. A list of all project deliverables associated with the project phases is depicted in the table above. The table includes a brief description of the deliverable and an estimated due date for the deliverable based on the projected start date of the City's implementation. Samples of these deliverables are provided in Appendix C and are also identified in the Integration Services Costs portion of this response along with the payment schedule and resource hourly rates. to Solbourne ORACLE' 172 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator 6q. Project Organization and Staffing The City anticipates that the ERP-S! will propose a project team composed of the best - qualified staff for the Project. Given the size, scope and complexity of the Project, it is important that the Project be staffed and organized to work most effectively. The City reserves the right to Interview each member of the proposed project team. The ERP-SI shall provide the following information on the proposed project team for the Project, including all Subcontractor staff: 1. Provide name(s) and resume(s) of the individuals) who would potentially be designated as staff for this project, including roles and responsibilities of each recommended resource. 2. Provide assumptions for estimating the staff resources necessary to meet the needs of the Project, including total number of full time equivalent staff in the various positions proposed, summaries of the number, level and type of staff for each task and subtask in the project work plan. 3. Provide a list of the names, role/positions, responsibilities, onsite hours per month and duration of assignment for each of your personnel that may be assigned to the Project. The table below contains the names, roles, hours per month, and duration of potential Solbourne staffing for the City's implementation project. Profiles for these resources follow the table. Solbourne has very relevant experience in estimating the requisite staffing and other resource needs for several other projects of similar size and scope to the City. These projects include City of St. Petersburg, FL, Yuma County, AZ, Louisville Water Company, KY, City of Oakland, CA, and City of Las Vegas, NV. In addition we have the added benefit for the City of the lessons learned from these projects that we are leveraging in this proposal for the City. Additionally, the staffing level for the City is predicated on the start date of the Project being November 1, 2004 and is based upon the scope of the Project as defined in the Project Scope portion of the sample Statement of Work of this proposal. This scope was derived from the responses to the City's requirements in the ERP-SI Functionality Response. The start date, scope, and City and Solbourne roles were used to develop the tasks and subtasks in the Project Schedule/Plan included in the Project Schedule section of the Technical Requirements Response. Person David Dancesia MEMO Role/Position Project Manager Project QA Hours Per Mo. 160 40 Duration 16 Months 16 Months $ Solbourne ORACLE'173 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Person Jan Edwards Role/Position Change Leadership and Education Coordinator Hours Per Mo. 160 Duration 15 Months Wendie McKnelly Education Consultant 160 5 Months Cindy Harpring GL & FA Consultant 160 10 Months Ron Petet AR/Billing Consultant 160 10 Months Don Kohl Purchasing Consultant 160 10 Months Robert Henderson AP/iSupplier/iExpenses Consultant 160 8 Months Debbie Fox Treasury/Cash Mgmt Consultant 160 5 Months Gary Webb Grants Management Consultant 160 8 Months Mickey Paduda Projects/Project Contracts Consultant 160 8 Months Connie Finck HR Lead 160 16 Months Ann Lamb Payroll Consultant 160 12 Months Paul Arsenault Benefits Consultant 160 12 Months Ken Carpenter Labor Distribution Consultant 160 4 Months John Espinoza Budgeting Consultant 160 4 Months Dave Moore DBA/Network & Performance Analyst 80 6 Months 9 Months Marc Lassaux DBA/Network & Performance Analyst 80 5 Months Jeff Aikman HRMS Technical Lead 160 11 Months Naveen Yeturu Financials Technical Developer 160 5 Months 1 So1b{>urne ORACLE' 174 September 15, 2004 City of Miami Response to RFP # 03-04-151 Enterprise Resource Planning Software System Integrator Pelson Greg Rhoades Role/Position Portal Signal Sign -on Architect Hours Per Mo. 160 Duration 1 Month Profiles for the above named resources are provided below. orSolbourne ORACLE' 175 September 15, 2004