HomeMy WebLinkAboutExhibit 6Attachment A
Statement of Work - Point of Sale Application
Introduction
This document represents the Statement of Work (SOW) for performing the implementation of the Point of
Sale Receipting Application for Clark County, Washington.
The SOW includes the following elements.
1. Scope Overview
2. Modules
3. Implementation Services To Be Provided
4. Interfaces To Be Developed
5. Assumptions
6. Tests
7. Phases and Task Descriptions
The County's responsibilities are also identified within each activity. Deliverables are CORE's
responsibility, unless otherwise noted.
Scope Overview
The purpose of the Point of Sale Application implementation is to provide a single source cashiering to the
Joint Lobby and their respective host systems, as well as to the permitting application in Community
Development. As stated in the RFP, the County declared a set of goals and objectives for the new Point of
Sale solution.
The goals are:
1. Select a cashiering application that would integrate other County business applications.
2. Select a solution that would not only replace current receipting application's unique transactional
abilities, but also exceed such application's multi -transactional capabilities, and enable the customer to have
a one -stop interaction with a single cashier.
3. Select a solution that is scaleable, so that in the future, it could be implemented throughout other Clark
County offices where payment collection activities are being performed.
4. Select a solution that adds 24/7 WEB capability as a new transaction source, provide the ability to
complete transactions and make payments over the Internet, and process transactions through the awarded
Point of Sale application.
The objectives are:
• To provide Clark County customers one -stop payment service.
• To simplify and increase the speed of processing manual transactions by enhancing account balance
inquiry capabilities and automating payment data input where possible.
• To standardize the record keeping for payment collection activities from all sources including over-the-
counter, IVRS, mailed payments, Internet -based collections, and other electronic sources.
• To maintain appropriate control and accountability for all transactions through comprehensive audit trails
and transaction research capabilities.
• To automate preparation of bank deposits.
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• To simplify and speed up the Cashier's balancing process.
• To create the ability to simultaneously inquire customer account balances across multiple Host
applications.
• To provide miscellaneous A/R and General Ledger summary accounting transactions to Oracle A/R.
• To provide clear & accurate reports to eliminate or aid daily reconciliations.
• To provide a simplistic process to handle electronic payments.
• To implement up to 55 cashiering stations where stations may include, for example, the following
peripheral equipment: Scanner, receipt printer, OCR reader, electronic cash drawer and credit/debit card
reader at each station, with the application capable of supporting an unlimited number of concurrent
cashiering workstations simultaneously.
• To create an application which provides Internet transactional capability using credit/debit card and/or
electronic check payment tendering ability, while creating an integrated receipting and accounting process.
This shall preclude having to perform multiple reconciliations as to when the payment occurred versus when
the cash was received, and posting to the appropriate account in the appropriate application on a credit or
debit basis.
The project will be considered successful when the new System has been accepted and placed into
production without adverse incident within the agreed -upon project budget and schedule.
Modules
The One -Step cashiering software, research module, credit card processing software, trust module, and the
iPayment transaction engine will be implemented within the scope of this agreement.
Implementation Services to Be Provided by CORE
• Project Management
• Software Installation
• System Set-up
• Requirements Review and Final Project Specification Document
• Initial Configuration according to the Final Project Specifications Document
• Configuration Refinement through prototyping and Configuration Testing by County
• Tuning Assistance of the Vendor Application and/or application database
• Identification and scoping of all reports and queries that are required to go live.
CORE will work with the County to identify and scope all reports required to go live.
• Assistance using One -Step report generator.
• Analysis and design of all interfaces between One-step and other County systems
• Analysis and design of any data manipulation
• Developing interface specifications and programming between One -Step and County host system
interfaces.
• Training Plan and Curriculum Development
• Train -the Trainer Training
• System Testing
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• Technical and functional knowledge transfer throughout implementation
• Assistance during County Configuration Testing and Acceptance Testing
• Post Implementation Support (two days)
Interfaces to Be Developed
Interfaces to Host systems include CATS, Oracle AIR, Oracle G/L, Tidemark, and the Recording System.
