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HomeMy WebLinkAboutINFOR (US) INC. (FORMERLY LAWSON SOFTWARE) 2 - 2008,tN, :XPlRES -08 CUUNUL 0.. T oci `LAWSOO N '14a m. A- 2008 -037 LAWSON SOFTWARE CUSTOMER AGREEMENT MASTER TERMS AND CONDITIONS Customer Name: Address: City: Stat&Mp or Province/Postal Code: Country: City of Santa Ana 20 Civic Center Plaza, 8'" Floor Santa Ana CA 92701 USA These Lawson Software Customer Agreement Master Terms and Conditions ('Lawson Master Terms and CondiGons") we entered into by each respective Lawson Group company named below and in each Order Form and the customer entity named above and in each Order Forth, and is effective as of the latest date signed below after all Parties have signed. The entire Lawson Software Customer Agreement includes these Lawson Master Terms and Conditions, and each Order Forth, Statement of Work and other written agreement entered into by Customer and any Lawson Group company at any time in the future and which refers to these Lawson Master Terms and Conditions (collectively, the "Agreement'). The initial Agreement must be signed below, and may be signed in counterpart and delivered by fax, pdf or other means that displays the original or a copy of the signatures. Any subsequent Order Forth or Statement of Work may be signed and delivered in the same manner or as described in that Order Form or Statement of Work. The Agreement contains the complete agreement with Customer concerning any products, software, maintenance or services provided by any Lawson Group company. IN WITNESS WHEREOF, the parties hereto have executed this Lawson Software Customer Agreement Master Terms and Conditions on the date set forth below. For LAWSON SOFTWARE AMERICAS, INC. 1 / t" u j C 'i: Vi CAS (Title) (Date) < CITY OF S T A r DAVID N. REAM City Manager MAR 3 2008 (Date) PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: use: -sl c Laura Sheedy Assistant City Attorney Customer Master T &C s — North America Page 1 of(, Revised 2007 August 13 Lawson Software Customer Agreement Master Terms and Conditions The following Lawson Master Terms and Conditions supplement and govem each Order Form, Statement of Work and other written agreement entered into at any time by Customer and any Lawson Group company at any time on or after the effective date of these Lawson Master Terns and Conditions: 1. Definitions. The following defined terms are in addition to the definitions contained in each applicable Order Forth or Statement of W ork: 1.1 "Agreement" or "Lawson Software Customer Agreement" means these Lawson Software Customer Agreement Master Terms and Conditions and each Order Forth, Statement of Work and other written agreement entered into by Customer and any Lawson Group company at any time in the future and which refers to these Lawson Master Terms and Conditions. 1.2 "Cure Period' means the period of time after notice from Customer, reasonably required for Lawson to cure a breach in accordance with Lawson's then current standard Maintenance or Services practices. 1.3 "Customer" collectively means the customer entity that has signed these Lawson Master Terms and Conditions and each Specified Customer (if different) identified in each respective Order Form or Statement of Work. 1.4 "Documentation" moans all help screens, or other documentation describing the operation of the Software described in an Order Forth, which are delivered (in printed or electronic forth) with the Software by Lawson or a Third Party, any subsequent updates and new Releases of that documentation provided to the Specified Customer listed in that Order Form by Lawson under Maintenance or by a Third Party, and any copies of that documentation. Documentation excludes all advertising, marketing materials, requests for proposal, proposals, demonstration materials and other promotional information. 1.5 "Escrow Agreement" means the separate escrow agreement, if any, entered into by the escrow agent appointed by Lawson. 1.6 "Extended Maintenance" is defined in Section 4.2(b) below. 1.7 "Initial Maintenance Period" means the initial period of Maintenance specified in an applicable Order Form. 1.8 "Intellectual Property Rights" means all copyrights, patent rights, confidentiality rights, trade secret rights and trademark rights now known or created in the future. 1.9 "Lawson" means each respective Lawson Group company that has entered into the Agreement with Customer. 1.10 "Lawson Competitor" means a developer, licensor or provider of software or services that directly competes with the then current Products or Services provided by Lawson Group. 1.11 "Lawson Documentation" means the Documentation for the Lawson Products. 1.12 "Lawson Group" means Lawson Software, Inc. and each of is direct and indirect subsidiaries. 1.13 "Lawson Partner mesa each entity that is then currently appointed as a'Lawson Partner by any Lawson Group company. 1.14 "Lawson - Maintained Products' means the unmodified Products or Limited Offering that are specified as "LMP" in an applicable Order Form while eligible for Maintenance under Section 4 below. 1.15 "Lawson Product" means each Product described in an Order Forth, excluding Third Party Products. 1.16 "License" is defined in Section 2 below. 1.17 "License Term" means a perpetual period of time, unless a shorter term is specified in the applicable Order Form or the License is terminated pursuant to the Agreement. 1.18 "Limited Offering" means software, maintenance and /or services that are designated as "LO' in an Order Forth. An Order Forth may exclude a Limited Offering from the definition of a Product, Maintenance and /or Service under the Agreement. 1.19 "Mainstream Maintenance" is defined in Section 4.2(a) below. 1.20 "Meintensinos' means the maintenance and support services described in Section 4 below and in the then current Support Operations Handbook and purchased for the Lawson- Maintained Products listed in an Order Form by the Specified Customer listed in that Order Forth, excluding any Limited Offering maintenance or support that is listed in an Order Form as not being 'Makoenance." 1.21 'Maintenance Period' cum: (a) the Initial Maintenance Period or (b) any renewal period of Maintenance under Section 5 below or under the applicable Order Forth. 1.22 "Maxanum the Designations" means the user Imitation defined and shown in the Order Form applicable to the Products, Services or Service Deliverables. 1.23 'New Products" moans new software and documentation that Lawson Group elects to make generally available to customers separate from other products and which contain new application software or technology. 1.24 'Order Form" means a Product Order Form ('POF"), a Services Order Forth ('SOP), Statement of Work or other order form entered into by Lawson and the applicable Specified Customer at any time and referring to these Lawson Master Terms and Conditions. Each Order Forth pertains only to the Specified Customer identified in that Order Forth. 1.25 "Party" means Lawson or Customer, and 'Parties" means Lawson and Customer. 1.26 ' Products" mean the Software and Documentation. 1.27 "Product Warranty' is defined in Section 7.1 below. 1.28 'Relase" memo the edition of a Lawson- Maintained Product after it has been made generally available by Lawson. 1.29 "Service' means training, implementation, consulting, Service Deliverables, subscription or other services provided by Lawson under the Agreement, excluding Maintenance and any Limited Offering (unless otherwise stated in an Order Form). 1.30 "Service Deliverable' means any tool, training materials or other non- Product Rem described in the applicable Order Forth or Statement of Work as a "Service Deliverable' for delivery to the Specified Customer identified in that Order Forth or Statement of Work. 1.31 "Services Warranty' is defined in Section 7.2 below. 1.32 "Software" means the software and media described in a POF (in source code and /or object code as specified in a POF), any repairs, replacements, upgrades, updates, enhancements and new Releases provided by Lawson to Customer under applicable Maintenance for that same Software or provided by a Third Party to Customer, and any copies of that code, excluding any Limited Offering software that is Noted in an Order Form as not being a "Product." 1.33 'Specified Customer" means the customer identified in an Order Form or Statement of Work and which is either (a) the same customer entity that signed these Lawson Master Terms and Conditions or (b) a customer which is affiliated with the customer entity that signed these Lawson Master Terms and Conditions. 1.34 "Statement of Work" or "SOW" means the portion of the Agreement that describes the Services to be performed by Lawson for the Specified Customer identified in that Statement of Work and that describes one or more of the following: the main responsibilities of the parties, estimated time schedule for completion of project, project scope and organization, change order process, and other project requirements. 1.35 'Support Operations Handbook" means the Lawson- prepared document that describes the respective types and levels of maintenance and support available for purchase by the applicable Specified Customer for the Lawson - Maintained Products, as amended by Lawson from time to time. 1.36 " Taxes" means any value - added, sales, use, excise, goods and services, withholding taxes, duties or other taxes, interest and penalties that are levied or assessed by a governmental authority because of the Agreement, excluding: (a) taxes for which Customer provides Lawson a valid tax exemption or resale certificate, (b) taxes based on Lawson Group's not income and (c) interest and penalties caused by Lawson Group and not Customer. 1.37 "Third Party" means the applicable owner or supplier of a Third Party Product. 1.38 "Third Party Product" means each Product owned by a third party and designated as a separate "Third Party Product" in a POF and delivered to the applicable Specified Customer under the Agreement, excluding third party Products that are designated in that POF as embedded or included with a Product that is proprietary to Lawson. 1.39 "User means employees of the applicable Specified Customer or other natural persons who are authorized by that Specified Customer to use the Products, Services Deliverables and Limited Offerings for the internal business of that Specified Customer, subject to the Agreement. 2. License Granted. Subject to the Agreement, when a Lawson Group company and a Specified Customer sign an Order Form, that Lawson Group company hereby grants to only the Specified Customer identified in that Order Form, throughout the License Term, a non - transferable and non - exclusive license to that Specified Customer to use and allow that Specified Customer's Users to use the respective Products, Service Deliverables and Limited Offerings identified in that Order Forth for up to the Maximum Use Designations identified in that Order Form and only for the internal business of that Specified Customer ('License "). Customer Master T &C s - North Amenca Page 2 of 6 Revised 2007 August 14 Lawser. Scfv;are Customer Agreement C1asLr Te.m, ano Conditions 2.1 Installation and Use. 2.1.1 Unless otherwise authorized by Lawson in writing, only the applicable Specified Customer, Lawson Group or a Lawson Partner retained by that Specified Customer, may install or host the Products, upgrades, enhancements and new Releases of the Products, Service Deliverables and Specified Customer modifications of the Lawson Products and Service Deliverables listed in the Order Form identifying that Specified Customer. 2.1.2 The Specified Customer identified in an Order Forth or Statement of Work may use the Products and Services Deliverables listed in that Order Forth or Statement of Work only in accordance with the Documentation. 2.1.3 Customer must obtain applicable Third Party approval before granting a Lawson Partner or third party permission to install, use or host Third Party Products on that Lawson Partners or third party's hardware platform. 2.1.4 The License does not allow a Specified Customer identified in an Order Form to use source code unless the source code has been delivered to that Specified Customer under either (a) that Order Forth or (b) a separate Escrow Agreement entered into by that Specified Customer. The applicable License governs the use of any source code. The Escrow Agreement governs the use of any source code delivered under that Escrow Agreement. 2.2 Software and Documentation Copies. 2.2.1 The Specified Customer identified in an Order Forth may copy the Software listed in that Order Forth only for backup and archival purposes. 2.2.2 During the Maintenance Period and upon request and for a nominal handling charge, Lawson will provide additional copies of the Lawson Products listed in an Order Form (subject to the Maximum Use Designations shown in that Order Forth) to the Specified Customer identified in that Order Form. 2.2.3 Customer may copy the Lawson Documentation and Service Deliverables only for use with the applicable Software under the License. 2.2.4 Customer may not copy Documentation for Third Party Products unless permitted by the applicable Third Party. 2.2.5 Customer must retain and include on each copy of the Products and Service Deliverables, all titles, trademarks, and copyright and restricted rights notices and Customer will document the number of copies. 2.3 Third Party Products Sublicensed by Lawson. 2.3.1 Third Party Products Sublicensed by Lawson may be used only with the Products and the operating system /database shown in the applicable Order Form. 2.3.2 Customer is responsible for licensing and paying for additional third party products that may be required for use of upgrades, enhancements or new Releases of the Lawson - Maintained Products. 2.3.3 if the reseller agreement terminates between Lawson and a Third Party for any Third Party Products listed in an Order Forth: (a) the Specified Customer identified in that Order Forth may continue to use those Third Party Products under the License for the License Tenn and (b) that Third Party will continue to be a third party beneficiary to the Agreement and may enforce its rights under the Agreement as the licensor of the applicable Third Party Product sublicensed by Lawson to that Specified Customer. 2.4 Modifications and Ownership. 2.4.1 Customer may modify the Lawson Products and Service Deliverables only to the extent permitted under an Order Forth or described in the Documentation for those Products. The Lawson Products listed in an Order Forth may be used by the Specified Customer identified in that Order Forth or by Lawson Partners retained by that Specified Customer to develop and use (for only the internal business of that Specified Customer) Software interfaces. Subject to the License, Lawson and its Third Parties will continue to own all Intellectual Property Rights for the Products, Services, Service Deliverables and any modifications of the respective Products or Service Deliverables. Unless authorized by separate agreement, Customer will not modify Third Party Products. 2.4.2 The Agreement and Customer will not reabid Lawson Group's or its Third Parties' independent development, use or licensing of any type of software. 2.4.3 If an Order Form lists a Product for development and test use only, the Specified Customer identified in that Order Forth may use that Product for development and testing but not for production (unless that Specified Customer has licensed that Product separately for production use). 2.5 Restrictions. 2.5.1 The Specified Customer identified in an Order Form may not transfer, rent, lease, redistribute or re- license the Products or Service Deliverables or use the Products or Service Deliverables listed in that Order Form to provide data processing, outsourcing, service bureau, hosting services or training to third parties. Customer will not disassemble, decompile, decode or reverse engineer the Software, except as expressly permitted by applicable law. 2.5.2 Only employees of Customer may attend Lawson training. 2.5.3 Customer shall not directly or indirectly export the Products or Service Deliverables from the country of initial delivery by Lawson without the prior written authorization of Lawson and compliance with applicable laws and regulations. 2.5.4 The restrictions in the Agreement concerning the use, confidentiality and export of the Products and Service Deliverables extend to any updates, upgrades, enhancements, Releases, or support materials related to the Products or Service Deliverables, and provided by Lawson or its Third Parties. . 2.5.5 Customer shall comply with applicable laws when using any Products, Services, Service Deliverables or Limited Offerings. 2.5.6 Each Specified Customer is responsible for compliance with the Agreement by each of its Users. 2.6 Country Versions. The Products licensed to the Specified Customer identified in an Order Forth are the country version of the Products only for the country(s) listed in that Order Forth. That Specified Customer may, upon written request and payment of the applicable fees, license other then-currently available country versions of the Products under the then current terms and conditions. Lawson is not obligated to modify or develop software to meet any requirements of any country orjurisdiction. 2.7 Verifications. 2.7.1 If requested by Lawson, Customer will inform Lawson each calendar year of the countries where the licensed Products are located and used. 2.7.2 The Maximum Use Designations for each Product licensed under the Agreement are set out in the applicable Order Forth. 2.7.3 Customer acknowledges that some Products may contain software that will monitor the actual users and prohibit unauthorized use of the Software. 2.7.4 After reasonable notice and request (and no more than once per calendar year): (a) the Specified Customer identified in an Order Forth will provide Lawson a verification of that Specified Customers compliance with the Maximum Use Designations listed in that Order Form and (b) Lawson, its Third Parties or their representatives may inspect the location where the Products listed in that Order Forth are installed to verify compliance with the Agreement, provided the inspection is during normal business hours, complies with that Specified Customers confidentiality and security policies, and does not unreasonably interfere with that Specified Customers business. 2.7.5 The Specified Customer will promptly: (a) notify Lawson if it becomes aware that it has exceeded the Maximum Use Designations listed in an Order Forth for that Specified Customer and (b) pay Lawson the then current list price for those additional Maximum Use Designations plus applicable Taxes. 2.7.6 If Lawson learns that the Specified Customer has exceeded the Maximum Use Designations listed in an Order Forth for that Specified Customer, and that customer has not previously paid Lawson for that overage under Section 2.7.5 above, after notice from Lawson that Specified Customer will promptly pay Lawson: (a) the then current list price for those additional Maximum Use Designations plus a 25% surcharge of that amount, plus applicable Taxes and (b) the reasonable costs of conducting the verification under Section 2.7.4 if the Maximum Use Designations were exceeded by more than 5 %. 2.7.7 Customer will not be entitled to a reduction or refund of any fees because the number of actual users is less than the Maximum Use Designations. 3. Delivery and Installation. 3.1 Lawson will promptly deliver to the Specified Customer identified in an Order Forth one copy of the Products listed in that Order Forth. Title to any delivered goods passes at place of shipment (subject to the License), unless prohibited by applicable law. 3.2 Except as otherwise agreed in an Order Forth, Customer is responsible, at Customers expense, for installation of the Software and Service Deliverables, User training, data conversion, implementation and other services. 4. Maintenance. 4.1 During the Maintenance Period, Lawson will directly or indirectly provide to the Specified Customer identified in an Order Form Customer Master 7 &C5 — Noah Amencr. Page 3 of C Revised 2O07 Augus: 14 Lawson Software Customer Agreement Master Terms and Conditions Maintenance for the Lawson - Maintained Products listed in that Order Form. Unless otherwise stated in that Order Form, and based on the type and level of Maintenance purchased, Maintenance will include the following: a) make available to the Specified Customer identified in that Order Form general technical information and assistance with problem determination, isolation, verification and resolution during the hours specified in the then current Support Operations Handbook; b) comect programming errors in the Lawson - Maintained Products listed in that Order Forth to comply with the Product Warranty under Section 7.1 below and allow the Lawson- Maintained Products, when properly installed and configured (if not Installed and configured by Lawson), to operate materially and substantially as described in the Documentation for those Products, by providing that Specified Customer a program patch, update, new Release, or instructions for avoiding the error, as determined by Lawson; and c) provide that Specified Customer updates and new Releases of the same Lawson - Maintained Products listed in that Order Forth when generally made available by Lawson for installation and use by that Specified Customer under the Agreement. New Products require a separate Order Forth and are not provided as a new Release or as part of Maintenance for other Products. 4.2 During each respective Maintenance Period, Lawson will provide Maintenance for. a) each Release of a Lawson - Maintained Product for at least 36 months after general availability of that Release ("Mainstream Maintenance"); and b) each Release of a Lawson - Maintained Product for at least an additional 24 months after termination of Mainstream Maintenance ( "ExtarWW Maintenance "). Extended Maintenance is subject to an additional Maintenance fee, and may exclude updates. 4.3 Lawson will publish on its support website the scheduled termination date for Maintenance of each Release that has a scheduled termination date. 4.4 Lawson will not materially degrade its Maintenance practices during the Maintenance Period. 