Exhibit A: Statement of Work

Statement of Work
Oracle E-Business Suite Release 12 Upgrade
Polk County, Florida

File Name: Version: Revision Date:

Statement of Work Final July 6, 2012

Exhibit A: Statement of Work

Table of Contents

1. 2. 3. 4.

EXECUTIVE SUMMARY ............................................................................................................................. 1 SCOPE OF SERVICES.................................................................................................................................. 2 ROLES AND RESPONSIBILITIES .................................................................................................................. 5 DELIVERABLES & PAYMENT SCHEDULE..................................................................................................... 8

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Exhibit A: Statement of Work

1.

Executive Summary

This Statement of Work (SOW) describes the scope, roles, responsibilities, tasks and timeframe for the upgrade of the Oracle E-Business Suite (EBS) Release 11i system and related technologies to the latest Release 12 of the EBS software. Polk County has been live on Oracle E-Business Suite since September 2007, and is currently on Release 11.5.10 or the applications. The Project requires AST to accomplish a like for like migration to Release 12. Implementation of new EBS modules, major enhancements and business processes changes (like Chart of Accounts reorganization) are not within the scope of the Project. The following EBS modules are currently used by the County:

General Ledger Fixed Assets Public Sector Budgeting Procurement iSupplier Sourcing Self Service HR OTL Learning Management

Payables Receivables Projects/Grant Accounting iProcurement Procurement Contracts Human Resources Advanced Benefits Payroll iExpense

The scope and deliverables are fixed. The Project schedule will be established upon the Countys acceptance of the Upgrade Project Plan Created Deliverable (Identifier 01) that is referenced in Section 4, below. AST and the County have agreed to execute the Project based upon the following timeline.
Figure 1- Project Timeline

Note: Fiscal Year End Support and Calendar Year Support will be included in the warranty coverage.

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2.

Scope of Services

AST shall provide the Services to timely accomplish the Countys Project objectives as fully described in RFP 12-028. More specifically, ASTs Services shall include the following:

Project Management
ASTs Consultant Project Manager shall coordinate with the County Project Manager to: (i) create and maintain a detailed Project plan based upon the Project timeline, above, and (ii) manage ASTs day to day performance of the Services. ASTs Project management services shall also include the following: Assist the County in its scheduling and efficient utilization of the Countys resources including subject matter experts (the SMEs), EBS users and IT personnel. Supervision and assignment of AST personnel providing the Services. Management and control of the Project timeline and budget in accordance with the Agreement. Management of Project risks and issues, whether technical or otherwise. Status reporting and communication with the County management. Quality assurance of all Project Deliverables including organizational change management and training.

Technical Upgrade
ASTs DBA and technical consultants will be responsible for the technology stack upgrade. The AST consultants will work closely with the Countys DBA and technical staff to ensure the transfer of knowledge pertaining to the upgrade. The technology stack upgrade shall consist of the following: Upgrade of Oracle database, application and web servers and developer tools to the latest supported version of the software to be compatible with Release 12 of the EBS application. Upgrading the Oracle EBS software to a jointly agreed upon version of Release 12 and application module specific patches based upon the latest release available at the time. Creation of all non-production environments including development, test and training. AST DBA will be responsible for the first R12 upgraded environment and production R12 upgrade. The County DBA and technical resources will be primarily responsible for all additional R12 environment creation and additional upgrade dry runs. Resolve technical issues faced during the upgrade or reported by the County. Assistance with migration of data and custom objects. Apply patches as per the Countys requirements. Assist the County IT staff with the testing and configuration of peripherals (e.g., printers, scanners) after the upgrade to ensure that all peripherals continue to work with Oracle EBS R12. Document and deliver a written report of all site specific manual steps required to complete the upgrade and to ensure that the production upgrade goes smoothly. Perform multiple iterations of the upgrade to get an accurate downtime estimate for the production environment.

