HomeMy WebLinkAboutEDB- Master Service Agreement- Collaborative Solutions EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Enterprise Resource Platform (ERP) Planning, Integration, and Implementation
Professional Service Agreement with Collaborative Solutions Inc. (Collaborative)
Date: January 12, 2023
BACKGROUND:
Staff has briefed the Board of Supervisors regarding the need to transition CCUA's custom built
information systems to industry standard ERP. This transition is necessary to improve customer
service as well as operational decision making and effectiveness.
CCUA's ERP system transition is a project that will span sixty-one weeks and will impact every
employee in our organization as well as the stakeholders and customers we serve. CCUA
recognizes the need for professional assistance from a consulting firm that can provide ERP
implementation expertise and supplement internal staff to help successfully navigate our
organization through this transformative change.
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.2 Staff requests to engage Collaborative, one of Workday's longest tenured partners, with an 18-
3 year track record of deploying comprehensive Finance and Human Resource solutions using cloud
technology. Collaborative will provide assistance and guidance with data conversion, system
implementation, staff training, system testing and organizational change management throughout
our ERP transition.
Staff and Collaborative reviewed and negotiated the attached Professional Service Agreement and
Scope of Work for the consulting services.
Section 17,last sentence, of Chapter 94-491, Laws of Florida, Special Acts of 1994, states:
"Nothing in this section shall be deemed to prevent the authority from hiring or retaining such
engineers, attorneys, financial experts, or other technicians as it shall determine, in its discretion,
or from undertaking any construction work with its own resources, without any such public
advertisement."
CCUA's current purchasing policy Section 6.F. states:
"Professional services, as permitted under Section 17 of Chapter 94-491, are excluded from the
public advertisement and competitive bidding requirements. Except in the case of an emergency,
as described in section A. above, such services shall be approved in advance by the Board of
Supervisors."
//AW(Author)
//AW,KO,AB (Review)
//JW//JDJ(Final)
BUDGET:
Staff determined the fee for professional services is fair, competitive, and reasonable.
Collaborative will be paid a fixed fee of$2,455,094. Staff budgeted $1,400,000 for this project in
this year's capital budget. $1,964,075 will be paid from this year's capital budget with the
additional $564,075 transferred from Capital Improvement Program (CIP) Contingency. The
remaining $491,019 will be budgeted in next fiscal year.
RECOMMENDATION:
Staff respectfully recommends the Board of Supervisors approval of the ERP Planning,
Integration, and Implementation Professional Service Agreement with Collaborative Solutions
Inc.
ATTACHMENTS:
Collaborative Solutions, LLC Master Services Agreement
Collaborative Solutions, LLC Statement of Work
//AW(Author)
//AW,KO,AB (Review)
//JW//JDJ(Final)
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MASTER SERVICES AGREEMENT
This Master Services Agreement (this "Agreement"), dated as of December 07, 2022, is made by and
between Clay County Utility Authority, Florida, an Independent Special District of the State of Florida,
with its principal office located at 3176 Old Jennings Rd. Middleburg, Florida 32068, United States of
America ("Client"), and Cognizant Worldwide Limited, a United Kingdom limited liability company
with its principal office located at 1 Kingdom Street, Paddington Central, London, United Kingdom W2
6BD ("Cognizant"). In addition, Cognizant Technology Solutions U.S. Corporation ("CTS US") shall
execute this Agreement solely for the purpose of enabling and authorizing CTS US to enter into Statements
of Work (as defined below) together with Cognizant, whereby CTS US shall provide the applicable local
Services and Deliverables within the United States of America to Client for Cognizant under such SOWs
as provided in Section 1.1. For the purposes of this Agreement, Client and Cognizant may each be referred
to as "Party" or, collectively, as the "Parties." The Parties, intending to be legally bound, hereby agree as
follows:
1. SERVICES.
1.1 Services. Cognizant and Client will develop and enter into one or more statements of
work incorporating a description of the specific services to be provided ("Services"), each in a
form mutually agreed by the Parties (a "Statement of Work" or "SOW"). Each Statement of Work
will set forth, among other things, project scope, various project activities and tasks to be
performed by the Parties, and roles and responsibilities of the Parties. Cognizant may provide to
Client the following types of services as, and to the extent, described in each Statement of Work:
(i) the management of certain business and IT operational services, which may be performed
to either onsite or from remote locations ("Managed Services"); (ii) certain consulting, development,
integration and or other support services provided in addition to the Managed Services
("Professional Services"); and (iii) any other services described as Cognizant's obligation in a
Statement of Work, (collectively the "Services"). In addition, Cognizant will provide to Client
certain results or proceeds of the Services that are defined as deliverables in each Statement of
Work (collectively, the "Deliverables"). Each Statement of Work shall specifically identify this
Agreement and indicate that it is subject to the terms hereof and be executed by Client and
Cognizant. Unless otherwise set forth herein or expressly identified in the SOW as a modification
to a specified provision of this Agreement, to the extent there are any conflicts or inconsistencies
between this Agreement and any Statement of Work, the provisions of this Agreement shall
govern and control. Cognizant may engage any Affiliate (as hereinafter defined) of Cognizant to
provide Services and Deliverables to Client and any Affiliates of Client for Cognizant under this
Agreement. For SOWs executed in connection with work to be performed for Client in the United
States of America, and solely to the extent that employees of a U.S.-domiciled Cognizant Affiliate
who are foreign skilled workers are required for the provision of Services or Deliverables by
Cognizant in connection with such SOW, such Cognizant Affiliate may also execute such SOW
solely for the purpose of providing Services and Deliverables to Client for Cognizant. Any Affiliate
of Cognizant may itself provide Services directly to Client and any Affiliates of Client under this
Agreement by executing SOWs in its own name, exclusive of Cognizant, and only for the purposes
of any such SOW(s), shall be considered "Cognizant" as that term is used in this Agreement. Any
Affiliate of Client may enter into SOW(s)with Cognizant or any Affiliate of Cognizant and, only for
the purposes of any such SOW(s), shall be considered "Client" as that term is used in this
Agreement. As used herein, the term "Affiliate" means any entity that controls or is controlled by
or is under common control with Cognizant or Client, as applicable, where "control" means
possessing, directly or indirectly, the power to direct or cause the direction of the management,
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policies and operations of such entity, whether through ownership of voting securities, by contract
or otherwise.
1.2 Deliverables and Acceptance. Deliverables, if any, under this Agreement will be as set
forth under any SOW. Each SOW will describe, if applicable, the Deliverables that Cognizant is
obligated to furnish to Client hereunder, the acceptance criteria for each of the Deliverables (the
"Acceptance Criteria") and the completion criteria, if any, to signify completion of each phase of a
project. Client shall review, evaluate and/or test, as the case may be, each of the Deliverables
within the applicable time period set forth in a SOW (with respect to each Deliverable, the
"Acceptance Period") to determine whether or not such Deliverable satisfies the applicable
Acceptance Criteria in all material respects. If Client does not furnish a written notice to Cognizant
specifying that a Deliverable has failed to satisfy its Acceptance Criteria in all material respects
prior to the end of the Acceptance Period therefor and/or if Client commences using the
Deliverables commercially or in a production environment, then Client will be deemed to have
accepted such Deliverable. If any Deliverable fails to satisfy its Acceptance Criteria in any material
respect, then Client will notify Cognizant in writing specifying the respects in which such
Deliverable does not conform to the applicable Acceptance Criteria and what modifications are
necessary to make it conform thereto. Thereafter, Cognizant shall use its diligent commercially
reasonable efforts to modify such Deliverable to so conform and the Deliverable will be
resubmitted for acceptance by Client. If, after repeated attempts, Cognizant is unable to remedy
any non-conforming portion of any Deliverable, Client may terminate pursuant to Section 12.2
herein.
to 2. PROJECT SCHEDULE; CHANGES.
2.1 Project Schedule; Changes. Each Statement of Work will set forth the projected work
effort and schedule applicable to the Services. All statements and agreements concerning time
are based upon information available and circumstances existing at the time made, and each
Statement of Work is subject to equitable adjustment upon any material change in such
information or circumstances, the occurrence of an excusable delay (as provided for in Section
2.2 hereof) or upon modification of the scope, timing or level of work to be performed by
Cognizant. Either Party will be entitled to propose changes. It is mutually acknowledged that any
such change may affect the fees or charges payable to Cognizant and/or the project schedule.
Neither Party shall have any obligation respecting any change until an appropriate change order
or amendment to the applicable Statement of Work is executed and delivered by both Parties.
2.2 Excusable Delays and Failures. Cognizant will be excused from delays in performing,
or from a failure to perform, hereunder to the extent that such delays or failures result from causes
beyond Cognizant's reasonable control. Without limiting the generality of the foregoing, Client
acknowledges that Client's failure or delay in furnishing necessary information, equipment or
access to facilities, delays or failure by Client in completing tasks required of Client or in otherwise
performing Client's obligations hereunder or under any Statement of Work and any assumption
contained in a Statement of Work which is untrue or incorrect will be considered an excusable
delay or excusable failure to perform hereunder and may impede or delay completion of the
Services. Client further acknowledges that such delays or failures may result in additional charges
for the Services.
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3. PAYMENT.
3.1 Project Fees and Reimbursable Items. Client shall pay to Cognizant the fees and other
compensation set forth in each Statement of Work. Notwithstanding any contrary term in this
Agreement or in any SOW, travel and other ancillary expenses incurred by Cognizant, CTS US,
and/or a Cognizant Affiliate in connection with the Services shall be reimbursed by Client only for
documented actual and reasonable expenses incurred in accordance with Section 112.061,
Florida Statutes, without mark-up, up to the limits established for the expenses and only as
approved in writing in advance by Client. Cognizant will have no obligation to perform any
Services when any amount required to be paid by Client remains due and unpaid beyond the date
such amount is due. Any suspension of Services by Cognizant as a result of Client's failure to
make payment as required will extend the due dates of Deliverables and other Services to the
extent impacted by such suspension or delay. All payment will be governed by the Local
Government Prompt Payment Act, which provided that payments will be made not later than 45
days from receipt of proper invoice.
3.2 Invoices; Payments. Cognizant will invoice Client for all fees, charges and reimbursable
items payable to Cognizant on a monthly basis or otherwise in accordance with the schedule set
forth in the relevant Statement of Work as such payments are due. Client will pay the invoiced
amount in full within thirty(30) days of the date of each invoice, without deduction, setoff, defense
or counterclaim for any reason; provided that the Client may withhold amounts disputed in good
faith pending resolution of such dispute. Client will pay interest, at a rate equal to the lesser of
1.5% per month (or part thereof) or the maximum legal rate permitted, on the amount shown on
to any invoice that is paid later than forty-five (45) days after the date of the invoice, other than such
amounts that are disputed in such good faith during the pendency of the relevant dispute. All
amounts hereunder will be invoiced and paid in United States Dollars unless otherwise set forth
in an applicable SOW.
3.3 Taxes. Client is a tax exempt entity and shall not be subject to any taxes imposed by
Cognizant, CTS US, and/or a Cognizant Affiliate. Client will provide Cognizant with a valid tax
exemption certificate authorized by the appropriate taxing authority.
4. OBLIGATIONS OF THE PARTIES.
4.1 Working Environment. For any Services to be provided by Cognizant at any of Client's
sites, Client shall provide Cognizant's personnel with (i) a suitable and adequate work
environment, including space for work and equipment for performance of the Services; (ii) access
to and use of Client's facilities and relevant information, including software, hardware and
documentation; (iii) provision and maintenance of personal computer("PC")workstations for such
personnel's use; (iv) assistance to such personnel in a timely manner by promptly correcting any
hardware or software problems that would affect the performance of Services; and (v) any other
items set forth in each Statement of Work.
4.2 Client's Personnel Commitment. Client will ensure that all Client personnel who may be
necessary or appropriate for the successful implementation of the Services will, on reasonable
notice, (i) be available to assist Cognizant's personnel by answering business, technical and
operational questions and providing requested documents, guidelines and procedures in a timely
manner; (ii) participate in the Services as outlined in the Statement of Work; (iii) participate in
progress and other Service related meetings; (iv) contribute to software and system testing; and
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(v) be available to assist Cognizant with any other activities or tasks required to complete the
Services in accordance with the Statement of Work.
4.3 Export Control. Client agrees to notify Cognizant of any requirements for Deliverables or
any other technology, technical data or information to which Cognizant will have access as a
result of the Services that, in any case, will subject the Deliverables or the other technology,
technical data or information to control under applicable export regulations under any
classification other than EAR99 (or its non-U.S. equivalent) and, in such event, Client will (i)
identify to Cognizant the applicable regulations (e.g. the United States Export Administration
Regulations ("EAR") or the International Traffic in Arms Regulations ("ITAR")) and classifications
(e.g. ECCN) and (ii) follow such guidelines as Cognizant may communicate to Client that
reasonably are required to avoid violations. Each Party acknowledges and agrees that to the
extent that any tangible or intangible technical data provided under this Agreement is subject to
US export laws and regulations, such Party will not use, distribute, transfer, or transmit technical
data provided by the other Party under this Agreement except in compliance with US export laws
and regulations. Notwithstanding the foregoing, Client agrees that it will not provide Cognizant
with any technology, technical data or information that is subject to control under the ITAR. In the
event that Client wishes to provide Cognizant with ITAR-controlled technology, technical data or
information, Client will notify Cognizant in writing of such intent, and the Parties agree to cooperate
to determine the appropriate agreements and controls, if any, required before Client makes such
disclosure.
4.4 FCPA. Neither Party shall take any action in connection with the performance of its
to obligations under this Agreement that violates the Foreign Corrupt Practices Act, as amended,
and the rules and regulations thereunder in any manner that has a material adverse impact on
the other Party. To the extent that any of the Services or Deliverables cannot be performed or
provided without violation of any law, regulation, or other control, then Cognizant shall not be
obligated to provide the same and the applicable Statement of Work shall be amended
accordingly.
4.5 Work Authorization/HR Compliance. In the event that it is necessary for Cognizant to
obtain visas or work permits for Cognizant personnel, Client will cooperate with Cognizant by
taking all reasonably necessary actions to facilitate Cognizant's efforts, including, but not limited
to, providing, and hereby consents to Cognizant providing to immigration authorities,
documentation indicating the nature and location of the work to be performed, the necessity of
the work to be performed, and other documentation as may be reasonably required and related
to this Agreement (including the existence and terms of this Agreement and the identity of the
Parties hereto), and posting such notices as may be legally required (including any legally
required notice posting at Client sites from which the parties contemplate services being provided
by Cognizant personnel who are foreign skilled workers).
5. OWNERSHIP.
5.1 Ownership of Work Product. Cognizant agrees that, upon Client's payment in full, the
software or other intellectual property developed by Cognizant or its Affiliates as a `work-for-hire'
specifically for Client, as set forth in a Statement of Work ("Work Product") shall be the property
of, and ownership shall vest in, Client. Client's ownership of Work Product does not include
Cognizant Proprietary Intellectual Property (as defined below) or any Third Party Items, or any
derivative of the foregoing, that is incorporated into the Work Product. Cognizant agrees to take,
at Client's cost and expense, all actions requested by Client which are reasonably necessary to
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assure the conveyance to Client of all right, title and interest in and to the Work Product, including
copyright.
5.2 Residual Rights. Notwithstanding anything to the contrary herein, Cognizant, Cognizant
Affiliates, and their respective employees and agents shall be free to use and employ any
Residual Information. "Residual Information" means the general knowledge, ideas, know-how,
experience, and techniques that would be retained in the unaided memory of an ordinary person
skilled in the art, not intent on appropriating the proprietary information of the disclosing party.
Nothing in this paragraph, however, shall be deemed to grant a license under Client's registered
intellectual property rights.
5.3 Cognizant Proprietary Intellectual Property. Client acknowledges that as part of
delivering the Services, Cognizant personnel may utilize proprietary software, methodologies,
tools, specifications, drawings, sketches, models, samples, records, documentation, works of
authorship, creative works, ideas, know-how, data or other materials which have been or are
originated, developed, licensed, purchased, or acquired by Cognizant or its Affiliates or
subcontractors (collectively, "Cognizant Proprietary Intellectual Property"). Client agrees that
Cognizant Proprietary Intellectual Property and Residual Information, any derivatives of
Cognizant Proprietary Intellectual Property or Residual Information, is the sole property of
Cognizant (or its licensors) and that Cognizant (or its licensors)will retain sole and exclusive title
to and ownership thereof. If any Cognizant Proprietary Intellectual Property owned by Cognizant
is embedded in Work Product, Cognizant grants to Client a worldwide, royalty free, non-exclusive,
transferable, perpetual license to use, execute and perform such Cognizant Proprietary
to Intellectual Property as a functional element of the applicable Work Product, subject to any
additional terms or limitations set forth in the applicable Statement of Work, and provided that no
portion of the Cognizant Proprietary Intellectual Property is separated or unbundled from the
applicable Work Product or used as a stand-alone product or development tool. Except as
expressly provided in the foregoing sentence, nothing contained in this Agreement or otherwise
shall be construed to grant to Client any right, title, license or other interest in, to or under any
Cognizant Proprietary Intellectual Property (whether by estoppel, implication or otherwise). Any
license to Cognizant Proprietary Intellectual Property that is not embedded in Work Product or
that is commercially available will be pursuant to a separate license agreement between Client
and Cognizant (or its licensor).
5.4 Third Party Items. Cognizant shall obtain Client's prior written consent before embedding
in Work Product or installing in Client's environment any proprietary third party tools or
applications. If any third party tools, applications, utilities and cloud infrastructure are distributed,
resold, or provided to Client in connection with this Agreement (collectively, "Third Party Items"),
such Third Party Items shall be provided AS-IS and made available to Client under a separate
agreement between Client and the licensor of the Third Party Item or may be made available to
Client by Cognizant under a separate agreement or pass-through terms set forth in an SOW,
which shall apply to the relevant Third Party Item(s) in lieu of any of the terms of this Agreement.
5.5 Installation of Tools. Cognizant may use certain Cognizant owned or licensed Tools (the
"Tools"), including those set forth in the applicable SOW in connection with its performance of the
Services. The Tools are Cognizant's confidential information. As between Cognizant and Client,
Cognizant is the sole owner of the Tools, together with all modifications, enhancements and
changes to the Tools. Client consents to Cognizant's installation of the Tools onto Client's
systems. Only Cognizant may install, configure, control, or grant access to the Tools. Client
agrees that Cognizant may uninstall and remove the Tools at any time, and that the consent set
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forth in this paragraph is not a software license or subscription agreement. Cognizant will use the
Tools as installed on Client's systems solely to perform the Services for Client.
6. CONFIDENTIAL INFORMATION.
6.1 Confidentiality Obligations. For a period of three (3) years from the date of disclosure
of the applicable Confidential Information (as hereinafter defined), Client and Cognizant shall each
(i) hold the Confidential Information of the other in trust and confidence and avoid the disclosure
or release thereof to any other person or entity by using the same degree of care as it uses to
avoid unauthorized use, disclosure, or dissemination of its own Confidential Information of a
similar nature, but not less than reasonable care, and (ii) not use the Confidential Information of
the other Party for any purpose whatsoever except as expressly contemplated under this
Agreement or any Statement of Work. Except with the express written consent of the other Party,
each Party shall disclose the Confidential Information of the other Party only to those of its and
its affiliates' employees, officers, directors, subcontractors, agents or representatives having a
legitimate need to know the information for the purposes of this Agreement ("Representatives")
and shall take all reasonable precautions to ensure that such Representatives comply with the
provisions of this Section 6.1.
6.2 Definition. The term "Confidential Information" shall mean any and all information or
proprietary materials other than Personal Information (as defined in Exhibit A attached hereto) (in
every form and media) not generally known in the relevant trade or industry and which has been
or is hereafter disclosed or made available by either Party (the"disclosing party")to the other(the
to "receiving party") in connection with the efforts contemplated hereunder, including (i) all trade
secrets, (ii) existing or contemplated products, services, designs, technology, processes,
technical data, engineering, techniques, methodologies and concepts and any information related
thereto, and (iii) information relating to business plans, sales or marketing methods and customer
lists or requirements.