4.5 Customer may elect to purchase at Customer's expense from the applicable Third Party available support for the Third Party Products specified in an Order Form or Support Operations Handbook as not maintained or supported by Lawson ('No LM "). 4.6 Unless otherwise described in an applicable Order Form, Lawson does not maintain or support Service Deliverables or Products modified outside of Maintenance provided by Lawson. 4.7 Lawson Maintenance requires that: a) Customer uses an Internet browser with access to the World Wide Web and an e-mail address to obtain Lawson Maintenance; b) only persons trained by a Lawson - certified trainer may access Lawson Maintenance; c) Customer provides Lawson reasonably available information and technical assistance; d) he Products must be properly installed; e) Customer complies with the Support Operations Handbook; f)the Specified Customer for the Lawson- Maintained Products listed in an Order Forth uses those Products only on the operating system /database and in the technical environment shown in that Order Form or applicable Documentation; and g) Customer uses the Products in accordance with the Documentation. 5.2 After the Initial Maintenance Period (unless otherwise stated in an Order Form), Maintenance for the Lawson - Maintained Products will automatically renew for successive one year Maintenance Periods so long as Lawson makes that Maintenance available to its customers, unless the Specified Customer identified in the Order Form for those Products or Lawson notifies each other of non - renewal before the renewal date. 5.3 Lawson may consolidate the renewal date for Maintenance Periods under one or more Order Forms into one Maintenance renewal date each year for Customer. If Customer has prepaid Maintenance fees as of the consolidated Maintenance renewal date, Lawson will credit the unearned portion of the prepaid Maintenance fees as part of the renewal Maintenance fees due on the next consolidated Maintenance renewal date. 5.4 If Maintenance has terminated and Customer and Lawson desire to reinstate Maintenance, Lawson will promptly reinstate available Maintenance if Customer pays Lawson: (a) all outstanding invoices, (b) the Maintenance fees for the next Maintenance Period, and (c) a 'Reinstatement Fee" equal to 2% of the then current list price for the Lawson- Maintained Products for each month not under Maintenance. 6. Services. 6.1 Except as otherwise agreed in an applicable Order Form, all Services will be an a time and materials basis at Lawson's then current rates (the "Services Fees") plus applicable Taxes, payable within 30 days after invoice date. 6.2 The Services will be performed in the manner and under the terms described in the relevant Statement(s) of Work. 6.3 Lawson will select the personnel and provide the Services directly or through a subcontractor, and may reassign personnel if reassignment does not materially impede the performance or schedule of Services. 6.4 Except as otherwise agreed in an applicable Order Form, the Specified Customer identified in an Order Forth will reimburse Lawson for reasonable travel and out -of- pocket expenses incurred when rendering on -site Services, Maintenance or Product Warranty services for any Products listed in that Order Forth. 6.5 Customer may elect to purchase installation, implementation and other available Services directly from Lawson or a Lawson Partner. 7.1 7.1.1 7.1.2 7.1.3 7.2 7.3 4.8 If Lawson reasonably determines that a Customer - reported problem is (1) not caused by the Lawson - Maintained Products, (2) due to Customers modification of the Products or noncompliance 8. with the Documentation or the then current Support Operations Handbook, or (3) due to Customers lack of training on the 8.1 functionality or use of the Products, and Lawson is reasonably able to correct the problem at Customers request, then Customer will reimburse Lawson for handling that problem at Lawson's then current rates. 5. Maintenance Renewal and Reinstatement. 5.1 Before each renewal date of the Maintenance Period, Lawson will provide to the Specified Customer for the Lawson - Maintained Products listed in an Order Form an invoice for the Maintenance fees for those Products for that renewal period, plus applicable Taxes. Warranties. Product Warranty. At the time of delivery of the Products listed in an Order Form, Lawson warrants that (the "Product Warranty"): Media. The media for those Products as provided by Lawson will be free of defects; Viruses. Before delivery of those Products by Lawson, Lawson will have used up -to -date, commercially available virus scanning and cleaning, and will not have, based on the results of that scanning and cleaning, delivered to the Specified Customer identified in that Order Forth Products containing any computer viruses, time bombs, harmful and malicious data, or other undocumented programs which inhibit Product use; and Functionality. Those Products will include the functionality described in the Documentation for those Products. Services Warranty. Lawson warrants that at the time of Services delivery, the Services will be provided by trained personnel and in a professional manner using commercially reasonable efforts. THE WARRANTIES REFERENCED IN THE AGREEMENT ARE MADE SOLELY BY LAWSON AND ARE IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Lawson does not warrant that the Products, Services, Service Deliverables or Limited Offerings are free of nonmaterial defects or will meet the specific requirements or needs of Customer's business (whether or not those requirements and needs are known to Lawson). Customer's Remedies. Customers exclusive remedies for Lawson Group's breach of the Product Warranty or a Maintenance default are as follows: a) Lawson will provide Maintenance (if purchased by Customer) to repair, replace or furnish an upgrade of the Lawson- Maintained Products to enable those Products or upgrade of those Products to comply with the Product Warranty and Section 4 above; and b) if Lawson does not comply with Section 8.1(a) above within the Cure Period, Customer may recover direct damages for the Lawson- Maintained Products subject to the damage claim, including up to a refund of the License fees or Maintenance Fees paid by Customer to Lawson for those Products, subject to the time periods and limitations described in Section 15 below. Customer Master T &Cs — North America Page 4 of 6 Revised 2007 August 14 Low, )ii Scflvdare CLJ iWPiEI .agreeinent Maste! germs and Conait ion s 8.2 Customer's exclusive remedies for breach of the Services Warranty or a Services default are as follows: a) Lawson will re- perform those Services at no additional charge within the Cure Period; and b) if Lawson does not complete that re- performance within the Cure Period, Customer may recover direct damages, including up to a refund of the Services Fees paid by Customer to Lawson for those Services not re- performed and timely cured, subject to the limitations described in Section 15 below. 11.2 9. Lawson's Re nedies. 9.1 Upon request, Customer will provide Lawson sufficient financial information to enable Lawson to determine Customers creditworthiness. Lawson may withhold delivery of any Products or Services pending credit approval by Lawson. 11.3 9.2 Lawson may suspend or terminate Maintenance and /or Services at any time if all Lawson invoices, that are then due and payable, are not paid within 15 days after notice of late payment. 9.3 Late payments will bear interest at the lesser of 8% per annum or the maximum annual rate allowed by applicable law. 9.4 Lawson may terminate the License, the Agreement or any Order 11.4 Forth if any undisputed invoices are not paid by Customer within 15 days after notice of late payment or if Customer does not cure any other material breach of the Agreement within 90 days after notice of breach. 9.5 Lawson may immediately terminate the Agreement or portion of the Agreement to the extent that it becomes illegal for the Lawson 11.5 Group to conduct business with Customer. 9.6 Customer will promptly destroy or return to Lawson all Products and Service Deliverables if the License and the Agreement terminate as described in Sections 9 or 17.2 (Third Party Products must be returned to Lawson upon termination ofthe License). 10. Confidential Information. 10.1 "Confidential Information' means object code, source code and benchmark tests for the Products and Service Deliverables, Limited Offering software, pricing, non - standard Lawson contract terms, Customer financial information, data and all other information reasonably believed to be confidential, but excludes: a) information made available to the general public without restriction by the disclosing Party or by an authorized third party; b) information known to the receiving Party independent of disclosures by the disclosing Party; c) information independently developed by the receiving Party without access to or use of the disclosing Parts Confidential Information; or d) information that the receiving Party may be required to disclose pursuant to a valid and enforceable subpoena or other lawful process. The receiving Party will immediately notify the disclosing Party of any obligations to disclose under this Section 10.1(d) so that the disclosing Party can appear and protect its interests. Customers Confidential Information also excludes any new features orfunctionality suggested by Customerforthe Products or Service Deliverables. 10.2 The Parties wiM use reasonable efforts to keep each others Confidential Information secret and will use that information only to fulfill the rights and obligations under the Agreement. 10.3 Either Party may disclose in confidence the other Party's Confidential Information on a need -to -know basis to other persons, and the Party making that disclosure will be responsible for that person's compliance with the Agreement. 10.4 The Parties will have the right of injunctive relief to maintain compliance with this Section 10 and prevent unauthorized disclosure, use or export of the Products, Service Deliverables, Limited Offerings or other Confidential Information. 11. Infringement Indemnity and Remedies. 11.6 c) gives Lawson all available non- privileged information reasonably requested by Lawson concerning the suit or claim; d) does not make any admissions that prejudice, or might prejudice the defense; and e) has used the Products in compliance with the Agreement, complies with this Section 11 and reasonably cooperates with Lawson in the defense (Lawson will reimburse Customers reasonable out-of-pocket costs of that requested cooperation). Customer may also retain legal counsel to participate in the defense of a claim under this Section 11. Lawson will reimburse Customer for the reasonable fees and expenses of Customers legal counsel only if Lawson fails to continue to retain legal counsel as required by this Section 11. If the Products or Service Deliverables are held or are reasonably believed by Lawson to infringe under this Section 11, Lawson will at its expense and to the extent commercially reasonable, modify or replace the applicable Products or Service Deliverables to be non- infringing and with similar functionality, or obtain permission for Customer to continue using the Products and Service Deliverables under the License. Lawson will have no obligations or liability for any suit or claim of infringement based on Customers use of a superseded or Customer - altered Release of the Products or Service Deliverable to the extent that the obligation or liability would have been avoided by the use of a then current Release of the Products or Service Deliverable which Lawson provides to Customer. If Lawson determines that the remedies in this Section 11 are not commercially and reasonably possible and a court orders or is reasonably likely to order Lawson to terminate the Agreement to the extent it relates to the infringing Product or Service Deliverable: a) Lawson will pay Customer, as Customers ode and exclusive remedy against Lawson (other than indemnification by Lawson under this Section 11) an amount equal to the License fee paid under the Agreement for the infringing Product and Service Deliverable and any other Product(s) and Service Deliverable(s) that become substantially unusable because of the infringement less the cumulative depreciation of those Products and Service Deliverables based on a six (6) year straight line depreciation commencing one (1) year after the initial date of the License for those Products and Service Deliverables; and b) Customer will cease to use and will return to Lawson such Product(s) and Service Deliverable(s). Customer will reasonably cooperate with Lawson to mitigate infringement damages. 12. Insurance. While Lawson is rendering any on -site Maintenance or Services, Lawson will maintain comprehensive general liability insurance for bodily injury and damage to tangible property, with coverage of at least $1,000,000 USD per occurrence, with a general aggregate limit of at least $2,000,000 USD. 13. No Hire of Certain Lawson Employees. Customer agrees that until one year after the later of (a) the termination of the Maintenance Period or (b) the completion of Services, Customer will not hire, employ, retain (directly or indirectly), or contract for services directly with any current employee of the Lawson Group who is or has been working in any capacity with Customer, and whose services have been invoiced to Customer, without receiving prior written consent from Lawson. If Customer violates this Section 13, Customer agrees to pay to Lawson as liquidated damages a fee of 100% of such Lawson employee's annual compensation in effect at the time of such employee's severance of employment with Lawson, as evidenced by a copy of such employee's most recent payroll record. 14. 14.1 11.1 Lawson will, at its expense, retain legal counsel and defend any 14.2 suit or claim brought against Customer and will indemnify Customer against any third party damage claims that the Products 15 or Service Deliverables as licensed and delivered by Lawson infringe any third party's Intellectual Property Rights, only if 15.1 Customer: a) promptly notifies Lawson after Customer learns of the suit or claim, and no delay by Customer in providing that notice materially prejudices the rights of Lawson; b) gives Lawson authority to defend or settle the suit or claim (provided that Lawson does not agree to any settlement that 15 2 materially prejudices Customer); Force Majeure. Neither Party will be in default of its obligations under the Agreement or liable to the other for any noncompliance arising from causes beyond the reasonable control of the Party, including, without limitation, fires, floods, natural disasters, communication failures and other equipment or telecommunication problems. Each Party will use reasonable efforts to resolve promptly any type of force majeure event described in Section 14.1. Limitations of Liability. In no event will Lawson, Lawson Group, Third Parties or Customer be liable for Indirect, Incidental, punitive, exemplary, special or consequential damages, or damages for loss of profits, revenue, data or use, incurred by either Party, whether In contract or tort, even If the other Party has been advised of the possibility of such damages. Neither Party will seek or apply for such damages. Other than indemnification by Lawson for third party claims under Section 11 above or bodily injury or direct damage to real Customer Mlaster T &Cs - C,ortt: H,menca Pege 5 of 6 Revised 2207 August 14 Lawson Software Customer Agreement Master Terms and Conditions or tangible personal property to the extent caused by Lawson's gross npNOsnce, Lawson, Lawson Group and Its Third rartles' aggrogaM said ewllWsWs Nability for damages to Customer: a) for the Products, the Product Warranty or Maintenance, whether in contract or tort, will be limited to actual direct money damages In an amount not to exceed: (1) theLlcense fees paid by Customer to Lawson for the Products subject to the damage claim If Customer notifies Lawson of the claim within one year after the date of the earliest Order Form for those Products or (2) the most recent annual Maintenance fees paid by Customer to Lawson for the Products subject to the damage claim if Customer notifies Lawson of the claim more than one year after the date of the earliest Order Form for those Products subject to the damage claim; b) for the Services and Services Warranty, whether In contract or tort, will be limited to actual direct money damages in an amount not to exceed the Services Fees paid by Customer to Lawson for the Services subject to the damage claim during the one year period prior to Customer notifying Lawson of the claim; and c) for any Limited Offering, whether in contract or tort, will be limited to actual direct money damages In an amount not to exceed any fees paid by Customer to Lawson for that Limited Offering during the one year period prior to Customer notifying Lawson of the claim. 15.3 The limitations of liability in Section 15 apply to Lawson Group In the aggregate and are not additive among each Lawson Group company. 15.4 The Parties will each use reasonable efforts to mitigate their damages. 15.5 Section 15 describes the agreed allocation of risk. 16. Source Code Escrow. Unless an Order Forth specifies delivery of source code for a Product, all Products will be provided in object code only to the Specified Customer identified in an Order From. During the Maintenance Period, the Specified Customer identified in an Order Forth may elect to become a beneficiary under the applicable Escrow Agreement between Lawson Group and its escrow agent for the Lawson Products delivered by Lawson in object code only under that Order Forth (excluding Third Party Products) by: (1) signing the applicable acceptance forth provided by Lawson and (2) paying the escrow agent all initial and renewal escrow fees. The License and the Escrow Agreement govern any Product source code provided to Customer under the Escrow Agreement. 17. Assignment. 17.1 Customer may not assign the License or the Agreement, or transfer any rights or obligations under the Agreement. 17.2 If a Lawson Competitor acquires a controlling interest in the capital stock or assets of Customer or Customer's successor, Lawson may elect to terminate the Agreement upon notice to Customer and shall have no refund obligations to Customer. 17.3 Lawson Group may transfer the right to receive payments under the Agreement. 17.4 Lawson Group may transfer the Agreement in connection with a merger, reorganization, sale or transfer of all or substantially all of the assets of Lawson Group or its applicable operating subsidiary or division. 17.5 Any assignment or transfer in violation of this Section 17 is void. 18. Publicity. 18.1 Either Party may (in any presentations, press release, advertising or publicly- disseminated materials) refer to the other Party, to the Products and Services acquired by Customer, or to background information, including, for example: Lawson competitors and competing products considered by Customer, net value of the Agreement, and Customer business needs and reasons for selecting Lawson and the Products. 18.2 Pricing and non - standard Lawson contract terms will remain confidential under Section 10 above. 19. Notices. 19.1 All notices required under the Agreement must be in writing and delivered electronically or by other method providing for proof of delivery, to the attenbon of the Party's president or managing director, at the address on the applicable Order Forth (unless a different recipient or address has been designated by notice to the other Party). 19.2 Other communications may be delivered by fax, e-mail or other written means. 20. General. 20.1 All services provided by Lawson will be provided as an independent contractor, and neither Party will be, or represent itself to be, the franchiser, franchisee, agent, legal representative or fiduciary of the other Party. 20.2 The Agreement may be amended only in writing signed by the Parties, except that Lawson may upon notice to Customer and without Customer's signature, amend an Order Form to correct errors without increasing the License fees or Services rates. 20.3 The Agreement contains the complete agreement with Customer concerning any products, software, maintenance or services provided by any Lawson Group company. The Agreement supersedes all purchase orders, prior agreements, representations, statements, requests for proposal, proposals, negotiations, understandings and undertakings concerning any products, software, maintenance, service, Service Deliverable or Limited Offering. 20.4 The Agreement will commence into force on the date that Lawson signs the Agreement and will continue in force until the Parties agree otherwise or the Agreement is terminated in writing in accordance with the provisions of the Agreement. 20.5 Sections 1, 7.3, 9, 10, 11, 13, 14, 15, 17, 19, 20, 21 and 22, and the provisions of the Agreement concerning protection of Intellectual Property Rights, will survive any termination or expiration of the Agreement. 21. Governing Law and Dispute Resolution. 21.1 The Agreement is governed by Minnesota law (without regard to conflicts of laws principles). All of the terms of the Agreement shall be enforceable to the full extent allowed by Minnesota law. If Minnesota law changes in any manner contrary to the express terms of the Agreement, those changes will not govern the Agreement to the extent that those changes can be lawfully waived by contract. 21.2 Promptly after the written request of either Party, each of the Parties will appoint a designated representative to meet promptly in person or by telephone to attempt to resolve in good faith any dispute concerning Lawson's invoices, the Products, Maintenance, Services, a Limited Offering or the Agreement. If the designated representatives do not resolve the dispute, then either Party may request that an officer of Lawson and an officer of Customer meet promptly in person or by telephone to review and attempt to resolve the dispute in good faith. 21.3 Unless prohibited by applicable law, Lawson and Customer each waive their right to a trial by jury for any disputes between the Parties. 