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Exhibit A: Statement of Work

R12 Application Configuration

In addition to any other requirements, AST shall perform the following key tasks to accomplish the R12 Application Configuration: Perform all functional pre-upgrade and post-upgrade steps required to complete the upgrade. Assist the County SMEs in deciding any application setup changes that are required in R12. Test the business functions after the EBS system is upgraded to R12, including the business functions required by users and external business partners. Assist the County in user acceptance testing and integration testing of the R12 environment. Resolve product issues faced during the upgrade or reported by the users. Assist users with updating setup documents where required

CEMLI Migration
In addition to any other requirements, AST shall perform the following key tasks to accomplish the CEMLI Migration: Test all customizations including forms, reports, workflows and interfaces to ensure that all are functioning properly in the upgraded R12 environment. Identify any and all undocumented customizations, ensure that all such customizations follow the Oracle EBS development standards, and deliver a written report providing the County detailed information regarding all such customizations. Except where such work would impair the EBS system, replace any hard coding in CEMLI to Oracles recommended lookup or table driven logic to create a more maintainable EBS system. Update any design documents where customizations require changes to work in the R12 environment. Assist the County with testing any third party tools that integrate with Oracle EBS. Test the successful migration of all custom database objects and data

NOTE: The County shall be responsible to upgrade and to patch any associated third party tools.

Training
AST shall assist the County in its training of IT personnel, SMEs, and users by providing the following: Create training material for Release 12 new features and procedure changes training. Conduct technical training for R12 maintenance and technology stack changes. Conduct core team and train-the-trainer training. Assist with user training.

Documentation
AST shall provide the County necessary assistance with the following matters: Updating process documentation. Updating setup documents for R12 changes. Maintaining and updating CEMLI documentation. Updating system support and maintenance process and documentation.
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Exhibit A: Statement of Work

Production Migration and Support

AST shall provide the County necessary assistance with the following matters: Assist County DBAs and technical staff with production migration. Assist County SMEs with production configuration changes. Assist County technical staff and SMEs with issue resolution during post production support.

AST consulting hours will be allocated to specific consultants and activities by the AST Project Manager.

Reports Migration
All Oracle EBS reports currently in use will be part of the scope of the R12 upgrade. Polk County will separately work with EiS to upgrade the third party reporting tool.

Change Management
The focus of the change management services will be to facilitate a smooth transition to the newly implemented Oracle system by involving, educating and informing stakeholders and users of the changes that will occur as a result of the new system. The change management team will be a joint responsibility and incorporate the adoption of the following three key elements during the upgrade: Policy and Procedure Roles and Responsibilities Communication and Support Structure

Functional Requirements
When performing the Services AST shall meet or exceed the EBS functional requirements stated in Attachment 5 of RFP 12-028. When determining whether AST has successfully accomplished the required like-for like upgrade with the Project time requirements, the County will evaluate whether the upgraded elements satisfy the functional requirements. When performing the Services AST shall prepare and deliver sufficiently detailed written documentation that describes its recommendation on how to address each individual functional requirement.

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Roles and Responsibilities

The following is a project organization chart for the R12 upgrade engagement:

Detailed roles and responsibilities for County staff members and AST consultants are listed below.
Table 1: Project Roles and Responsibilities

Role AST Project Manager

Responsibility Project Planning Project Management Project Communications Issues Escalation & Resolution Consulting Resource Allocation County Resource Allocation Scope Control Quality Assurance Knowledge Transfer Production Migration Project Team R12 Orientation Training Migration Assessment and Gap-Fit Analysis R12 New Features Review Functional Issues Resolution Functional Design Data Migration Design Interface Migration Design Customization Migration Design Page 5

Role Type Lead Lead Lead Lead Lead Assist Lead Lead Assist Assist Lead Lead Lead Lead Lead

AST Functional Leads

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Exhibit A: Statement of Work Role Responsibility Custom Reports Migration Design Create Test Plans/Scripts Unit Testing System Testing Acceptance Testing User Procedure Changes Documentation Training Material Development Training Delivery Knowledge Transfer AST Technical Team CEMLI Migration Assessment Review R12 Architectural Changes Technical Team Orientation Technical Design & Development Data Migration Design Interface Migration Design Customization Migration Design Custom Reports Migration Design Unit Testing Integration Testing Technical Issue Resolution Knowledge Transfer Instance Planning, Sizing & Architecture Application Upgrade Dry Runs Modify and Test Backup/Recovery Plan Review and Modify Disaster Recovery Stress Testing & Performance Tuning Production Upgrade Knowledge Transfer & Team Training Project Planning Project Management Issues Escalation and Resolution County Resource Allocation Consulting Resource Allocation Scope Control Project Communication Production Migration Knowledge Transfer Migration Assessment and Gap-Fit Analysis Customizations Migration Design Interface Migration Design Reporting Migration Design System Testing Acceptance Testing User Procedure Documentation Update Training Material Development Page 6 Role Type Assist Lead Lead Assist Assist Lead Assist Lead Lead Lead Lead Lead