The requirements for inquiry and update of these interfaces will be finalized during the Design Planning
meetings.
The development of interfaces will be the primary responsibility of the County with the assistance and
guidance from CORE. The County will provide a clear definition and data requirements for each host
application for data exchanges of inquiry and updating between our host applications and One -Step
application. CORE will assist with interface specifications that will pass / accept data from / to the One -
Step application and our host applications as required for inquiry and updating as defined during the design
planning week. Until the County selects a new Recording system, the primary responsibility of this
interface has not been determined yet.
Assumptions
A. County Staffing Assumptions
1. The County Project Manager will be dedicated to the project on a full-time basis.
2. The County will assign Functional Leads as required. They should have a reasonably good
understanding of existing County budgeting processes and operations. These individuals will work
closely with CORE during the Implementation Analysis phase of the project to define specific setup
requirements, participate during the prototype walkthrough sessions, and perform County's
acceptance testing of the final configured system.
3. Clark County will provide Programmer Analysts to help with development and data migration
needs. These individuals will have good technical skills as well as a reasonable understanding of
the County's operations and existing systems. These individuals will help identify the County's
requirements through meetings and discussions with other County personnel if necessary. These
individuals will also be required to review the Interface Plan documents, and provide comments to
the CORE Project Manager in conformance with the project schedule.
4. An Application Administrator will be assigned by the County to support the ongoing operations
of the One -Step application once the system is moved to live production operations. This individual
will participate during system installation and setup to become familiar with the system
administration requirements of the One -Step application, and be familiar with the issues that arose,
and decisions that were made, during the implementation process.
5. The County will assign an appropriate number of individuals to be end -user trainers. The exact
number will depend upon the specific training requirements that will be identified between CORE
and the County during the Design Planning phase of the project. These individuals should have
been involved during the prototype and acceptance test phases of the project to gain a thorough
understanding of the system. (These could be the same individuals assigned by the County as
Implementation Support staff or Functional Leads.)
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6. The County may assign additional resources at its discretion to expedite the project and/or
address issues of specific significance to the County.
B. CORE Staffing Assumptions
CORE will provide an on -site implementation team to undertake the various activities involved in the
One -Step implementation. The CORE project team will consist of the following:
1. A CORE Project Manager will be assigned to the project. The project manager will be
responsible for the overall management of the project schedule, resources and deliverables. The
CORE Project Manager interacts directly to the County's Project Manager.
2. CORE Trainers will be as required for the purpose of developing customized training
curriculums, developing a training plan, and providing training to County trainers and support to
trainers during end -user training. (These may be the same individuals who function in the
Implementation Specialist roles.)
Implementation Schedule and Sequence of Activities
The implementation effort requires that multiple simultaneous efforts be undertaken. The Final Work Plan
will describe these activities. As such, in order for the project to proceed in an efficient and timely manner
it will not be possible for a single person to participate in every aspect of the project. County resources will
have to be assigned to allow for these simultaneous activities to be undertaken and completed according to
the task schedules included in the Final Work Plan.
Tests
A. CORE Tests - Description
• Test of installed baseline software supplied by the vendor for the project
CORE will demonstrate to the County that the One -Step software has been successfully installed on the
County's hardware to the specifications of the Final Project Specification Document. This will
demonstrate that the DBMS functions within the County's hardware/software environment, and that the
applications software is functioning as per the vendor's specifications. This test will include simulations
of daily on-line and off-line processing, monthly processing cycles, annual processing cycles and
samples of standard reports. The results of this test will be provided to the County as evidence that the
system as a whole is working in accordance with specifications and within performance standards.