21.4 No litigation, arbitration or other action relating to the Products, Maintenance, Services, Limited Offering, Lawson's invoices or the Agreement may be brought: (a) if the injured Party has not participated or agreed to participate in the meetings described in Section 21.2 above or (b) if the cause of action has been known by the injured Party more than 2 years. 21.5 Each Party will pay (without reimbursement) its own legal fees and expenses incurred in any dispute. 21.6 The Parties must comply with this Section 21 for any dispute 22. United States Government Restricted Rights. If the Products or Service Deliverables are acquired by or for the United States ( "U.S. ") Government or by a U.S. Government prime contractor or subcontractor (at any tier), then the U.S. Govemment's rights in the Products and Service Deliverables will be only as set forth in the Agreement. This Section 22 is in accordance with 48 CFR 227.7201 through 227.7202 -4 (for Department of Defense (DOD) acquisitions) and with 48 CFR 2.101 and 12.212 (for non -DOD acquisitions), and other applicable sections of the U.S. Code of Federal Regulations then in effect. (End of Lawson Software Customer Agreement Master Terms and Conditions] Customer Master T &Cs - North Arnenco Page 6 of 6 Revised 2007 August 14 ADDENDUM TO LAWSON SOFTWARE CUSTOMER AGREEMENT MASTER TERMS AND CONDITIONS This Addendum ("Addendum') modifies the Lawson Software Customer Agreement Master Terms and Conditions (the " Agreement') entered into between Lawson Software Americas, Inc. ( "Lawson ") and the undersigned Customer, and is effective as of the date signed by Lawson. All of the capitalized terms not otherwise defined in this Addendum have the same respective meanings as contained in the Agreement. The following sections replace the respective sections contained in the Agreement, or add additional section(s) to the Agreement. The sections of the Agreement that are not expressly modified or replaced by this Addendum shall remain in effect pursuant to their terms. Section 1.1 of the Agreement is deleted and replaced in its entirety with the following: "Agreement" or "Lawson Software Customer Agreement" means these Lawson Software Customer Agreement Master Terms and Conditions, each Order Form, Statement of Work and other written agreement entered into by Customer and any Lawson Group company at any time in the future and which refers to these Lawson Master Terms and Condition, and, subject to Section 32 below, each of the following documents which are attached to this Agreement: Exhibit A. Functional and Technical Requirements Exhibit B. Lawson's Response to Request for Proposal Exhibit C. City of Santa Ana ERP Request for Proposal Exhibit D. City of Santa Ana Request for Clarification dated August 13, 2007 (as amended) Exhibit E. City of Santa Ana Request for Clarification dated June 27, 2007 (as amended) Section 1.13 of the Agreement is deleted and replaced in its entirety with the following: "Lawson Partner" means each entity that is then currently appointed as a "Lawson Partner" by any Lawson Group company. Customer will be licensing directly from Systems & Software Inc. ( "SAS ") some third party software, which transaction is not part of this Agreement. However, as part of the first Statement of Work that is executed concurrently with this Customer Agreement, Lawson will be subcontracting some Services to S &S. For the avoidance of doubt, even if Lawson terminates its subcontractor agreement with SAS, the City's License to the Products licensed under this Agreement will not be affected as a result of such termination. Section 2.4.1 of the Agreement is deleted and replaced in its entirety with the following: Customer may modify the Lawson Products and Service Deliverables only to the extent permitted under an Order Form or described in the Documentation for those Products. The Lawson Products listed in an Order Form may be used by the Specified Customer identified in that Order Form or by Lawson Partners retained by that Specified Customer to develop and use (for only the internal business of that Specified Customer) Software interfaces. For the avoidance of doubt, the Specified Customer may use the Lawson Products to develop and use Software interfaces for their internal business purposes. Subject to the License, Lawson and its Third Parties will continue to own all Intellectual Property Rights for the Products, Services, Service Deliverables and any modifications of the respective Products or Service Deliverables. Unless authorized by separate agreement, Customer will not modify Third Party Products. Section 2.5.2 of the Agreement is deleted and replaced in its entirety with the following: Only employees of Customer may attend Lawson training. Contractors of Customer may attend training by obtaining Lawson's prior written approval, such approval to not be unreasonably withheld. However, should any Lawson - approved contractor become a competitor of Lawson for any products or services, Lawson may revoke such approval. Section 2.7.6 of the Agreement is deleted and replaced in its entirety with the following: Santa Ana License Add 08 Feb2008final.doc Page 1 of 8 Customer acknowledges that some Products may contain software that will monitor the actual users and prohibit unauthorized use of the Software. Customer will promptly notify Lawson if Customer becomes aware that Customer Group has exceeded the Maximum Use Designations. If that notice or the verification under this Section 2.7.6 discloses that Customer Group has exceeded the Maximum Use Designations, Customer will promptly pay Lawson for the verified number of additional users based on the following. If Customer Group exceeds the Maximum Use Designations during the twenty -four (24) month period from the Effective Date of this Agreement, pricing for any additional users will based on the pricing for those users as stated on the Product Order Form to this Agreement for purposes of this Section 2.7.6 only. If Customer Group exceeds the maximum Use Designations after twenty -four (24) months from the Effective Date of this Agreement, pricing for any additional users will be based on Lawson's list price for those additional users. The following Section shall be added to the Agreement as Section 2.8: 2.8 Platform Exchange. During the Maintenance Period, Lawson shall fulfill Customer's request to exchange the Lawson - Maintained Products that are Lawson Products in each applicable Product Order Form for other available Lawson -owned software products that have pricing, features and functionality substantially similar to those Products licensed by Customer (as reasonably determined by Lawson). Lawson will fulfill Customer's requests in accordance with this Section free of charge at least two (2) times; thereafter Lawson may charge Customer a nominal handling charge, not to exceed $500 for each request. Section 3.1 of the Agreement is deleted and replaced in its entirety with the following: Lawson will promptly deliver to the Specified Customer identified in an Order Form one copy of the Products listed in that Order Form. Title to any Products that are electronically downloadable passes at place of shipment (subject to the License), unless prohibited by applicable law. Title to any Products that must be physically delivered passes at place of delivery (FOB destination, prepaid and allowed), subject to the License, unless prohibited by applicable law. Section 3.2 of the Agreement is deleted and replaced in its entirety with the following: Except as otherwise agreed in an Order Form or Statement of Work, Customer is responsible, at Customer's expense, for installation of the Software and Service Deliverables, User training, data conversion, implementation and other services. Section 4.4 of the Agreement is deleted and replaced in its entirety with the following: Lawson reserves the right to make changes to Maintenance practices during the Maintenance Period, but will not materially or substantially lower the level of Maintenance provided to Customer during the Maintenance Period. Section 4.8 of the Agreement is deleted and replaced in its entirety with the following: If Lawson reasonably determines that a Customer - reported problem is (1) not caused by the Lawson- Maintained Products, (2) due to Customer Group's modification of the Products or noncompliance with the Documentation or the then -current Support Operations Handbook, or (3) due to Customer's lack of training on the functionapty or use of the Products, and Lawson is reasonably able to correct the problem at Customer's request, then Customer will reimburse Lawson for handling that problem on a time and material basis, at the rates listed in the Statement of Work for a period of twenty -four (24) months after the Effective Date of the Agreement; thereafter, Customer will reimburse Lawson at Lawson's then current list prices. Section 6.1 of the Agreement is deleted and replaced in its entirety with the following: Except as otherwise agreed in an applicable Order Form or Statement of Work, all Services will be on a time and materials basis at Lawson's then- kxirrent rates (the "Services Fees ") plus applicable Taxes, payable within 30 days after invoice date. The following Section shall be added to the Agreement as Section 6.3.1 Santa Ana License Add 08 Feb2008final.doc Page 2 of 8 6.3.1 Subcontractors. Lawson shall not subcontract the Services to be provided by it under this Agreement, and no subcontracting of the Services to be provided under this Agreement or any right or interest therein by Lawson shall be effective, without the prior written consent by Customer of such subcontract, which consent will not be unreasonably withheld. In the event of any subcontract, LAWSON shall remain primarily liable for all of its obligations under this Agreement. Upon request, Lawson can obtain lien waivers from subcontractors performing Services for Customer under the Agreement. For the avoidance of doubt, Lawson will not be required to obtain Customer's approval if Lawson merely uses Lawson- certified personnel that are not Lawson employees to perform Services. The following Section shall be added to the Agreement as Section 7.1.4: 7.1.4 Functionality Warranty. Lawson warrants that, for a period of 24 months after the Effective Date of the Agreement, the applicable Lawson- Maintained Products shall operate in accordance with their Functional and Technical Requirements attached hereto as Exhibit A. This warranty applies only to those Lawson - Maintained Products actually licensed by Customer and only to the release of the Products initially delivered under the Product Order Form executed in conjunction with this Agreement. The following Section shall be added to the Agreement as Section 10.5: Except for the categories set forth in Section 10.1, no information or document that Lawson provides to Customer in connection with this Agreement will be deemed Confidential Information unless it is marked as "confidential" or "proprietary" and constitutes material, which under applicable law, is not of public record. In the event that a request is made under the state's Open Records Law or other applicable law for any of Lawson's Confidential Information, Customer will promptly provide Lawson notice of the request for information so that Lawson may promptly avail itself of any opportunities to establish reasons why the information should be withheld prior to disclosing such Confidential Information. Section 11.1(b) of the Agreement is deleted and replaced in its entirety with the following: gives Lawson authority to defend or settle the suit or claim provided that Lawson does not agree to any settlement that materially prejudices Customer Group, provided that Lawson will consult with Customer regarding the defense, Section 11.1(d) of the Agreement is deleted and replaced in its entirety with the following: does not make or allow Customer Group to make any admissions that prejudice, or might prejudice the defense, except as may be elicited during lawful judicial process; and Section 11.5(a) of the Agreement is deleted and replaced in its entirety with the following: Lawson will pay Customer, as Customer's sole and exclusive remedy against Lawson (other than indemnification by Lawson under this Section 11) an amount equal to the License fee paid under the Agreement for the infringing Product and Service Deliverable and any other Product(s) and Service Deliverable(s) that become substantially unusable because of the infringement less the cumulative depreciation of those Products and Service Deliverables based on a ten (10) year straight line depreciation commencing one (1) year after the initial date of the License for those Products and Service Deliverables; and Section 12 of the Agreement is deleted and replaced in its entirety with the following: 12. Insurance. Lawson will carry the following amounts and types of insurance in conjunction with the work performed under this contract. 1. Worker's Compensation......... Within limits required by the State of California 2. Employer's Liebility ...... $1,000,000.00 each accident 3. Commercial Automobile Liability 31,000,000.00 Combined Single Limit 4. Commercial General Liability, $1,000,000.00 per occurrence, and naming the City, its officers, employees and agents as additional insured(s) and shall include, but not be limited to protection a against claims arising from bodily and personal injury, including death resulting therefrom and damage Santa Ana Lioense Add 08 Feb2008final.doc Page 3 of 8 to property, resuking from any act or occurrence arising out of Lawson's operations in the performance of this Agreement. 5. Professional Liability (Errors & Omissions) insurance, with a combined single limit of not less that $1,000,000.00 per claim. Certificates of insurance shall be placed on file with the Customer's Clerk's Office prior to beginning performance. Section 13 of the Agreement is deleted and replaced in its entirety with the following: Both Parties shall not directly solicit, during the period of this contract or any extensions to it, any professional personnel who are also in the employ of the other Party and who are providing services involving this contract or services similar in nature to the scope of this contract to such Party. Furthermore, both Parties shall not directly solicit, during the period of this contract or any extensions to it, any employee of the other Party who has participated in the making of this contract until at least one year after his/her termination of employment with such Party. The following Section shall be added to the Agreement as Section 17.6: Assignment. Lawson shall not assign, sublet or transfer or otherwise dispose of its interest in this Agreement without the prior written consent of Customer. Notwithstanding the foregoing, Lawson may, upon prompt written notice to the Customer but without Customer's consent, assign all of Lawson's rights and obligations under this Agreement in connection with a merger, reorganization, sale or transfer of substantially all of the capital stock or assets of Lawson or its applicable operating division. Section 18.2 of the Agreement is deleted in its entirety. Section 21.1 of the Agreement is deleted and replaced in its entirety with the following: The Agreement is governed by the laws of the State of California. Notwithstanding the foregoing, the parties understand and agree to be bound by the terms and conditions of this Agreement and each waive their rights to the extent permitted by applicable law in any case where the terms of this Agreement and the laws of the State of California are in conflict. If the laws of the State of California changes in any manner contrary to the express terms of the Agreement, those changes will not govern the Agreement to the extent that those changes can be lawfully waived by contract. Section 21.2 of the Agreement is deleted and replaced in its entirety with the following: In the event of any dispute or disagreement between the parties which does not require immediate legal relief, whether with respect to the interpretation of any provision of the Agreement, or with respect to the performance of either party hereto, each of the parties will have their respective Project Managers meet for the purpose of endeavoring to resolve such dispute or negotiate for an adjustment to such provision. If a resolution to such dispute does not occur during such meeting or within three business days thereafter, the parties agree to elevate the dispute to a meeting of Lawson's Practice Director or the Customer's Executive Director of Finance. If a resolution to such dispute does not occur during such meeting or within three business days thereafter, the parties agree to elevate the dispute to the Vice President level of LAWSON and the City Manager or his designee of the City. If either of the representatives at this level concludes, after a good faith attempt to resolve the dispute, that amicable resolution through continued negotiation of the matter at issue does not appear likely, the parties may seek any other legal means necessary. In order to constitute a good faith attempt under this Section, the aggrieved Party must give the other Party a minimum of thirty (30) days from the start of the informal dispute resolution process before seeking other legal action. The following Section shall be added to the Agreement as Section 23: Injury, Property, or Other Damage. Lawson shall be responsible for all finally adjudicated damages resulting from third party claims, actions and suits for personal injury and damage to real or tangible personal property due to, or resulting from, the negligent acts or omissions of Lawson, its employees, Santa Ana License Add 08 Feb2008final.doc Page 4 of 8 agents, and /or subcontractors in connection with this agreement. Lawson agrees to defend, indemnify and hold harmless Customer and its respective officers, employees and agents from and against such claims, actions and suits and will defend Customer and its respective officers, employees and agents, at its own cost and at no cost to Customer, in any such suit, action or claim, including appeals, for personal injury to, or death of, any person, or loss or damage to real or tangible personal property arising out of, or resulting from, the negligent acts of Lawson. These indemnification provisions are for the protection of Customer and its respective officers, employees and agents only and shall not establish, of themselves, any liability to third parties. The provisions of this section shall survive the termination of this agreement. The following Section shall be added to the Agreement as Section 24: No Termination or Suspension of Services. Except as set forth in this section below, and even if any problem or other dispute arises between the parties and regardless of whether or not it requires at any time the use of the dispute resolution procedures described above, in no event shall LAWSON suspend or terminate the provision of Services to the Customer or perform any action resulting from any dispute that prevents, impedes, or reduces in any way the provision of Services or the Customer's ability to conduct its activities, unless: (i) authority to do so is granted by the Customer or conferred by a court of competent jurisdiction; or (ii) the Project Term of this Agreement has been terminated; or (iii) Customer and Lawson are unable to agree on a mutually approved project plan (iv) the parties have participated in good faith negotiations to resolve the dispute pursuant to the Dispute Resolution process set forth in the Customer Agreement; (v) or Customer has failed to pay LAWSON undisputed invoices that are past due in excess of fifteen (15) days after receiving notice from LAWSON of such delinquency. In the event that Customer fails to make such full payment within said 15-day period, LAWSON shall grant to Customer an additional 15 days to render full payment provided that Customer requests such additional 15 days. Notwithstanding the foregoing, Lawson may suspend the performance of Services if the City fails to perform their tasks or complete their deliverables as described in this SOW until such time as those tasks or deliverables are completed by the City. The following Section shall be added to the Agreement as Section 25: No waiver by either party of any breach or violation of any covenant, term, condition, or provision of this Agreement or of the provisions of any ordinance or law, shall be construed to waive any other term, covenant, condition, provisions, ordinance or law, or of any subsequent breach or violation of the same. The acceptance by either party of any fee or other money which may become due hereunder will not be deemed to be a waiver of any proceeding breach or violation by the other party of any term, covenant, condition or provision of this Agreement or of any applicable law or ordinance. The following Section shall be added to the Agreement as Section 26: 26. Non - appropriation. If Customer should not appropriate or otherwise make available funds sufficient to purchase, lease, operate or maintain the products set forth in this Agreement, or other means of performing the same functions of such products, Customer may unilaterally terminate this Agreement only upon thirty (30) days written notice to Lawson. Upon termination, Customer shall remit payment for all products and services delivered to Customer and all expenses incurred by Lawson prior to Lawson's receipt of the termination notice. The following Section shall be added to the Agreement as Section 27: 27.1 Termination for Cause 27.1.1 Termination for Cause by Customer. Customer may, subject to the douse titled "Force Majeure," by written notice of default to Lawson, terminate the Agreement, a Services Order Form or Statement of Work in whole or in part if LAWSON fails to: (i) Maintain the staffing levels as outlined in the Statement of Work, deliver the Service Deliverables or to perform the Services within the time specified in the Agreement or any amendment thereto; (ii) Make progress, so that the lack of progress endangers performance of this Agreement; or Santa Ana License Add 08 Feb2008final.doc Page 5 of 8 (iii) Perform or observe any of the other provisions of this Agreement, if Lawson does not cure such failure within a reasonable period of time after receiving written notice from Customer. Notwithstanding the foregoing, Customer's right to terminate this Agreement may only be exercised if Lawson does not cure such failure within a reasonable period of time after receiving written notice from Customer. 