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ASDI f L <br />TASK DESCRIPTION: SDI will assist the City in preparing for negotiation meetings and will attend to <br />support City staff. SDI will facilitate the negotiation meetings and actively participate in discussions and <br />negotiations pertaining to the vendor's contractual documents and Statement of Work to ensure the <br />documents are acceptable to the City and properly hold the vendor accountable. SDI will take the lead <br />in recording the minutes from the meetings to capture outstanding items, next steps, and critical dates. <br />DELIVERABLE: Final Agreement with Vendor <br />TASK DESCRIPTION: SDI will attend and/or participate in the City's presentation of the vendor <br />agreements to the City Council for approval. SDI's level of participation will be at the City's direction. <br />DELIVERABLE: City Council Meeting Participation <br />Business Process Mapping Services Request <br />As a part of our overall proposal, the City has requested that SDI formally document fifteen (15) specific <br />existing business processes as a part of the overall project. The specific areas requested for business <br />process mapping include: <br />♦ Cashiering <br />♦ Bank Reconciliation <br />♦ Investment Accounting <br />® Interest Allocation <br />♦ Inventory Accounting <br />♦ Capital Asset Accounting <br />♦ Accounts Receivable <br />♦ Accounts Payable <br />♦ Purchasing <br />♦ Payroll Processing <br />n Debt Management <br />♦ Project Activity Accounting <br />,� Contract Management <br />: Grant Accounting <br />♦ General Ledger Entries <br />SDI will document the City's current business processes for each of the functional areas listed above. SDI <br />utilizes a structured approach to documenting our data gathering activities to ensure that all information <br />shared with the project team is recorded. The information gathered about current business processes will <br />also be reviewed by the City's project team to ensure it is accurate. The timing for this task will be <br />discussed with the City team during the "Initiate" phase of the project; we recommend initiating these <br />activities during the Phase 2 "Requirements" phase. <br />Additional Information About SDI's Approach <br />Approach to Best Practices and Change Management <br />SDI has been conducting assessments of enterprise systems for over 25 years and have developed a <br />proven methodology for information gathering and identifying organizational needs. We recognize the <br />importance of utilizing a measured approach when introducing an organization to potential change, and <br />we are sensitive to the fact that staff may be averse to such change. Our consultant team consists of <br />professionals who have worked in the public sector, have experienced the changes that come with <br />business process analysis and new system implementations, and are well versed on managing <br />expectations, concerns, and potential roadblocks to the implementation of new business practices. <br />SDI approaches our business process workshops with an understanding that not all participants may be <br />knowledgeable about the most current software systems available. A key component of our workshops is <br />to help educate City staff on available software systems and functionality, and to explore staffs thoughts <br />regarding potential positive outcomes of implementing this functionality. The goal of our workshops is to <br />Proposal to City uj — cr;mlu A170 <br />ERP Consulting Services <br />September 9, 2022 <br />