B. County Tests — Description
• Configuration Test
The County will work closely with CORE in undertaking a Configuration Test. This test will be
undertaken at the completion of the prototype setup. The County will work closely with CORE to
identify any exceptions or corrections that need to be made to the Configuration Test system.
• Acceptance Test
The County will undertake an Acceptance Test of the fully configured system within 30 days of
notification by CORE that the system is substantially ready for final Acceptance Testing. The following
process will apply to the acceptance test:
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Phases and Task Descriptions
Task Description
CORE Responsibilities
County Responsibilities
PHASE 1
Contract execution completed
/ Purchase Order received by
CORE
Design Planning Meeting
Scheduled
* Schedule appropriate personnel
* Coordinate meeting times, place.
Hardware Assessment
Document signed
* Review and suggest changes.
* Accept Document
* List the County's Clients, Servers,
Database, and Network configuration
* Send to Core for review
* Review and make changes
* When approved, purchase appropriate
hardware and software.
Project Planning and Detailed
Work Plan
Vendor will create and maintain.
Includes:
* Project work plan: to include
timelines, milestones, and the
responsibilities of both the Vendor
and the County. This plan is
subject to County review and
approval after each substantial
change.
* Updated schedule of deliverables
with dates
* County to review and approve
changes
* Participate in project planning
meetings
PHASE 2
Installation of Vendor
Software
(One -Step Cashier Module,
Trust Module, iPayment
Transaction Engine,
Research module, and Credit
Card Processing software)
and system Peripherals.
*Installation of One -Step and base
STTS Solution Configuration File.
* Aid in the knowledge transfer to
County personnel of Vendor
software.
* Provide test server and up to 3 client
machines.
* County personnel to ensure network
and client access.
* County to receive knowledge transfer
of Vendor software and system
Peripherals
Design Planning meeting.
*Lead sessions and have
appropriate personnel attending.
To include, but not limited to:
*Review existing systems and
procedures
* Determine new business process
and workflow requirements
* Determine data flow, procedures
and processes
* Have appropriate County personnel
participate in meetings. This will
include key personnel from the
appropriate departments, including IT.
* Provide necessary documentation and
business process for review.
* Work closely with CORE in designing
the specifications
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* Determine input parameters and
data
* Determine Vendor software
options and set-up.
* Determine requirements for
reports and queries for use in
production.
* Determine interface and
communication requirements for
each host system.
* Determine menus and screen
layouts
* Determine field calculations and
validations
* Determine Host system
requirements for inquiry and
updating
* Determine security and internal
control issues and expectations
* Determine Trust Account module
needs for Tidemark and GIS
customers and their subsequent
reporting.
*Identify custom programming
modifications if required, with scope
and cost estimates.
Initial project specification
Prepare the specification document
document submitted to the
to include, but not limited to:
County.
* Overall system design
* Data flow diagrams
* Process flow diagrams
* Prototype screens and menus
* All calculated fields
* Any custom reports requirements
and specifications
* Table(s) design for the One -Step
Application
* Interface specifications for each
host system
* Any Lookup tables required and to
be created
* Include any security and internal
control issues,
* Any scan line, OCR, or barcode
definitions and specifications
* Trust account set-up
specifications for Tidemark and GIS
customers and their subsequent
reporting,
* All export file(s) specifications
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PHASE 3
County reviews specification.
* Review specifications with appropriate
County personnel, create response(s)
to the document, and return back to
CORE.
Final Project Specification
Document submitted to the
County.
* Makes changes to specifications
Review and acceptance of
the Final Project Specification
Document.
* Review and accept the Final Project
Specification Document.
PHASE 4
Interface development
* Assist County personnel in design,
development, and testing interface
programs.
* Provide testing and acceptance of
County interface programs.
* Updating the work plan as
necessary
* Provide assistance to CORE on
design, development, and testing
interface programs.
* Hosts Systems Including:
* CATS -- Real time inquiry, batch
update
* Oracle AIR — Real time inquiry, batch
update,
* Oracle GIL — Real time G/L account
Verification, batch update.