27.1.2 Termination for Cause by Lawson. Lawson may, subject to the clause titled "Force Majeure, "by written notice of default to Customer, terminate the Agreement, a Services Order Form or Statement of Work in whole or in part if Customer fails to: (i)Perform the tasks outlined in the Statement of Work, provide the staffing levels outlined in the Statement of Work, and maintain the timelines specified in the Agreement or any amendments thereto; (ii)Fail to make timely payments as described in this Agreement; or (iii) Perform any of the other provisions of this Agreement. Lawson's right to terminate this Agreement may be exercised if the failure constitutes a material breach of this Agreement and if Customer does not cure such failure within a reasonable period of time after receiving written notice from Lawson. 27.2 Party Obligations. If any Statement of Work or Services Order Form is terminated for cause, Customer may require Lawson to deliver to Customer, as directed by the Customer, any: (i) completed Service Deliverables; (ii) Partially completed Service Deliverables; related to the terminated portion of this Agreement; and (iii) any plans, working papers, forms, documentation formats, etc. created as part of the Services and necessary for understanding the Service Deliverables. Upon direction of the Customer, Lawson shall also protect and preserve property in its possession in which the Customer has an interest. Customer shall pay Agreement prices for completed services rendered and expenses incurred prior to the date of termination. Failure to agree will constitute a dispute under the Dispute Resolution clause. 27.3 Remedies. If, after termination, it is determined by a final ruling in accordance with the Dispute Resolution Clause that Lawson was not in default, the rights and obligations of the parties shall be the same as if the termination had been issued for the convenience of Customer. 27.4 Termination for Convenience. A Statement of Work or Services Order Form may be terminated in whole or in part, by Customer in accordance with this Section whenever it is determined that such termination is in the best interest of Customer, which termination shall be effective at 11:59 p.m. on the intended date of termination (the "Termination Date "), after the Customer shall have delivered to Lawson a notice specifying the extent to which provision of Services under the Agreement are terminated ( "Notice of Termination for Convenience "), and the date upon which such termination will become effective, which shall not be less than 30 days from the date of notice. 27.4.1 Obligations. After receipt of a Notice of Termination for Convenience, and except as directed by Customer, Lawson shall promptly proceed with the following obligations, as applicable, regardless of any delay in determining or adjusting any amounts due under this clause. Lawson shall: (i) Stop work as specified in the Notice of Termination for Convenience; and (ii) Place no further subcontracts for materials, Services, or facilities, except as necessary to complete any continuing portion of the Agreement; and (iii) Terminate all subcontracts to the extent they relate to the work terminated; and (iv) Settle all outstanding liabilities and termination settlement proposals arising from the termination of subcontracts. 27.4.2 Remedies. In the event of all or any partial termination of a Services Order Form or Statement of Work under this Section, Lawson shall be entitled to the unpaid compensation for Services actually rendered, and expenses incurred, up to and including the applicable Termination Date, on a time and materials basis, at an hourly rate not to exceed the rate set forth in the Services Order Form or Statement of Work, for each of Lawson's personnel that performed the unpaid Services in connection with the Services Deliverables that were delivered and the tasks that were performed under the Services Order Form or Statement of Work. Customer shall also return any sums held back as retainage from the compensation previously paid to Lawson within 30 days of the termination date. If within sixty (60) days following the Termination Date, the parties have not agreed upon the amount of Services rendered as of the Termination Date or the amount of such additional payments, then the issue will be treated as a dispute under this Agreement. The following Section shall be added to the Agreement as Section 28: Santa Ana License Add 08 Feb2008final.doc Page 6 of 8 28. The Lawson Project Manager agrees to advise Customer of all complaints regarding the Project made by Customer's employees that are made known to the Project Manager. Customer has the discretion to reasonably require Lawson, at Customer's expense, to participate in any review, appeal, fair hearing or litigation involving issues related to this contract. The following Section shall be added to the Agreement as Section 29: 29. Nondiscrimination and Workplace Safety: The Contractor agrees to abide by all federal, state and local laws, rules and regulations prohibiting discrimination in employment and controlling workplace safety. Any violations of applicable laws, rules and regulations may result in termination of this contract. The following Section shall be added to the Agreement as Section 30: 30. Retention of Records: Unless Customer specifies in writing a shorter period of time, Lawson agrees to preserve and make available all of its applicable books, documents, papers, records and other evidence involving transactions related to this contract for a period of five (5) years from the date of the expiration or termination of this contract. Matters involving litigation shall be kept for one (1) year following the termination of litigation, including all appeals, if the litigation exceeds five (5) years. Lawson agrees that authorized federal and state representatives, including but not limited to, personnel of the using department; independent auditors acting on behalf of Customer and /or federal agencies shall have access to and the right to examine records during the contract period and during the five (5) year post - contract period. Delivery of and access to the records shall be at reasonable times at Lawson's premises, and at no cost to Customer. The following Section shall be added to the Agreement as Section 31: Prime Contractor. Lawson will act as the prime contractor for all work described under the initial Statement of Work. The following Section shall be added to the Agreement as Section 32: 32. The following documents shall be attached to the Agreement: Exhibit A. Functional and Technical Requirements Exhibit B. Lawson's Response to Request for Proposal Exhibit C. City of Santa Ana ERP Request for Proposal Exhibit D. City of Santa Ana Request for Clarification dated August 13, 2007 (as amended) Exhibit E. City of Santa Ana Request for Clarification dated June 27, 2007 (as amended) 32.1 The Lawson Software Customer Agreement, and any amendments thereto will take precedence over Exhibits B, C, D, and E. Lawson's Response to Request for Proposal shall take precedence over the City of Santa Ana ERP Request for Proposal. 32.2 Exhibit A shall supersede all functional and technical business requirements contained in Exhibits B, C, D and E in their entirety. 32.3 Any Product screen shots contained in Exhibits B, C, D or E will be deemed deleted in their entirety and not made part of this Agreement. 32.4 Sections 7 and 8 of Exhibit B are deemed superseded in their entirety by the initial Statement of Work attached to this Agreement. The following Sections and /or questions contained in Exhibit E are deemed superseded in their entirety by the initial Statement of Work attached to this Agreement: Section I, question 3; Section III - Timeline /Staffing Plan, questions 2 through 5; the entirety of Section III - Project Responsibilities; the entirety of Section III — Training Strategy /Plan; Section III — Report Writing Workflows, question 2 and Testing question 1; and the entirety of Section III — Technical Development. 32.5 As part of Exhibits A, B, D, and E Lawson proposed partnering with several third parties for additional products and/or services in response to Customer's Request for Proposal. During the Agreement process, the Parties have decided to only use the following third party products and services as part of the Agreement Santa Ana License Add 08 Feb2008final.doc Page 7 of 8 Systems & Software, Inc. ('S &S'). All other references to third parties that are contained in Exhibits A, B, D, and E are deemed deleted in their entirety and not made part of this Agreement. Notwithstanding the foregoing, Customer will be licensing some third party software separately from S&S, which was proposed as part of Exhibit B. S &S intends to include their responses to the City of Santa Ana ERP Request for Proposal functional and technical requirements in the license agreement between Customer and S &S. Therefore, Customer agrees that Lawson will not include or warrant S&S' responses to these functional and technical responses as part of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Addendum to Lawson Software Customer Agreement Master Terms and Conditions on the date set forth below. For LAWSON SOFTWARE AMERICAS, INC. CITY OF SANTA ANA rized na ) (Printed Name)} NL( i CYlliC L (Title) ATT PATRICIA E. HEALY Clerk of the Council DAVID N. REAM City Manager MAR 3 2008 (Date) APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney c_ By: t L ura Sheedy Assistant City Attorney r Santa Ana License Add 08Feb=Bfinal.doc Page 8 of 8 S3 PRODUCT ORDER FORM UNDUNT Lawson Software Customer Agreement Date "). Customer Name: Address: City: State /Zip or Province /Postal Code: Country: City of Santa Ana 20 Civic Center Plaza 8th floor Santa Ana California 02701 USA SECTION 1.0 - PRODUCT ORDER FORM DEFINITIONS AND TERMS The definitions and terms below supplement the definitions and terms contained In the Lawson Master Terms and Conditions. The definitions in Sections (a) and (b) below apply only if Customer was a Customer of Lawson before December 11, 2006. (a) Any prior references to "Client" also mean "Customer"; any prior references to "Support" also mean "Maintenance ", any prior references to "LSP" also mean "LMP" (Lawson- Maintained Product), and (b) if not defined in the prior agreement "Documentation ", "Products", and "Software" shall have the meaning set forth in Sections (t) through (iii) below. (i) "Documentation" means all help screens or other documentation describing the operation of the Software, which are delivered (in printed or electronic form) with the Software by Lawson or a Third Party, any subsequent updates, supplements and new versions of that documentation provided to Customer by Lawson under the Product Warranty or Maintenance or by a Third Party, and any copies of that documentation. Documentation excludes all advertising, marketing materials, requests for proposal, proposals, demonstration materials and other promotional information. (ii) "Products" means the Software and Documentation. (iii) "Software" means the software and media described in a POF (in source code and /or object code as specified in a POF), any repairs, replacements, upgrades, updates, enhancements and new Releases provided by Lawson to Customer under applicable Maintenance or provided by a Third Party to Customer, and any copies of that code, excluding any Limited Offering software that is listed in an Order Form as not being a "Product." 1.0.1 "LMP" or "Lawson- Maintained Products" are defined in Section 1 of the Lawson Master Terms and Conditions. 1.0.2 "LMP- REQ'D" means a Lawson - Maintained Product that must remain under Maintenance if Customer is to receive Maintenance for any other Lawson - Maintained Products. 1.0.3 "MCPU" means "Maximum Central Processing Unit" the maximum number of central processing units which make up the hardware plafforn(s) on which the Software, designated below as "MCPU ", may be installed. Server address, hardware manufacturer and model number, operating system and its release required, and database and its release level for the hardware platform on which the Software is to be installed, must be listed in this Order Forth. 1.0.4 "MP" means "Maximum Persons" the maximum number of persons deriving benefit from Customer Group use of the Products, designated below as "MP" below, including but not limited to any Individual for whom data is maintained using that Software (including, but is not limited to, full and part-time employees, volunteers, pensioners, temporary workers, seasonal workers, contractors and consultants). 1.0.5 "MS" means "Maximum Servers" the maximum number of hardware platforms on which the Products designated below as "MS ", maybe installed. Server address, hardware manufacturer and model number, operating system and its release level, media required, and database and its release level on which the Software is to be installed, must be listed in this Product Order Form. 1.0.6 "MUC" means "Maximum Users Concurrent" the maximum number of persons authorized by Customer ( "Users") to be the number of peak simultaneous Users running any on -line program within an application, designated below as "MUC ". 1.0.7 "MUN" means "Maximum Users Named" the maximum number of Users designated by Customer for each Product designated below as "MUN ". 1.0.8 "MUS" means "Maximum Users Seats" the maximum number of Customer Group's workstations on which the Products may be installed, designated below as "MUS ". 1.0.9 "No LMP" means a Third Party Product that is not Maintained by Lawson. (Customer may elect to purchase at Customer's expense from the applicable Third Party available maintenance for the Third Party Products specified in a Product Order Form as "No LMP "). 1.0.10 "S" means source code is delivered with the Product. 1.0.11 "LO" means "Limited Offering ". 1.0.12 The License Term for the Products listed in this Product Order Form is perpetual. D N O O 00 O W 4 S3 PRODUCT ORDER FORM UNIX/NT R-.d Nw162007— 1 of 6 11SECTION 1 - MAINTENANCE LEVEL The standard maintenance level is Total Care Bronze as defined in the Support Operations Handbook. Unless Customer chooses Total Care Silver or Total Care Gold, Customer's maintenance level is Total Care Bronze. All Products licensed under the Agreement must have the same maintenance level. SILVER (as defined in the Support Operations Handbook) GOLD (as defined in the Support Operations Handbook and applicable Gold Services Order Form) Customer must purchase the same level of Maintenance for all Products licensed by Customer at any time. SECTION 2.0 - TERMS AND PRODUCT ORDER FORM LISTING The following terms apply to the Products listed In this Section 2.0. 2.0.1 Initial Maintenance Period. If the Lawson- Maintained Products are delivered On or between June 1 and February 29, the "Initial Maintenance Period" forthose Products will commence on delivery and end on the first May 31st that occurs after delivery. If the Lawson- Maintained Products are delivered on or between March 1 and May 31, the "Initial Maintenance Period" for those Products will commence on delivery and end on the first May 31 st that occurs more than 11 months after delivery. 2.0.2 "Maintenance Fees" for Initial Maintenance Period. The annualized "Maintenance Fees" for the Initial Maintenance Period are: (a) 20% of the net amount of the line item "Lawson License Fee' for each Lawson- Maintained Product that is a Lawson Product, less any applicable License fee discount and (b) the then-current fee for each Lawson- Maintained Products that is a Third Party Product. 2.03 "Maintenance Fees" for First Annual Renewal Of Maintenance. "Maintenance Fees" for the first 12 months of renewed Maintenance after the Initial Maintenance Pedod are: (a) 20% of the net amount of the line item "Lawson License Fee" for each Lawson - Maintained Product that is a Lawson Product, less any applicable License fee discount, and (b) the then - current fee for each Lawson- Maintained Product that is a Third Party Product. 2.0.4 For Lawson - Maintained Products added to the Agreement without a "Lawson License Fee" charge ( "N /C "), the annualized "Maintenance Fees" for the first 12 months of Maintenance of those Products are: (a) 18% of the then - current list price for each of those Lawson Maintained Products that are a Lawson Product and (b) the then-current fee for each of those Lawson- Maintained Products that are a Third Party Product. 2.0.5 If Customer and Lawson enter into another Product Order Form to increase the Maximum Use Designations for any Lawson - Maintained Products (the "Usage Increases "), a pro rata portion of the annualized Maintenance Fees for the Usage Increases will be payable as of the effective date of the Usage Increase Product Order Form as payment of Maintenance for the Usage Increases through the end of the then current Maintenance Period. 2.0.8 Maintenance Fees for Annual Renewals. If Specified Customer continues to renew available Maintenance for all Lawson - Maintained Products listed in the Schedule(s) to this Product Order Form ( "POF "), during the first year after the Effective Date of this POF, the percentage increase in the annual Maintenance Fee will not exceed 4% of the previous year's annual Maintenance Fee. If Specified Customer continues to renew available Maintenance for all Lawson - Maintained Products listed in the Schedule(s) to this POF, during the second through the tenth years after the Effective Date of this POF, the percentage increase in the annual Maintenance Fee for each annual renewal period will not exceed CPI plus 4% of the previous year's annual Maintenance Fee. "CPI" means the then current annual Consumer Price Index, All Urban Consumers percentage, or equivalent index published by the United States Department of Labor, and CPI will apply starting with the second renewal of Maintenance. The above cap on annual Maintenance Fee increases does not apply to any Products or users licensed after the Effective Date of this POF. Annual Maintenance Fees are payable 30 days before renewal each year. PRODUCT ORDER FORM LISTING S3 UNIX/NT ONLY S3 PRODUCT ORDER FORM UNIXINT Rwi""d Nw162007v 2 or a M Reporting Services Server - Named Crystal Report Application Server- Restricted Use (Limited to a Maximum of 50 Canned Reports) Report Desloner- Windows Client- Restricted to ( 1 1 Named User LMP Protlucl Daacrl eon Sys Mu Uana SW ID MUC MUS MUN MP M. M.P. Coda Malnbncnca Lwnwn Third PnN T a Deanca Faa DcamaFaa Lawson Business Intelligence - CPU Based (LBI) - PRODUCTION Suite Includes: LBI 2 $175,000.00 C tai Re ns Server XI R2 Embedded Edition CRASC 2 LMP C tai Re rts XI 3 users CRRC 3 LMP Ind: ng Services Server- Named Report Application Server- Restricted Use (Limited to a Maximum of 50 Canned Reports) Desloner - Windows Client - Restricted to ( 1 ) Named User USE WITH LAWSON BUDGETING AND PLANNING ng Services Server - Named Report Application Server- Restricted Use (Limited to a Maximum of 50 Canned Reports) Desloner - Windows Client - Restricted to ( 1 ) Named User LMP LMP S3 PRODUCT ORDER FORM UNIHMT Rwlutl Nw182007vm Sofa RTr,rfF;2T=� [Customer must use the dedicated Maintenance telephone number and web address to obtain Maintenance for this Product. This Maintenance contact Information will be provided to Customer with delivery of this Product and It Is listed on Lawson's Customer Support Website.) for Human Resources SECTION 2.1 -LSF TERMS AND PRODUCT ORDER FORM LISTING The following terms apply to the Lawson System Foundation Product(s) listed in this Section 2.1: 2.1.1 Initial Maintenance Period. The Initial Maintenance Period for the Lawson System Foundation ("LSF ") Product(s) listed in this Section 2.1 will commence on the delivery date for such Product and continue to Customer's next annual Maintenance renewal date ( "Initial Maintenance Period "). For those Customers who are not currently paying maintenance for a technology component that is part of LSF, if the Products listed below are delivered on or between June 1 and February 29, the "Initial Maintenance Period" for those Products will commence on delivery and end on the first May 31 st that occurs after delivery. If the Products listed below are delivered on or between March 1 and May 31, the "Initial Maintenance Period" for those Products will commence on delivery and end on the first May 31st that occurs more than 11 months after delivery. 2.1.2 Maintenance for Included Products. The Lawson System Foundation Product in Section 2.1 below ( "LSF ") may include Lawson- Maintained Products previously licensed by Customer and under Maintenance as of the Effective Date of this POF (" Included Products "). Maintenance for the Included Products shall continue without charge so long as Mainstream Maintenance is available for the Included Products and Customer continues to renew Maintenance for LSF. 2. 1.3 Maintenance Fee for Initial Maintenance Period for LSF. The annualized Maintenance Fee for the Initial Maintenance Period for LSF is the greater of $10,000 or 20% of the aggregate net License fees for all LSF Products licensed by Customer, less any applicable License fee discount. Any prepaid unearned Maintenance Fees for LSF shall be applied to the Maintenance Fee for the Initial Maintenance Period for LSF. 2.1.4 Maintenance Fee for First Annual Renewal of Maintenance for LSF. The annualized Maintenance Fee for the first 12 months of renewed Maintenance after the Initial Maintenance Period for the LSF is (a) the annualized Maintenance Fee for the Initial Maintenance Period for LSF, and (b) the then current fee for Third Party -owned Lawson- Maintained Products. 2.1.5 If Customer and Lawson enter into another Product Order Form to increase the Maximum Use Designations for any Lawson - Maintained Products (the "Usage Increases "), a pro rata portion of the annualized Maintenance Fee for the Usage Increases will be payable as of the effective date of the Usage Increase Product Order Form as payment of Maintenance for the Usage Increases through the end of the then current Maintenance Period. 