6.3 Exceptions. The obligations of either Party under Section 6.1 will not apply to information
(other than Personal Information) that (i) was in the receiving party's possession at the time of
disclosure and without restriction as to confidentiality, (ii) at the time of disclosure is generally
available to the public or after disclosure becomes generally available to the public through no
breach of agreement or other wrongful act by the receiving party, (iii) has been received from a
third party without restriction on disclosure and without breach of agreement by the receiving
party, or(iv) is independently developed by the receiving party without regard to the Confidential
Information of the disclosing party. In addition, the receiving party may disclose Confidential
Information as required to comply with binding orders of governmental entities that have
jurisdiction over it; provided that the receiving party (a) gives the disclosing party reasonable
written notice to allow the disclosing party to seek a protective order or other appropriate remedy,
(b) discloses only such Confidential Information as is required by the governmental entity, and
(c) uses commercially reasonable efforts to obtain confidential treatment for any Confidential
Information so disclosed. Additionally, Cognizant acknowledges Client's obligations under Art. 1,
Section 24, Florida Constitution, and Chapter 119, Florida Statutes, as from time to time amended
(together, the Public Records Laws), to release public records to members of the public upon
request. Cognizant acknowledges that Client is required to comply with the Public Records Laws
in the handling of the materials created under this Agreement and that the Public Records Laws
control over any contrary terms in this Agreement. Cognizant, CTS US, and Cognizant Affiliate(s)
shall comply with all requirements of Chapter 119, Florida Statutes, to the extent applicable to the
records and documents associated with this Agreement. In accordance with Section
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119.0701(3)(a), Florida Statutes (or successor statutes), a request to inspect or copy public
records related to this Agreement must be made directly to Client.
IF COGNIZANT HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO COGNIZANT'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT,
CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (904) 272-5999,
Ivalentin@clayutility.org, 3176 OLD JENNINGS RD., MIDDLEBURG, FL
32068.
7. DATA PROTECTION
7.1 Data Protection. If and to the extent that the Services require Cognizant to process
Client's Personal Information, the Parties shall abide by the terms set forth under Exhibit A
attached hereto.
8. INDEMNIFICATION.
8.1 Intellectual Property Rights Indemnity. Cognizant and Client (in such case, the
"indemnifying party") each agree to indemnify and hold harmless the other (in such case, the
"indemnified party") from and against any costs and damages awarded against the indemnified
to party by a court pursuant to a final judgment as a result of, and defend the indemnified party
against, claims of infringement of a U.S. patent or registered copyright or misappropriation of any
trade secret related to a Deliverable (in the case of indemnification by Cognizant) or any claim
relating to Cognizant's possession, use or modification of any software, documentation, data or
other property provided by Client (in the case of indemnification by Client).
8.2 Intellectual Property Rights Exclusions. Cognizant shall have no obligation under
Section 8.1 or other liability for any infringement or misappropriation claim resulting or alleged to
result from: (i) modifications made other than by Cognizant, (ii) use of the Deliverables in
combination with any equipment, software or material not approved or provided by Cognizant, (iii)
Client's use or incorporation of materials not provided by Cognizant, (iv)the instructions, designs
or specifications provided by Client; (v) any software or other materials furnished by any third
party; or (vi) Client's continuing the allegedly infringing activity after being notified thereof or after
being informed and provided with modifications that would have avoided the alleged infringement.
8.3 Infringement Remedies. In the event of an infringement or misappropriation claim as
described in Section 8.1 above arises, or if Cognizant reasonably believes that a claim is likely to
be made, Cognizant, at its option and in lieu of indemnification, may: (i) modify the applicable
Deliverables so that they become non-infringing but functionally equivalent; or (ii) replace the
applicable Deliverables with material that is non-infringing but functionally equivalent; or(iii)obtain
for Client the right to use such Deliverables upon commercially reasonable terms; or (iv) remove
the infringing or violative Deliverables and refund to Client the fees received for such Deliverables
that are the subject of such a claim based on a five (5)year straight line depreciation. This Section
8 sets forth the exclusive remedy and entire liability and obligation of each Party with respect to
intellectual property infringement or misappropriation claims, including patent or copyright
infringement claims and trade secret misappropriation.
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8.4 Personal Injury and Property Damage Indemnity. To the extent permitted by law and
as limited by and pursuant to the provisions of Section 768.28, Florida Statutes, Cognizant and
Client each agree to indemnify, defend and hold harmless the other from and against any and all
claims, actions, damages, liabilities, costs and expenses, including reasonable attorneys' fees
and expenses, arising out of third party claims for bodily injury or damage to real or tangible
personal property, not including software, data, and documentation, to the extent caused directly
and proximately by the gross negligence or willful misconduct of the indemnifying party, its
employees or agents.
8.5 Indemnification Procedures. The obligations to indemnify, defend and hold harmless
set forth above in this Section 8 will not apply to the extent the indemnified party was responsible
for giving rise to the matter upon which the claim for indemnification is based and will not apply
unless the indemnified party (i) promptly notifies the indemnifying party of any matters in respect
of which the indemnity may apply and of which the indemnified party has knowledge; (ii)gives the
indemnifying party full opportunity to control the response thereto and the defense thereof,
including any agreement relating to the settlement thereof, provided that the indemnifying party
shall not settle any such claim or action without the prior written consent of the indemnified party;
and (iii) cooperates with the indemnifying party, at the indemnifying party's cost and expense in
the defense or settlement thereof. The indemnified party may participate, at its own expense, in
such defense and in any settlement discussions directly or through counsel of its choice on a
monitoring, non-controlling basis.
8.6 Governmental Entity. In light of Client being a governmental entity, nothing in this
to Agreement shall be deemed to waive the sovereign immunity protections provided Client pursuant
to Florida law. Notwithstanding anything stated to the contrary in this Agreement, Client's
obligation to compensate or indemnify is limited and shall not exceed the limits as set forth in
Section 768.28, Florida Statutes, as it may be amended from time to time.
9. WARRANTY.
9.1 Limited Warranty. Cognizant warrants the following:
9.1.1 the applicable Services rendered hereunder will be performed by qualified
personnel;
9.1.2 the Professional Services performed will substantially conform to any applicable
requirements set forth in the Statement of Work for a period of thirty (30) days (the "Warranty
Period")following performance of such Professional Services; and
9.1.3 during the Warranty Period, the Deliverable(s) will materially conform to the
corresponding product specifications set forth in the applicable Statement of Work for such
Deliverable.
9.2 Remedies. Cognizant does not warrant that any Deliverable will operate uninterrupted or
error-free, provided that Cognizant shall remain obligated pursuant to this Section 9. In the event
that any Deliverable or Service fails to conform to the foregoing warranty in any material respect,
the sole and exclusive remedy of Client will be for Cognizant, at its expense, to promptly use
commercially reasonable efforts to cure or correct such failure. The foregoing warranty is
expressly conditioned upon (i) Client providing Cognizant with prompt written notice of any claim
thereunder prior to the expiration of the applicable Warranty Period, which notice must identify
with particularity the non-conformity; (ii) Client's full cooperation with Cognizant in all reasonable
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respects relating thereto, including, in the case of modified software, assisting Cognizant to locate
and reproduce the non-conformity; and (iii) with respect to any Deliverable, the absence of any
alteration or other modification of such Deliverable by any person or entity other than Cognizant.
9.3 Disclaimer. EXCEPT AS EXPRESSLY PROVIDED IN SECTION 9.1, COGNIZANT
DOES NOT MAKE OR GIVE ANY REPRESENTATION OR WARRANTY OR CONDITION OF
ANY KIND, WHETHER SUCH REPRESENTATION, WARRANTY, OR CONDITION BE
EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY OF MERCHANTABILITY, QUALITY,
OR FITNESS FOR A PARTICULAR PURPOSE OR ANY REPRESENTATION, WARRANTY OR
CONDITION FROM COURSE OF DEALING OR USAGE OF TRADE.
9.4 Responsibility of Client. In the event that Client asserts any claim for warranty services
hereunder and such claim relates to any matter that is determined not to be Cognizant's
responsibility hereunder (including any problem with Client's third party vendors, Client's
computer hardware or software that was not caused by any Services performed by Cognizant),
Client will be responsible to pay Cognizant for all costs incurred for all evaluation, correction or
other services performed by Cognizant relating to such claim on a time and materials basis at
Cognizant's then standard billing rates.
10. LIMITATION OF LIABILITY AND REMEDIES.
10.1 Exclusion of Damages. In no event shall either Party be liable to the other Party or any
other person or entity for any lost profits, special, exemplary, indirect, incidental, consequential or
to punitive damages or liabilities, or for any costs (including transition costs) associated with
procuring substitute or replacement services, of any kind or nature whatsoever (collectively,
"Indirect Damages"), whether in an action based on contract, warranty, strict liability, tort or
otherwise, even if such Party has been informed in advance of the possibility of such Indirect
Damages or such Indirect Damages could have been reasonably foreseen by such Party.
10.2 Total Liability. In no event shall Cognizant's liability to Client or any other person or entity
arising out of or in connection with this Agreement or the Services exceed, in the aggregate, the
total fees paid by Client to Cognizant for the particular Service or Deliverable with respect to which
such liability relates (or in the case of any liability not related to a particular portion of the Services,
the total fees paid by Client to Cognizant under the applicable Statement of Work) in the twelve
(12) month period preceding the last act or omission giving rise to any such liability, whether such
liability is based on an action in contract, warranty, strict liability or tort (including, without
limitation, negligence) or otherwise. The limitations specified in this Section 10 will survive and
apply even if any limited remedy specified in this Agreement is found to have failed of its essential
purpose.
11. EMPLOYEES.
11.1 No Employee Relationship. Neither Party's personnel shall be deemed to be employees
of the other Party. Each Party and its Affiliates shall be solely responsible for the payment of all
compensation to its employees, including provisions for employment taxes, workmen's
compensation and any similar taxes associated with employment of its personnel. A Party's
employees shall not be entitled to any benefits paid or made available by the other Party to its
employees.
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11.2 Non-Solicitation Obligations. During the term hereof and for a period of twelve (12)
months thereafter, neither Party shall, directly or indirectly, solicit for employment or employ, or
accept services provided by, (i) any employee of the other Party (including employees of
Cognizant's Affiliates); or(ii) any former employee of the other Party (including former employees
of Cognizant's Affiliates) who performed any work in connection with or related to the Services.
11.3 Subcontractors and Third Party Providers. In addition to the right to engage Affiliates
to provide Services as specified hereunder, Cognizant may engage non-Affiliate third parties
which will be responsible for providing a portion of the Services that Cognizant provides to Client
(such as field services and end user support)where such services are not dependent on a product
being provided by such third party ("Subcontractors"), provided that such Subcontractors have
executed appropriate confidentiality agreements with Cognizant. Cognizant may also (i)engage
vendors providing equipment or software (and services in support of such equipment or software)
to support the provision of Services and/or (ii) subcontract for third party services or products that
are not principally dedicated to performance of Services for the Client, which are not material to
a function constituting a part of the Services, do not result in a material change in the way
Cognizant conducts its business, or are composed of small scale temporary labor (collectively,
"Third Party Providers"). For the avoidance of doubt, Third Party Providers shall not be deemed
"Subcontractors" as such term is defined under this Section 11.3. Cognizant may engage such
Third Party Providers pursuant to such Third Party Providers' standard terms and conditions.
Client shall agree in writing to be bound by the Third Party Providers' standard terms and
conditions to the extent necessary, if at all, for Client to (iii) be able to use of the relevant Third
Party Provider's product or services in connection with its receipt of the Services and/or(iv) make
to use of any of the Services supported by such Third Party Provider's product/services. No
engagement of Subcontractors or Third Party Providers hereunder will relieve Cognizant from any
of its obligations under this Agreement.
11.4 Nondiscrimination. To the extent applicable to Services under this Agreement,
Cognizant shall abide by the requirements of 41 C.F.R. §§ 60-1.4(a), 60-300.5(a) and 60-
741.5(a). These regulations prohibit discrimination against qualified individuals based on their
status as protected veterans or individuals with disabilities, and prohibit discrimination against all
individuals based on their race, color, religion, sex, sexual orientation, gender identity or national
origin. Moreover, these regulations require that covered prime contractors and subcontractors
take affirmative action to employ and advance in employment individuals without regard to race,
color, religion, sex, national origin, protected veteran status or disability.
12. TERM AND TERMINATION.
12.1 Term. The Agreement is effective as of the date on the Agreement and shall continue in
effect for an initial term ending three years thereafter. The Agreement shall thereafter continue
in effect for successive one-year terms, unless not later than sixty (60) days prior to the end of
the then-current term, either party shall notify the other that the Agreement shall expire, in which
event the Agreement shall expire on the last day of the then-current term (except with respect to
any Statement of Work for which the term set forth in such Statement of Work has not yet been
completed, which Statement of Work shall continue until expiration or termination).
12.2 Termination or Suspension. This Agreement may be terminated in whole or in part by
either Party(the"non-breaching party") upon written notice to the other Party if any of the following
events occur by or with respect to such other Party (the "breaching_party"): (i)the breaching party
commits a material breach of any of its obligations hereunder and fails to cure such breach within
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thirty (30) days after receipt of notice of such breach or fails to reach an agreement with the non-
breaching party regarding the cure thereof; or(ii) any insolvency of the breaching party, any filing
of a petition in bankruptcy by or against the breaching party, any appointment of a receiver for the
breaching party, or any assignment for the benefit of the breaching party's creditors. In addition
to any right to terminate as provided in this Agreement, the Parties agree that in connection with
any dispute for which Client withholds the payment of charges pursuant to this Agreement, if the
total amount being disputed (other than amounts in dispute resulting from clear billing errors of
Cognizant), plus any amount that is undisputed but past due and any interest that has accrued
thereon, exceeds the amount of fees billed by Cognizant in the then-prior three-month period (the
"Disputed Amount Threshold"), Cognizant may, without liability to Client or its Affiliates, with at
least 30 days' prior written notice to Client, suspend the further delivery of Services that are not
paid for in advance until all payment disputes are resolved using the dispute resolution process
set forth in this Agreement. If Client pays the Disputed Amount, Cognizant shall promptly
recommence performance of the Services and all Cognizant timing obligations and delivery
commitments under this Agreement and/or each applicable SOW shall be extended by the
number of days between the date of suspension and the date Cognizant recommences
performance of the relevant Services.
12.3 Payment upon Termination. Upon termination, Cognizant will be entitled to recover
payment for all Services rendered through the date of termination (including for work in progress),
and in the event of termination of this Agreement, in whole or in part, by Cognizant pursuant to
this Section 12, Cognizant will also be entitled to recover those reasonable costs incurred in
anticipation of performance of the Services to the extent they cannot reasonably be eliminated.
to
12.4 Fiscal Funding Termination. Client will seek to obtain funding for each fiscal year of a
SOW. When funds are not appropriated or otherwise made available made available to support
the continuation of performance in a subsequent fiscal period, Client may terminate the impacted
portion of a SOW, in whole or in part. Client will give Cognizant written notice thirty (30) days
prior to the effective date of any such termination. All obligations of Client to make payments after
the termination date will cease and all Cognizant obligations to provide the Services will terminate.
Notwithstanding the foregoing, Client will pay for (i) the entire time period the Service was made
available to Client prior to Cognizant's receipt of notice of termination for non-appropriation; and
(ii) for all amounts and Services periods for which Client has actually received Services.
12.5 Survival. In the event of termination or upon expiration of this Agreement, Sections 3, 5,
6, 8, 9 (subject to the expiration of any warranty period), 10, 11, 12, and 13 hereof will survive
and continue in full force and effect.
13. MISCELLANEOUS.
13.1 Governing Law. This Agreement will be governed by the laws of the State of Florida,
without reference to the principles of conflicts of law. The Parties acknowledge and agree that
this Agreement relates solely to the performance of services (not the sale of goods) and,
accordingly, will not be governed by the Uniform Commercial Code of any State having
jurisdiction. In addition, the provisions of the Uniform Computerized Information Transaction Act
and United Nations Convention on Contracts for the International Sale of Goods shall not apply
to this Agreement.
13.2 Dispute Resolution.
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13.2.1 Informal Negotiations. In the event of any dispute, controversy, or claim of any
kind arising out of or relating in any way to this Agreement or the breach thereof (each a
"Dispute"), prior to filing a notice of arbitration, the Party claiming a Dispute shall send a written
notice to the other Party describing the basis for the Dispute and the requested remedy, and
inviting the other Party to have its executive confer with a named executive of the claiming party
to attempt to negotiate a resolution. The claiming Party may file the notice of arbitration in
accordance with the Rules (defined below) after the executive conference is completed, if the
invitation to confer is declined, or if, within ten (10) business days after the Dispute notice is
delivered, there is no response to the invitation or the Parties are unable to schedule the
conference.
13.2.2 Arbitration. Subject only to Section 13.2.4 below, any Dispute that is not settled
through the negotiation process required under Section 13.2.1, shall be settled by final and
binding arbitration administered by the International Centre for Dispute Resolution under the
International Dispute Resolution Procedures — International Arbitration Rules (available at
WWW.ICDR.ORG) (the "Rules"). The Parties waive any right to mediate a Dispute and any
mediation provisions contained in the Rules shall not apply.
13.2.3 Arbitration Process. In-person hearings or meetings with the arbitrator(s) shall
be held in Clay County, Florida and the seat of the arbitration shall be in Clay County, Florida.
The sole arbitrator, or the presiding arbitrator in the case of a three-arbitrator panel, shall either
be a retired judge or a lawyer with at least ten (10) years of experience in information technology
matters. Each award shall include written findings of fact and conclusions of law and shall be
final and binding, except that if the arbitration is conducted by a single arbitrator and
to US$10,000,000 or more in damages are awarded against a Party(exclusive of interest, attorneys'
fees, and arbitration fees and costs), that Party may appeal the award to a panel of three
arbitrators pursuant to the Optional Appellate Arbitration Rules of the American Arbitration
Association. The existence of a Dispute or the content or result of any award shall constitute the
Confidential Information of both parties and the parties shall require that the arbitrator of any
Dispute be bound to maintain the confidentiality of such Confidential Information. All informal
and formal negotiations between the Parties regarding a Dispute shall be treated as compromise
and settlement negotiations under applicable rules of evidence and no written or oral statements
of position or offers of settlement made during the informal or formal Dispute resolution
procedures shall be offered into evidence for any purpose, or constitute an admission or waiver
of rights by either Party.
Access to Courts. Either Party may at any time apply to a court with appropriate
jurisdiction only to (a) seek interim or provisional relief necessary to protect its rights or
property pending the resolution of a Dispute in accordance with these procedures,
including injunctive relief and specific performance, or (b) enter or enforce any final and
binding arbitration award.13.3 Scrutinized Companies Certification. In compliance
with Section 287.135(5), Florida Statutes, Cognizant and CTS US each hereby certify that
neither of them is participating in a boycott of Israel as defined in Section 287.135(1), Florida
Statutes; in not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized
Companies with Activities in the Iran Petroleum Energy Sector List and referred to in Section
287.135(2), Florida Statutes; and does not have business operations in Cuba or Syria as
defined in Section 287.135(1), Florida Statutes. In accordance with Section 287.135(3), Florida
Statutes, Client shall have the option of terminating this Agreement if Cognizant and/or CTS US
is found to have submitted a false certification as provided under Section 287.135(5), Florida
Statutes, or been placed on the Scrutinized Companies with Activities in Sudan List or the
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or been
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engaged in business operations in Cuba or Syria, or to have been placed on the Scrutinized
Companies that Boycott Israel List or is engaged in a boycott of Israel as defined in Section
287.135(1), Florida Statutes. Cognizant and CTS US further represent and warrant that, as of
the effective date of this Agreement and during the term of this Agreement, they are not and will
not be disqualified from doing business with any Florida state entities pursuant to any of the
following provisions of the Florida Statutes: Section 287.133(1) (Public Entity Crime), Section
287.133(2) (Convicted Vendor List) or Section 287.134(2) (Discriminatory Vendor List).
