HomeMy WebLinkAbout09.b EDB Collaborative Change Order No. 1 EXECUTIVE SUMMARY
AGENDA ITEM:
Proposed Change Order No. 1 to the Collaborative Solutions LLC a Cognizant Company Contract
to provide Training and Training Materials for Workday
Date: December 13, 2023
BACKGROUND:
Cognizant is CCUA's implementation partner for our incoming Workday ERP system. Workday
will be used by every employee in our organization and represents a significant change to our day-
to-day processes. Properly learning how to utilize the system will be imperative to a successful
transition. Cognizant has the experience and knowledge necessary to assist CCUA with the staff
training.
The change order includes:
• Development of instructional job aids specific to CCUA's policies and procedures.
• In person, instructor led training sessions:
o Employee self-service options, time entry and absence requests.
o Requisitions, Purchase Orders and other Procurement related items.
• Webinar presentations:
o Capital Projects
o Budgeting
BUDGET:
Staff determined the fee is fair, competitive, and reasonable. The amount of$120,970 will be paid
out of the operating budget and will need to be transferred from Contingency.
RECOMMENDATION:
Staff respectfully recommends the Board of Supervisors' approval of the Proposed Change Order
No. 1 with Collaborative Solutions a Cognizant Company.
ATTACHMENTS:
Collaborative Solutions a Cognizant Company Change Order#1
//AW,KO(Author)
//KO (Review)
//JJ(Final)
cognizant
Project Change Order
12/13/2023
ApPrr
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
Clay County Utility Clay County Utility Authority
Authority:
SOW/Project Name: PROJ_62113/ Clay County Utility Authority - Platform
Change Order#: CO1 — Increased OC&T Scope
Project Manager (Clay Karen Osborne, Clay County Utility Authority
County Utility Authority):
Project Sponsor (Clay Jeremy Johnston, Executive Director
County Utility Authority):
Engagement Manager: Mike Thomas, Cognizant
Acceptance Due Date: 12/20/2023
Change Type: Increased hours for OC&T to accommodate training and
training materials development
Impact Assessed by: Increased training responsibility for Cognizant
Priority: High
Billing: Bill under current project
Contract Line Type: Fixed Fee Installment/Milestone
Is new PO# required?
Request Description
Clay County Utility Authority is requesting that Cognizant engage OC&T resources to develop and
deliver training. Details are listed below.
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Cognizant Services CCUA Responsibilities
.11111-
End-User • Lead development of Job Aids • Provide end-user training counterpart to
Training o Up to 51 Job Aids regularly interface with Cognizant's
o Job Aid development includes Organizational Change &Training
updating Xcelerate (OC&T) team
documents to custom • Review and approve all training
configuration. No updates to materials in accordance with Training
branding. Development Deadlines
• Lead development of 5 Instructor led • Coordinate training delivery session
training and Webinar presentations: invites
o Employee Self Service Basics • Maintain and own materials after the
for Employees ILT Cognizant resource has applied
o HCM &Job Management feedback from one (1) round of review
Basics for Managers, HR, &
TA (Dept Heads) Webinar
o Projects for Project Managers
and Finance Webinar
o Adaptive Budgets for Dept
Heads and Budgets Webinar
o Procurement for Dept Heads
&Admin Staff ILT
• Complete associated data staging
• Up to 9 Delivered Trainings - Hybrid
• Provide one (1) round of updates to
job aids and decks based on feedback
from CCUA's SME(s)
Business Purpose / Reason for Change
Mitigate resource constraints.
Impact Assessment
Project Training and Training Materials will be the responsibility of Cognizant with this
Activities Change Order.
Affected:
Deliverable Cognizant will deliver training and training materials listed above
s Affected:
Project No impact to the schedule
Schedule
Impact:
The total cost of this change order is $120,970 which will be added to the
Pricing original Statement of Work total of$2,569,840 creating a new total billable total
Matrix
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of$2,690,810. The total value of this change order will be spread evenly
across the remaining 4 billable milestones as depicted in the table below.
Fixed Fee and Invoicing
Total Invoice CO1-Added New Total
CSLLC SOW Invoice Invoice
Original Statement of Work Milestone/Event Invoice Date Invoice Amount Investment Amount Amount Amount
olect Commencement 2/27/2023 $ 570,280 $ (56,312) $ 513,968 $ - $ SL,.
ltrategy Stage:Strategy 4/7/2023 $ 427,710 $ (42,234) $ 385,476 $ - $ 385,4
'Ian Stage:Delivery of Plan Artifacts 5/26/2023 $ 427,710 $ (42,234) $ 385,476 $ $ 385,,
\rchitect&Configure Stage:Delivery of Design Artifacts 8/4/2023 $ 427,710 $ (42,234) $ 385,476 $ S 385
\rchitect&Configure Stage:Delivery of End-to-End Tenant 10/13/2023 $ 427,710 $ (42,234) $ 385,476 $
Test Stage:Completion of End-to-End Test 12/22/2023 $ 142,570 $ (14,078) $ 128,492 $ 30,243 $ 158,735
Test Stage:Completion of Parallel Test 2/16/2024 $ 142,570 $ (14,078) $ 128,492 $ 30,242 $ 158,734
Deploy Stage:Completion of Move-to-Production(Go-Live) 3/15/2024 $ 142,570 $ (14,078) $ 128,492 $ 30,243 $ 158,735
Post-Production support:Completion of Project 4/26/2024 $ 142,570 $ (14,078) $ 128,492 $ 30,242 $ 158,734
Total Cost $ 2,851,400 $(281,560) $ 2,569,840 $ 120,970 $2,690,810
Estimated Travel Expenses(7%) $ 179,889 $ 7,939 $ 187,828
Cost Including Estimated Travel $ 2,749,729 $ 128,909 $2,878,638
Cost By Resource:
Total
Training Lead $113,420.00
Engagement Manager $ 7,550.00
Total Of CO $120,970.00
Assumptions
All materials will be built in English
Assumes March 25th, 2024 go-live
Employee Self Service Training will be delivered in person - 5 sessions
Procurement Training will be delivered in person - 1 session
Virtual Training (webinar)for HCM and Job Management Basics, Projects, and
Budgets - 1 session each
Xcelerate job aids provided for all topics in scope - no updates to current Cognizant
branding.
No activity guides for Webinars
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Authorization
Clay County Utility Authority Authorization Collaborative Solutions LLC Authorization
Signature Signature
Name Name
Job Title Job Title
Date Date
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