2.1.6 Maintenance Fees for Annual Renewals. If Specified Customer continues to renew available Maintenance for all Lawson - Maintained Products listed In the Schedule(s) to this Product Order Form ( "POF "), during the first year after the Effective Date of this POF, the percentage increase in the annual Maintenance Fee will not exceed 4% of the previous year's annual Maintenance Fee. If Specified Customer continues to renew available Maintenance for all Lawson- Maintained Products listed in the Schedule(s) to this POF, during the second through the tenth years after the Effective Date of this POF, the percentage increase in the annual Maintenance Fee for each annual renewal period will not exceed CPI plus 4% of the previous year's annual Maintenance Fee. "CPI" means the then current annual Consumer Price Index, All Urban Consumers percentage, or equivalent index published by the United States Department of Labor, and CPI will apply starting with the second renewal of Maintenance. The above cap on annual Maintenance Fee increases does not apply to any Products or users licensed after the Effective Date of this POF. Annual Maintenance Fees are payable 30 days before renewal each year. S3 PRODUCT ORDER FORM UNIXINT Rewired No 162007V 4 of 6 The following Products, Users, Servers or CPU's shall be added under the Agreement as listed below. SECTION 2.1(A) - ADDRESS & PLATFORM TECHNOLOGY - For use with Lawson System Foundation only The following Product is to be used in conjunction with one or more of the following products under the Agreement: LAWSON BUSINESS INTELLIGENCE, MOBILE SUPPLY CHAIN MANAGEMENT, LAWSON BUDGETING & PLANNING, E- RECRUITING YES X NO BWIn1.. M.n.s•m•nt9 .t•m Produet sy. Mu D.Irt SW M.Inbn.nc. LSF 0•ocrl tlon 10 MUC MUS MUN MS MCPU Cod• T . DcM••F•. Lawson System Foundation: PRODUCTION 2 LSF 4 LMP -REO'D N/C Ind. '!Third Party IBM Products - Restricted Use (Product Warranty requires That Customer ;complete the Compulsory training necessary for this Product's use). - nnrnmarrtsnrrnT:Pn7r Product syo Mot U.— SW Mstnbnonc. LSF D ... rl Hon ID MUC MUS MUN MS MCPU Cod. T . LI .... F« Lawson System Foundation: DEVELOPMENT/TEST LSF 4 LMP -REO'D N/C _ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . _ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . incl. (Third Pany IBM Products - Restricted Use (Product Warranty requires that Customer 4 LMP -REO'D WC :complete the Compulsory training necessary for this Product's use). I:1R'Ir.1'r'rr,lrl ' r!'r1::T1'rFl`l'!T Produet Sy. M -U..r• SW M.1.1- nee LSF 9W Mdnbn.n.. LSF Oncrl tlon to MUC MUS MUN me MCPU Cod• T • LI•.n »Fr Lawson System Foundation: DISASTER RECOVERY LSF 4 LMP -REO'D WC Incl.. iThird Party IBM Products - Restricted Use (Product Warranty requires that Customer ;complete the Compulsory training necessary for this Product's use). SECTION 2.1(D)- ADDRESS & PLATFORM TECHNOLOGY - For use with Lawson System Foundation only Bu•1..•• M.nw•m•nt svtt•m Product sy. Mu U•.. SW M.1.1- nee LSF D.oal tlon ID MUC MUs MUN MS MCPU Cod• Ty p. Lle.ro. F.• Lawson System Foundation: TRAINING .. ..............................................................................................................................._..... LSF 4 LMP -REO'D N/C ............................... Incl.. ;Third Party IBM Products - Restdcted Use (Product Warranty requires that Customer !Complete the Compulsory training necessary for (his Product's use). as PRODUCT ORDER FORM UNIXINT R—W N.1e2007— 5 or5 SECTION 3.0 - ADDRESS 8 PLATFORM TECHNOLOGY FOR PRODUCTS LISTED IN SECTIONS 2.0 AND 2.2 11SECTION 4 0 - DESKTOP ENVIRONMENT. IN WITNESS WHEREOF, the parties hereto have executed this S3 Product Order Form on the date set forth below. For WSON SOFTWARE AMERICAS, INC. CITY OF NTA A uth rized tutu_rree\ DAVID N. REAM MAR ) (� Q P ,'T' / City Manager MAIL d ZUOV (PPrriinnteted Name) 1 J/i'01�1 n 411 C (Date) (TIll^ -- q may, / >_ — /O� O d EST (Date/ - - -- PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W FLETCHER City Attorney �' By: , . ./ Laura Sheedy Assistant City Attorney S3 PRODUCT ORDER FORM UNIX/NT fi &6 Revised N.162007— PRODUCT ORDER FORM Lawson Software Customer Agreement This Product Order Form ( "POF ") is part of the Customer Agreement and is governed by the Lawson Master Terms and Conditions previously signed by Lawson and Customer (or their respective affiliates) and in effect and is entered into by the Lawson Group company(s) named below and the "Customer" identified below (collectively "the Parties "), and is effective as of the date signed by Lawson ( "Effective Date "). Customer Name: Address: City: State/Zip or Province/Postal Code: Country: City of Santa Ana 20 Civic Center Plaza 8th floor Santa Ana California, 92701 USA SECTION 1.0 - PRODUCT ORDER FORM DEFINMONS AND TERMS The definitions and terms below supplement the definitions and terms contained in the Lawson Master Terms and Conditions. Definition updates applicable only to prior agreements: Any prior references to "Client" also mean "Customer "; any prior references to "Support" also mean "Maintenance ", any prior references to %SP" also mean "LMP" (Lawson- Maintained Product) and if not defined in the prior agreement "Documentation ", "Products ", and "Software" shall have the meaning set forth in Sections (a) through (c) below. (a) "Documentation" means all help screens or other documentation describing the operation of the Software, which are delivered (in printed or electronic form) with the Software by Lawson or a Third Party, any subsequent updates, supplements and new versions of that documentation provided to Customer by Lawson under the Product Warranty or Maintenance or by a Third Party, and any copies of that documentation. Documentation excludes all advertising, marketing materials, requests for proposal, proposals, demonstration materials and other promotional information. (b) "Products" means the Software and Documentation. (c) "Software" means the software and media described in a POF (in source code and /or object code as specked in a POF), any repairs, replacements, upgrades, updates, enhancements and new Releases provided by Lawson to Customer under applicable Maintenance or provided by a Third Party to Customer, and any copies of that code, excluding any Limited Offering software that is listed in an Order Form as not being a "Product." 1.0.1 "LMP" or Lawson - Maintained Products are defined in Section 1 of the Lawson Master Terms and Conditions. 1.0.2 "MCPU" means "Maximum Central Processing Unit" the maximum number of central processing units which make up the hardware platform(s) on which the Software designated below as "MCPU" may be installed. Server address, hardware manufacturer and model number, operating system and its release required as well as database and its release level for the hardware platform on which the Software is to be installed, must be listed in section 2.0 B of this Product Order Form. 1.0.3 "MGU" means "Maximum Generic Users" the maximum number of individuals that may be authorized by the Customer to use the Products designated below as "MGU ", regardless of whether the individual is actively using the Product at any given time. The actual number of Generic Users include all individuals using any of the speck Products designated below as "MGU ". 1.0.4 "MSU" means "Maximum Specific Users" the maximum number of individuals that may be authorized by the Customer to use each specific Product designated below as "MSU ", regardless of whether the individual is actively using the Product at any given time. 1.0.5 "MT" means "Maximum Transactions" the maximum number of transactions per period for each Product designated below as MT, independent of the number of users (e.g. the number of invoices per year). 1.0.6 "MUC" means "Maximum Users Concurrent" the maximum number of persons authorized by Customer ( "Users") to be the number of peak simultaneous Users running any on -line program within an application, designated below as "MUC ". 1.0.7 "MUN" means "Maximum Users Named" the maximum number of Users designated by Customer for each Product designated below as "MUN ". 1.0.8 "MUS" means "Maximum Users Seats" the maximum number of Customer Group's workstations on which the Products may be installed, designated below as "MUS ". 1.0.9 "No LMP" means a Product that is not Maintained by Lawson. (Customer may elect to purchase at Customer's expense from the applicable Third Party available maintenance for the Third Party Products specified in a Product Order Form as "No LMP "). 1.0.10 "S" means source code is delivered with the Product. 1.0.11 "LO" means "Limited Offering ". 1.0.12 The License Tenn for the Products listed in this Product Order Form is perpetual. SECTION 1.1 - MAINTENANCE LEVEL The standard maintenance level is Total Care Bronze as defined in the Support Operations Handbook. Unless Customer chooses Total Care Silver, Customer's maintenance level is Total Care Bronze. All Products licensed under the Agreement must have the same maintenance level. eSILVER (as defined in the Support Operations Handbook) GOLD (as defined in the Support Operations Handbook and applicable Gold Services Order Form) PRODUCT ORDER FORM S­,; M3 North America R—d 16N -2007 EAMPOFFInel.ds Page 1 of 4 2.0.1 Initial Maintenance Period. If the Lawson - Maintained Products are delivered on or between June 1 and February 29, the "Initial Maintenance Period" for those Products will commence on delivery and end on the first May 31st that occurs after delivery. If the Lawson - Maintained Products are delivered on or between March land May 31, the "Initial Maintenance Period" for those Products will commence on delivery and end on the first May 31st that occurs more than 11 months after delivery. 2.0.2 "Maintenance Fees" for Initial Maintenance Period. The annualized "Maintenance Fees" for the Initial Maintenance Period are: (a) 20% of the net amount of the line item "Lawson License Fee" for each Lawson - Maintained Product that is a Lawson Product, less any applicable License fee discount and (b) the then- current fee for each Lawson - Maintained Products that is a Third Party Product. 2.0.3 "Maintenance Fees" for First Annual Renewal of Maintenance. "Maintenance Fees" for the first 12 months of renewed Maintenance after the Initial Maintenance Period are: (a) 20% of the net amount of the line item "Lawson License Fee" for each Lawson- Maintained Product that is a Lawson Product, less any applicable License fee discount, and (b) the then-current fee for each Lawson - Maintained Product that is a Third Party Product. 2.0.4 For Lawson - Maintained Products added to the Agreement without a "Lawson License Fee" charge ("N /C "), the annualized 'Maintenance Fees" for the first 12 months of Maintenance of those Products are: (a) 18% of the then-current list price for each of those Lawson Maintained Products that are a Lawson Product and (b) the then-current fee for each of those Lawson - Maintained Products that are a Third Party Product. 2.0.5 If Customer and Lawson enter into another Product Order Form to increase the Maximum Use Designations for any Lawson - Maintained Products (the "Usage Increases "), a pro rata portion of the annualized Maintenance Fees for the Usage Increases will be payable as of the effective date of the Usage Increase Product Order Form as payment of Maintenance for the Usage Increases through the end of the then current Maintenance Period. 2.0.6 Maintenance Fees for Annual Renewals. If Specified Customer continues to renew available Maintenance for all Lawson - Maintained Products listed in the Schedule(s) to this Product Order Form ( "POF "), during the first year after the Effective Date of this POF, the percentage increase in the annual Maintenance Fee 4% of the previous year's annual Maintenance Fee. If Specked Customer continues to renew available Maintenance for all Lawson - Maintained Products listed in the Schedule(s) to this POF, during the second through the tenth years after the Effective Date of this POF, the percentage increase in the annual Maintenance Fee for each annual renewal period will not exceed CPI plus 4% of the previous year's annual Maintenance Fee. "CPI" means the then current annual Consumer Price Index, All Urban Consumers percentage, or equivalent index published by the United States Department of Labor, and CPI will apply starting with the second renewal of Maintenance. The above cap on annual Maintenance Fee increases does not apply to any Products or users licensed after the Effective Date of this POF. Annual Maintenance Fees are payable 30 days before renewal each year. THE PRODUCTS/SPECIFICATIONS BELOW ARE RESTRICTED TO INSTALLATION AND USE ON ONLY THE PLATFORM TECHNOLOGY INDICATED IN SECTION 2.0 B OF THIS PRODUCT ORDER FORM The followina Products Users Servers or CPU's shall be added under the Agreement as listed below: 11SECTION 2.0 A: SPECIFICATION Product/Speciticatlon Description Sys ID Max Users SW MGU MSU MT Code Support Type Lawson License Fee Third Party License Fee ASr11f:Rmldf:- .......:''. ....,.. .. .. : .... ,,,,; Maintenance Management' Incl Diagnostics Management' Equipment and Component Control ' Maintenance Performance and Costing' Preventive Maintenance' Work Order Processing ,,,,,,, , MAI r Third Party LMP $157,034 MGU MSU MUN DIM ICC MCM PRM L% lis Coda Type LMP LMP LMP LLIP Lire Ll- -Fes System Foundation M3 System Foundation - PRODUCTION Product/Specification Sys Max Usare SW Support Lawson Third Party Description ID MGU MSU MUN Prooesser MCPU Coda Type Lkense Fse Ll- -Fes System Foundation M3 System Foundation - PRODUCTION MSF < LMP $25,200 Incl: Decoupled Technology LMP Application Runtime LMP Workplace Runtime LMP Layout Repository LMP L'rfecycle Manager LMP Security and Traceability LMP Web Services Runtime LMP Third Party IBM Products - IBM - Restricted Use LMP (Product Warranty requires that the Client complete compulsory training necessary for this Products use ). Document Archive Foundation DAS s LMP $7.800 Incl: Content Manager for DAS - IBM CMA LMP Output Solutions Adapter - IBM CMO LMP Readsoft Adaoter - IBM CMR I I I LMP PRODUCT ORDER FORM (Series M3 North Amema Revised 16Noc2007 EAMPOFFna1.4z Page 2 V 4 11SECTION 2.0(D) - ADDRESS 8 PLATFORM TECHNOLOGY - For use with MS System Foundation only Server Address 8th Floor Santa Ana. CA 92701 Printing (incl. Server, Tools&Design, Control Center) Fax E -Mail (PDF included) StreamOUt LOILMP LOILMP LOILMP LOILMP LOILMP LOILMP Address At Which Server Portion Of Product/Specifications Arc Installed: NOTE: SPECIFIC OPERATING SYSTEM RELEASE 6 RELEASE LEVEL REQUIRED FOR DELIVERY OF PRODUCTSWECIFICATIONS ("UNLESS SHOWN DIFFERENTLYABOVE ) Server Address HW Manufacturer HW Model HW Operating System I HW Release Level I Media Database 20 Civic Center Plaza 8th floor Santa Ana, CA 92701 JHP WIN Enterprise CD SQL 11SECTION 3.0 - LANGUAGE/COUNTRY AVAILABILITY: Language and Country Availability: Languages: Number of Languages: 1 (standard) Language Translations: List translations from available matfir English (standard) Country Specific Functionality Number of Countries: 1 (standard) Specific Localization: List localization from avaiable matrix US ( standard) 11SECTION 4.0 - DESKTOP ENVIRONMENT: Customer Environment Microsoft Windows NT CO Yes or No ) Microsoft Windows XP Pro Ves X or No MrmcnN .t 98 Yes I 1 or N. 1 Macintosh OS X Yes f 1 or NoI 1 PRODUCT ORDER FORM ;Serbs M3 North Amerka R--d 16N­2007 EAMPOFFioal its Page 3 of 4 SECTION 5.0 - PAYMENT TERMS FOR THIS PRODUCT ORDER FORM Lawson Third Parry Lkeroe Fes U-- Fes FEES PAYABLE IN US DOLLARS 1. Gross License Fees: $175,934,001 $22,066.00 2. Combined Gross License Fees: $198,000.00 7. Less Discount on Lawson Products $93,245 4. Net License Fee Total $82,689.00 $22,066.00 100% due 30 days from Inwice dale TOTAL FEES PAYABLE $104,755.00 The abow fees are Payable in United States dollars and do not include Taxes. Customer will pay Lawson (by payment date) the above fees plus applicable Taxes (whether or not inwiced by Lawson). IN WITNESS WHEREOF, the parties hereto have executed this Product Order Form on the date set forth below. For LA ON SOFTWARE AME ICAS, INC. e ignat (Print ftNarne, .0. RAC -9 C (Title) as a (Date) -� CRY OF SANT A DAVID N. R City Manager MAR 3 2008 (Date) EST: PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney LaJ�aSheedy Assistant City Attorney i Lawson Use Only PRO DUCT ORDER FORM i5ene, M3 Norlh America R-sed I6N -2007 EAMPOFFinal bs Page 4 a( 4 ADDENDUM TO LAWSON SOFTWARE LICENSE AGREEMENT This Addendum ( "Addendum'), effective as of the date signed by Lawson, modifies aq prior Lawson software license agreements and any amendments thereto (collectively, the "Agreement) entered into between Lawson Software Americas, Inc. d /b /a/ Lawson Software and its predecessor, and the undersigned Client. All of the capitalized terms not otherwise defined in this Addendum have the same respective meanings as contained in the Agreement. The following sections replace the respective sections contained in the Agreement, or add additional section(s) to the Agreement (for those section number(s) not contained in the original Agreement). The sections of the Agreement that are not expressly modified or replaced by this Addendum shall remain in effect pursuant to their terms. 1. "Fallover' means the process by which the applications licensed for use on a production server are simultaneously installed and loaded into memory on another server (the "Failover Server") for the sole purpose of providing a backup system on the Failover Server should the production server become inoperable. 2. "Disaster Recovery" means the process by which the applications licensed for use on a production server may be installed and operated on another server (the "Disaster Recovery Server") for the sole purpose of providing a backup system on the Disaster Recovery Server should the production server become inoperable. This Addendum applies to: select one [ ] Failover [ x ] Disaster Recovery Authorization For Failover /Disaster Recovery: For Failover or Disaster Recovery purposes only, Client shall be authorized to use the Products under the Agreement and the Products licensed below from and provided by Lawson, (collectively, the "Backup Copies "), at no additional License Fee. The Backup Copies will (i) be installed on only one server, such server to be identified as a "Failover Server" or "Disaster Recovery Server", as the case may be, (ii) not be used concurrently with production or development copies of the Products, except for testing the Failover or Disaster Recovery servers, (iii) other than in the event the primary production system becomes unavailable, not be used for (a) production purposes, (b) load- sharing, or (c) testing purposes [other than as permitted in subsection (ii) above]; and (iv) be subject to the Support provisions under the Agreement. The rights granted herein shall terminate automatically should Client cease using the Backup Copies only for the purposes described herein. Upon such termination, Client will (i) remove the Backup Copies from the Failover Server or the Disaster Recovery Server, as the case may be, within five (5) days of such termination; (ii) destroy the Backup Copies and related Documentation, and any copies thereof; and (iii) within ten (10) days of termination, certify in a writing, signed by an authorized signatory of Client, that such action has been taken. Except as provided above, all other terms of the Agreement that govern the production copy(s) of the Products, shall also apply to the Backup Copies. As provided for in the Agreement, the Client will be charged a nominal production and delivery fee for each additional copy of the Products delivered to Client. Failover /Disaster Recovery Site Under The Addendum: Sys Address Hardware Platform Serial Number Operating System & Release Level Media Database 20 Civic Center Plaza, Santa Ana CA 92701 I HP Type Win I CD I SQL Product Group Sys Users Maximum Servers Support License Code Type I Fee Micro Focus NETEx ress Compiler MNC 1 N/A LMP -REQ'D N/C Micro Focus NETEx ress Runtime MNX 110 1 LMP -REQ'D N/C NOTE: Micro Focus Products (a) to be used for load- sharing or for testing purposes [other than as permitted in subsection (ii) above] must be purchased separately, and (b) licensed under this Addendum may be used to compile the applications or apply updates to the applications only during a Failover or Disaster Recovery event. *Same number of Users that are licensed for the production server. Santa Ana DsasterReeovery 14Dec2007.doc June132006 Page 1 of 2 IN WITNESS WHEREOF, the parties hereto have executed this Addendum to Lawson Software License Agreement on the date set forth below. For LAWSON SOFTWARE AMERICAS, INC. I -A� (Aut d Signat ) I G9 ID, 1 f�_ (P nted Name) (Title) / /� /J`L`o 0 ( Date) CITY OFS4NTA ANA DAVID N. REAM City Manager MAR 3 2005 (Date) ATTESy PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney Laura Sheedy Assistant City Attorney Santa Ana DisasterRecovery 14Dec2007.doc June132006 Page 2 of 2 PRODUCT ORDER FORM TO LAWSON SOFTWARE CUSTOMER AGREEMENT This Product Order Form ( "Product Order Form ") modifies the Master Terms and Conditions ( "TLC's ") which supplements and governs each Order Form to the Lawson Software Customer Agreement ( "Agreement ") entered into between Lawson Software Americas, Inc., and its predecessor ( "Lawson ") and the undersigned Customer, and is effective as of the date signed by Lawson. All of the capitalized terms not otherwise defined in this Product Order Form have the same respective meanings as contained in this Agreement. The following sections replace the respective sections contained in the T&C's, or add additional section(s) to the T&C's (for those section number(s) not contained in the original T&C's). The sections of the TLC's that are not expressly modified or replaced by this Product Order Form shall remain in effect pursuant to their terms. Authorization For Training Server Copy: For development and /or testing purposes only and at no additional License Fee, Customer shall be authorized, depending on Customer's