13.3 Binding Effect and Assignment. Neither Party may assign or otherwise transfer any of
its rights, duties or obligations under this Agreement without the prior written consent of the other
Party, except either Party may, upon prior written notice to the other Party (but without any
obligation to obtain the consent of such other Party), assign this Agreement or any of its rights
hereunder to any Affiliate of such Party, or to any entity who succeeds (by purchase, merger,
operation of law or otherwise) to all or substantially all of the capital stock, assets or business of
such Party, if such entity agrees in writing to assume and be bound by all of the obligations of
such Party under this Agreement. This Agreement shall be binding upon and inure to the benefit
of the Parties hereto and their respective successors and permitted assignees.
13.4 No Third Party Beneficiaries. This Agreement shall not confer any rights or remedies
upon any person other than the Parties and their respective successors and permitted assigns.
13.5 Notices. All notices required by this Agreement will be given in writing to the other Party
and delivered by registered mail, international air courier, facsimile, or the equivalent. Notices will
to be effective when received as indicated on the facsimile, registered mail, or other delivery receipt.
All notices will be given by one Party to the other at its address stated on the first page of this
Agreement unless a change thereof previously has been given to the Party giving the notice.
13.6 Amendments and Waivers. This Agreement may be modified only by a written
amendment executed by duly authorized officers or representatives of both Parties. No waiver by
either Party of any right or remedy hereunder shall be valid unless the same shall be in writing
and signed by the Party giving such waiver. No waiver by either Party with respect to any default,
misrepresentation, or breach of warranty or covenant hereunder shall be deemed to extend to
any prior or subsequent default, misrepresentation, or breach of warranty or covenant hereunder
or affect in any way any rights arising by virtue of any prior or subsequent such occurrence.
13.7 Severability. If any provision in this Agreement is held by a court of competent jurisdiction
to be invalid, void, or unenforceable, then such provision shall be severed from this Agreement
and the remaining provisions will continue in full force.
13.8 Counterparts. This Agreement and each Statement of Work may be executed in several
counterparts and by facsimile signature, each of which will be deemed an original, and all of which
taken together will constitute one single agreement between the Parties with the same effect as
if all the signatures were upon the same instrument. A telecopy signature shall be as legally
effective as an original signature.
13.9 Entire Agreement.This Agreement and all Statements of Work attached hereto constitute
the complete and exclusive statement of the agreement between the Parties and supersede all
proposals, oral or written, and all other prior or contemporaneous communications between the
Parties relating to the subject matter herein.
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13.10 Press Releases and Announcements. Either Party may make any public disclosure it
believes in good faith is required by applicable law, regulation or stock market rule (in which case
the disclosing party shall use reasonable efforts to advise the other Party and provide it with a
copy of the proposed disclosure prior to making the disclosure).
13.11 Headings. The section headings contained in this Agreement are inserted for
convenience only and shall not affect in any way the meaning or interpretation of this Agreement.
13.12 Consents and Approvals. Except where expressly provided as being in the discretion of
a Party, where approval, acceptance, consent or similar action by either Party is required under
this Agreement or the applicable Statement of Work, such action shall not be unreasonably
withheld or delayed.
IN WITNESS WHEREOF, Cognizant and Client have caused this Agreement to be signed and delivered
by their duly authorized officers, all as of the date first herein above written.
COGNIZANT WORLDWIDE LIMITED CLAY COUNTY UTILITY AUTHORITY,
FLORIDA
molSignature: o„! "" << Signature:
Print Name: Nicola Jones Print Name:
to Title: Authorized Person Title:
Solely for the purpose of acknowledging that CTS US may perform local services in the United States of
America in accordance with Section 1.1:
COGNIZANT TECHNOLOGY SOLUTIONS U.S. CORPORATION
Signature: Dough Jonas(Dcc 9,2022 09 55 LSII
Print Name: Douglas Jones
Title: Associate General Counsel
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EXHIBIT A
DATA PROTECTION AGREEMENT
This Data Protection Agreement (this "DPA"), is entered into by and between Cognizant
Worldwide Limited (collectively with its Affiliates, "Cognizant") and Clay County Utility
Authority, Florida ("Client") (each a "Party" and collectively, "Parties"), pursuant to the terms
and conditions of the Master Services Agreement(the "Agreement") effective December 7, 2022
between the Parties.
General Data Protection Terms
1. Introduction.
1.1. Order of Precedence. This DPA is part of the Agreement, and the terms of this
DPA are in addition to, and not in lieu of, the terms in the Agreement. The terms of this
DPA shall prevail over any conflicting terms in the Agreement's other sections.
2. Definitions.
2.1. In this DPA:
to a. "Access" or "Accessing" means to access, view, alter, use, process, transfer, store,
host, disclose, erase, destroy, or dispose of Protected Data, and includes any
operation or set of operations performed upon Protected Data, whether or not by
automated means.
b. "Applicable Laws" means the privacy, data security, and data protection laws,
directives, regulations, orders, and rules in the jurisdiction(s) applicable to the
Cognizant and/or the Services provided under the Agreement.
c. "Applicable Standards" means government standards, industry standards, and
commercially reasonable practices related to privacy, data security or data protection
that are applicable to Cognizant and the Services provided under the Agreement, or
such other standards as otherwise agreed to by the Parties and specifically set forth
in an applicable Statement of Work or other written agreement.
d. "Authorized Person(s)" means the individual(s) to whom Client or Cognizant has
granted Access to Protected Data.
e. "Employee Personal Data" means the Personal Information of the personnel of
Cognizant, Cognizant's Affiliates, or Cognizant subcontractors or other
representatives.
f. "European Data Protection Legislation" means Regulation 2016/679 of the
European Parliament and of the Council on the protection of natural persons with
regard to the processing of personal data and on the free movement of such data, and
repealing Directive 95/46/EC ("General Data Protection Regulation"), including any
applicable delegated acts adopted by the European Commission and any applicable
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national legislation made under or otherwise adopted by Member States of the EEA
pursuant to specific rights or powers contained within the General Data Protection
Regulation, together with any replacement legislation or any equivalent legislation of
any other applicable jurisdiction and all other applicable laws and regulations in any
relevant jurisdiction relating to the processing of personal data and privacy.
g. "include" or "including" means including but not limited to.
h. "Personal Data" means: any information relating to an identified or identifiable natural
person; an identifiable person is one who can be identified, directly or indirectly, in
particular by reference to an identifier such as a name, an identification number,
location data, online identifier or to one or more factors specific to the physical,
physiological, genetic, mental, economic, cultural or social identity of that person.
i. "Personal Information" means: (i) information relating to an identified or identifiable
individual in any form or medium; (ii) information related to an identified or identifiable
individual that is protected under Applicable Law (including Personal Data); or (iii)
information that is not specifically about an identified or identifiable individual but,when
combined with other information, may identify an individual. In the event that the
definition of Personal Information in this DPA is inconsistent with a definition of
Personal Data, Personal Information, or similar concept under an Applicable Law, then
the definition of such concept under the Applicable Law shall prevail solely to the
extent of the inconsistency.
to
j. "Protected Data" means the Personal Information to which Client has granted
Cognizant access for the performance of Cognizant's obligations under the
Agreement.
k. "Security Incident" means the unauthorized or unlawful destruction, loss, alteration,
or disclosure of Protected Data caused by Cognizant's breach of this DPA. Security
Incidents will not include unsuccessful attempts to Access Protected Information or to
interfere with system operations in an information system, such as "scans" or "pings"
on a firewall.
I. "Security Standards" has the meaning set forth in Section 5 of this DPA.
2.2. All capitalized terms that are not expressly defined in this DPA will have the
meaning given to them in the Agreement. All examples are illustrative and not the sole or
exclusive examples of a particular concept.
3. General Obligations.
3.1. Compliance. Cognizant agrees that, during the period in which Cognizant has been
given Access to Protected Data, it will comply with its obligations under Applicable Laws.
Cognizant will provide commercially reasonable information, assistance, and cooperation
regarding the processing of Personal Information as Client may reasonably require to
enable Client to comply with Applicable Laws, including (when required by Applicable
Laws) assisting Client (at Client's expense) with its security, notification, communication,
recordkeeping, and reporting obligations under Applicable Laws.
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3.2. Purpose Limitation. Cognizant agrees that it will Access Protected Data: (i) in
accordance with the lawful, written instructions of Client (provided such instructions are
reasonable and provided that Client shall be responsible for any material costs incurred
by Cognizant in order to comply with such documented instructions); (ii) for the proper
management and administration of Cognizant or to carry out Cognizant's legal
responsibilities under Applicable Laws; and (iii) to fulfill its obligations under the
Agreement and the relevant Statement(s) of Work.
3.3. International Transfers of Personal Information. When applicable, and where
required by Applicable Laws, the Parties agree to execute appropriate data transfer
agreements to ensure the lawfulness of cross-border transfers of Personal Information.
3.4. Duty of Confidentiality. Cognizant agrees that Authorized Persons to whom
Cognizant has granted Access to Protected Information will be subject to a duty of
confidentiality (whether such duty is contractual, statutory, or otherwise).
3.5. Individual Rights. Cognizant will reasonably assist the Client to fulfill or resolve an
individual's request for access to his or her Personal Information, including with respect to
a request from a data subject to exercise any of his or her rights under Applicable Laws
(including the rights of access, correction, blocking, objection, erasure and data portability,
as applicable). If Cognizant receives such a request directly from the individual(s),
Cognizant will promptly inform Client of the request.
to 3.6. Prohibited Personal Information. Client will not provide Cognizant with Access to
Personal Information that contains any special categories of Personal Data or information
related to criminal convictions and offenses that are not expressly disclosed in the relevant
SOW(s).
4. Obligations for Special Categories of Personal Information.
4.1. European Data Protection Requirements. If Cognizant or a Cognizant Affiliate: (i) is
established within the European Economic Area ("EEA"), Switzerland, or the UK and
processes Personal Data of EEA or UK data subjects on behalf of Client or a Client
Affiliate as part of the Services; (ii) processes Personal Data on behalf of a Client Affiliate
established in the EEA, Switzerland, or the UK as part of the Services; or (iii) processes
the Personal Data of data subjects located in the EEA, Switzerland, or the UK on behalf
of the Client or a Client Affiliate as part of the Services, then the Parties will enter into
additional EU-specific data privacy terms with respect to the Services that involve
processing of such Personal Data.
4.2. HIPAA. If and to the extent Cognizant has Access to Protected Health Information as
defined at 45 C.F.R. §160.103 ("PHI") subject to the Health Insurance Portability and
Accountability Act of 1996 ("HIPAA"), then the Parties shall enter into a mutually
agreeable Business Associate Agreement subject to the provisions of the Agreement.
5. Security Standards.
5.1. Minimum Security Standards. Cognizant agrees to implement and maintain
commercially reasonable and appropriate administrative, technical, organizational, and
physical controls designed to provide a level of security appropriate to the risk and to
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protect the confidentiality, integrity, and availability of Protected Data ("Security
Standards"), including: (i) controls designed to secure facilities, infrastructure, data
centers, servers, hard copy files, systems, equipment, applications, and devices used to
Access Protected Data, including controls to monitor, prevent, detect, and respond to
Security Incidents; (ii) policies and practices limiting Access to Protected Data only to
Authorized Persons; and (iii) procedures to regularly assess and evaluate the
effectiveness of the Security Standards.
5.2. Training. Cognizant will provide privacy and security training for all Authorized
Persons who Access Protected Data.
5.3. Client Responsibility for Employee Personal Data. To the extent that Client has
Access to Employee Personal Data, Client shall implement and maintain, in compliance
with Applicable laws, a data privacy and security program to protect Employee Personal
Data to a standard materially the same as those required of Cognizant hereunder. Client
shall collect only the minimum necessary amount of Employee Personal Data to comply
with Client's obligations under Applicable Laws.
6. Return and Disposal of Protected Data. Upon the earlier of Client's written request or
termination or expiration of the Agreement, Cognizant will securely destroy or, at Client's
expense, return the Protected Data in accordance with Client's reasonable written
instructions. Cognizant agrees to return or destroy Protected Data within ninety (90) days of
receipt of Client's written request or expiration or termination of the Agreement, as applicable;
to provided, however, that Cognizant may retain copies of Protected Information that Cognizant
is legally required to retain, subject to a continued obligation to hold the same in confidence
in accordance with this Agreement.
7. Security Incident Response.
7.1. Security Incident Response Program. Cognizant will maintain an incident response
program in compliance with Applicable Laws to respond to Security Incidents.
7.2. Notice, Investigation, and Remediation. In the event of a Security Incident,
Cognizant will notify Client without undue delay (and in no event more than seventy-two
(72) hours after confirmation of the Security Incident). This notification will include, to the
extent know at the time notice is sent: (i) a description of the Security Incident; (ii) the
categories and types of Protected Data affected; and (iii) if applicable, the categories and
number of data subjects and individual records affected. Additionally, Cognizant will
promptly investigate and remedy the Security Incident, take commercially reasonable
steps to mitigate the effects of the Security Incident and to prevent further Security
Incidents, and take other actions required of it by Applicable Laws.
7.3. No Unauthorized Statements. Except as required by Applicable Laws, neither
Party will make public statements concerning a Security Incident that references or
identifies either Party, unless both Parties have provided express written consent for any
such statement prior to its release.
8. Change in Law. If an Applicable Law becomes effective after the execution of this DPA and
is inconsistent with the terms of this DPA or otherwise requires the Parties to amend this DPA
or change the Services, the Parties agree to enter into good faith negotiations to make
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required changes to the Security Standards, the Services, and/or to amend this DPA or the
Agreement.
9. Survival. Cognizant's obligations under this DPA will survive termination or expiration of the
Agreement and/or completion of the Services solely to the extent Cognizant is required to
Access Protected Data.
IN WITNESS WHEREOF, Cognizant and Client have caused this DPA to be signed and delivered by
their duly authorized officers, all as of the date first herein above written.
COGNIZANT WORLDWIDE LIMITED CLAY COUNTY UTILITY AUTHORITY,
FLORIDA
Signature: N oialone=@[ognizanLcomNicoI ones@cogmian[w"c9,30221o3fie"T) Signature:
Print Name: Nicola tones Print Name:
Title: Authorized Person Title:
to
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Prepared For:
Cr....1..-)-
TYA- TO
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Statement of Work
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COLLABORATIVE
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A Cognizant Company Preparation Date: December 16, 2022
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
STATEMENT OF WORK
FOR
WORKDAY DEPLOYMENT SERVICES
This Statement of Work("SOW") is made effective on the 27th day of February 2023 (the "SOW Effective Date")
by and between Clay County Utility Authority, Florida ("Client"), having its principal place of business at 3176 Old
Jennings Road, Middleburg, FL 32068 and Collaborative Solutions, LLC, a limited liability company("CSLLC"), an
Affiliate of Cognizant Worldwide Limited ("Cognizant"), having its principal place of business at 11190 Sunrise
Valley Drive, Suite 110, Reston,VA 20191 for Services scheduled to begin on February 27, 2023 ("Start Date")
and expected to end on May 03, 2024.
This SOW,together with the Agreement, sets out the terms pursuant to which CSLLC will provide certain
Services, as further described below.This SOW is being entered into in connection with and subject to the terms
and conditions contained in the Master Services Agreement by and between Cognizant and Client dated as of
December 7th, 2022 (the "Agreement").All capitalized terms used herein that are not otherwise defined shall
have the same meaning as ascribed to such terms in the Agreement.
1.0 Scope of Work ("Scope")
to
The Scope set out below describes the limits of the implementation in terms of organization,
functionality, data conversion, integrations, reports, change management, and training which will be a
part of the project.
1.1 Organization Scope
1.1.1 Person Population
Population Type Count
I Active Employees Two hundred fifty(250)
Region Countries
North America United States of America
1.1.2 Language:All communication, documentation, data,and deliverables will be in English.
1.1.3 Currency: United States Dollars ("USD").
1.1.4 Security:Single sign on and activation of Workday Factory delivered security groups.
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 2
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
1.2 Functionality Scope
The following Functional Areas will be configured within the Workday application.This project is
being deployed using CSLLC's Cynergy methodology.
Functional Area Location Scope base I
HUMAN CAPITAL MANAGEMENT("HCM") I
HCM:Core United States of America 1
Compensation:Core United States of America 1
Benefits United States of America 1
Recruiting United States of America 1
Learning Management United States of America 1
Absence Management United States of America 1
Time Tracking United States of America 1
Payroll United States of America 1
FINANCIALS
Core Financial Management,Accounting,and United States of America 1
Finance
to
Financial Accounting United States of America 1
Commitment Accounting United States of America 1
Budgets United States of America 1
Banking and Settlement United States of America 1
Procurement United States of America 1
Inventory United States of America 1
Supplier&Customer Accounts United States of America 1
Business Assets United States of America 1
Expenses United States of America 1
Revenue Management United States of America 1
Project and Work Management United States of America 1 I
Planning United States of America 1
CROSS-FUNCTIONAL
Mobile Solutions United States of America 1
Employee Self-Service United States of America 1
Manager Self-Service United States of America 1 A
_____
I Configuration of the Functional Areas above will be limited to the functionalityScope contained in
g p
Appendix D of this SOW.
This agreement is proprietary and confidential to Collaborative Solutions, LLC. 3
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
1.3 Data Conversion Scope
Four (4) tenant builds are included in the Scope of this SOW. Data from Client's copy of current
production systems will be converted into Workday during each of the conversion cycles
without data scrambling or masking. Data scrambling or masking is not included in the Scope of
this SOW, except for email addresses for all person types which will be masked until the
Gold/pre-production build. The tenant builds for this SOW include:
Foundation tenant morphs to configuration tenant(the configuration tenant consists of
up to three (3) Workset Data Loads)
End-to-end tenant
Parallel tenant
Gold/pre-production tenant
The Data Conversion Scope is further detailed in Appendix E. Cynergy data validation reports will
be provided as a starting point for data conversion files. Minor modifications will be necessary
for Client specific requirements of additional data points; however, any additional changes to
to the delivered reports will require a fully executed Project Change Order Form ("Change Order").
1.4 Interfaces/Integrations Scope
The integrations listed in the Appendix B are included in the Scope of the project. Below is a summary of
the integration counts.
Integrations Owner Cloud Connect Enterprise Interface Workday Other
Builder/Document Studio
Transformation Service
CSLLC Twenty-six(26) Four(4) Ten(10) Four(4)
Client Zero(0) Eight(8) Zero(o) One(1)
1.5 Report Scope
All Workday delivered standard reports associated with the Scope listed in Section 1.2 are
included in the Scope of the project. CSLLC has included a set number of twenty(20) hours of
assistance for additional custom reporting support and training as part of CSLLC's estimate.
All custom reports provided are listed in Appendix B.
1.6 End User Organizational Change&Training("OC&T")Scope
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 4
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
As they relate to the applications, areas, and events specified in Sections 1.1 and 1.2 above,
CSLLC will complete a fundamentals OC&T Service. Specific Services and tasks to be performed
by CSLLC and the Client are detailed in Section 2.0 below. All OC&T activities, communication,
materials, and deliverables will be conducted and/or produced in English.
to
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 5
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
2.0 Services and Responsibilities
This section identifies the Services to be performed by CSLLC and the Responsibilities of the Client.