Lead Lead Lead Lead Lead Lead Lead Lead Lead Lead Lead Assist Assist Assist Lead Assist Assist Assist Lead Lead Assist Assist Assist Assist Assist Lead Lead Assist Final (06.14.12)

AST Applications DBA

County Project Manager

County Module Coordinator/ Subject Matter Expert (SME) (One per module)

Exhibit A: Statement of Work

Exhibit A: Statement of Work Role Responsibility Delta Training for End Users Knowledge Transfer County Applications DBA Instance Planning, Sizing & Architecture Application Upgrade Dry Runs Modify and test Backup/Recovery Plan Review and Modify Disaster Recovery Stress Testing & Performance Tuning Production Upgrade Knowledge Transfer & Team Training Role Type Assist Assist Assist Assist Assist Assist Assist Assist Assist Assist Assist Assist Assist

County Technical Lead CEMLI Migration Assessment Review R12 Architectural Changes Technical team Orientation Technical Design & Development Data Migration Design Interface Migration Design Customization Migration Design Custom Reports Migration Design Unit Testing Integration Testing Technical Issue Resolution Knowledge Transfer County O/S & Network Network & O/S Support Administrator Desktop Configuration County Programmer/ Technical Staff County Users/Staff Custom Programs & Reports Development Unit and Integration Testing Knowledge Transfer Attend R12 Delta Training Sessions

Assist Assist Assist Assist Lead Lead Assist Assist Assist Participate

The AST consulting resources will generally follow the staffing profiles stated, above. If needed, AST management will assign additional personnel to complete AST Deliverables by Project timeline deadlines. AST will perform some work remotely.

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Deliverables & Payment Schedule

Key Project Deliverables are listed in the table below. The table is provided for quick-reference and does not replace the Project plan or provide an exhaustive list of all Agreement Deliverables. A detailed list of all Agreement Deliverables and milestones are included in Section 5.1.14 Deliverables and Milestones of the AST response to RFP 12-028. The table does list the key Deliverables the County will use for Agreement payment milestones.
Table 2: Deliverables & Payment Schedule Identifier 01 02 03 04 05 06 07 08 09 10 Deliverable Upgrade Project Plan Created Development Environment Created Upgrade Assessment Complete Upgrade Dry Run Complete Prototype (CRP) Complete CEMLI Migration Developed and Unit Tested Integration Test Complete User Acceptance Test Complete Go-Live with Release 12 Post-Production Support Complete RFP Response Reference D-02 D-05 D-03 D-06 D-08 D-10 D-12 D-13 D-17 D-18 Expected Due Date 07/13/12 08/20/12 08/29/12 10/29/12 11/16/12 11/26/12 12/14/12 02/04/13 04/29/13 05/24/13 Deliverable Amount ($) 54,520 96,540 82,910 124,940 204,440 159,010 140,840 102,220 90,860 79,520 1,135,800 D-14 D-15 12/21/12 02/20/13 29,700 19,800 49,500 157,014 1,342,314

Sub Total of Professional Services Deliverables 11 12 Training Material Created Train-the-trainer Training Conducted

Total of Training Deliverables Travel Cost Estimate * Grand Total

(*) All travel expenses will be billed semi-monthly at cost with the exception per-diem for meals, which will be as per Polk Countys reimbursable schedule. (**) Total travel expenses are not to exceed without prior written approval of Polk County.

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Exhibit A: Statement of Work

Retention Schedule
The County will withhold and retain 10% of the amount payable for the Deliverables as described in Table 3 and Table 4, below.
Table 3: Retainage Schedule 1 Identifier 07 07 08 Total Deliverable CEMLI Migration Developed and Unit Tested Integration Test Complete User Acceptance Test Complete Retainage Amount ($) 15,901 14,084 10,222 40,207

The County will release the retainage amounts described in Table 3 only upon its acceptance of the GoLive with Release 12 Deliverable (Identifier 09).
Table 4: Retainage Schedule 2 Identifier 09 Deliverable Go-Live with Release 12 Retainage Amount ($) 9,086

The County will release the retainage amount described in Table 4 only upon its acceptance of the PostProduction Support Complete Deliverable (Identifier 10).

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