selection as indicated below, either (i) one additional copy of; or (ii) the access codes related to; the server portion of the Lawson -owned Products under the Agreement. For the purposes of this Product Order Form, Training Copy shall refer to such "additional copy" or such "access codes ", as the case may be. The Training Copy (i) shall be installed on only one server, such server to be identified as the "Training Server" herein, (ii) shall not be used for any production purposes, (iii) shall be deployed against a database that is separate from any production database, and (iv) shall be subject to the Maintenance Categories set forth in the Agreement. Notwithstanding the provisions of the Agreement and this Product Order Form thereto, access to such Training Copy's software shall be limited to a total of ten (10) concurrent Training users per Product Group or Product Suite licensed under the Agreement, and the number of such Training users shall not be counted in the Number of Concurrent Users as set forth in the Agreement. Signify Customer's desire to receive an additional copy of the server portion of the Lawson -owned Products under the Agreement by checking this box ❑. As provided in the Agreement, Customer shall be charged a nominal fee for delivery of such copy. Training Server Site Under The Product Order Form: Address Hardware Platform Serial Number I Operating System 8� Release Level I Media Database 20 Civic Center Plaza Santa Ana CA 92701 1 HP N/A Win I cp----T SQL The following Products shall be added under the Agreement and shall be restricted to use with only the Training Server: Product Group Micro Focus NetExpress Compiler NetExpress Application Runtime PAYMENT TERMS 100% due 30 days from Invoice date TRAINING SERVER POF UNIX Windows 15March2007 Sys Code Concurrent Maximum Maintenance License Users Servers Category Fee MNC 1 N/A LSP -REQ'D $3,700.00 MNX 10 1 LSP -REQ'D $1,300.00 License Fee Total $5,000700 TOTAL FEES PAYABLE * $5,000.00 Santa Ana TrainingOrderFrom 14Dec2007.doc Page 1 of 1 IN WITNESS WHEREOF, the parties hereto have executed this Product Order Form to Lawson Software Customer Agreement on the date set forth below For LAWSON SOFTWARE AMERICAS, INC. �Z6-� j (A t/ iled Si to k/ /1' 'j, (Printed Name) �— (Title) (Date) TRAINING SERVER POF UNIX Windows 15March2007 CITY OF SAW ANA DAVID N. REAM City Manager MAR 3 2008 (Date) AT PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By. ,�f aura Sheedy Assistant City Attorney 1 J' Santa Ana TrainingOrderFrom 14Dec2007.doc Page 2 of 1 PRODUCT ORDER FORM TO LAWSON SOFTWARE CUSTOMER AGREEMENT This Product Order Form ( "Product Order Form ") modifies the Master Terms and Conditions ( "TLC's ") which supplements and governs each Order Form to the Lawson Software Customer Agreement ( "Agreement ") entered into between Lawson Software Americas, Inc., and its predecessor ( "Lawson ") and the undersigned Customer, and is effective as of the date signed by Lawson. All of the capitalized terms not otherwise defined in this Product Order Form have the same respective meanings as contained in this Agreement. The following sections replace the respective sections contained in the TLC's, or add additional section(s) to the T&C's (for those section number(s) not contained in the original T&C's). The sections of the T&C's that are not expressly modified or replaced by this Product Order Form shall remain in effect pursuant to their terms. Authorization For Development/Test Server Copy: For development and /or testing purposes only and at no additional License Fee, Customer shall be authorized, depending on Customer's selection as indicated below, either (i) one additional copy of; or (ii) the access odes related to; the server portion of the Lawson -owned Products under the Agreement. For the purposes of this Product Order Form, Development/Test Copy shall refer to such "additional copy" or such "access codes ", as the case may be. The Development/Test Copy (i) shall be installed on only one server, such server to be identified as the "Deveiopment/Test Server" herein, (ii) shall not be used for any production purposes, (iii) shall be deployed against a database that is separate from any production database, and (iv) shall be subject to the Maintenance Categories set forth in the Agreement. Notwithstanding the provisions of the Agreement and this Product Order Form thereto, access to such Development/Test Copy's software shall be limited to a total of ten (10) concurrent development/test users per Product Group or Product Suite licensed under the Agreement, and the number of such development/test users shall not be counted in the Number of Concurrent Users as set forth in the Agreement. Signify Customer's desire to receive an additional copy of the server portion of the Lawson -owned Products under the Agreement by checking this box ❑. As provided in the Agreement, Customer shall be charged a nominal fee for delivery of such copy. Development/Test Server Site Under The Product Order Form: Address Hardware Platform 1 Serial Number Operating System 8, Release Level Media Database 20 Civic Center Plaza Santa Ana CA 92701 HP Fee Win CD I SQL The following Products shall be added under the Agreement and shall be restricted to use with only the DevelopmentlTest Server Product Group Sys Code Concurrent Maximum Maintenance License Users Servers Category Fee Micro Focus NetExpress Compiler MNC 1 N/A LSP -REQ'D $3,700.00 NetExpress Application Runtime MNX 10 1 LSP -REQ'D $1,300.00 PAYMENT TERMS 100% due 30 days from Invoice date License Fee Total $5,000.00 TOTAL FEES PAYABLE " $5,000.00 DEVELOPMENTITEST SERVER POF UNIX Windows SantaAnaTestOrderForrn 14Dec2007.doc Page 1 of 1 15March2007 IN WITNESS WHEREOF, the parties hereto have executed this Product Order Form to Lawson Software Customer Agreement on the date set forth below. For LAWSON SOFTWARE AMERICAS, INC. (A zed Sign re (Printed Name) (Title) Zwo 0 'y (Date) CITY OF S ANA. DAVID N. REAM City Manager MAR 3 2008 (Date) ATTEST: -_---�,., PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By: Lraura Sheedy Assistant City Attorn DEVELOPMENTITEST SERVER POF UNIX Windows SantaAnaTestOrderForm 1413ec2007.doc Page 2 of 1 15101arch2007 LAWSON "INSON PERFORMANCE MANAGEMENT TalentView@ SUBSCRIPTION SERVICE ORDER FORM Lawson Software Customer Agreement This Subscription Service Order Form ( "Order Form ") is part of the Lawson Software Customer Agreement and is governed by the Lawson Master Terms and Conditions listed below, and is entered into by the Lawson Group company(s) named below and the "Specified Customer" named below (collectively "the Parties "), and is effective as of the date signed by Lawson ( "Effective Date "). Specified Customer acknowledges that it has a copy of and is bound by the Lawson Master Terms and Conditions. The definitions in Section 7 below supplement the definitions in the Lawson Master Terms and Conditions. If any terms of this Order Form conflict with the Lawson Master Terms and Conditions, this Order Form governs that conflict for only the Specked Customer and the Subscription Service and Products provided under this Order Form. Specified Customer Entity Name: Address: City: State/Zip or Province /Postal Code: Country: City of Santa Ana Client ID: 20 Civic Center Plm P Fbor Sranh Ana CA 92701 USA 1. Subscription Service. The "Subscription Service" includes (a) the Term License and Maintenance for the software Product and (b) software and data hosting and related hosting services. 2. Term License and Scope of Use. During the "Initial Subscription Period" defined in Section 3 below and any renewal of the subscription period under Section 3 below (each, a "Subscription Period "): (a) Lawson shall provide and Specified Customer shall purchase the Subscription Service listed in the Schedule(s) to this Order Form, (b) Lawson will provide the Subscription Service using the "Products" listed in that Schedule, including Maintenance for those Products and (c) Lawson grants to Specified Customer a non - exclusive, non - transferable term license for Specified Customer to access and use those Products on a remote basis as part of the Subscription Service, only for the internal business of Specified Customer and within the Maximum Use Designations listed in the Schedule(s) to this Order Form (the "Term License "). 3. Initial Subscription Period and Subscription Period Renewal. The "Initial Subscription Period" starts on the Effective Date and continues for multiple years until the end of the Initial Subscription Period identified in the Schedule(s) to this Order Form. After the Initial Subscription Period, the Subscription Service will automatically renew for successive one year Subscription Periods so long as Lawson makes the Subscription Service available to its customers generally, unless Specified Customer provides written notice of termination to Lawson at least 60 days before the next renewal date. If Lawson receives a timely notice of termination, the Subscription Period will end without further renewal at the end of the then current Subscription Period. Lawson may elect to consolidate the renewal date and prorate the renewal fees so that the Subscription Period renews on the same date each year for customers who purchase the Subscription Service. 4. Subscription Service Fees and Payment. The "Subscription Service Fees" listed in the Schedule(s) to this Order Form include the aggregate fees for the Subscription Service for the Initial Subscription Period. After the Effective Date of this Order Form and before each subsequent year of the Initial Subscription Period, Lawson shall invoice each net annual installment amount of the Subscription Service Fees in advance. Specified Customer shall pay Lawson each net annual installment amount of the Subscription Service Fees, plus applicable Taxes, within 30 days after the date of invoice. Before each renewal of the Subscription Period, Lawson will invoice Specified Customer for the then current Subscription Service Fees for the renewal period, payable in full at least 30 days before the renewal date. 5. Changes to Number of Employees. Specified Customer shall promptly notify Lawson of any increase to the Number of Employees (as defined below) that exceeds the Maximum Use Designation(s) listed on the attached Schedule(s). The notice shall include the increase in the number of employees and the date that Specified Customer exceeded or expects to exceed the maximum Number of Employees. Lawson reserves the right to increase the Subscription Service Fees for the then current Subscription Period if the Number of Employees of Specified Customer increases by the lesser of 5% or 100 employees, which will be effective as of the date Specified Customer exceeds the maximum Number of Employees. During any Subscription Period, Specified Customer shall not be entitled to a refund, credit or decrease in the Subscription Service Fees for that Subscription Period due to a decrease in the Number of Employees. Lawson Performance Management Page 1of3 Order Form 05Sep2007 6. Specified Customer Content All data and other content submitted or generated by or for the Specified Customer when using the Subscription Service (the "Specked Customer Content ") will remain the sole property of the Specified Customer during and after each Subscription Period. Lawson will not disclose or use the Speed Customer Content for any purpose other than to provide the Subscription Service and comply with the Agreement. Specified Customer grants to Lawson the right to use, copy, store, transmit and display Specified Customer Content solely to the extent necessary to provide the Subscription Service to Specified Customer. Upon termination of the Subscription Service and payment of all Lawson invoices by Specified Customer, Lawson will provide or make available to Specified Customer the then current Specified Customer Content in Lawson's possession. Any available conversions of that data or other available termination assistance will be on a time and materials basis at Lawson's then current rates. 7. Associated Services. Lawson will provide configuration, training and other available consulting related to the Subscription Service for an additional fee under a separate Services Order Form between Lawson and Specified Customer. 8. Order Form Definitions and Maximum Use Designation. The following respective definitions and Maximum Use Designations supplement the definitions contained in the Lawson Master Terms and Conditions: 8.1 "Number of Employees" means the number of active employees of Specified Customer Group. 8.2 The following definitions are interchangeable in any prior document that is part of the Lawson Software Customer Agreement: (a) "Client" and "Specified Customer," (b) "Support" and "Maintenance" and (c) "LSP" and "LMP" (Lawson Maintained Product). IN WITNESS WHEREOF, the parties hereto have executed this Subscription Service Order Form on the date set forth below. For LAWSON SOFTWARE AMERICAS, INC. orized Si L 114- j (Printed Name) (Title) . i 13o- s" (Date) Number of Schedules Attached to this Order Form: 1 SCHEDULE 1: PRODUCT LISTING CITY OF SANTA ANA DAVff N. REAM City Manager MAR 3 2008 (Date) ATTEST: PATRICIA E. HEALY Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney By ( Gv i �� L C ( � w Laura Sheedy - Assistant City Attorney TalentView® is a registered trademark of Personnel Decisions International Corporation. Lawson Performance Management Page 2of 3 Order Form 10oct2007 LAWSON PERFORMANCE MANAGEMENT TalentView® SCHEDULEI to Subscription Service Order Form Specified Customer Entity Name: Address: City: State /Zip or Province /Postal Code: Country: Cky of SMIb Am 20 CMc Cenler PM= III Fbor Suft Am CAIiM1 USA 1. Initial Subscription Period: 1 year. commencing on the Effective Date. 2. Maximum Use Designation: Number of Employees of Specked Customer GroupQ 3. Subscription Service: t neeV n of - �Amaunt oli option Service 3 Products Aamsed Wt S f�e Perim Lawson Performance Management /TalentViewO PMGT LMP $37,500 Includes Third Party Product ProcessFlow Solution for Lawson Performance PFPM LMP N/C Manaaement (Included in PMGT Product) Subtotal $37,500 Payment Terms: Specified Customer shall pay Lawson each net annual installment amount of the Total Net Annual Amount of Subscription Service Fees, plus applicable Taxes, Subscription Service Fees Payable for $:37,500 within 30 days after the date of invoice. the Initial Subscription Period (plus applicable Taxes) TalentViewO is a registered trademark of Personnel Decisions International Corporation. Lawson Performance Management Page 3of 3 Order Form 10oct2007 LAWS40N Statement of Work For the City of Santa Ana, California Version: Final SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential LAWS4#N Table of Contents 1. Statement of Work 5 2. Project Background and Scope 5 3. Project Organization 8 4. Project Schedule and Plans 10 5. Project Budget 12 6. Risk Identification 21 7. Quality Strategy and Plan 21 8. Commercial Terms 22 9. General Project Assumptions 22 10. Project Change Control Procedure 23 11. Lawson Project Scope 24 12. Lawson Implementation Methodology 43 13. Deliverables and Payment Milestones 44 Appendix A: Roles and Responsibilities 51 Appendix B: Approved Change Orders 56 Appendix C: Systems & Software Statement of Work 57 1. Objectives 57 2. enQuestaTM Modules and Interfaces included 57 3. Implementation Methodology 59 4. System Hardware and Software Installation 60 5. Business Process Review 64 6. Product Configuration 65 7. Product Interfaces 68 8. Modifications 70 9. Data Conversion 70 10. Product Training and Documentation 77 SOW- SantaAna -UFebN vFinal v2.doc Confidential LAWS%ON 11. Reporting Portal 81 12. WebConnect 83 13.New Services 88 14. Simulation 90 15. Go -Live 90 16. Maintenance Releases 91 17. Deliverables and Payment Milestones 92 Schedule 1 to Appendix C: Functional Requirements for the enQuesta solution 97 Appendix D: Lawson Performance Management Project Scope 114 SOW- SantaAna- UFeb08 vFinal_Q.doc Confidential 4 LAWSN 1. Statement of Work This Statement of Work ( "SOW') is part of the Lawson Master Terms and Conditions, Master Services Agreement or other services agreement previously signed by Lawson and the City of Santa Ana, California(or their respective affiliates), and in effect (the "Lawson Master Terms and Conditions "), and is entered into by the Lawson Group company(s) named above and the "City" identified above (collectively, the "Parties "), and is effective as of the date signed by Lawson ( "Effective Date "). This SOW is an "Order Form" and is governed by and does not amend the Lawson Master Terms and Conditions. Capitalized terms not otherwise defined in this SOW have the same meaning as contained in the Lawson Master Terms and Conditions. This SOW and any Change Order approved under this SOW, defines the scope of work to be performed by Lawson and the City (the "Project ") and is the controlling document between Lawson and the City with regard to the Project, including roles and responsibilities. Lawson will be acting as prime contractor for the Services that will be provided as part of this SOW. Lawson has contracted with Systems & Software to perform the Services set forth in Appendix C, Performance Decisions, Inc. (PDI) to perform the Services set forth in Appendix D and the Hackett Group to perform the Services in Section 11.2 respectively. Any changes in scope shall be made to this SOW using the Project Change Control Procedure, as described in Section 10 of this SOW. 2. Project Background and Scope 2.1 Current Application Landscape The first goal of this project is to consolidate data and reporting through an integrated application. The second goal of this project is to use technology to reduce inefficiencies. The third, and most important goal, is to give management and employees access to data through comprehensive and intuitive solutions. The City's financial system currently runs on a Unisys V -380 computer. The Utility Billing and Payroll systems operate on HP Proliant servers running Windows 2000 SPS4 and Windows 2003 SP1 Key business drivers for this project include improving access to data, helping eliminate paper -based processes, reduce redundancy of data, improve timeliness of information, improve business processes, adopt industry recognized best practices and achieve an enterprise -wide technology solution. 2.2 Project Scope The estimated effort for the activities described in this SOW is based on information given to Lawson and Systems & Software ( "Subcontractor") by the City, including the key assumptions detailed in this SOW. Any additional information may require revision of the level of estimated effort required to complete the activities and is subject to the Project Change Control Procedure in Section 10 of this SOW. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential LAWS*AN 2.3 Proposed Application Landscape The project scope is limited to the products listed below: Lawson Modules Core Products: Financial Suite • General Ledger • Budgeting & Planning • Grant Management • Projects & Activities • Billing & Revenue Recognition for Projects • Accounts Payable • Cash Ledger • Accounts Receivable • Billing • Asset Management Procurement Suite • Purchase Order • Requisitions • Requisition Self Service • Invoice Matching • Inventory HR/Payroll Suite • Personnel • Benefits • Payroll /BSI Tax Factory • Absence Management • Employee and Manager Self Service Additional Products: • Lawson Budgeting and Planning • E- Recruiting • Performance Management • Strategic Sourcing • Enterprise Asset Management • Learning Accelerator • Lawson Business Intelligence Suite • Smart Notification • Lawson Add -ins for Microsoft Office • Crystal Enterprise SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 6 LAWS ON Extensions S Environment: • Process Flow Professional • Process Flow Integrator • Design Studio • Role -based Security • LSF9 • Landmark • BSI Tax Factory • MicroFocus Server Express enQuesta Core Solution Modules (CS) • Account Management • Utility Billing for Water, Sewer, and Refuse • Billing Scheduler • Bill Print Management • Rate Management • Delinquency Management • Point -of -Sale Management • Device Management • Financial Management • Automated Service Orders • Standard Reports • New Service Core (Single Service) enQuesta Expanded Core Solution Modules (CS) • enQuesta Reporting Portal (eQl only) • New Service Expanded Core (Single Service) • Hydrant Maintenance • Flow Control Maintenance • Donation Management enQuesta Enterprise Modules (CSx) WebConnect (Core) Interfaces • Meter Reading • Cashiering / SII • Remittance Processing • Bill Print • Collection Agency • General Ledger • Credit Refund Check • Deposit Refund Check • USPS Upload • SmartURL Interface for Imaging For all applications listed above, each will be implemented with out -of- the -box functionality in the latest generally available version at the time of delivery. The City intends to implement the Lawson and enQuesta solutions using industry standard best practices with no changes to the delivered source code. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 7 LAWS%ON 2.4 Organizational Scope All organizational units of the City are considered in scope. 2.5 Geographic Scope All City geographic locations are in the City of Santa Ana, California. 3. Project Organization The following project organization will apply for the duration of the project. 