Stage CSLLC Services Client Responsibilities
Strategy Assemble the CSLLC project team for Strategy Assemble the Client project team
Conduct Strategy planning sessions for this Identify stakeholders,sponsors,and
stage super users
Schedule Strategy meetings and status Participate in Strategy planning
reporting sessions for this stage
Participate in weekly project meetings Jointly schedule Strategy meetings
Jointly schedule Strategy workshops and status reporting
Conduct Strategy workshops Participate in weekly project
meetings
Deliver Workday considerations and key
design decisions documentation Jointly schedule Strategy workshops
Deliver end-to-end process maps for strategic Participate in Strategy workshops
processes Provide interface requirements and
Create the executive presentation summary of existing architecture
Strategy findings and recommendations Begin Workday training
tO Conduct leadership meetings to align on Provide plan and policy documents
project approach, resource requirements and Identify initial risks and
expectations,future vision and key changes recommendations to reduce risk
and potential impacts
Sign-off on stage
Provide stage sign-off document
Plan • Assemble the CSLLC project team e Identify and provide project team and
Deliver discovery templates(deployment project Subject Matter Experts
discovery questionnaire,integration discovery) ("SM Es")
Create integrations discovery list Participate in functional and technical
planning sessions
Create the integration tracker
Conduct functional and technical project Provide input into the project charter
planning sessions Provide input into the project plan
Create the project charter Approve and sign-off on project
Create the project plan charter and project plan
Provide interface requirements and
Identify initial risks and recommendations to existing sample files
reduce risk
Schedule recurring project meetings and status Notify third party vendors and obtain
consensus on project timelines
reporting
Provide third-party vendors contact
Create baseline tenant management plan information and confirm third party
Provide the data-gathering workbook for the vendors agree to project timeline
foundation tenant Provide the completed discovery
Provide the sample data conversion and templates
validation strategy template; advise on
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 6
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Stage CSLLC Services _ Client Responsibilities
development of the Data Conversion Strategy Identify initial risks and
& Plan recommendations to reduce risk
Provide design document templates Lead development of the Data
Jointly schedule architect workshops(SMEs Conversion Strategy& Plan
planning for design) Jointly schedule architect workshops
The CSLLC project team will coordinate project (SMEs planning for design)
preparation and kickoff Complete Workday training including
Create the executive presentation for project integration and functional training
kickoff meeting Lead project kickoff meeting
Participate and support the project kickoff Participate in Foundation Data Model
meeting Sessions
Conduct Foundation Data Model Sessions Provide plan and policy documents
Provide Test Strategy sample template;advise Lead development of Test Strategy
on development of the Test Strategy • Work with CSLLC to set up CSLLC's
Work with Client to set up CSLLC's secure secure transfer site for sharing
transfer site for sharing confidential/private confidential/private employee data
employee data Provide implementation tenant for
Build foundation tenant exclusive use in this project
t0 Provide exception reports/issues log from Provide Client personal
tenant build data/personally identifiable
Deliver Cynergy tenant validation reports and information for build of foundation
support validation efforts of foundation tenant tenant and submit to CSLLC's secure
Provide stage sign-off document transfer site
Review and resolve issues from
exception reports
Validate foundation tenant build
• Sign-off on stage
Architect& Manage the project plan Provide input to the project plan
Configure Conduct weekly project meetings and Participate in weekly project meetings
workstream meetings,co-lead steering and workstream meetings,co-lead
committee meetings Steering Committee meetings
Conduct iterative workset design and playback Provide project SMEs for iterative
workshops workset design and playback
Develop the CSLLC assigned integration design workshops
approach documents; advise Client on Participate in iterative workset design
development of design approach documents and playback workshops
for Client assigned integrations Assist in clarifying configuration
Provide the data-gathering workbooks for the requirements
configuration tenant Conduct integrations architect
Deliver the initial functional design workshop for Client assigned
documentation for sign-off integrations
Assist with questions regarding mapping of Develop Client assigned integration
data to Workday data model design approach documents
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 7
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Stage CSLLC Services Client Responsibilities
Build configuration tenant • Review and sign-off on functional
Provide exception reports/issues log from design documents
tenant build Agree to integration design approach
Deliver Cynergy tenant validation reports and documents(after detailed design
support validation efforts of configuration approach review sessions)
tenant Finalize Data Conversion Strategy and
Provide baseline end-to-end Test templated Plan
scenarios to Client for review and use • Update data-gathering workbooks for
determination configuration tenant
Conduct smoke test for configuration tenant Develop extract scripts and provide
Begin functional knowledge transfer process validated extract data from legacy
during configuration tenant smoke testing system(s) into a single set of data into
the CSLLC prescribed data conversion
Jointly conduct Workday Customer templates for load into the Workday
Confirmation Sessions("CCS") platform for the configuration tenant
Develop CSLLC assigned integrations Provide Client personal
Conduct smoke testing of integrations data/personally identifiable
developed by CSLLC information for configuration tenant
Create Integration operations instruction and submit to CSLLC's secure transfer
guides for CSLLC assigned integrations site
to Update functional design documents Validate configuration tenant build
Provide smoke test scenarios from architect Review and resolve issues from
workshops and advise on Client defined test exception reports
scenarios Review existing reports and confirm
Provide input on test management processes which Workday report will meet
and tools including defect management,status these needs and identify any
tracking/reporting and daily test status necessary custom reports as part of
meetings the Architect&Configure stage
Review Client defined test scenarios for end- Finalize Test Strategy
to-end and production dress rehearsal Develop catch-up data transaction
Design,develop and smoke test CSLLC entry approach
assigned reports Define and document test plan and
Deliver final CSLLC maintained design test scenarios (end-to-end and
workbooks to Client at the end of the stage regression)
Assist with questions regarding mapping of Jointly conduct CCS
data to Workday data model Develop Client assigned integrations
Build of end-to-end tenant Conduct unit testing of configuration
Provide exception reports/issues log from end- Conduct smoke testing of integrations
to-end tenant build developed by Client
Deliver Cynergy tenant validation reports and Create integration operations guides
support validation efforts of end-to-end tenant for all Client assigned integrations
Provide stage sign-off document Review integration smoke test results
and final integration design in order
to provide sign-off of integrations
ready for end-to-end testing
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Stage CSLLC Services Client Responsibilities
• Participate in functional knowledge
transfer during configuration tenant
unit testing
• Define and implement test
management processes and tools
including defect management,status
tracking/reporting and daily test
status meetings
Develop comprehensive cross-
functional scenarios from smoke
and/or end-to-end Test templated
scenarios provided by CSLLC
Review and finalize test scenarios,
test scenario assignments and
detailed daily test plan
• Finalize test scenarios,test scenario
assignments and detailed daily test
plan
Train and prepare testers for testing
Develop material to be presented at
to the Test Kickoff meeting
Design,develop and unit test Client
assigned reports
Sign-off on functional design
documents
• Develop extract scripts and provide
validated extract data from legacy
system(s) into a single set of data into
the CSLLC prescribed data conversion
templates for load to the Workday
platform for the end-to-end tenant
Provide Client personal
data/personally identifiable
information for end-to-end tenant
and submit to CSLLC's secure transfer
site
Validate end-to-end tenant build
• Review and resolve issues from
exception reports
• Sign-off on stage
Test Manage the project plan Provide input to the project plan
• Conduct weekly project meetings and • Participate in weekly project meetings
workstream meetings,co-lead Steering and workstream meetings,co-lead
Committee meetings Steering Committee meetings
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Stage CSLLC Services Client Responsibilities
Participate in test kickoff session Lead test kickoff session
Conduct one(1) hour navigation review per • Lead daily end-to-end and parallel
workstream,at start of test cycle test meetings
Create integrations schedule recurrence Execute all test scenarios(end-to-end,
tracker user acceptance and regression)and
Support integration defect resolution for CSLLC provide test management(e.g.,
assigned integrations testing coordination,compiling
scenarios, reporting metrics,etc.)
Provide functioning CSLLC assigned interfaces
per the test plan Resolve Client assigned test incidents
Prepare and conduct production dress Support integration defect resolution
rehearsal-user experience sessions for Client assigned integrations
Prepare and conduct production dress Provide functioning Client assigned
rehearsal—governance&engagement interfaces per the test plan
Prepare and conduct production dress Coordinate, plan and participate in
rehearsal—support operations production dress rehearsal -user
Coordinate the first Workday product release experience sessions
during the project along with knowledge Coordinate, plan and participate in
transfer for the Client to manage subsequent production dress rehearsal—
updates governance&engagement
to Participate in one(1)thirty(30) minute daily Coordinate, plan and participate in
end-to-end or parallel test status meeting, production dress rehearsal—support
limited to one(1)CSLLC functional workstream operations
consultant and one(1)CSLLC integration Client SMEs to participate in
consultant,if applicable for workstreams knowledge transfer meetings
where there is an open issue Develop subset or supplemental
Conduct up to five(5)one(1) hour knowledge scenarios for additional testing during
transfer meetings, per workstream Test stage
Resolve CSLLC assigned test incidents;advise Plan and execute performance testing
Client in resolution of Client assigned test if required by Workday
incidents Update system configuration as
Assist with questions regarding mapping of required
data to Workday data model • Update design documentation (as
Build of parallel tenant required by internal Audit team)
Provide exception reports/issues log from Participate in the first Workday
parallel tenant build product release during the project;
Deliver Cynergy tenant validation reports and coordinate activities related to
support validation efforts of parallel tenant subsequent updates
Support execution of two(2) payroll parallel Complete test of extraction and load
cycles per Client defined parallel test process for catch-up data transaction
management strategy and success criteria entry
Provide sample deployment cutover plan, Develop extract scripts and provide
advise Client in developing detailed cutover validated extract data from legacy
plan system(s) into one(1)set of data into
the CSLLC prescribed data conversion
Provide knowledge transfer workbook for sign-
off
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Stage CSLLC Services Client Responsibilities
• Provide stage sign-off document templates for load to the Workday
platform for the parallel tenant
• Provide Client personal
data/personally identifiable
information for parallel tenant and
submit to CSLLC's secure transfer site
Validate parallel tenant build
• Review and resolve issues from
exception reports
Complete catch-up data transaction
entry for parallel
Execute two(2) payroll parallel cycles
per Client defined parallel test
management strategy and success
criteria
Manage and sign-off on all test results
(end-to-end, parallel, and regression)
Develop deployment cutover plan
• Complete and sign-off on the
to knowledge transfer workbook
• Sign-off on stage
Deploy Manage the project plan Provide input to the project plan
Conduct weekly project meetings and Participate in weekly project meetings
workstream meetings; participate in Steering and workstream meetings;conduct
Committee meetings Steering Committee meetings
Provide the Workday Go-Live Checklist and Manage and execute to the deploy
Move-to-Production Authorization cutover plan
Schedule and conduct final Workday Delivery Develop extract scripts and provide
Assurance reviews validated extract data from legacy
Update integration schedule and recurrences system(s) into a single set of data into
tracker the CSLLC prescribed data conversion
templates for load to the Workday
Assist with questions regarding mapping of platform for the Gold tenant
data to Workday data model
Build of Gold tenant Provide Client personal
data/personally identifiable
Provide exception reports/issues log from Gold information for Gold tenant and
tenant build submit to CSLLC's secure transfer site
Deliver Cynergy tenant validation reports and • Validate Gold tenant build
support validation efforts of Gold tenant Review and resolve issues from
Build of Sandbox Tenant and Migration to exception reports
Production Tenant Provide required sign-off for Sandbox
Deliver Cynergy tenant validation reports and configuration migration to production
support validation efforts of sandbox tenant
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Stage CSLLC Services Client Responsibilities
Verify migration of CSLLC assigned integrations Verify migration of Client assigned
Schedule integrations according to the integrations
integrations schedule recurrence tracker Jointly complete the Workday Go-Live
Schedule the transition to production support announcement
meeting with Client(held after move-to- Approve and sign-off on the Workday
production) Go-Live Checklist and Move-to-
Jointly complete the Workday Go-Live Production Authorization
announcement Create and distribute the Workday
Provide stage sign-off document Go Live announcement
• Sign-off on stage
Post- Provide standby support after the move-to- Complete catch-up data transaction
Production production as defined by the number of weeks entry
Support in the timeline outlined in Section 3.3 • Staff and manage help desk
Conduct knowledge transfer sessions for CSLLC • Make any updates to production
developed integrations • Sign off on stage
Conduct payroll support
Conduct support for first financial period close
to Provide Stage sign-off document
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
OC&T Services
Full Platform CSLLC Services CCUA Responsibilities
Organizational • Provide all Change Management tools and • Provide organizational change counterpart to
Change templates regularly interface with CSLLC's OC&T team
• Provide 100 hours of change management • Provide input and approval of all facets of the
advisory support change management strategy and timeline
• Facilitate weekly workstream meetings for on- • Participate in OC&T workstream meetings
going support and guidance on usage of tools and • Participate in OC&T Kickoff
templates,for the duration of the project • Participate in OC&T Architect workshop(s)
• Attend and participate in the Project Kickoff • Identify stakeholders,sponsors,and change
meeting
champions
• Develop preliminary OC&T Timeline/Project Plan • Provide OC&T resources to attend and engage
by end of Plan stage
in functional alignment workshops
• Conduct OC&T Kick Off Workshop(s) • Develop and maintain Change Impact Analysis
• Conduct OC&T Architect Workshop(s) • Prepare Change Impact Executive Summary
• Advise on development of the Change Impact • Conduct Organizational Readiness
Analysis up to the end of Architect&Configure
t0 stage Assessments
• Advise on Change Impact Executive Summary
• Develop and maintain Communications Plan
• Advise on development of the Communications
• Develop and deliver all end-user
Plan up to the end of Architect&Configure stage communications
• Develop Change Network Strategy and
• Advise on Stakeholder Identification manage Change Network
• Advise on User Experience Sessions,up to 40 • plan, lead,and execute User Experience
hours
Sessions
• Advise on overall Change Strategy • Provide any necessary translations
• Manage and implement Change Sustainment
Strategy/Plan
End User • Develop Training Needs Analysis and Training • Provide organizational training counterpart to
Training Curriculum Plan regularly interface with CSLLC's OC&T team
• Provide access to all job aids for functional areas • Review and approve the Training Needs
in scope Analysis and Training Curriculum Plan
• Lead development of all end-user training
materials as defined in the Training
Curriculum Plan
• Lead development and configuration of in-
system guidance(help text,guided tours,etc.)
• Provide any necessary training translations
• Coordinate training delivery and deployment
to end user populations
• Deliver training to all end user populations as
defined by the Training Curriculum Plan
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Full Platform CSLLC Services CCUA Responsibilities
• Register training participants and track
training completion
• Assess training effectiveness
• Measure and report on end user adoption
• Coordinate training remediation
3.0 Project Approach
3.1 Methodology
The implementation will be completed by following CSLLC's Cynergy methodology which
consists of the following stages: Plan,Architect& Configure,Test, and Deploy. The specific tasks
and durations to complete these tasks will be detailed in the Project Plan, Project Charter and
Project Schedule which are to be developed jointly by the CSLLC Engagement Manager ("CSLLC
EM") and the Client Project Manager.
to
3.1.1 Delivery Model
CSLLC will deliver this implementation using the onshore Global Delivery Center("GDC") delivery
model. CSLLC is providing a project team comprised of Workday certified experts both at
onshore and GDC locations that provide the knowledge required to ensure a successful
implementation utilizing a combination of Client specific requirements and industry best
practice.
3.2 Governance
Project Management
In the Plan stage of the project,the CSLLC EM will work with the Client Project Manager to
develop a detailed Project Plan to be used to maintain project tasks and timelines.A Project
Charter will be created to guide the team in maintaining Scope and project objectives.The
Project Charter will also define the path of issue escalation.
Finalization of the Scope,as determined during the Plan and Architect&Configure stages, may
require the project team to revise the estimates and resource requirements for the remaining
stages of the project.
Change Control Process
Any additional or modified Scope of Services shall be documented in a separate written and fully
executed Change Order using the template set forth in Appendix C. Such form shall include the
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
written approval of an authorized representative of Client before CSLLC will begin any additional
work or incur any charges or fees outside the Scope of this SOW. Client and CSLLC agree to the
following Change Control Process when a Change Request is issued:
Step 1:CSLLC will prepare a description of the necessary change including Scope,
process, cost, impact to timeline, impact to resources along with a list of alternative
solutions.
Step 2:The Client Project Manager will review and approve or reject within his or her
authority or escalate to the Executive Sponsor for review and approval or rejection.
Step 3:Client will review and approve or deny additional information for all Change
Requests within three (3) business days so as not to cause any unnecessary delay in the
project timeline.
Step 4:Any approved change request will be documented and become an addendum to
this SOW.
Status Reporting
During the Plan Stage of the project,the CSLLC EM will coordinate with the Client Project
Manager to establish a set of regularly scheduled meetings to present project status and risks.
These will include, but are not limited to, a monthly Steering Committee meeting, a weekly
Project Core Team Status meeting, weekly workstream meetings, a weekly Project Management
to meeting, and additional meetings, as needed.The CSLLC EM will report out at the Steering
Committee and Team Status meetings on the status, activities, issues, and other relevant project
information.
The monthly Steering Committee meeting will include a review of the project timeline and
status, accomplishments to date, upcoming project activities and milestones, review of issues
and risks requiring action from the Steering Committee members, potential changes to Scope
and a review of the financials of the project.The Steering Committee will include a readout by
the CSLLC EM on the state of the project; participation may be in person or remote.
A weekly Status Meeting will be held with the core team and the Client Project Manager to
assess recent accomplishments, issues, risk factors and to ensure that the work planned for the
next two (2)weeks is properly resourced. Risk factors and roadblocks will be assessed and either
resolved or escalated. In addition to these meetings, meetings with functional teams will be
scheduled to review and resolve any open issues.
All meeting agendas, status reports, steering committee presentations, issues log, project plan
and the project charter will be stored on the Project Collaboration Site as referenced in Section
4.0 Assumptions& Dependencies.
Knowledge Transfer
Over the course of the project, CSLLC will conduct functional and technical knowledge transfer
through iterative workset design and playback sessions, CCS,weekly workstream meetings and
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
during the Test stage.Additional knowledge transfer will occur during the Post-Production stage
as needed.To formalize knowledge transfer, CSLLC will complete and require sign-off by the
Client of the Knowledge Transfer workbook. CSLLC and Client will utilize the Knowledge Transfer
workbook to track progress and topics during each stage. If Client requires additional knowledge
transfer,this may result in a Change Order. Process documentation (e.g., operational guides and
process flow diagrams) is not in Scope for knowledge transfer, except for the Integrations
Operations Guide for CSLLC owned integrations.
3.3 Projected Schedule
The time required to complete the project is based on the contents of this SOW. Unless
otherwise mutually agreed upon, Services under this SOW are expected to commence ten (10)
business days from the date of execution by the Client and CSLLC.The estimated duration and
estimated start date of each Project Stage is listed below, pending execution of this SOW and
availability of Client resources and training.The Client Payroll schedule may require an
adjustment on the estimated start date for the Deploy and Post-Production stages. If the Client
Payroll schedule requires an adjustment,the number of weeks defined in the timeline below will
determine the new stage start and end dates for the Deploy and Post-Production stages.
Client resources will attend Workday fundamentals training for the functional areas in Scope
to prior to the start of the Architect&Configure stage, and Client resources which are assigned to
design/build integrations (as indicated in the integrations Scope) will complete the required
Workday training (report writing, calculated fields, and integration-related classes) prior to the
start of the Architect& Configure stage. If training is not attended,this could result in a
significant impact to the time and cost of the project.