* Oracle Invoicing
* Oracle Account List
* Tidemark — Real time inquiry and
update
* Recording System -- Real time inquiry
and update.
* Trust Account Module: Security
Attribute and limiting use of transaction
types
* Testing and acceptance of all interface
programs.
* Review and accept changes to the
work plan.
Configuration based on Final
Project Specifications
Document.
* CORE to complete
* Transfer of Knowledge to County
personnel
* County to assist and participate in
transfer of knowledge.
Delivery and installation of
software system based upon
the Final Project
Specifications Document.
* Responsible for the software
installation and several
workstations.
* County will participate in the initial
software installation and set-up of client
PC's. Later, all the clients will be
installed.
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Delivery and installation of
remaining peripheral system
components
* Assist County personnel in
setting -up peripheral equipment.
* County personnel working along side
CORE personnel during set-up.
On -site component and
system testing.
* Design a test schedule.
* Successful completion of test
scripts and schedule.
* Assist in creating a test schedule.
* Create testing scripts.
* Assist in testing the system.
* Agreement to successful testing of
interfaces.
User and Admin Manuals
* CORE delivers both electronic and
paper copies.
Demonstration of Application,
ready for acceptance testing
* Show that the Application works
as intended and designed.
* Approve that the Application is
working as designed.
Training of the County's
personnel by CORE: Train-
the -Trainer and key users for
acceptance testing.
Provide training and testing
materials. Conduct on -site training
sessions.
* Train technical staff on system
maintenance, for example:
interfaces and database.
* Train County personnel to
administrate the One -Step software,
for example: cashier set-up, menus,
and receipts.
* Coordinate the place and time.
* Appropriate staff participates in
trainingsessions.
* Acceptance and sign -off of training
phases.
* Technical personnel identified and
trained on system maintenance
* County personnel identified trained to
maintain the One -Step software from an
application perspective.
Installation of remaining
clients
* CORE to train / assist County
personnel
* County will install to the remaining
clients
PHASE 5
System acceptance
Assist in developing a system
acceptance schedule and scripts.
* Correct any implementation or set-
up issues
* Provide acceptance test support
* Develop an acceptance schedule,
scenarios, and scripts.
* Conduct acceptance tests.
* Verify and accept completed tests.
Training: Cashiers and using
the Research module
* Core to assist and help with
training documents.
* County training the end -users
* Coordinate the place and time.
* Appropriate staff attending
GO LIVE
* Be here for 2 days of on -site
support. Option for additional
days, as necessary, at the
County's expense.
*Assist In solving any Issues.
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1. After acceptance by County of fully integrated system test and satisfactory completion of
Train -the -Trainer training, CORE shall notify the County in writing that the system is
substantially complete and ready for Acceptance Testing.
2. The County shall perform tests on the completed system. CORE shall assist County as
requested by County in performing such tests. County will provide Acceptance when the
system has no failures during the Test Period and meets the County's reasonable
expectations.
3. If a failure occurs during a Test Period, County shall give CORE notice of its non-
acceptance, with such notice identifying the deficiencies used as the grounds for County's
decision. After CORE has corrected such failures, County shall repeat the acceptance test of
the item in question or otherwise verify that the CORE corrections have corrected the
previous failures, and that the system fully meets the Acceptance Test criteria.
4. Until the County has provided Acceptance of the system, County may continue performing
Tests and require CORE to continue to correct defects until failures are corrected.
5. Within 10 working days of completing a test the County will notify CORE in writing of any
specific problems or deficiencies associated with the deliverable. If specific written
problems or deficiencies are not identified to CORE within the 10-day review period, the
CORE Project Manager will notify the project manager of the delay, and the project
manager will promptly perform a review.
6. Within 10 working days of receipt of any rejection of deliverable by the County, CORE will
correct or modify the deliverable based upon the rejection notice and return the deliverable
to County for review.
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