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Home My WebLink About08.b EDB Cognizant Lean-on Change Order 1 EXECUTIVE SUMMARY AGENDA ITEM: Proposed Change Order No. 1 to the Statement of Work for Workday Lean-on Services Support with Collaborative Solutions Inc. (Collaborative)an Affiliate of Cognizant Worldwide Limited(Cognizant) Date:November 1,2024 BACKGROUND: CCUA never used an industry standard inventory system or software program to track inventory items. We expensed all items as incurred except for our meters and MXU's which were tracked in our legacy Filemaker system. With the implementation of Workday,CCUA planned to fully implement the inventory module and begin to track inventory items consistent with industry standard processes. CCUA was without an Inventory Manager for five months during the most critical stage of our Workday implementation. During that time,we made the decision to scale back the inventory implementation. We set-up and tested the inventory processes for the main warehouse and the inventory items housed there. Very shortly after go-live, we began to experience some accounting anomalies related to the inventory transactions. We attempted to work through these with Cognizant but were unable to identify the underlying cause or remedy the situation. We made the decision to turn off the inventory tracking at that time so we could focus on more pressing implementation issues and revisit the inventory issues later. The ERP transition reached a stabilization period.We have the necessary resources to implement inventory at this time. BUDGET: Staff determined the fee for professional services is fair, competitive, and reasonable. Collaborative Solutions Inc.will be paid on a time and materials basis for a total estimated cost of$62,400 which will be transferred from contingency of this year's operating budget. RECOMMENDATION: Staff respectfully recommends the Board of Supervisors' approval of Change Order No. 1 to the Statement of Work for Workday Lean-on Services Support with Cognizant. ATTACHMENTS: Cognizant Project Change Order //AW(Author) //AW, KO(Review) //KO//JDJ(Final) cognizant rif-couNi‘ c c.,\- 1.1...--------- -- Oat L C:ex(el 4 iiiiiil IYALAW Project Change Order . . .. , =or 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: Clay County Utility Authority - P1 to CVS 2023-24 PROJ_69340 Change Order#: C01 —Adding Inventory Implementation To 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: 11/8/2024 Change Type: Change In Scope (Additional Hours Added) Impact Assessed by: Mike Thomas (EM Cognizant) Stephanie Pacienza (Fins Lead Cognizant— Provided Scope and Timing) Karen Osborne (Project Lead CCUA) Priority: High Billing: Bill Separately under new project Contract Line Type: Time and Materials Is new PO# required? No Request Description Clay County Utility Authority has requested that Cognizant re-engage in the deployment of the Inventory Module. This was originally in scope but due to changes in resources from both Cognizant and CCUA—we will need to go back through the normal deployment process including a brief Plan Stage, Architect Workshops, Customer Confirmation Session, Testing, Deployment, & Post production Support. These will inevitably be abbreviated stages but all the same will be required for an adequate implementation. Business Purpose / Reason for Change 2 Adding Inventory implementation to the scope of the CVS document and CO1 will provide the hours rather than take hours from the Lean On Agreement. Impact Assessment Project This will be considered a new implementation of the Inventory module and Activities functionality. This will not affect the current Lean On activities. A review of the Affected: work done during the initial implementation has been assessed by Cognizant and provided to CCUA. It has been concluded that this project will need to follow the normal Workday Methodology Stages; Plan Stage, Architect & Configure Stage, Test Stage, Deployment Stage, and finally Postproduction Stage. Deliverable The Project in this Change Order will follow the normal deployment s Affected: Methodology with and abbreviated planning stage, Architect Stage, Config & Prototype stage, as well as Test Stage, Deployment Stage, and Post Prod Support Stage. In Addition— In accordance with the original Scope From The Statement Of Work executed on 2/23/2023 and culminated on 5/3/24: Functional Scope: • Locations o Up to one hundred fifty(150) Business Asset and Ship-To Locations o Up to three hundred (300) inventory locations organized in a hierarchy structure with up to four(4) levels of hierarchy • Inventory: o Inventory Sites - Up to three (3) Inventory Sites o Inventory Stocking/Bin Locations - Up to one thousand (1,000) Inventory Stocking/Bin Locations o Convert Item Master— up to one thousand (1,000) from two (2) source systems (Cartegraph, Filemaker) o Inventory Fulfillment o Inventory Replenishment o They will need an Inventory Dashboard in Workday created for Inventory reporting and tasks. One Dashboard for Managers and One for Inventory technicians. o Client went live with Workday 4/1/24. Inventory was in scope but not fully supported internally as the client's Inventory Manager resigned. Then shortly after go live the resource from Cognizant who implemented their Inventory Functionality resigned. o Client does not have a good understanding of Inventory Accounting principles in Workday, Inventory Account Posting rules or why Inventory Accounting was so skewed on the Inventory Cost Adjustment ledger account that they stopped all inventory functionality in Workday Mid-May 2024 and did two 3 huge manual journal entries to balance their spend/inventory cost adjustment ledger accounts and are handling inventory activities outside of Workday for now. o They have 1 Main storeroom and several sub storerooms. The Main storeroom will issue inventory directly to technicians and replenish inventory to sub storerooms. Sub storerooms will fill department inventory stock requests as will the main storeroom. Data Conversion: • Inventory Beginning Balances Project Project Schedule: Schedule Stage Start Date End Date #of Weeks Notes Impact: Plan Stage 11/4/2024 11/22/2024 3 Design&Requirements 11/25/2024 12/27/2024 5 Thanksgiving Holiday Included In This Time Config&Unit Testing 12/30/2024 2/14/2025 7 Includes Christmas&New Years Client Testing 2/17/2025 3/14/2025 4 Sandbox Migration&Testing 3/17/2025 3/28/2025 2 Prod Migration 3/31/2025 4/4/2025 1 Post Prod Support&KT 4/7/2025 4/18/2025 2 Total Weeks 24 Note: *Design & Requirements will likely take 4 weeks but have accounted for the Thanksgiving Holiday *Config & Unit Testing will likely take 6 weeks but have account for the Christmas & New Year's Holiday Pricing The following is the Pricing Matrix: Matrix Role Rate Hours Cost Engagement Manager $240 48 $11,520 CVS Consultant $212 240 $50,880 Total 288 $62,400 Payment Terms 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. Assumptions All assumptions from the SOW dated May 1, 2024 and ending on September 30, 2025 apply to this change order. Additional Assumptions: o Cognizant Consultants will: 4 • Configure inventory settings and functionality based on client design decisions • Put together documentation of functionality to be used for training purposes • Provide testing scenarios and support client testing efforts • Move final approved configuration to Production after client sign off. • Knowledge Transfer Sessions On Best Practice on Inventory Accounting o CCUA will: • Attend weekly design and working sessions with consultant • Conduct all end user training internally • Conduct all testing for inventory functionality • Validate data and configuration after testing to include account posting for inventory transactions • Validate all data conversion in Production. Authorization Clay County Utility Authority Authorization Collaborative Solutions LLC Authorization Signature Signature Name Name Job Title Job Title Date Date 5