The project will be completed in one (1) phase—as presented below.The timeline for the
project is as follows:
Project Timeline
Architect& Blackout Post Total
Strategy Plan Test Parallel Deploy
Configure Week Production Weeks
Weeks 6 7 20 10 1 8 4 6 61
Start 2/27/2023 4/10/2023 5/29/2023 10/16/2023 12/25/2023 P 1/2/2024 2/26/2024 3/25/2024
Finish 4/7/2023 5/26/2023 10/13/2023 12/22/2023 12/29/2023'2/23/2024 3/22/2024 5/3/2024
Note: This project runs for sixty-one (61)weeks, and the timeline listed above includes a blackout in
Services from December 25, 2023,through December 29, 2023 (the "Blackout Period"). During the
Blackout Period, CSLLC will not be obligated to perform any Services identified herein.
Estimated Start Date: February 27, 2023
Estimated project Go-Live: March 22, 2024
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Estimated End Date: May 03, 2024
Note:
Integrations will be developed based on a timeline dependent on the batches defined in
the integrations planning sessions and third-party vendor availability.
Functional architect hours are assumed to be heavier in the Architect& Configure stage
and will reduce to high level oversight following CCS.
3.4 Resources
The following resources and hours are planned for the Project.
Client Estimated Level of Effort
Client resource estimates are provided as "best estimates."These estimates are provided to
assist Client with resource planning.The Client level of effort estimated by phase and stage is as
follows:
Client Go-Live
Architect& Post Total
Strategy Plan Test Parallel Deploy
Configure Production Weeks
Weeks 6 7 20 10 8 i 4 6 61
Project Manager 0 141 405 203 161 81 121 1,112
Testing Lead 0 168 480 240 192 96 0 1,176
Strategy 189 0 0 0 0 0 0 189
Change Management&Training 0 16 116 71 56 28 14 301
Absence Management 0 39 195 101 0 27 27 389
Benefits 0 80 317 105 0 29 29 560
HCM Core 0 110 519 219 0 72 81 1,001
Compensation Core 0 35 164 69 0 23 26 317
Learning 0 48 188 -
62 0 17 17 332
Payroll 0 118 725 402 0 375 107 1,727
Recruiting 0 65 313 135 0 45 51 609
Time Tracking 0 39 193 99 0 80 27 438
Banking and Settlement 0 39 193 99 0 27 27 385
Budgets 0 19 97 50 0 14 14 194
Business Assets 0 32 155 80 0i 21 21 309
Customer Accounts 0 23 113 59 0 15 15 225
Expense Management 0 32 155 80 0 21 21 309
Financial Accounting 0 78 385 198 0 53 53 767
Inventory 0 37 180 93 0 24 24 358
Planning 0 78 385 198 01 53 53 767
Procurement 0 45 225 116 0 32 32 450
Projects 0 27 129 66 0 18 18 258
Supplier Accounts 0 45 225 116 0 32 32 450
Reporting 0 2 8 11 0 5 2 28
Data Conversion 0 35 203 122 0 48 48 456
Integrations 0 107 2,279 950 0 425 78 3,839
Total Est.Hours 1891 1,458 8,347 3,944 409 1,661 938 16,946
For a definition of Client roles and responsibilities assigned to the project, see Appendix A.
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Resource estimates in the table shown above are for the core project team and are
representative estimates based on the experience of other CSLLC customers with projects of
a similar Scope. Please note, a single role in the table above may be fulfilled by multiple
resources (example: two (2) resources sharing the Payroll work) or conversely, multiple roles
may also be fulfilled by a single resource (example: one (1) resource responsible for both
Time Tracking and Absence Management).
Beyond the hours shown in the table above for the core team, participation will be needed
from various other SMEs as required. Examples include but are not limited to, extended
team input into architect workshop decisions,other internal departments (e.g., Finance)
identifying test scenarios, additional resources assisting with testing execution, and
Legal/Internal Audit providing oversight/input regarding controls.
All hours for the Reporting role are not shown in the table above.The estimate reflects a
bucket of hours scoping approach. Custom reporting requirements will be defined during
the project. It is assumed Client is responsible for custom reporting beyond what is specified
as CSLLC responsibility in Appendix B.
4.0 Assumptions& Dependencies
The Services, labor estimates, and Pricing presented in this SOW are dependent on the following
assumptions being true. Pricing,terms and conditions herein are effective only upon execution of this
to SOW by both Parties. CSLLC reserves the right to alter any pricing,terms and conditions prior to the
execution of this SOW.
Client will:
a. Timely complete each item listed as a Client Responsibility in Section 2.0.
b. Have the necessary project and executive management support to review and make timely decisions
as well as coordinate the activities of this project with other Client projects which may be occurring
simultaneously.This includes gathering any necessary approvals from governing bodies, such as a
Works Council, needed to proceed with the project.
c. Have the necessary resources available in each stage, according to how they are identified in the
staffing and project plans. Resources will be empowered and capable of making decisions on behalf
of the Client. Resources will include, but are not to be limited to, functional and technical leads, and
applicable business process and SMEs. If resource and/or priority conflicts occur,they will be
discussed and resolved with the project Steering Committee.
d. Provide all required technology needs, connectivity, and network access to all relevant Client
applications necessary for the deployment.The CSLLC consultants will have access to software
including security rights and passwords where required in order to complete the deployment.CSLLC
resources will provide their own laptops. If Client owned laptops or virtual machines are required to
be used,this may result in a Change Order.
e. Be responsible for workstation compliance to Workday's minimum requirements. Client has
determined their technical needs will be met, and internal systems and policies, as well as third-
party vendors, are compatible with Workday.Any technical issues which may arise during
implementation are to be resolved by Client.
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f. Lead the coordination with any Client's third-party vendor involvement required to complete the
Services. Client understands that some of their third-party vendors may charge fees for the
completion of Services and such fees are the sole responsibility of Client.
g. Unless otherwise agreed by CSLLC's internal security organization,the Client shall use CSLLC's secure
transfer site for the secure exchange of sensitive employee data with the CSLLC support personnel.
Client will agree to limit use for data conversion or production support purposes only for the
duration of the activities required. CSLLC will inactivate the secure transfer site within thirty
(30)days after the support activities are completed. Client will not use CSLLC's site for the
transmission of any integration files for third-party vendors. CSLLC is not responsible for back up,
archiving, or maintenance of files stored on the secure transfer site. In the event CSLLC utilizes its
internal "Daytona"tool for data conversion ("Daytona"), Daytona and all of its components must be
installed on the CSLLC secure cloud server and utilized solely within CSLLC's secure transfer site.
Further, Daytona IP addresses must be added to the tenant whitelist. Daytona uses its own
implementer account that must be excluded from Multi-Factor Authentication ("MFA").
h. Use CSLLC provided central repository solution for non-sensitive project document sharing and
CSLLC's secure transfer site for the secure exchange of sensitive Client employee data with the
CSLLC project team.
i. Seek to minimize the amount of plan and/or Client changes during the course of the project, with
any changes finalized by the end of the Architect & Configure stage. If this milestone is not met,this
may result in a Change Order and potentially impact timeline.
to j. Perform all of the Client responsibilities in the stages identified, and per the project plan including
but not limited to sign-off at the completion of each stage, provision of data files, provision of test
scenarios, execution of test scenarios and integration testing.
k. Be solely responsible for testing and any move-to-production activities,which shall include
configuration, business processes, data, reports and integrations. Client will provide written
acceptance of test results to CSLLC prior to any move-to-production.
I. In the event CSLLC is required to assist Client with move-to-production activities, Client will provide
written approval if CSLLC's assistance is required during Client's move-to-production activities. Upon
completion of move-to-production activities, Client will verify production results and shall be solely
responsible for production accuracy. Client shall provide written acceptance to CSLLC after such
move-to-production activities have been completed.
m. Adhere to the outlined meeting schedules defined in the Section 2.0 Services and Responsibilities
table; any variation could result in an impact to cost and timeline.
n. Coordinate participation from key stakeholders and project team to attend a single CSLLC led
architect workshop and CCS per functional area. If additional workshops or sessions are needed, the
Client Project Manager will work with the CSLLC EM to determine impact to project hours and
timeline.
o. Use CSLLC tools and templates. If the Client requires CSLLC to utilize Client specific/owned tools and
templates,the Client Project Manager will work with the CSLLC EM to determine impact to project
hours.
p. Processing of payroll occurs out of a centralized office for all locations included in the payroll Scope.
q. Tax filing will be handled by a third-party vendor. Workday does not currently support tax filing as
part of the core Workday payroll module and only provides basic tax balancing reports as part of the
delivered payroll module.
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r. If 1099R tax elections and payroll processing are required,those will be handled by a third-party
vendor.Workday does not currently support 1099R tax elections or processing as part of the core
Workday payroll module.
s. Payroll commitments, payroll obligations, and position budgets are not included in the Scope of this
SOW.
t. Delivered Workday Fair Labor Standards Act ("ELSA")functionality will be used.
u. Payroll Tax Data conversion is Not In Scope
Integration Assumptions
a. Integration estimates will be reviewed at the completion of the Architect & Configure stage as well
as during the Configure stage of the project.Adjustments may be required after further analysis and
any possible changes to Scope. If a configured integrations template does not satisfy Client's unique
requirements, a custom integration will be a viable solution and can be built at an additional cost.
b. Client integration functional owners are available for integration discovery and design sessions
throughout the Plan and Architect&Configure stage.
c. Client integration resources are Workday trained before they are assigned integration development
access in implementation tenants.
d. Client design meetings for each integration will not exceed eighty-five (85) hours across all
integrations. If additional effort is required, a Change Order may be required .
to e. CSLLC Integration team assistance for Client built integrations will not exceed fifty (50) hours.
f. Requirements and specifications for all in Scope integrations will be available by the start of the Plan
Phase. If additional effort is required, a Change Order may be required.
g. Client integration workstream meetings will be limited to a maximum of two (2) hours per week for
all integration resources. If additional effort is required, a Change Order may be required.
h. Inbound integrations are scoped using Workday standard fields. If Workday custom objects are
needed to store data,the integration effort will need to be revised.
i. Workday required performance testing is not in Scope.
j. Integrations (both CSLLC and Client owned) may be separated into batches depending on priority,
critical and project timeline impacts;timelines could be adjusted due to delays in requirements or Client
accessibility. Batches will have varying timelines to accommodate prioritization and architect
workshop schedules to reduce rework.
k. Integrations dependent upon Foundation Data Model ("FDM") may follow separate milestones and
testing cycles.
Authentication Assumptions
a. CSLLC will advise Client of the Workday options for a single sign-on solution and will perform the
applicable authentication setup within the Workday tenant.
b. MFA is managed by Client and if Workday MFA setup is required this will result in an increased level
of effort.
c. Client is responsible for all implementation work outside of the Workday tenant (e.g., Security
Assertation Markup Language (SAML) setup, identity server). Client will provide the appropriate
resource commitments and skill sets depending on the single sign-on option selected during design.
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Data Conversion Assumptions
a. Client's project team will provide a single data file to CSLLC for each template regardless of the
number of legacy systems.
b. Client is responsible for data validation and mapping requirements for all data. Client will provide all
translation values and mapping to CSLLC within the design configuration workbooks.
c. Client is responsible for updating, testing, and maintaining delivered data extraction
scripts/accelerators to accommodate Client's specific configuration or design.
d. The CSLLC consultant project team will then load the provided information directly into the Workday
tenant using Workday's web services. As data conversion is an iterative process,the Client will be
responsible for all data cleanup identified during the process and is responsible for supporting
multiple data extracts from the legacy systems.
Testing Assumptions
a. Client will provide a Test Lead unless otherwise stated in Section 3.4 who is responsible for
overseeing test scenario creation and consolidating scenarios to be used for end-to-end, production
dress rehearsal, Parallel and Regression testing, managing testers, and reporting out testing metrics.
b. Client and CSLLC will implement a change control process to review and approve proposed
enhancements coming out of testing to identify the priority and potential impact to timeline,
to resources and level of effort prior to changes being made.
c. Client will finalize and sign-off on end-to-end testing prior to entering parallel testing. Exceptions
must be agreed upon by CSLLC if additional end-to-end testing is required prior to entering parallel
testing.
d. If testing is not complete within the time specified in the timeline, a Change Order is required.
e. Client will coordinate participation from project testers to be co-located together on a remote basis,
or at a mutually agreed upon shared site if CSLLC is able to travel in accordance with its internal
policies and procedures. If additional support locations are needed for testing,the Client Project
Manager will work with the CSLLC EM to determine impact to project hours and timeline.
f. During Cycle One(1) of end-to-end Testing, CSLLC will resolve assigned test incidents working
alongside Client resources as part of knowledge transfer. For end-to-end Cycle Two (2) and beyond,
Client resources will lead the resolution of test incidents with support from CSLLC.
g. Two (2) parallel payroll testing cycles during the parallel stage are assumed to be in the Scope of this
SOW.
h. Client is responsible for providing any executive summaries for parallel reporting to the project
leadership team.
i. Client assumes Workday Federal and State tax calculations are correct based on proven eco-system
wide use across Client's Workday base.Client will manually spot check calculations during end-to-
end testing.
j. When a Workday Update occurs,the only additional changes which will be included in the project
are those which are automatically required by Workday. Any additional functionality to be
implemented as part of a Workday product release will be treated as additional Scope and managed
through CSLLC's Change Control Process.
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k. Prior to the start of the Test stage, if CSLLC determines that an Object Master Tenant ("OMT") is
required,the OMT will be the source for the Parallel and/or Pre-Production tenant(s).The OMT will
include only Client approved/validated configurations. CSLLC will maintain sole access to the OMT.
Strategy Assumptions
a. Client Executive Sponsor(s) will be available to participate in Plan/Visioning sessions to set goals and
objectives,vision, and help guide the governance and decision-making framework for the project.
b. Project does not include any current state process mapping sessions, or any development of process
tools and templates (e.g., checklists,job aids, user knowledge articles).
c. Project does not include any Human Resources program policy reviews or re-writing.
d. Future-state process maps will include steps inside and outside of Workday, and not include non-
Workday system workflows and architecture (e.g., Learning systems, Financial systems).
e. Future-state process maps will include one (1) iteration for each end-to-end process design.
f. Non-Workday Technology assumptions—
i. Client will extract and consolidate required documentation from non-Workday Human
Resources systems to CSLLC as required for review and analysis.
ii. Issues and progress tracking for technology changes to be made with third-party vendors to
be managed and owned by Client.
to
Government Deployment Approach Assumptions
a. CSLLC Team will utilize pre-configuration to conduct the alignment sessions in the Architect &
Configure stage. The approach for the alignment sessions will be to review pre-configuration and
then align areas which are in Scope but are not part of the pre-configuration.
b. Business process configuration is limited to the processes defined in Appendix D.
c. The Workday pre-configured content will be leveraged as the basis for design and configuration
within the Scope of this project. CSLLC will not be performing a traditional fit-gap analysis on Client
business requirements. If the pre-configured tenant is not appropriate for the Client, as determined
by the Client, additional professional Services may be required. The Client is ultimately responsible
for verifying that the pre-configured content is appropriate.
d. Integrations to be designed to current state requirements and not reformatted during timeline
unless Workday delivered templates are available for deployment. If current state is no longer
supported,the effort will need to be assessed and the timeline may be impacted.
e. Alignment workshops & CCS will each take place over a three (3)week period during the Architect&
Configure stage and may require overlap of individual workstreams.
f. CSLLC will present the applicable Deliverables to the Client and the Client will have three (3)
business days to provide a specific list of reasonable issues to be remedied. CSLLC will address issues
and resubmit the deficient Deliverables.After three (3) business days, should the Client not provide
a list of issues,the Deliverables will be deemed complete. Use of the Deliverables by the Client will
deem the Deliverables as completed.
General Assumptions
a. The CSLLC will operate in a global delivery model from onshore and CSLLC's GDC locations.
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b. Unless the Parties agree otherwise, support hours for onshore are assumed to be within standard
business hours, defined as follows,with response time based on forecasted hours:
i. 9:00 AM Eastern Time ("ET")through 5:00 PM ET.
ii. Monday through Friday.
iii. Excluding CSLLC holidays. A list of CSLLC holidays will be made available to the Client
upon request.
c. All meetings where CSLLC's GDC consultants' involvement will be required will be scheduled
between 9:00 AM ET and 1:00 PM ET.
d. CSLLC's GDC consultants, when required, will be available during the Client's business hours for key
events defined as follows:
i. Requirement workshops
ii. End-to-end testing of critical issue triage
5.0 Response Targets
a. Response targets for implementation post-production support are limited to standard business
hours, defined as follows:
i. 9:00 AM ET through 5:00 PM ET.
ii. Monday through Friday.
iii. Excluding CSLLC holidays. A list of CSLLC holidays will be made available to the Client
to upon request.
b. Issue response expectations:
i. Client will ensure the issue is genuine, assign the proper priority, and assign issue to the
appropriate CSLLC resource for further resolution.
ii. As issues are assigned to CSLLC, CSLLC will use commercially reasonable efforts to
acknowledge receipt of the issue as per the Target Response Times provided in the table
below and will provide next steps.
iii. After performing an analysis of the issue CSLLC will provide an estimated resolution
time.
c. Testing Issue Categorization:
Priority Description Target Response Time
• Critical issue that severely impacts Client's use of
Blocker Two (2) business hours
Workday (functionality is not available)
• The issue halts testing from proceeding
• No workaround exits
Critical • Critical issue that severely impacts Client's use of Two (2) business hours
Workday (functionality is not available)
The issue will prevent Go-Live
No workaround exists
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Priority Description Target Response Time
High Major functionality issue with impact to business Four (4) business hours
operations (e.g., prevents the Client from completing
one (1)or more important business processes)
Workaround exists but is not an optimal solution
Medium • An issue with the service or functionality that prevents After all above items are
the Client from completing one (1)or more non-
critical business processes that are not imperative to a resolved,four (4) business
Client's business operations hours
• Workaround exists
Low • Limited or no impact to service or functionality After all above items are
• "Nice to Have"functionality or a future optimization resolved,four (4) business
request hours
• Workaround exists or is not needed
Post-Production Hypercare("Hypercare")Support Assumptions
to a. Response targets for implementation post-production support are limited to standard business
hours, defined as follows:
i. 9:00 AM ET through 5:00 PM ET.
ii. Monday through Friday.
iii. Excluding CSLLC holidays. A list of CSLLC holidays will be made available to the Client
upon request.
b. Issue response expectations:
i. Client will ensure the issue is genuine, assign the proper priority, and assign issue to the
appropriate CSLLC resource for further resolution.
ii. If"Severity One (1)" emergency assistance, as defined in the table below, is needed in
production, Client will log a case with Workday.
iii. As issues are assigned to CSLLC, CSLLC will use commercially reasonable efforts to
acknowledge receipt of the issue as per the Hypercare Target Response Times provided
in the table below and will provide next steps.
iv. After performing an analysis of the issue CSLLC will provide an estimated resolution
time.
c. Production Issue Categorization:
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Severity Description Hypercare Target
Response Time
Severity Critical production issue that severely impacts Client's Two (2) business hours
One(1) use of Workday
• The issue halts Client's business operations
• No procedural workaround exists
Severity • Major functionality is impacted, or significant Four (4) business hours
Two(2) performance degradation is experienced
• The issue causes a high impact to portions of Client's
business operations
• No reasonable workaround exists
Severity I ' There is a partial, non-critical loss of use of service After all above items are
The situation causes a medium-to-low impact on
Three(3) resolved,four (4) business
Client's business, but Client's business continues to
function hours
• Short-term workaround is available, but not scalable
• Inquiry regarding a routine technical
to Severity • q y g g issue, � After all above items are
information requested on application capabilities,
Four(4) resolved,four (4) business
navigation, or configuration
• Potential bug affecting a small number of users hours
• Acceptable workaround available
6.0 Term and Termination
a. This SOW shall commence on the Start Date identified above and shall continue through May 03,
2024 (the "Term"), unless terminated sooner pursuant to the Agreement.
7.0 Pricing
a. CSLLC will invoice and Client shall compensate CSLLC on a Fixed Fee basis as set forth in the table
below for Services rendered.This price is inclusive of any and all associated charges and fees which
CSLLC may experience during the fulfillment of this SOW,with the exception of Section 8.0
Expenses. Pricing is based on the schedule defined in the SOW; any changes to the schedule will
require a modification in price. Invoices will be paid subject to the terms and conditions of the
Agreement.Total cost of the engagement is listed in the Milestones and Events table below.
b. Payments will be made according to the following schedule:
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Fixed Fee and Invoicing
Milestone/Event Invoice Date Invoice Amount CSLLC Total Invoice
Investment Amount
Project Commencement 2/27/2023 $ 570,280 -$56,312 _ $ 513,968
Strategy Stage:Strategy 4/7/2023 $ 427,710 -$42,234 $ 385,476
Plan Stage:Delivery of Plan Artifacts 5/26/2023 $ 427,710 -542,234 _ $ 385,476
Architect&Configure Stage:Delivery of Design Artifacts 8/4/2023 $ 427,710 -542,234 $ 385,476
Architect&Configure Stage:Delivery of End-to-End Tenant 10/13/2023 $ 427,710 542,234 $ 385,476
Test Stage:Completion of End-to-End Test 12/22/2023 $ 142,570 -514,078 _ $ 128,492
Test Stage:Completion of Parallel Test 2/16/2024 $ 142,570 -514,078 $ 128,492
Deploy Stage:Completion of Move-to-Production(Go-Live) _3/15/2024 $ 142,570 -514,078 _ $ 128,492
Post-Production support:Completion of Project 4/26/2024 $ 142,570 -514,078 $ 128,492
Project Total for All Phases 5 2,851,400 -5281560 $ 2,569,840
Estimated Travel Expenses(7%) _ $ 179,889
Grand Total $ 2,749,729
c. CSLLC typically estimates travel expenses to be between five (5) and seven (7) percent of the project
total.
d. Workday Delivery Assurance and Workday specific training services and fees will be covered under a
separate agreement between Client and Workday.
e. Invoices will be emailed to the following address(es): awilson@clayutility.org.Any other mailed
correspondence will be delivered as follows below:
to Clay County Utility Authority, Florida
3176 Old Jennings Road
Middleburg, FL 32068
f. Any additional Services rendered in addition to the Scope as defined in this SOW will only be
performed after the Parties agree to a Change Order utilizing the rate table to build the cost as
identified below:
Strategy Architect $396
Strategy Consultant $347
Engagement Director(Portfolio Director) $360
Engagement Manager $302
Project Associate $167
Functional Architect $324
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Rate Car.
Principal Consultant $212
Functional Associate $144
Integrations Associate $68
g. Any and all fees associated with Client's e-invoicing, portal, or payment solution will be the
responsibility of Client, without dispute. CSLLC will provide all necessary documents or invoices to
confirm the fees, if such fees are incurred.
h. Client PO#will not need to be generated for this SOW.
Milestone/Event Definitions
Project Commencement—This Milestone is achieved upon the start of the Strategy stage, currently
scheduled for February 27, 2023.
to Strategy Stage:Strategy—This Milestone is achieved after the following is complete:
a. Deliver end-to-end process maps for strategic processes
Plan Stage: Delivery of Plan Artifacts—This Milestone is achieved after the following is complete:
a. Project Charter
b. Draft project schedule and plan
c. Kickoff deck agenda and presentation draft
d. Schedule for architect workshops
Architect&Configure Stage: Delivery of Design Artifacts—This Milestone is achieved after the
following is complete:
a. Iterative Workset design and playback sessions as defined in Scope are conducted
b. Updated functional design documentation provided to Client
Architect&Configure Stage: Delivery of end-to-end Tenant—This Milestone is achieved after the
following is complete:
a. End-to-end tenant build for use in end-to-end testing
Test Stage: Completion of end-to-end Test—This Milestone is achieved after the following is complete:
a. Execution of test scenarios or timeframe for end-to-end testing has lapsed
b. Any issues reasonably identified as preventing progress to Parallel Testing have been addressed
or mitigated. Start of any Services or Responsibilities in the Deploy Stage will be deemed as
completion of this Milestone.
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Test Stage: Completion of Parallel Test—This Milestone is achieved after the following is complete:
a. Timeframe for Parallel testing has lapsed
b. Any issues reasonably identified as preventing progress to Production have been addressed or
mitigated. Start of any Services in the Deploy Stage will be deemed as completion of this
Milestone.
Deploy Stage: Completion of Move-to-Production (Go-Live)—This Milestone is achieved after the
following is complete:
a. Production Workday system is available to any Client employees.
Post-Production support:Completion of Project—This Milestone is achieved after the following is
complete:
a. Timeframe for post-production support has lapsed following the move-to-production.
8.0 Expenses
It is expected Services will be provided primarily on a remote basis. If travel is required, all reasonable
travel expenses incurred by CSLLC related to the performance of the Services defined herein, shall be
invoiced to Client.All such travel will comply with CSLLC's Travel and Expense Policy,which shall be
to made available to the Client upon request.All fees or penalties incurred due to cancellations or changes
of travel at Client's request shall be invoiced to Client.
9.0 Signatures
IN WITNESS WHEREOF,the Parties have duly executed this SOW by their respective authorized
representatives as of the SOW Effective Date.
Collaborative Solutions, LLC Clay County Utility Authority, Florida
QSiraii 6 ett
Susan Guerra(Dec 22,202209:09 PST)
Authorized Signature Authorized Signature
Susan Guerra
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Name Name
Chief Client Officer
Job Title Job Title
Dec 22,2022
Date Date
to
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Appendix A—Detail Roles Description
Client Roles
Client personnel are experts on Client business/technologies and as such will have responsibility for providing
project management, non-Workday functional, technical, and culture expertise to the project.
Client project team members and cross-functionality representation are currently identified as follows:
(Note that project teams' roles could be specific to implementation needs.)
Team Member Description of Role
Steering Committee, The Steering Committee provides funding and support to the project.
Senior Design Reviewers, Key Responsibilities include:
Stakeholders,Executive Sponsor Obtaining appropriate funding and approvals
Ensuring all appropriate resources are available for the project
Resolving issues which are impeding the progress of the project
Providing overall direction to the Client Project Manager
Sign-off on key deliverables/project milestones
t0 Assuring project delivery and quality control
Attending Steering Committee Meetings
Project Manager The Client Project Manager is a dedicated resource focused specifically on the
Workday implementation.While CSLLC understands there are many other activities
linked to the implementation,this resource needs to be dedicated full-time to the
project. Responsibilities include the following:
Establishing and managing the project details, deliverables,schedules,
tasks, assignments,and execution
Coordinating business teams and support teams
Driving the implementation of the optimized processes
Managing the resolution of issues
Anticipating and resolving issues which could impact the Project Budget,
Schedule,Scope or Quality
Functional Team The Functional Team are those familiar with Client business processes and systems.
(Global Process Owners,Process These individuals provide information to the CSLLC Functional Consultant(s)to
Leads,and SMEs/Business configure the Workday solution. Responsibilities include:
Analysts) Communicate functional requirements which need to be configured in
Workday
Describe current business processes and work with team to simplify and
improve
Work with CSLLC Consultants to help map and load data into Workday
Actively participate in all testing activities
• Pre-validate extracted data files prior to providing it to CSLLC;then validate
data after it has been converted into Workday solution
• Contribute to identifying and executing test scenarios for functional areas
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Team Member Description of Role
Perform end user training
Participate in knowledge transfer
Technical Team Technical resources perform the following:
(Integration Lead, Integration Support the conversion and loading of data contained in existing systems
Engineers/Developers,and Data
Conversion Specialist) Design and develop custom integrations as outlined within the Scope
section above
Develop custom reports
Manage Client communications
Participate in knowledge transfer
Actively participate in testing activities
Note:Resource experience, data quality and the amount of transformation required
could impact the actual resources needed to support the data conversion efforts.
Internal Auditor The Internal Auditor works with the Project Team to ensure proper procedures are
followed and proper documentation is created for the implementation of Workday.
This person is responsible for providing compliance-related guidance and expertise
to the Project Team.
Test Lead The Client Test Lead develops and manages the overall Client Test Strategy and
to Plan. Responsibilities include:
Establish an approach to testing
Define resource requirements for testing
Establish the test schedule
Conduct overall execution of the Client prescribed end-to-end (including
Integrations), production dress rehearsal, and Parallel test process for
Workday Payroll from start to end of the test period
Facilitate testing coordination and progress meetings
Successfully manage defect resolutions
Resolve test issues via coordination of Client and CSLLC teams as required
to complete testing for successful completion of Workday test
Define the overall test strategy
Define test approach, roles,and responsibilities
Define test tools and scenarios by tester and success criteria for each test
stage
Define and report test metrics to the project team and project executives
Organizational Change Lead The Organizational Change Lead is focused on planning and executing the change
management and communications activities. He or she is the primary counterpart
to the CSLLC Organizational Change Lead (if there is someone assigned)and is
responsible for providing primary insight into the Client's culture,operations,and
competing projects or interests.The Organization Change Lead is the primary
liaison between the project team and other internal resources needed to execute
and deploy the various change management and communications activities. He or
she is ultimately responsible for all change management and communications-
related deliverables.
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Team Member Description of Role
Training Lead The Training Lead is focused on planning and executing the end user training
activities. He or she is the primary counterpart to the CSLLC Training Lead (if there
is someone assigned)and is responsible for providing primary insight into the
Client's training resources and preferences,as well as competing projects or
interests related to end user training.The Training Lead is the primary liaison
between the project team and other internal resources needed to plan, execute,
and deploy the various training activities for the deployment. He or she is
ultimately responsible for all training-related deliverables.The Client may choose
to assign the Organizational Change Lead and Training Lead roles and
responsibilities to a single actual resource.
Training Communications,and Depending on the specific strategies and plans the Client establishes as part of its
Change Management support OC&T program,additional resources will be needed at various times throughout
Resources the project lifecycle to support and execute the communications,change
management, and training plans.These roles often include:
Training Developers responsible for developing and revising the end user
training collateral as defined in the Training Curriculum Plan
Communications Leads/Developers responsible for developing, revising,
and deploying the end user communications collateral as defined in the
Communications Plan
to Trainers and Super Users responsible for gaining advanced familiarity with
the new systems and user support tools,and in turn planning and delivering
pre-Go-Live and ongoing training to end user audiences
Change Champions responsible for generating awareness and support
around future changes within their designated areas of influence
Workday Roles
If Workday is contracted by the Client, Workday, under a separate contract,will provide Delivery Assurance
services. Workday core responsibilities include:
Team Member Description of Role
Delivery Assurance Group Comprised of Workday Implementation Specialists,the Delivery Assurance Group
works with the Client towards the implementation of the Workday solution.The
Delivery Assurance Group conducts a series of quality assurance reviews at major
project milestones,when the group reviews project documentation, product
configuration,and business processes.The Delivery Assurance Group is responsible
for the development and enhancement of the Workday implementation
methodology and works closely with Product Strategy and Development in helping
steer product direction.
Note:Delivery Assurance will be a separate agreement to be contracted directly
with Workday.
Appendix B—Integrations and Custom Reports
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 32
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Integration Le
ID# Integration Name Description Vendor Functional Area Tool Assign 1 Owner
Hours Notes
Basic SSO
SAML Setup
Outbound
INT001 BasicSSO/SAML Setup Microsoft Security Custom Setup Principal 0 Client
Active
Directory
Outbound
Active directory Cloud Analyst/
INT002 Provisioning Microsoft HCM Connect CC Consultant 20 CSLLC
Medical Or
Dental Or
Vision Or Rx
Outbound
Cloud Analyst/
INT003 Humana:Vision Humana Benefits Connect CC Consultant 40 CSLLC
Life Or
ADandD
Outbound
USAble Life outbound: Cloud Analyst/
INT004 Medical,Life,HSA USAble Benefits Connect CC Consultant 40 CSLLC
FSA Or HSA
Or Transit Or
Parking
Outbound
Florida Blue-Medical, Cloud Analyst/
INT005 Dental Florida Blue Benefits Connect CC Consultant 40 CSLLC
COBRA
Events
COBRA Initial Rights Outbound
and Qualifying Events Cloud Analyst/
INT006 Outbound WEX Benefits Connect CC Consultant 50 CSLLC
ACA
Outbound
Cloud Analyst/
INT007 ACA Outbound IRS Benefits Connect CC Consultant 20 CSLLC
Retirement
Savings
company Financials
Contribution& Outbound
457 a/b Demographic Deferred Comp Cloud Analyst/
INT008 Outbound Demo Mission Square Benefits Connect CC Consultant 50 CSLLC
Retirement
Savings
457 a/b company Inbound
Elections/Loans Contribution& Cloud Analyst/
INT009 Inbound Deferred Comp Mission Square Benefits Connect CC Consultant 50 CSLLC
Retirement
Savings
Financials
company Outbound
457 a/b Contributions Contribution& Cloud Analyst/
INT010 Outbound Deferred Comp Mission Square Payroll Connect CC Consultant 40 CSLLC
ACH NACHA
Payment
Outbound
Cloud Analyst/
INT011 Payroll ACH Outbound Truist Bank Payroll Connect CC Consultant 40 CSLLC
Financials
Custom
Financials(AP)Check Check Analyst/
INT012 Layout Check Printing Workday Birt Layout_Low BIRT Consultant 40 CSLLC
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 33
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Integration Integration Le
ID# Integration Name Description Vendor Functional Area Data Type Tool Assign Owner
Hours Notes
Positive Pay
without
Financials Positive Pay Voids
without Voids Payment Outbound Analyst/
INT013 Outbound Verifications Truist Bank Financials Custom EIB/DTS Consultant 70 Client
ACH NACHA
Payment
Payment to Outbound
Financials ACH external parties Cloud Analyst/
INT014 Outbound via ACH Truist Bank Financials Connect CC Consultant 40 CSLLC
Bank
Statement
Import bank Inbound
Bank Statement data for Cloud Analyst/
INT015 Inbound reconciliation Truist Bank I Financials Connect CC Consultant 50 CSLLC
Electronic
Filing 1099
Outbound
Cloud Analyst/
INT016 1099 Filing Outbound Tax IRS Financials Connect CC Consultant 20 CSLLC
Suggest
keep as
Integrati
on
continge
ncy;
O typically
used for
if/when
charges/
refunds
received
requirin
g
Accounting updates
Journal Journals to
(Charges/Credits) Inbound journal
INT017 Inbound GIS Billing Financials Custom Studio Principal 100 CSLLC entries
Suggest
keep as
Integrati
on
continge
ncy;
typically
used for
Adhoc Bank if/when
Transaction refunds
Ad Hoc Bank Inbound received
(Payments/Refunds) Cloud from a
INT018 Inbound Truist Bank Financials Connect CC Principal 50 CSLLC bank
Credit Cards
Masked
Inbound
Procurement Cards Cloud
INT019 Inbound Bank of America Financials Connect CC Principal 50 CSLLC
Purchase
Order
Custom
INT020 Purchase Order Layout Workday Birt Layout_Low BIRT Principal 40 CSLLC
Customer Invoice Customer
INT021 Layout Non-CIS billable Workday Birt Invoice BIRT Principal 40 CSLLC
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Integration Le
ID# Integration Name Description Vendor Functional Area Tool Assign Owner
Hou Notes
Custom
Layout_Low
Procurement
Supplier
Punchout
Supplier
Invoice
Inbound
Supplier Punchout Cloud Analyst/
INT022 Invoice Inbound Financials Connect CC Consultant 50 CSLLC
Procurement
Supplier
Punchout
Catalog
Supplier Punchout Cloud Analyst/
INT023 Catalog Outbound Financials Connect CC Consultant 40 CSLLC
Procurement
Supplier
Punchout PO
Supplier Punchout Outbound
Purchase Order Cloud Analyst/
INT024 Outbound Financials Connect CC Consultant 40 CSLLC
This should
update and add
employees from
HR to the Labor
resource,pay
rate with
overhead,as
well as
supporting team
configurations
and department
data.
Equipment
resources
should be
updated from
Cartegraph- the fixed assets Other
Integration security (vehicles, Bidirectional
INT025 and support generators,etc.) Cartegraph Financials Custom API Principal 40 CSLLC
Employee data
and vehicle data
should be Verizon Other
Verizon Reveal pushed to outbound
INT026 FleetManager Reveal Financials custom EIB/DTS Principal 80 CSLLC
Monthly Billing Accounting
SpryCIS Billing Inbound For prepaid base Journals
-Cash Receipt J/E charges and Inbound
INT027 arrears usage Sprypoint Financials Custom Studio Principal 100 CSLLC
SpryCIS Billing Inbound Other
-Customer Refunds Customer Inbound
INT028 Refund Process Sprypoint Financials Custom Studio Principal 110 CSLLC
SpryCIS Outbound- Returned Check,
Returned Check chargeback,or Other
Notification customer voided Inbound
INT029 payment Sprypoint Financials Custom Studio Principal 110 CSLLC
SpryCIS Outbound Other
Customer Loan
Customer Loan Balance Inbound
Reconciliation
INT030 Information Sprypoint i Financials Custom Studio Principal 110 CSLLC
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Integration Integration Le
ID# Integration Name Description Vendor Functional Area Data Type Tool Assign 1 Owner
Hours Notes
Employees for
SpryCIS Employee Data system Other
Outbound automation of Outbound
INT031 SpryCIS Sprypoint Financials Custom EIB/DTS Principal 100 Client
Employees for
SpryMobile Employee service ticket Other
Data Outbound system Outbound
INT032 automation Sprypoint Financials Custom EIB/DTS Principal 100 Client
Archival and
processing of
workflows that
are not handled
in Workday
(Developer Worker
Agreements, Documents
Laserfiche Workflow Request for Outbound
INT033 Manager Service,Etc.) Laserfiche/MCCI HCM Custom EIB/DTS Principal 100 CSLLC
Active Personnel Other
FileMaker Help Desk List Updates to CCUA Custom Outbound
INT034 Help Desk HCM Custom EIB/DTS Principal 100 Client
Export of
employee safety
incidents to a
Employee Incident pgp encrypted CCUA Custom
Report to Insurance file that is then Health and
pushed via SFTP Safety
to the insurance Outbound Analyst/
INT035 company PCGS HCM Custom EIB/DTS Consultant 100 Client
Log training Time
Training Provider Tracking
Inbound hours to Vector Training Inbound
INT036 employees Time Tracking Custom 0 CSLLC
Personnel Data
to Training
Training Provider Vendor, Vector Training
Outbound Automatic class Other
creating for Outbound
INT037 Onboarding Learning Custom EIB/DTS Principal 100 Client
Log training Time
Training Provider hours to PMA Tracking
Inbound Inbound
employees
INT038 Time Tracking Custom 0 CSLLC
Personnel Data
to Training
Training Provider Vendor,
Outbound Automatic class PMA Other
creating for Outbound
INT039 Onboarding Learning Custom EIB/DTS Principal 0 Client
Bulk meter data Inventory
Sensus Meter Transactions
for inventory Sensus
Validation File Inbound Inbound
INT040 system Financials Custom Studio Principal 120 CSLLC
Formal
Bid/Proposal
Results and
Bonfire Hub Inbound Setup to Bonfire Hub
Projects with
budget Budgets
information and Inbound
INT041 contacts Financials Custom Studio Principal 120 CSLLC
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
integration Integration Le
ID# Integration Name Vendor Functional Area
escriptio Data Type Tool Assign Owner
Notes
Synchronize and
adjust physical
access control
Stanley Security systems with HR Stanley Security
Outbound for card Identity
replacement Management
and access Outbound Analyst/
INT042 denial. HCM Custom EIB/DTS Consultant 60 CSLLC
Credit Cards
Virtual Card Payments Payments using Masked
Outbound Single Use Cards PNC Bank Outbound
to settle invoices Cloud
INT043 Financials Connect CC Principal 60 CSLLC
Credit Cards
Credit Card—Truist Reconciliation of Masked
Bank Inbound charges Truist Bank Inbound
Cloud
INT044 Financials Connect CC Principal 50 CSLLC
FSA Or HSA
Or Transit Or
HSA and FSA Outbound Flex spending Health Equity Parking
Outbound
Cloud Analyst/
INT045 Benefits Connect CC Consultant 40 CSLLC
Life Or
Supplemental/Accident Supplemental ADandD
Insurance Outbound Life Allstate Outbound
Cloud Analyst/
INT046 Benefits Connect CC Consultant 40 CSLLC
INT047 0 CSLLC
eVerify
Employee Identity Send Applicant Outbound
(Emp 19)Outbound Data to eVerify eVerify Cloud Analyst/
INT048 HCM Connect CC Consultant 20 CSLLC
Send Applicant Employment
Background Check- Data from Absolute Screening
Outbound background Background Outbound
INT049 screener Recruiting Custom EIB/DTS Principal 90 Client
Receive results Employment
Background Check- from Absolute Screening
Inbound background Background Inbound
INT050 screener Recruiting Custom Studio Principal 80 CSLLC
Other
Indeed Recruitment Pushing Open Outbound
Outbound Positions Indeed.com Cloud Analyst/
INT051 Recruiting Connect CC Consultant 50 CSLLC
Retrieve Other
Indeed Recruitment Inbound
Inbound Interview Indeed.com Cloud Analyst/
INT052 Candidates Recruiting Connect CC Consultant 50 CSLLC
Send new Other
DMV Outbound employee/status Embark Outbound
INT053 changes to DMV HCM Custom EIB/DTS Principal 80 CSLLC
Demographic
Employee Wellness Outbound
EE wellness Wellright
Demographics Cloud Analyst/
INT054 Benefits Connect CC Consultant 40 CSLLC
Integration definitions:
This agreement is proprietary and confidential to Collaborative Solutions, LLC. 37
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Integration Type Key:
BIRT= Business Intelligence Reporting Tools
CC= Cloud Connect
EIB/DTS = Enterprise Interface Builder/Document Transformation Service
Setup=Web Services or Integration system user setup
Studio =Workday Studio
Support= Hours allocated for assistance at the direction of the Client
The interfaces/integrations required for this project include:
Cloud Connect (CC)—CC provides Workday customers with the same level of support as they would receive
in the core Workday application. Such Workday integrations are (i) part of the Workday hosted application
Service and (ii) provided with ongoing support by Workday in accordance with Workday's then-current
Support and Service Availability Policy. While Workday integrations are designed and developed as part of
the subscription license, CSLLC anticipates some amount of time dedicated to configuring and testing the
integrations during the implementation.
Custom Integrations—Custom integrations are developed by CSLLC or Client using Workday's tools such as
Report Writer, EIB, DTS, or Studio.
to
Reports
The following report configuration is in Scope.Any hours identified for custom reporting support is inclusive of
design discussions, requirements gathering and knowledge transfer.
HCM Reporting
Report Name/Configuration Area Description
Organization Footprint HCM - Distribution Trends Modified version of the Global Footprint
and Analysis ' standard report to provide headcount by
_ location or hierarchy and job family group
Growth Rate by Job Family HCM - Distribution Trends Standard report to provide headcount
Group and Analysis growth by job family group by month
configured for custom dashboard
Headcount and Average YOS by HCM - Distribution Trends Standard report to provide headcount and
Age Range and Analysis average years of service by age band and
configured for custom dashboard
Headcount by Management HCM - Distribution Trends Standard report to provide headcount by
Level and Analysis management level and configured for
custom dashboard
Headcount Growth Analysis HCM - Distribution Trends Modified version of the Headcount
and Analysis Growth Analysis standard report to
�— provide headcount by month
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Report Name/Configuration I Area Description 1
I 1
Workforce Tenure—Monthly HCM Distribution Trends Modified version of the Workforce Tenure
Trend and Analysis —Yearly Trend standard report to provide
headcount by tenure groups and month
Employee Population Trend by HCM - Diversity I Modified version of the Employee
Gender Population Trend by Gender standard
report to provide headcount by gender
— I and month I
Ethnicity/ Management Level HCM - Diversity Standard report to provide headcount by
Analysis management level and ethnicity and
! configured for custom dashboard IMale/Female Distribution HCM - Diversity Standard report to provide headcount by
gender and configured for custom
dashboard I
Male/Female Workforce Job HCM Diversity / Modified version of the Male/Female
Family Workforce Majority by Country standard
report to provide headcount by gender
_ and job family
Manager Composition by HCM - Diversity Standard report to provide manager
Ethnicity and Years of headcount, distribution, compa-ratio, and
Experience I years in position by tenure ethnicity and
I configured for custom dashboard
People Manager Proportions HCM - Diversity Standard report to provide manager
headcount by gender and configured for
_ custom dashboard
Hires by Age Group Headcount I Standard report to provide hires count by
Movement age group and configured for custom
I dashboard
Promotion Rate HCM - Headcount Standard report to provide promotion rate
Movement by quarter and configured for custom
idashboard !I
Voluntary Terminations by HCM - Headcount Standard report to provide voluntary
Management Level Movement termination counts by management level
and configured for custom dashboard
Quarterly Turnover Rates I HCM - Headcount I Standard report to provide voluntary, —I
Movement involuntary, and total turnover rates by
quarter and configured for custom
dashboard
Quarterly Turnover Rates by HCM - Headcount Standard report to provide voluntary,
Organization Movement involuntary, and total turnover rates by
supervisory organization and configured
II for custom dashboard
Employee Movement HCM - Headcount Standard report to provide hires,transfers,
Movement and terminations and configured for
custom dashboard
I
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 39
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Report Name/Configuration Area Description
Worker Proportion Trends HCM -Structured Dynamics Modified version of the Worker Proportion
Trends standard report to provide
headcount of managers and employees by
month
Manager Headcount by HCM -Structured Dynamics I Modified version of the Manager
Management Level Headcount by Management Level standard
report to provide headcount by
management level and month
Span of Control by Job Family HCM -Structured Dynamics Standard report to provide management
Group ratios by job family and configured for
custom dashboard
Span of Control by Range of HCM -Structured Dynamics Standard report to provide manager span
Direct Reports of control and configured for custom
dashboard
Span of Control by Month HCM -Structured Dynamics Modified version of the Span of Control by
Year standard report to provide manager
span of control by month _
Span of Control—Manager HCM -Structured Dynamics Standard report to provide direct report
Outliers counts and configured for custom
Idashboard _
Workforce Analysis Dashboard Custom Dashboard Configuration of a single custom
dashboard to accommodate the reports
listed above
Age Band Definitions Configuration Configuration of age bands to provide
grouping for worker reports
Under and Including Age: twenty(20)
Age Incremented by: ten (10)
Over and Including Age:sixty(60)
Trended Worker Configuration Configuration of Trended Worker settings
and data generation
Financial Reporting
Report Name Area Description
Data Audit- Funds Financial Accounting Listing of the funds in the tenant and the
hierarchy structure for those funds.
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Report Name Area Description
Data Audit-Cost Centers Financial Accounting Listing of the cost centers in the tenant as
well as the cost center manager
assignments, hierarchy structure and
related worktags established for those
cost centers.
Data Audit-Programs Financial Accounting Listing of the programs in the tenant and
the hierarchy structure for those
programs.
Data Audit- Locations Financial Accounting Listing of all locations showing usage,
type, hierarchy structure and address
information.
Data Audit-Grants Financial Accounting Listing of all grants in the tenant as well
as the grant manager assignments,
hierarchy structure and related worktags
established for those grants.
Data Audit- Revenue Financial Accounting Listing of all the revenue categories in the
Categories tenant as well the hierarchy structure.
Data Audit-Spend Categories Financial Accounting Listing of all the spend categories in the
tenant as well as their usages and
hierarchy structure.
Find Projects Projects A custom copy of the Find Projects report
that has additional data about the
projects.
Find Journal Lines with Financial Accounting A copy of the delivered Find Journal Lines
Worktag Details report with the worktags broken out into
their own columns for easier viewing and
reporting.
View Plan Lines Budget Report showing all budget lines entered
with details about the plan, entry type,
status and all worktag detail.
Balance Sheet by Fund Financial Accounting Custom balance sheet report displaying
ledger account balances by fund.
Income Statement by Fund Financial Accounting Custom income statement displaying
revenue and spend amounts by fund for
the report period, current Year-To-Date
("YTD"), and prior YTD.
Financial Budget vs Actuals by Budget/Financial Accounting This report is designed to show the
Fund overall financial budgets by fund and is
intended to be used by the central Budget
staff for an overall picture to determine
where they need to pay attention or drill
into the details using other reports.
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Report Name Area _ Description
Budget vs Actuals by Cost Budget/Financial Accounting This report is designed to show the
Center overall budget of a fund by cost centers
and is intended to be used primarily by
the central Budget staff to look at the top
cost center hierarchy and get an overall
picture to determine where they need to
pay attention or drill into the details using
other reports.
Budget vs Actuals for Cost Budget/Financial Accounting This report is designed to show the
Center detailed budget vs actuals for one (1)cost
center or a cost center hierarchy.
If the user is looking for the details for
just one (1) cost center, he/she can
choose to repeat the columns by either
Fund or Program and can then use the
other parameters to limit the view further
as appropriate.
If the user would like to see the data for a
cost center hierarchy, he/she can choose
to repeat by Cost Center and can then use
the other parameters to limit the view to
particular funds, programs or other
_ worktags as appropriate.
Budget vs Actuals for Program Budget/Financial Accounting This report is designed to show the
detailed budget vs actuals for one (1)
program or a program hierarchy.
If the user is looking at the details for one
(1) program, he/she can choose to repeat
the columns by either Fund or Cost
Center and can then use the other
parameters to limit the view further as
appropriate.
If the user would like to see the data for a
program hierarchy, he/she can choose to
repeat by Program and can then use the
other parameters to limit the view to
particular funds or cost centers as
_ appropriate.
Budget vs Actuals by Project Projects/Budget/Financial This report is designed to show a life to
Accounting date overview of the budget and actuals
for all projects within a hierarchy and is
used primarily by users who are managing
multiple projects within a project
hierarchy or by the central
Budget/Finance team to get an overview
of all projects. From here, users can
This agreement is proprietary and confidential to Collaborative Solutions,LLC. 42
Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Report Name Area Description
determine where they need to pay
attention or drill into the details using
other reports.
Budget vs Actuals for Project Projects/Budget/Financial This report is designed to show the
Accounting detailed life to date budget vs actuals for
one (1) project at a time.
Budget vs Actuals by Award Grants/Budget/Financial This report is designed to show a life to
Accounting date overview of award budgets and is
used primarily by the central Budget and
Finance staff to look at the top grant
hierarchy and get an overall picture of the
award budgets. From here, users can
determine where they need to pay
attention or drill into the details using
other reports.
Budget vs Actuals by Grant Grants/Budget/Financial This report is designed to show the
Accounting detailed life to date budget vs actuals for
one (1)grant.
Find Assets Assets Custom copy of the delivered Find Assets
report that adds in relevant fields and
reorders columns to be more practical.
Time Off Liability with Financial Accounting Custom version of the Time Off Liability
Worktags report that includes worktag detail for
_ cost center,fund, etc. _
Payroll Accounting Details Financial Accounting A report that returns payroll GL entries by
worker with worktag details.
Project Remaining Budget for Budget Report for budget team to use when
Rollover evaluating project budgets at the end of a
fiscal year and determining the amount of
budget to be rolled to the next fiscal year.
Trial Balance with Worktags Financial Accounting Custom trial balance report used for
Iexporting trial balance data to auditors or
other programs.
Cash Balance by Fund Financial Accounting A report detailing reportable cash balance
by fund.
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Report Name Area Description
Payroll Deductions Financial Accounting A report detailing the payroll liability
amounts withheld from each payroll.
Depreciation Expense by Assets/Financial Accounting Depreciation expense detailed by
Function
function for annual reporting purposes.
Statement of Net Position Financial Accounting Government-wide statement for annual
financial report.
Statement of Activities Financial Accounting Government-wide statement for annual
financial report.
Schedule of Expenditures of Grants/Financial Accounting Designed to report award expenditures
Federal Awards
for annual financials.
Up to three(3)formatted fund Financial Accounting Fund financial statements for annual
financial statements for
- annual report I financial report.
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Appendix C—Sample Change Order Form
Project Change Order
This Change Order form is used for requesting, documenting, and approving changes to the Workday
deployment or other applicable service offering, including, but not limited to, changes to the project's Scope,
changes for a major configuration element, project timeline/schedule changes, integration specifications
changes, addition of resources or any other deliverable change from the originally planned Workday
deployment or applicable service offering.
Summary
Client: XYZ Client
SOW/Project Name: Project ID#/Project Name as it exists in Workday
Change Order#: CO1(adjust as appropriate)
Project Manager(Client): Project Manager Name, XYZ Client
Project Sponsor(Client): Project Sponsor Name,Title
Engagement Manager Engagement Manager Name,Collaborative Solutions, LLC("CSLLC")
(CSLLC):
Acceptance Due Date: The date by which the Client will need this approved to avoid negative
timeline impact.
Change Type: Type of change. For example: integration change, request for additional
functionality, change in SOW estimate based on design sessions, etc.
(usually more applicable to Phase One(1)or Phase Two(2)projects.)
Select one(1):
Term Extension (zero(0) budget add)
Term Extension (additional hours added)
Change in Scope(additional hours added)
Change in Scope(no addition hours added)
Other(detail in request description)
Impact Assessed by: List those assessing the impact. Normally the CSLLC EM, Functional or
Integrations Consultant,and possibly someone on the Client side.
Priority: High, Medium,or Low based on need for the change.
Billing: Select one(1):
Bill under current project
Bill separately under current project
Bill separately under new project
Contract Line Type: Describe the billing basis. For example: Time& Materials, Fixed Fee
Installment/Milestone, Prepaid,Subscription. For"Bill under current
project,"the billing basis of this Change Order MUST match the applicable
SOW's billing basis.
Is new PO#required? Select one(1):
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
New PO#(insert PO#)
PO#to be created after receiving countersigned documents
No new PO#needed
Request Description
<<Describe the change and why it is needed. It is important to describe why this wasn't estimated correctly in
the SOW or where the change occurred. For example:
Adding a new integration for Aetna, COBRA, Qualifying Event. Original integration listed on the SOW addressed
only Aetna PPO/HMO, did not specify COBRA.Additional forty(40)hours added to cover COBRA QE.»
If this CO is for an extension, please include the number of hours and budget remaining on current project.
Business Purpose / Reason for Change
<<Describe the purpose/reason for change and be sure to explain the impact to NOT doing the change. For
example:
Client offers COBRA coverage for any employees eligible for a COBRA Qualifying Event;this was not included in
the original SOW estimate. If Client does not approve this change Client will not be able to provide COBRA
coverage.»
t° Impact Assessment
Project Activities Describe the additional work that needs to be done. For example: Create one(1)
Affected: additional integration or three(3)new performance templates need to be configured, etc.
Deliverables Describe deliverables affected. For example:
Affected: One(1)additional interface file to be delivered to Aetna will be produced.
Project Schedule Describe schedule impact, if any. For example:
Impact: Architect& Configure stage will be extended by one(1)week to complete all integrations.
Include the original end date and new end date, if extending the term of the SOW.
Pricing Matrix The following is the Pricing Matrix:
Role Rate Hours Cost
Executive
Strategy Manager
r
Senior Functional Architect(Consulting Director)
Engagement Director(Portfolio Director)
Engagement Manager
Functional Architect
Senior Principal Consultant
Principal Consultant
Consultant
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Analyst
Total r«total»
Payment Terms — If the Client is adding hours
• Time&Materials SOW:This Change Order will be billed monthly on a Time and Materials("T&M") Basis
based on actual usage at the rates set forth in the SOW and as identified in the Pricing Matrix above.
• Prepay SOW:This Change Order will be invoiced upon execution by both Parties at the rates set forth in the
SOW and as identified in the Pricing Matrix above.
• SDE SOW:This Change Order will be invoiced upon execution by both Parties with a fixed fee amount of
Assumptions
• Describe any new Assumptions different from the SOW. For Example:
• Client will provide the requirements for the new integration.
• If not different from the SOW, add "All Assumptions from the SOW dated XX December XXXX apply to
this Change Order", otherwise, if there are new Assumptions different from the SOW,list them here.
to Authorization
• • c%
Client Authorization Signature Collaborative Solutions, I r AN, ® :ion
S; riture
O
Name 0 Name
T°''e
Job
Job Title
CDPIDate Date
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Appendix D—Detailed Functionality
As the project progresses,there will be a review of the overall Scope after Alignment sessions. If the intended
Scope is outside of this SOW, a Change Order will be required which may affect overall cost (level of effort) and
timeline.
Workday Foundational elements such as dashboards, reporting, analytics, Business Process Framework, and
employee self-service are built into every Workday module.
Overall assumptions apply to all functions in Scope, unless otherwise stipulated:
a. Modifiable Business Processes:Assumption of one (1)standard business process (no rule based)for
those identified below with no more than twenty(20)steps. Up to one (1) parallel stage per process
where applicable. Unused steps within a process will not apply to alternate business processes.
Includes up to two (2) consolidated templates for applicable processes. Includes up to two (2)
Staffing Field Default condition rules total. Client will leverage Workday system capabilities and
change business practices where possible to keep system maintenance for complex exception-based
scenarios to a minimum. CSLLC will adjust/update and configure a specific number of business
processes by Function outlined in the Scope Table below.All other business processes will be
delivered with CSLLC Delivered Configuration and will be the responsibility of the Client to update
during end-to-end testing if needed.
to b. Notifications: Up to five (5) notifications per business process. Unused notifications within a process
will not apply to alternate business processes.
c. Security:Workday delivered security groups will be used. Inactivated or unused security groups and
Implementers will remain on domain security policy definitions to allow for ease of implementing
other functionality in the future. Inactivated or unused security groups and Implementers will be
removed from the business process security policy definitions to match design requirements
identified.
d. Custom Objects: Up to two(2) custom object per functional area in Scope with no more than five (5)
custom field(s) per object. If custom lists are required, up to ten (10) items per list. Unused custom
object(s) may not be applied to other areas.
e. Guided Tours: Guided Tours are Out-of-Scope unless OC&T is in Scope and Guided Tours are
explicitly identified in the Scope.
f. Tenant Branding:Workday delivered tenant branding with up to one (1) condition rule and one (1)
upload of images. Any changes to images uploaded will be completed by the Client through
Knowledge Transfer.
g. Dashboards: Workday delivered dashboards for the functional Scope below will be configured with
Workday delivered reports unless custom reports are included in Scope in Appendix B. Includes
configuration of up to three (3) announcements(s) per dashboard,where applicable.
h. Translations:Translations conversion is not in Scope.
i. Scheduled Reports&Alerts: Scheduled Reports,Task Alerts, and Business Process Alerts are not in
Scope. General report-based alerts are defined within the Scope in Appendix B
j. Setup Values:Values, including organizations, are assumed to be current values only (no historical
loads) unless needed to support the data conversion Scope described in Appendix E.
k. Documents: Documents are assumed to be attachments only. Generated Documents and/or
Documents enabled for Adobe e-sign or Docusign are assumed Out-of-Scope.Templates do not
include logos or any specialized formatting unless called out as a BIRT layout.
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
I. Request Framework: Request Framework are assumed Out-of-Scope.
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
HCM:Core Organization hierarchy structure per Y Two(2)
organization type(supervisory,
company,cost center,custom,and
location hierarchy)(not including
Organization Studio)
Physical location(s)where workers Y
perform job functions(not including
Workspaces)
Matrix Organization Tracking N
Job Catalog with position-related Y
attributes such as management
hierarchy(not including skills and
experience)
Staffing Model used to manage Y One(1)
headcount
to Worker Profile for detailed worker Y I
information tracking(not including
Purging)
Worker Document(s) Y Up to fifteen (15) document
security segments with associated
segment-based security groups
Regulatory Reporting:Workday Y I
delivered Compliance Reports
Employee Contract(s) N
Probation Period Tracking Y Up to four(4)probation period
defaulting rule(s)
Notice Period Tracking N
Contingent Worker Tracking N
Retiree Functionality N I
Union(s) N
Collective Bargaining agreement(s) N
Additional (Multiple)Jobs N
Position Budgeting N
Onboarding Y
Onboarding Setup Up to three(3)
Template(s)
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Function Functionality Scope In Scope Quantity to Configure
(Y/N)
• Additional Worker Up to ten (10)
Documents
• Bulletin Worklets Up to three(3)
Form 1-9 Tracking Y
Basic HCM Asset Tracking N
Reference Letter Template(s) N
Safety Incident Tracking Y
Committees Tracking(not including N
meeting agendas,voting and
external committee membership
tracking)
Basic Skills and Experience: Y
Education, Certifications, External
Job History, Languages
Workday Assistant N
to Workday Today N
Custom Security Groups Y Up to two(2) (up to one(1)
intersection security group)
Custom Questionnaire(s) N
Modifiable Business Processes Y 1. Hire Employees
2. Contract Contingent Worker
3. Onboarding
4. Onboarding Setup
5. Change Job
6. End Contingent Worker
Contract
7. Create Position
8. Terminate Employee
9. Request Compensation Change
10. Up to two (2) additional
configurable business
processes
Compensation:Core Compensation packages Y Up to one(1)
Compensation grades tied to job Y Up to sixteen (16) Compensation
profiles Grades and Grade Profiles
Combined
ICompensation grade steps N
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
1
Compensation Plans(not including Y Up to ten (10) compensation plans
Calculated Plans, Reimbursable total
Allowance Plan functionality,
Deferred Compensation or
Compensation: Processing
functionality unless otherwise called
out in Scope)
Severance Packages N
Custom Total Rewards Template(s) N
Wage Theft Prevention Template(s) N
Compensation Survey Management N
Survey(s)
Custom Security Groups Y Up to one(1) (up to one(1)
intersection security group)
Benefits Benefit plans Y Up to twenty-four(24) (up to one
(1) benefit rate type each)
to Benefit credit(s)and/or surcharge(s) N
Benefit group(s) Y Up to four(4)
Benefit Job(s) N
Dependents and beneficiaries Y
tracking
Benefit Enrollment Event(s) Y Up to ten (10) Benefit Events(Plus
(including Passive Events) Conversion Events)
Open Enrollment enablement for Y
2024 cycle, referencing existing or in
Scope plans
Enrollment Event Rule(s) Y Up to one(1)
Evidence of Insurability(EOI) Y
management(not including
automation from third-party
vendor)
Workday delivered COBRA Eligibility Y
Processing to third-party
administrator
Affordable Care Act("ACA") Y
Measurement Period Tracking
1094/1095-C Reporting Y
Medicare Tracking N
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Dependent verification functionality N
through use of custom IDs
Custom Security Groups N
Modifiable Business Processes Y 1. Change Benefits for Life Events
Review Process
2. Dependent Event
3. Change Benefits
4. Passive Even
Recruiting Job Requisitions Y
Evergreen(Pipeline)Job N
Requisitions
Confidential Job Requisitions N
Internal career site(s) Y Up to one(1)
External career site(s) Y Up to one(1)
to Job posting template(s) Y Up to one(1)
Referral program(s) N
Application Questionnaires Y Up to two(2) questionnaires total
with up to fifteen(15)questions
total
Background check package(s) N
Non-Integrated Assessment Test(s) N
Candidate self-scheduling N
ena b le m ent(not including calendar set-
up)
I Outlook Office 365 or Google Y
Calendar Scheduling Integration
Masked Candidate Screening N
Offer letter template(s) Y Up to one(1) (up to four(4)
conditional text blocks per letter)
Employment agreement N
Template(s)
Recruiting Agencies N
L Additional Custom Notifications N
Additional (Non Application) N
Questionnaires
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Candidate Document templates Y Up to two(2)
Custom Security Groups Y Up to two(2) (up to one(1)
intersection security group)
Modifiable Business Processes Y 1. Job Requisition
2. Offer
Learning Management Extended Enterprise Enablement N
Standalone Lesson Enablement Y
Course Enablement Y Up to four(4)total equivalency
rules, up to two(2)total expiration
rules,up to two(2)content
highlight rules
Course/Program Costing/Pricing N
Media Interaction(s) N
Course Offering Enablement Y
to Programs Enablement Y
Campaigns Enablement Y Up to two(2) audiences with up to
two(2) condition rules each
Workday Content Cloud N
Configuration
Learning Security Segment(s)with Y Up to two(2)
associated segment-based security
group(s)
Custom Security Groups N
Modifiable Business Processes Y 1. Enroll In Content
2. Drop Learning Enrollment
3. Manage Course
Absence Management Accruals Y Up to three(3)
Time Offs Y Up to seven(7)
Purchase or Sale of Time off(Paid Y
Time Off(PTO),Annual Leave,
Vacation?)
Holiday Calendars Y One(1)
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Leave Types with an entitlement Y Up to three(3)
Leave of Absence Validations Y Up to three(3)
Leave Types without an entitlement Y Up to seven (7)
Self-Administration of leave of Y
absence
Work schedule calendars with Y 1 Up to one(1)
eligibility rules
Work schedule calendars without N
eligibility rules
Leave segment security groups Y Up to two(2)
Modifiable business processes Y Request Time Off
Correct Time Off
Request Leave of Absence
Request Return from Leave of
tO Absence
g. Up to two (2)total process
steps
h. Up to two (2) notifications
Absence Calendar
No steps or notifications
Time Tracking Time entry codes Y Up to eight(8)
Time calculations Y Up to ten (10)
Time entry validations Y Up to three(3)
Time tracking templates Y Up to two(2)
Configurable alerts, including Y Up to two(2)
reports required to build necessary
alerts
Time Tracking aligned Period Y One(1)
schedules
Custom Security Groups Y Up to one(1) Intersection security
group to support employee and
manager self-service
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Modifiable business processes Y Enter Time
a. Up to two (2)total process
steps
b. Up to two (2) notifications
Reported Time Batch Event
a. Up to one(1)total process
step
b. Up to two (2) notifications I
Payroll Pay Groups Y two(2)
Earning Codes Y Up to thirty-seven (37) Pay
Components
Deduction codes Y Up to forty(40) Pay Components
Federal Identification Numbers Y Up to one(1)
(FEIN)
States/Provinces Y Up to one(1)
to Local tax authorities Y Will configure all necessary locals to
comply with state requirements
Pay frequencies Y One(1)
Payroll period schedules Y One(1)
Configure payroll calculation rules Y Up to ten (10)
Configure Workday on-cycle and on- Y Up to one(1) each
demand paycheck template
Configure payment elections Y Up to one(1) Payment Election Rule
Garnishments I Y
Bank depository and source bank 1 Y Up to one(1)
accounts
Configure pay slips Y Up to one(1)
Establish payroll accounting to Y One(1)
generate and review payroll
accounting data
Establish comparison rules and Y
audit components
Settlement rules Y
Third-Party Payroll provider Y
provides tax,garnishment,check,
and deposit advices
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Configure retroactive payroll Y
processing
Configure FLSA calculations—using Y Standard forty(40) hour per week
delivered Workday functionality processing only
Custom Security Groups Y Up to one(1), (up to one(1)
intersection security group)
Retiree Payroll Processing N
Modifiable Business Processes Y Up to three(3) configurable
business processes
Custom Payroll Calculations(Value Y
Compare, Instance Set,Conditional,
etc.)as needed to support CSLLC
best practice configuration
Payroll Standard Dashboards: Y
Year End
Payroll Compliance
tO • Command Center
Worker Costing Allocations Y Single Dimension
Core Financial One(1)Currency(USD) Y
Management,Accounting • Companies(legal entities) Y Up to two(2) companies organized
and Finance
in up to three(3)company
• Cost centers y hierarchies
Cost centers organized in up to two
(2) independent hierarchy
Custom organizations structures with up to four(4)
Y hierarchy levels each
Up to one(1)custom organization if
needed with a hierarchy structure
Locations Y Up to one hundred fifty(150)
Business Asset and Ship-To
Locations and up to three hundred
(300) Inventory Locations organized
in a hierarchy structure with up to
four(4) levels of hierarchy
Custom Security Groups Y Up to one(1)
Financial Accounting FDM design and utilizing Workday Y
worktags for analytics
Account sets(parent-child Y One(1)parent child account set
relationship) configuration
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Ledger account summaries Y One(1)ledger account summary
structure with up to five(5) levels
Configure standard/delivered Y Up to one(1) Posting Rule Set
account posting rules
Including spend and
revenue categories and
account posting rules for
operational transactions
Categories Y Revenue Categories with one (1)
hierarchy structure containing up to
four(4) levels
Spend Categories with one(1)
hierarchy structure containing up to
fur(4) levels
Custom worktags Y Up to one(1)
Custom reports to support financial Y See table in Appendix B
reporting for Generally Accepted
to Accounting Principles (GAAP)and
regulatory reporting requirements,
Workday financial statements for
external reporting,and internal
management reports
Allocations Y Up to ten (10)
Fiscal schedule(Fiscal Year) Y
Fiscal summary schedule(s) Y
Custom validation(s) Y Up to fifty(50)custom validations
Banking and Settlement Financial Institutions Y Up to Two (2) Financial Institutions
Configure check printing Y Check printing configured for one
modifications and electronic bank (1) Financial Institution
integrations(type of electronic
payments,wire payments and
positive pay, unique by company)
I
Cash Position N I
Bank reconciliation automation and Y All operational bank accounts at
integrations one(1)financial institution
Supplier settlement via check or Y Electronic payment automation and
electronic payments integrations configured for one(1)
Financial Institution
Budgets Structures(Financial,Award, Y Parent-child structure set up for the
Project) financial plan
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Position Budget Structure N
Ledgers for encumbrances Y
Budget checking for operational, Y
project budgets
Payroll Commitment Accounting N
Supplier Accounts Suppliers including payment terms, Y
attributes for payments and 1099
reporting
Active header level purchasing Y
contracts
Supplier categories and groups Y
Check or electronic payments for Y
supplier settlement(s)
Tax books,excluding actuals N
Custom Security Groups N
to
Business Assets Depreciation Profiles Y
Asset Books Y
Procurement Punchouts Y
Purchase order layout Y Workday Delivered Purchase Order
Layout
Receiving and matching Y
Supplier Portal functionality Y
Request for Quotation("RFQ") Y I
processes
Inventory Inventory Sites Y Up to three(3) I
Inventory Stocking/Bin Locations Y Up to one thousand(1,000)
Convert Item Master Y Up to one thousand (1,000)from
two (2) source systems (Cartegraph,
File maker)
Inventory Fulfillment Y
Inventory Replenishment Y
Inventory Par Locations Y Up to one hundred(100)
1 .
Expenses Worker expense preferences(e.g., Y
Employee travel card)
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Expense policy security groups Y Up to two(2) Expense Policy
Security Groups
Expense items Y Configuration of up to fifty(50)
Expense Items
Expense item groups Y
Business purposes Y
Expense Payment Election rules Y
Custom Security Groups N I
Customer Accounts Customer attributes for billing and Y
collection through aging reports and
collection disputes
Invoice layout(s) Y Up to one(1)Custom Customer
Invoice Layout
Statement layout(s) Y Up to One(1)
Custom Security Groups N
to Projects of medium complexity
Project and Work 1 p y
Management including:
Project phases Y
Project tasks y
Project worker roles/talent
pools
Project groups Y
Basic projects y
Delivered Workday Capital project Y
functionality
Delivered Workday billable project N
functionality
Project hierarchies Y One(1)primary and one (1)
optional project hierarchy structure
with up to four(4) levels in each.
Project templates(project, project Y
plan, or a combination thereof)
Custom Security Groups N
Mobile Solutions Configure mobile-specific tenant Y
settings
Security to allow mobile access Y
Access for iPhone,iPad,and Y
Android
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Employee Self-Service Employee Self-Service for all Y
Workday functionality specified
above
Manager Self-Service Manager Self-Service for all Y
Workday functionality specified
above
Adaptive Planning
Function Functionality Scope In Scope Quantity to Configure
(Y/N)
Planning Ability to create annual plan Y One(1) Chart of Accounts structure
across organization
Ability to reforecast monthly One(1) Fiscal calendar across
organization
One(1) Currency for planning
to
Planning Models: Revenue Planning: Y Up to five (5)supporting schedules
Driver-based revenue model to to build bottom up revenue plan
support multiple revenue streams which will allow for direct data
entry at revenue account and
funding source
1 Total calculations not to exceed
fifteen (15)
Cost of Labor: y Up to five (5) Employee Types
• Salary and hourly assumptions, planned down to the individual
as well as merit increases employee/position
• Merit increases to be evaluated Total calculations not to exceed
against maximum pay scale for fifteen (15)
the grade
• Allocating positions across
funds and organization
(company and/or department)
• Fringe Benefits and Tax Rates
• Calculate total cost burden by
employee/position
Expense Planning: Y Up to one(1)one(1)expense
Setup and configuration model to capture non-personnel
related expenses
Up to five (5)supporting schedules
I to build bottom-up expense plan
—
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Adaptive Planning
Total calculations not to exceed
fifteen (15)
Fixed Assets:
• Capital sheet will allow
managers to plan for new
assets and straight-line
depreciation will be calculated
based on in service date and
useful life.
• Forecasted depreciation
expense for existing assets will
be imported from Workday.
Reporting: Y Maximum of five(5)Adaptive
HyperText Markup Language
(HTML) reports
Knowledge Transfer/ • Adaptive Insight's
Training implementation methodology
involves knowledge transfer
and testing during and after
every model
tO • End to end process knowledge
transfer sessions will be
conducted during the Deploy
stage to train the trainer along
with Client specific process
documentation
• Provide template for testing
scenarios and training material
Out-of-Scope: Balance Sheet and Cash Flow N
Forecasting
Third-party Integrations N I
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Appendix E—Data Conversion
In Scope person population(s) which are active at time of the Go-Live conversion extract will be included in the
conversion process. Clients' workers who were terminated in the current year based on the final extract date
will be included in the data conversion to Workday to support rehires and reporting.
Finance-related History Conversion Assumptions:
Suppliers active in the two (2)years prior to Go-Live
Customers active in the two (2)years prior to Go-Live
Function Scope
Human Capital Management
Active Employees • Up two hundred fifty(250)Active Full-Service Equivalent(FSE) Employees or Contingent
Workers Including Current Associated Personal Data and Current Job Record
• Current data records and job details for all active employees using their current data
record
• Compensation—Current and Prior Year Compensation information only
• Job and Compensation History-Unlimited "History from Previous System"
tO • Attachment of Third-Party Documents out-of-Scope
• No Transactional History
Terminated Employees • Terminated workers who received payment in the current year(Using Worker Object)
• Terminated workers will be converted to a Workday organization specified for terminated
workers rather than the historical organization structure.
• Only a terminated worker's data at time of termination (i.e., last data record)
• Current and Prior year History loaded
HCM Worker History from • Job and Position History:current and prior year active and terminated employees
a Previous System Workday's position history
• Compensation History:current and prior year active and terminated employees into
Workday's compensation history
Benefits • Current Benefit Elections
• Medical History for Current Year for ACA Reporting
• Dependents&Beneficiaries
• Benefit Annual Rates
• Worker Wellness and Tobacco Usage
Absence Management • Time off Balance Conversion Included
• Active Leaves for the previous twelve(12) Months(Balance as of Go-Live date, not daily
balance conversion)
• Time Off Event Conversions Excluded
Time Tracking • Excluded from the Scope for Go-Live
Recruiting • Up to fifty(50)Open Job Requisitions and Corresponding Open Positions
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
Function Scope
• Prospect Conversion Excluded
• Open Positions Not Associated with Job Requisitions Excluded
• Active Candidate Data Conversion Excluded
Succession Planning • Excluded from Scope
Payroll • Payroll history conversion year-to-date wage and tax data (payroll) is in Scope
• Withholding Orders Excluded,active orders will be completed manually by the Client
• Tax Elections current employee tax elections
• Worker Payment Elections
• Single Dimension Costing Allocation
Payroll Interface • Worker Payment Elections
Learning • Out-of-Scope: Instructor Assignments
• Out-of-Scope:standalone lessons
• Out-of-Scope:Courses
• Out-of-Scope:Course Offerings
• Out-of-Scope: Programs
• Out-of-Scope:Campaigns
to • Out-of-Scope: Historical Records
• Out-of-Scope: Historical Courses
• Out-of-Scope: External Instructors&Learners
Financial Management
Financial • Single Summarized Journal for Each Company Per Period with a Maximum of One (1)Year
Accounting Plus Current YTD-Prior Year Ending Balance
• Company Base Currency Only
• Transactional/Detailed Journals are out-of-Scope and will not be included
Banking&Settlements • Beginning Balance
• Unreconciled Open items
Budgets • Prior and Current Year Budget Data
Customer Accounts • Customers with Activity Within two (2)years Prior to Go-Live
• Open Account Receivables Items
Customer Contracts • The Remaining Balance of one hundred fifty(150)Active Customer Contracts and Open
Fixed Fee Customer Contract Line Types
Supplier Accounts • Up to five hundred (500)suppliers active in the past two(2)years
• Supplier invoice history in current calendar year for 1099 reporting
• Open supplier invoices are out-of-Scope
Procurement • Open Approved Purchase Orders at time of Go-Live
• Open Supplier contracts at time of Go-Live
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Clay County Utility Authority,Florida and Collaborative Solutions,LLC Statement of Work February 27,2023
1
Function Scope
• Receipts for Open Approved Purchases Orders at time of Go-Live
• Open Requisition conversion is out-of-Scope
• Open RFQs are out-of-Scope
• Suppliers active in the two(2)years prior to Go-Live
Inventory • Inventory Beginning Balances
Business Assets • Active Capitalized Assets, Reconciled to Balance Sheet(Non-Work in Progress(WIP) related
assets only)
• Up to one thousand (1,000)Tracked Expensed Assets(No Cost)
Expenses • Worker Payment Elections for Expense Payments
Projects • Up to five hundred (500) projects active at the time of or one (1)year prior to Go-Live with
attributes.
Adaptive Planning • Import GL trial balance from Workday(up to one(1)year historical)
(Workday Data • Import metadata from Workday(up to five(5) dimensions)
Management)
• Import personnel roster from Workday for existing and open positions
• Configure User-Sync with Workday
to
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CCUA_State Local Gov Package
SOW_Final 12 . 16.2022 (2)
Final Audit Report 2022-12-22
Created: 2022-12-21
By: Cari Delgado(cdelgado@collaborativesolutions.com)
Status: Signed
Transaction ID: CBJCHBCAABAARGNGTZxv9gGCrw6yBh5Eg5ggXtWoWe1Y
"CCUA_State Local Gov Package SOW_Final_12. 16.2022 (2)"
History
Document created by Can Delgado (cdelgado@collaborativesolutions.com)
2022-12-21 -4:41:25 PM GMT
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2022-12-21 -4:42:25 PM GMT
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2022-12-21 -6:25:12 PM GMT
t Email viewed by sguerra@collaborativesolutions.com
2022-12-22-5:08:57 PM GMT
ea Signer sguerra@collaborativesolutions.com entered name at signing as Susan Guerra
2022-12-22-5:09:10 PM GMT
Document e-signed by Susan Guerra (sguerra@collaborativesolutions.com)
61736
Signature Date:2022-12-22-5:09:12 PM GMT-Time Source:server
O Agreement completed.
2022-12-22-5:09:12 PM GMT
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