3.1 Project Roles The project team incorporates the following roles and responsibilities. Lawson, Systems & Software and the City will provide resources to fulfill the following roles. Refer to Appendix A for a full description of each role and associated responsibilities. Role City Role Lawson Project Sponsor Practice Director City Lawson Project Manager Lawson Project Manager City Functional Leads Lawson Business Consultant(s) City Technical Lead Lawson Systems Consulting Manager City Technical Experts Lawson System Consultant(s) and Technical Consultant(s) Process Owner(s) Lawson Business Consultant(s) Key Users Lawson Business Consultant(s) and Technical Consultant(s) End Users Lawson Business Consultant(s) City Project Manager Lawson Project Manager - Quality and Risk System Operators Lawson Systems Consultant(s) Programmers /Analysts Lawson Technical Consultant(s) City Lawson Security Officer Lawson Technical Consultant Role City Role Systems & Software City enQuesta Project Manager enQuesta Project Manager City Functional Leads enQuesta Business Lead(s) and Implementation Consultant(s) SOW- SantaAna- 12FebN vFinal_v2.doc Confidential LAWSN Role City Role Systems & Software Process Owner(s) enQuesta Business Lead(s) City Technical Lead enQuesta Operational Lead City Technical Experts enQuesta Operational Lead, Database Administrator Key Users enQuesta Business Lead(s) and Implementation Consultant(s) End Users enQuesta Business Lead (s) Implementation Consultant(s) and Trainers System Operators enQuesta Operational Lead, Database Administrator Programmers /Analysts enQuesta Programmers City enQuesta Security Officer enQuesta Operational Lead Key Assumptions: (1) Both full and part-time team members assigned to the Project by the City will be thoroughly knowledgeable about the current business practices in their respective areas and capable of performing their appropriate Project roles as described in Appendix A- Roles & Responsibilities of this SOW. (2) The City core project team resources will be assigned to the project in accordance with the requirements outlined above. Any anticipated changes to the core team must be communicated to the steering committee within [five] working days, which will provide sufficient time for the team to evaluate the impact of any core team replacement on the project's schedule and cost. (3) The City core project team members must be suitably knowledgeable in their area of responsibility and must be regarded by the organization as experts in their field. (4) Additionally, it is anticipated that any support from other City personnel and resources will be available to the project team as needed according to the work plan and resource plan (infrastructure, network, desktop support, web -based programming) when required and will not detrimentally impact the project timeline. (5) The estimates for user involvement in the Project does not include the time that will be required to attend demonstrations of the system, end user training, and data cleansing. (6) The City and Lawson are committed to achieving the scheduled dates for project deliverables published at the start of each phase. The City and Lawson recognize the importance of completing project tasks in order to meet the scheduled dates. The staffing requirements provided in the Roles and Responsibilities section are intended to be estimates. Actual staffing requirements to complete designated tasks for both parties may vary from the estimates. In all cases, the staffing required to complete deliverables defined in the Project Responsibility Matrix as of the agreed upon target dates will take precedence over the staffing estimates. Failure to meet project deadlines that cause a delay to the project will be addressed using the Project Change Control Procedure described in Section 10. (7) The City will promptly replace any key City staff or project team members who become unavailable to the project team for any reason, and included an appropriate transition period where possible. Any delay to the project due to key City staff or City project team turnover will be addressed using the Project Change Control Procedures described in Section 10 (8) It is expected that the City Project Manager and City personnel assigned to the project will be empowered to make decisions for the City which include, but are not limited to, decisions related to the system design, business processes and configurations and project change order requests. The City Project Manager will identify the level of decision making authority for each of the City Project Team members. Should escalation of an issue need to be made beyond the City Project Team and the City SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential LAWS4►N Project Manager, as soon as reasonably practical but not longer than a five (5) business day turnaround on resolution will be required, unless otherwise requested and agreed upon by the City and Lawson or unless Board approval is required, in which case the decision or change order request will be considered at the next available Board meeting. The City will be financially responsible for the cost of any rework due to the City's delay of any decision or change order request. (9) Lawson assumes that the City will provide appropriate office facilities to all full -time and part-time team members assigned to the Lawson and enQuesta core Project teams as may be required from time to time. This includes, but is not limited to, office space, work desks, networked computers, Microsoft Office productivity tools, team meeting rooms, networked printers, photocopier, telephones, stationery, whiteboards, and internet and VPN connection and so on in order to facilitate the effectiveness of the Project team. (10)Lawson's personnel will have access to the office facilities at all times, as dictated by the City's reasonable security restrictions. (11)Key Personnel shall mean the Lawson Project Manager and the Lawson lead Application Consultants. Lawson will use commercially reasonable efforts to minimize or eliminate changes to Key Personnel. Except as provided in this Section, the City's prior written approval will be required before Lawson can make changes to such Key Personnel. Lawson may remove Key Personnel for disciplinary reasons, at Lawson's sole discretion. Lawson may also remove Key Personnel from the City's project if the Services of any Key Personnel become unavailable to Lawson for reasons beyond Lawson's control (which include, but are not limited to, termination of employment, vacation, leave of absence, or bona fide promotion). The City acknowledges that Lawson is responsible for the performance of the Lawson project team and has the right to make such changes as are necessary to complete its obligations under this SOW. (12)The City reserves the right to approve key Lawson team - members assigned to the project. If any member of the Lawson Team is deficient in completing its duties, the City will notify Lawson and Lawson agrees to replace that person with a person of similar training and experience and to ensure that the new Lawson Member is fully updated on the Project without causing material delays in the Project schedule. Further, Lawson will provide a no cost transition period of a maximum of forty (40) hours if Lawson removes a Lawson Person identified as a Key Personnel. If that Lawson Person is the Lawson Project Manager then Lawson will provide a maximum eighty (80) hour no -cost transition period. 4. Project Schedule and Plans 4.1 Project Staging (1) The combined Lawson project and S &S project will be 14 months in length. (2) Project Initiation for the Lawson project will begin on or about March 10, 2008 and conclude on or about April 30, 2008. (3) The Financials Phase will begin on or about May 1, 2008 and conclude on or about March 31, 2009. (4) The Procurement Phase will begin on or about June 1, 2008 and conclude on or about March 31, 2009. (5) The HCM Phase will begin on or about May 1, 2008 and conclude on or about March 31, 2009. (6) The enQuesta project will be 9 months in length. It will begin on or about May 1, 2008 and conclude on or about March 31, 2009. In all cases, the Final Project Plan agreed upon by the City, Lawson and Subcontractor will determine the final project phase timeline. SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 10 LAWSN Lawson Project Timeline Product/Suite Start Complete Project Initiation March 10, 2008 Aril 30, 2008 Finance Phase includes LBI May 1, 2008 March 31, 2009 Procurement Phase includes LBI) June 1, 2008 March 31, 2009 Procurement-Strategic Sourcing September 1, 2008 March 31, 2009 Procurement -EAM Work Order September 1, 2008 March 31, 2009 Human Capital M mt Phase includes LBI May % 2008 March 31, 2009 HCM- E- Recruiting September 1, 2008 March 31, 2009 HCM- Employee/Manager Self Service Se tember 1, 2008 March 31, 2009 Lawson Budgeting and Planning Se tember 1, 2008 Aril 30, 2009 Subcontractor Project Timeline Product/Suite Start Complete Utility Billing Project Initiation all modules May 1, 2008 June 30, 2008 Utility Billing Design Phase July 1, 2008 September 30, 2008 Utility Billing Build Phase October 1, 2008 December 31, 2008 Utility Billing Activate Phase January 1, 2009 February 1, 2009 Utility Billing Post Live Support February 1, 2009 March 31, 2009 Key Assumptions: (1) The schedule is based upon timely advice from Lawson and decisions made by the City. Any delays by either party can impact the schedule and budget for the project (2) City has assigned a full time project manager for the Lawson project and a full time project manager for the enQuesta project. (3) City Project team members do not change (4) City does not have any competing projects that may divert resources (5) A 4-day, 10 -hours per day, weekly work schedule has been assumed for Lawson consultants. In every case, the interests of the City and the Project will be considered when making the final decisions regarding Project work schedules. This work schedule will provide the City with an opportunity to follow up on issues related to their normal job duties on the day that Project activities are not scheduled. Lawson consultants will not require off hours of the City team unless specifically requested. (6) In order to meet the scheduled dates for the Project deliverables, Lawson and City personnel may be required to perform work outside of normal business hours. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 11 LAWSN 5. Project Budget 5.1. Pricing The Services will be charged to the City on a time and materials, not -to- exceed, basis subject to the maximum cost, which includes travel and all reimbursable expenses, as set forth in 5.2. As used in this 5.1, "not -to- exceed" means that Lawson will perform its obligations under this SOW even if it is required to expend more than the number of hours used to determine the Fees set forth below and will not charge the City for such excess hours or expenses unless otherwise permitted under this SOW, and if the actual number of Lawson person hours required to complete the Services is less than the number of hours used to determine the Fees set forth in 5.2, then the City shall retain the difference between the actual Fees and the Fees in 5.2. Any changes to the Services Fees or terms described in this Section 5 will be subject to the Project Change Control Procedure described in Section 10 of this SOW. 5.2 Services Fees Lawson agrees to provide the City the not -to- exceed Services described in the SOW for a total not -to- exceed hours of 20,818 and a total not- to- exceed fee (not including sales taxes) in the amount of $3,831,081.00 USD which includes the not -to exceed Other Expenses or Additional Project Services as defined in this SOW and in the following paragraph. Any changes to the scope of the SOW are subject to the processes and assumptions described in the SOW. Not- to-Exceed Fee Services shall be invoiced by Lawson based upon the completion of the Lawson and Subcontractor Deliverables detailed in Section 11, Section 12, Appendix C and Appendix D of this SOW and according to the Milestone payment schedule in Section 5.5 below. Reasonable travel, living and other out -of- pocket expenses incurred in providing the Services ( "collectively, the "Other Expense ") shall be invoiced by Lawson on a monthly basis and shall not exceed $489,888.00 USD unless prior approval is given by the City. 5.3 Additional Project Services. Lawson and the City agree that in addition to above Fees, $400,000.00 USD has been set aside for Additional Project Services. These funds are to address items that are currently unknown to both parties that will be required to complete the implementation. These items can be additional hours in excess of those identified for particular activities. In the event such items arise, the Lawson Project Manager will have the authority to seek authorization from the City Project Manager to use the Additional Project Service funds to pay for these items. Any use of these funds will be subject to joint agreement and official sign off by both project managers and execution of a Change Order in accordance with the Project Change Control Procedure in Section 10 of this SOW. Billing for Additional Project Services will be performed outside of the milestone payment schedule in this section. The City will only be charged for funds officially agreed upon and used during the project. Additional Project Services shall be invoiced by Lawson twice monthly on a time and materials basis. Other Expenses shall be invoiced by Lawson as such Other Expenses are incurred. SOW- SantaAna- 1217eb08 vFinal_v2.doc Confidential 12 LAWSN Additional Project Services Rate Card. For 24 months after the Effective Date, Lawson shall provide the City the Additional Project Services on a time and materials basis at the Service Fee Rates listed below: Lawson Additional Project Services Hourly Service Fee Rate Business Consulting $175 Practice Director $190 Project Management $190 Project Management/Planning — QA $190 Systems Consulting $190 System Consulting Manager $190 Technical Consulting $190 Remote Programming $70 City Site Training* $175 Lawson Site Training — Application ** $650 /person /day Lawson Site Training — Technical ** $890 /person /day Best Practices Workshops- additional Workshops $30,000 per Workshop * Requires that the City provide, at its expense, training facilities equivalent to Lawson's training facilities. ** Requires that the City pay its own travel and living expenses when attending training. For 12 months after the Effective Date, Lawson shall provide the City the Additional Project Subcontractor Services on a time and materials basis at the Service Fee Rates listed below: Systems & Software Additional Project Services Hourly Rate Level 1 — Business Consulting, Custom Programming $ 300.00 per hour Level 2 — Project Management, Business Process Analysis $ 247.00 per hour Level 3 — Configuration, Testing, Training, Application Specialist, Conversion, Documentation, Development, IT, other $ 213.00 per hour 5.4 Payment Milestones The Parties have designated Payment Milestones under this Statement of Work. Upon acceptance of all Deliverables within a Payment Milestone in accordance with the Acceptance procedure described in Section 5.7, Lawson will present City with an invoice for that Payment Milestone. Work related to multiple Deliverables and Payment Milestones may be occurring simultaneously based upon timeframes defined in the Project plan. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 13 LAWS%)N Payments for the Not -to- Exceed Services will be made in accordance with Milestone Payment schedule in Section 5.5 below. Lawson will invoice the City for deliverables -based Payment Milestones once all deliverables that constitute a payment milestone are completed and accepted by the City. The order of precedence of the payment milestones will be finalized in the agreed upon Project Plan. The order of precedence of the milestones in Section 5.5 has no project impact. Lawson will invoice the City on a Milestone basis, meaning invoices will be sent to the City upon the completion of specified Payment Milestones as per the acceptance procedure specified in Section 5.7- Deliverable Acceptance of this SOW. The Milestones subject to payment are set forth in Section 5.5 of this SOW. Lawson Personnel and its authorized subcontractors will maintain a log of time worked in a manner sufficient to preserve an accurate record of hours of Services performed. Each invoice will include an invoice number and indicate the time period, hours expended and Payment Milestone(s) covered by the invoice. Other Expense invoices will be submitted monthly to the City and are not subject to the Payment Milestones or any retainage. The City will pay invoiced amounts that are not the subject of a good faith dispute within thirty (30) days of invoice date. If a Milestone is not completed due to the sole fault of Lawson, then the City does not have to pay for the Services related to such Milestone until such Milestone has been completed and accepted in accordance with the Acceptance provisions contained herein. If a Milestone is not completed due to the sole fault of the City, then the City must pay for the Services related to such Milestone and will be invoiced as of the date Lawson completes the Milestone. Should a milestone not be completed in accordance with the Milestone Payment Schedule due to delay or fault of both parties, or due to a force majeure event, the Client Project Manager and Lawson Project Manager will (1) create a mutually acceptable plan to help get the project on schedule, and (2) extend the Milestone schedule by an appropriate amount to account for the delay. 5.5 Payment Milestones. Lawson Payment Milestones Milestone # Description Planning 1 Milestone - Project Initiation and Planning - Financials /Procurement 2 Milestone- Project Initiation and Planning- HR/Payroll 3 Milestone — Software Installation completed -core products 4 Milestone — Software Installation completed -1-131 5 Milestone — Software Installation completed- Budgeting&Planning 6 Milestone — Software Installation completed - Sourcing /Landmark 7 Milestone — Software Installation completed -e- Recruiting 8 Milestone — Software Installation completed -EAM -Work Order SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 14 LAW5v1N Milestone # Description 9 Milestone - Fin /Prot Project Plan delivered 10 Milestone - HR/PR/eRecruiting Project Plan delivered 11 Milestone - Core Financial Project Team Training delivered 12 Milestone - Core Procurement Project Team Training delivered 13 Milestone - Core HR/Payroll Project Team Training delivered 14 Milestone — Public Technical Project Team Training completed 15 Milestone - LBI Workshop delivered 16 Milestone — Budgeting & Planning Project Team Training delivered 17 Milestone -Sourcing Project Team Training delivered 18 Milestone — E- Recruiting Project Team Training delivered 19 Milestone — EAM Work Order Project Team Training delivered 20 Milestone - Best Practice Workshops Completed (Finance /Procurement) 20a Milestone - Best Practice Workshops Completed (HR/Payroll) Design 21 Milestone - Technical Policy S Procedures Review completed 22 Milestone - Procurement Core Bus Design completed 23 Milestone - Finance Core Bus Design completed 24 Milestone - HR/PR Core Bus Design completed 25 Milestone - Budgeting & Planning Core Bus Design completed 26 Milestone — Sourcing Core Bus Design completed 27 Milestone — E- Recruiting Core Bus Design completed 28 Milestone — Performance Management Core Bus Design completed 29 Milestone — EAM- Work Order Con: Bus Design completed 30 Milestone - Core Financials Conference Room Pilot (CRP) Test completed 31 Milestone - Core Procurement Conference Room Pilot (CRP) Test completed SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 15 LAWSN Milestone # Description 32 Milestone - HR/PR Conference Room Pilot (CRP) Test completed 33 Milestone - Budgeting & Planning Conference Room Pilot (CRP) Test completed 34 Milestone - Sourcing Conference Room Pilot (CRP) Test completed 35 Milestone - E- Recruiting Conference Room Pilot (CRP) Test completed 36 Milestone - EAM- Work Order Conference Room Pilot (CRP) Test completed 37 Milestone —End User Training - Strategy and Approach Completed Construction 38 Milestone - Core Financials System Test Plan completed 39 Milestone - Core Procurement System Test Plan completed 40 Milestone - Core HR/PR System Test Plan completed 41 Milestone - Budgeting & Planning System Test Plan completed 42 Milestone- Sourcing System Test Plan completed 43 Milestone - E- Recruiting System Test Plan completed 44 Milestone- EAM Work Order System Test Plan completed 45 Milestone - Financials/Procurement System Test completed 46 Milestone - Core HR/PR System Test completed 47 Milestone - Budgeting & Planning System Test completed 48 Milestone - Sourcing System Test completed 49 Milestone - E- Recruiting System Test completed 50 Milestone- EAM Work order System Test completed 51 Milestone- Performance Management System Test completed Activation 52 Milestone - Go Live -Core Financials 53 Milestone- Go Live - Core Procurement 54 Milestone- Go Live- Core HR/PR SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 16 LAWS%ON Milestone # Description 55 Milestone- Go Live- eRecruiting 56 Milestone- Go Live — Sourcing 57 Milestone- Go Live — EAM Work Order 58 Milestone- Go Live- Performance Management 59 Milestone- Go Live — Budgeting & Planning Systems & Software (Subcontractor) Payment Milestones Mime Description 1 Project Initiation 2 Finalization of Project Plan 3 Completion of Business Process Review 4 Completion of Data Mapping 5 Simulation 6 Project Phase Completed- Go Live 5.6 Retainage The City will retain fifteen percent (15 %) of the services payments excluding any related Other Expenses otherwise due to Lawson and Subcontractor for Payment Milestones in Section 5.5. The City will release a portion of the retainage upon completion of each Project Phase as detailed in the table below. The City will retain $250,000 of the total 15% Retainage Fee until Final System Acceptance as defined in Section 5.8 of this SOW. Post Live Phase- Retainage Percent of Retainage Released Project Phase Completed -Core Financials post live support completed 22% Project Phase Completed - Core Procurement post live support completed 20% Project Phase Completed - enQuesta post live support completed 25% SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 17 LAWS►N Project Phase Completed- EAM/Work Order post live support completed 3% Project Phase Completed — Core HR/PR post live support completed 20% Project Phase Completed- Performance Management post live support completed 2% Project Phase Completed- eRecruiting post live support completed 3% Project Phase Completed —Sourcing post live support completed 5% Project Phase Completed — Budgeting & Planning post live support completed Final $250,000 Retainage balance 5.7 Deliverable Acceptance Key Assumptions: (a) a. General. Upon completion of a deliverable, City shall have the right to review the Deliverables to be provided by Lawson to City under this SOW, pursuant to the methodology set forth in this Section. (b) b. Acceptance Testing. Following Lawson's notification to City that Lawson has completed a Deliverable identified in this Statement of Work, City shall have a period of ten (10) business days or as mutually agreed upon by both parties from such notification (the "Acceptance Period ") to determine whether such Deliverable conforms to the applicable documentation as described in the Statement of Work (the "Acceptance Criteria "). If City's Project Manager has not notified Lawson within a five (5) business day period, then Lawson's Project Manager will provide City's Project Manager with an additional notice requesting approval of the Deliverable. City will have an additional five (5) business day period to provide Lawson with notice of its acceptance or rejection of such Deliverable. If City fails to provide written notice of any deficiencies within the five (5) day period, the Lawson will provide City with an additional notice specifying reasonable additional costs that will be required due to the City's delay in providing the notice. If the Deliverable does not conform to the Acceptance Criteria, City's Project Manager shall, within the Acceptance Period, give Lawson's Project Manager written notice that specifies the deficiencies in detail. Lawson shall use reasonable efforts to promptly cure any such deficiencies. After completing such cure, Lawson shall resubmit the Deliverable for City's review and testing as set forth above. This process may be conducted no more than two (2) times. If acceptance of a Deliverable has not occurred after two (2) attempts, either party may elect to use the dispute resolution process described in the Lawson Customer Agreement to resolve the dispute or the parties may agree that Lawson will create a mutually acceptable plan to cure such deficiency. (c) Upon accepting any deliverable submitted by Lawson, City's Project Manager shall provide Lawson's Project Manager with written acceptance of such Deliverable within the Acceptance Period. If City fails to provide written notice of any deficiencies within the Acceptance Period, then Lawson will provide City with an additional notice specifying reasonable additional costs that will be required due to the City's delay in providing the notice. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 18 LAWSN Deliverable Acceptance Criteria Criteria Details Project PIanNVritten . The requirements of the Deliverable are met as stated in the completion Deliverables criteria of the Statement of Work • The Deliverable complies with the Lawson format using the Lawson standard templates • The Deliverable is consistent with other Deliverables already approved • The Deliverable meets the general review criteria (e.g., pages numbered, free of formatting and spelling errors, clearly written, no incomplete sections, etc.) • Procedures /documentation Deliverables comply with the technical /business system design Technical Deliverables • The technical design and all Deliverables are in compliance with the Business System Design and pass all related tests in the test plans • All documented tools (Process Flows, Smart Notification) meet the technical design specifications, and work in accordance with the Documentation. • All documented reports meet the technical design specifications, are complete and are free of material errors • All documented modifications complete the expected function and return an error free statement • All documented personalizations (Design Studio) complete the expected function and return an error free statement • All converted data is free of material errors and balances in the application system. • All open transactions load error free in the application system. • All interfaces load error free (and balance) in the application system. TrainingNVorkshop . Participant surveys are completed and returned by class/workshop Deliverables participants • A follow up plan is completed and approved based upon participant feedback Installation Deliverables • Completed successful installation test and exit document Testing Deliverables Unit (Conference Room Pilot) and System Tests have been executed per the CRP and System Test Plan and in compliance with the Business System Design • Integration testing during the System Test have been executed per the System Test Plan and in compliance with the Business System Design Technical/ Business System 0 Design document complete with businesstlechnical requirements addressed Design Deliverables based upon the Functional Requirements Matrix documented in this Appendix C. Configuration /Design System configuration is complete per the Design Document Deliverables SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 19 LAWSN 5.8 Final Acceptance and System Acceptance Criteria The City will execute the Go -Live tasks by the estimated production completion date (s), as defined in the Readiness Assessment(s). The "Actual Project Completion Date" will be the actual date the new system is available for production operations as a result of successfully completing the Go -Live tasks. Initial Acceptance shall occur once the City has successfully completed the Go -Live tasks for each project phase. Once the City has completed the first month -end closing process for each phase, the City shall certify its final acceptance of the Lawson system and the final milestone payments based upon them will be made. This period will not exceed 60 calendar days from the Actual Project Completion Date. System Acceptance Criteria The system acceptance criteria should be the sum of all the deliverables throughout the project. The criteria should verify if the deliverables were complete, and whether their results /content are still valid at the time of final acceptance. Following is the system acceptance criteria: Criteria Details System Operation The underlying technical infrastructure for the production environment is in place and operating predictably; the production conversion (load) is complete, and has been validated; the system is available for user transactions. Testing Unit and system testing has been executed per the Test Plan; integration testing with all other systems has been executed per the Test Plan with satisfactory results. Business Requirements Criteria have been addressed using the Functional Requirements matrix documented in Schedule 1 for both Lawson and Systems and Software applications. User Readiness Training is complete per the Training Plan. The Readiness Assessment is complete Procedures/Documentation The documentation of operational procedures is complete, and available to users; the system design documentation is complete and available to users; key functional operational procedures have been executed successfully, key technical operational procedures have been executed successfully (such as backup /restore procedures, and critical patch - application procedures); and, all of the project documents have been consolidated, and reside in a central location for easy reference and audit. Risk Management and All open issues have been resolved, or identified as not required for system Contingency acceptance; a disaster recovery strategy is in place and available; and, backup and recovery procedures are complete per the operational procedures. SOW- SantaAna- 12FebN vFinal_v2.doc Confidential 20 LAWSN 6. Risk Identification The following risks have been identified during the sales engagement. Description of Risk Likely Impact on project Actions Mass retirements in 2009 Shifting of roles . Plan as much as possible • Attrition of key people • Loss of institutional memory • Survey team members to estimate • Diverted attention to Need to retrain impact and necessary adjustments mass changes and • Backfill processing • • Train Document well Implementation time • Decreased attention to project • Make conservative estimates exceeding estimates . Loss of momentum • Prepare for and have contingency • Major milestone shifts plan in place Failures in the integration of . Departments operating in silos • Communication across functional key modules . Disparate processes for similar areas tasks . Increased attention to training and Redundancy documentation • Business process review Space . Working in unproductive • Identify cost effective resolution and environments contingency options prior to • Increased time spent on finding implementation space • Use Lawson Irvine facilities • Potential increased cost • Increased travel requirements Coordination between City • Delay the completion of the • Communication to and receiving Departments planning phase of the project support from City upper management to resolve any delays 7. Quality Strategy and Plan The Project Quality Management Plan provides a structured mechanism for the monitoring project quality through: Establishing clear quality objectives for the Project Establishing formal quality audits in the Project Establishing formal communication and feedback mechanisms for quality improvement Encouraging all Project members to focus on quality and quality improvement. Lawson will conduct project quality reviews at critical stages of the project. The approved project plan will specify the timing of these reviews. Deliverables include: QA summary report and presentation Client satisfaction summary report and presentation SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 21 LAWSN Readiness Assessment Summary Report and presentation Reports and presentations referenced above are presented to the Lawson /enQuesta/City Project Teams and Executive Steering Committee by the Lawson Quality Manager and /or Lawson Practice Director 8. Commercial Terms Any delays or changes caused by City's employees, equipment, contractors or vendors may require an extension in the estimated Project schedule and /or may cause an increase in the estimated service hours or estimated fees described in this SOW, including without limitation delays or changes due to the following: (a) a material change to or deficiency in the information which the City has supplied to Lawson; (b) a failure by City and /or vendors to perform any of their respective responsibilities under this SOW, including, without limitation, the supply to Lawson of adequate resources and information; (c) an unanticipated event that materially changes the service needs or requirements of the City; (d) circumstances beyond the reasonable control of either Lawson or City, acts of God or other Force Majeure Event (as defined herein); or (e) a change in law. The City may elect to reschedule or cancel scheduled Services, but if City provides Lawson fewer than 10 business days advance written notice of rescheduling or cancellation (for time and materials Services), City shall pay Lawson the Services Fees for each business day that Lawson did not receive 10 business days advance notice. If City elects to reschedule or cancel any on -site Services, Maintenance or Product Warranty services, Lawson may invoice City for any expenses that cannot reasonably be avoided by Lawson (e.g. penalties for changing airline or hotel commitments). If the City is not ready to go live upon completion of the Services described in this Statement of Work, additional Services and Training may be required ( "Additional Work "). Any Additional Work and associated costs required for this purpose are not included in this Statement of Work and would be managed through the procedure described in Section 10 Project Change Control Procedure of this SOW. Disentanglement In connection with termination of this SOW for Lawson's default, Lawson shall use commercially reasonable efforts to accomplish an adequate and timely transition from Lawson to the City, or to any replacement providers (collectively, the "New Consultant" or "NC ") designated by the City, of the services being terminated (a "Disentanglement "), without material impact on the Services or any other Services provided by third parties. For the avoidance of doubt, the City's selection of a New Consultant must be in accordance with the Master Terms and Conditions. Lawson shall reasonably cooperate with the City and the NC in effecting an adequate and timely Disentanglement. Lawson shall provide the City and the NC with the necessary information regarding the Services or as is otherwise needed for Disentanglement, subject to NC agreeing to maintain the confidentiality of Lawson Confidential Information. Unless mutually agreed upon, Lawson shall not be required to finish any Service Deliverables or partially completed Deliverables as part of the Disentanglement Services. The City shall pay Lawson for all Disentanglement Services on a time and materials basis at the rates set forth in the SOW for a period of twenty - four (24) months after the Effective Date of the SOW; thereafter all Services will be provided at Lawson's then - current rates. 9. General Project Assumptions The following general assumptions apply to this SOW. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 22 LAWSN (1) Lawson will have remote VPN access consistent with the City's remote access practices to the City's network and systems as necessary to support the activities planned for the data migration and conversions. (2) Project team members from Lawson and the City will use a Lawson Project data repository which will be provided by the City for Project issues and Project documentation. (3) The City will be current on all applicable Lawson Software Maintenance offerings throughout the duration of the project. 10. Project Change Control Procedure Deviations that arise during the proposed Project will be managed using the Project Change Control Procedure outlined below. Effectively managing change is critical to the Project's success and is in the interests of both Lawson and the City. Changes could include, but are not limited to, changes in resource allocations, costs, timing, scope, or deliverables. As Project changes arise, the following change request process will be utilized. If either Party believes that a change to this SOW is desirable, such Party shall issue to the other Party a written change request ( "Change Request "): In the case of a City- initiated Change Request, as soon as practicable following its receipt of such Change Request from the City, Lawson shall provide the City a written statement describing in detail: (a) any additional Services to be performed as a result of the Change Request, (b) the estimated cost associated with such additional Services; and (c) any other information relating to the Change Request that may reasonably be requested by the City (collectively, a "Change Response ") The City shall respond promptly to any Lawson - initiated Change Request. If the City approves a Lawson- initiated Change Request, or accepts a Change Response in writing, such Change Request, or such Change Response, as applicable, shall be deemed to be a "Change Order." Any duly executed Change Order shall be attached to this SOW as Appendix B If the City rejects a Lawson- initiated Change Request, or any Change Response, Lawson and the City shall proceed to fulfill their obligations as originally agreed under this SOW. The applicable Lawson Project Manager and the applicable City Project Manager shall be authorized to administer the Change Order. The Schedule shall be adjusted accordingly for each Change Order. During the term of this agreement any and all additional services provided by Subcontractor must be provided through this agreement. Additional Project Services shall be invoiced by Lawson monthly on a time and materials basis. During the Project, billing for Additional Project Services will be performed outside of the Milestone Payment schedule in Section 5.5. Additional Project Services will be provided in accordance with the Project Change Control Procedure described in this Section 10. Other Expenses shall be invoiced by Lawson as such Other Expenses are incurred. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 23 LAWS%ON 11. Lawson Project Scope The estimated effort for the activities described in this Section 11 is based on information given to Lawson by the City, including the key assumptions detailed in this SOW. Any additional information may require revision of the level of estimated effort required to complete the activities and is subject to the Project Change Control Procedure in Section 10 of this SOW. 11.1 Proposed Application Landscape The project scope is limited to the products listed below: Core Products: Financial Suite • General Ledger • Budgeting & Planning • Grant Management • Projects & Activities • Billing & Revenue Recognition for Projects • Accounts Payable • Cash Ledger • Accounts Receivable • Billing • Asset Management Procurement Suite • Purchase Order • Requisitions • Requisition Self Service • Invoice Matching • Inventory HR/Payroll Suite • Personnel • Benefits • Payroll /BSI Tax Factory • Absence Management • Employee and Manager Self Service Additional Products: • Lawson Budgeting and Planning • E- Recruiting • Performance Management (refer to Appendix D for Project Scope) • Strategic Sourcing • Enterprise Asset Management • Learning Accelerator • Lawson Business Intelligence Suite SOW- SantaAna-12Feb08 vFinal_v2.doc Confidential 24 LAWSwON • Smart Notification • Lawson Add -ins for Microsoft Office • Crystal Enterprise Extensions & Environment: • Process Flow Professional • Design Studio • Role -based Security • LSF9 • Landmark • BSI Tax Factory • MicroFocus Server Express For all applications listed above, each will be implemented with out -of- the -box functionality in the latest generally available Lawson version at the time of delivery. The City intends to implement the Lawson solution using industry standard best practices with no changes to the delivered source code. 11.2 Business Process Scope The City intends to take advantage of the operational efficiencies and business process best practices available in the Lawson solution. The City will adapt its business process where practical in order to meet this goal. The City will participate in Best Practices Workshops conducted jointly by Lawson and Lawson's subcontractor, the Hackett Group. Best Practices Workshops Scope The City may choose three (3) workshops from the following list of workshops. The City may contract for additional workshops through the Project Change Control Procedure as detailed in Section 10 of this SOW. Finance Suite - Travel Expense Processing - Revenue Cycle Management - General Accounting and External Reporting - Property and Cost Accounting - Planning and Performance Management ■ Procurement Suite - Procurement Operations and Accounts Payable - Strategic Sourcing and Supplier Management & Development Human Capital Management Suite - Recruiting and Staffing Services - Employee Data Management and Compliance - Payroll Processing - Workforce Development - Total Rewards Planning and Administration SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 25 LAWS%PN The timeline for each Best Practice Workshop is as follows: Panning Workshop Current State Best Practice Executive Preparation Questionnaire Workshops Presentation Project Scope Project Tasks: (1) Workshop preparation (2) Current state questionnaire (3) Best Practice Workshops (4) Executive Presentation Project Deliverables: • Workshops scheduled • Current State Questionnaire distributed and summarized with Presentation summarizing results as they relate to process and technology issues, workforce effectiveness, and best practice usage. • Workshops conducted • Executive Presentation with Best Practice Scorecard and recommendations 11.3 Data Migration and Conversions "Data Migration and Conversion" refer to any efforts associated with the analysis, cleansing, loading and reconciling of current or historical data from other systems into Lawson systems, whether by manual or programmatic methods. The following sections detail the activities, roles, responsibilities, assumptions, and scope with respect to the data migration and conversion tasks included in this Statement of Work. Data Migration and Conversion Scope Only the conversions identified below are within the scope of the Project. Complexity Assumption is defined as follows. Low One - to-one relationship between legacy system and Lawson tables. Field mapping is fairly straightforward with little or no data translation required. Standard Lawson methods are available to facilitate the data import. Medium One -to -many or many -to -one relationship between legacy system and Lawson tables. Some complexities exist with respect to field mapping and data translation. Standard Lawson methods are available to facilitate the data import or minimal custom programming is required. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 26 LAWS%ON High Many -to -many relationship between legacy system and Lawson tables. Very complex field mapping and data translation required. Standard Lawson methods are not available to facilitate the data import requiring complex custom programming. SOW- SantaAna-12Feb08 vFinal v2.doc Confidential 27 Years Conversion Functional Conversion of Source Description Area Method History Vendor Master AP Auto Active Lawson Vendor Balances AP Auto Open Lawson AP Invoice History AP Auto Current Lawson year AP Auto Current Lawson AP Pa ment Histo Year AP Distributions AP Auto Current Lawson Year APO en AP Auto All Lawson Bank Transaction conversion AP /CB Auto Current Lawson Year Payment Load File AP Auto Current Lawson Year Returned Payment Load file AP /CB Auto Current Excel Year Asset Management Conversion AM Auto All Mainframe/ Excel Asset Management Item AM Auto All Mainframe/ Conversion Excel Asset Transaction Conversion AM Mainframe/ Excel Auto All Mainframe/ Excel Asset Book Conversion AM Auto All Mainframe/ Excel Asset Conversion Number AM Auto All Mainframe/ Excel Assets Item Updates AM Auto All Mainframe/ Conversion Excel Chart of Accounts Conversion GL Manual Lawson Accounting Unit Conversion GL Lawson GL Balances Conversion GL Auto 2007- Lawson 2009 GL Transactions GL Auto 2007- Lawson 2009 Activity AC Auto All open Lawson Activity Transaction AC Auto All open Lawson Activity Budget AC Auto 2007 Lawson 2009 Encumbrance Transactions GL AC Auto All Lawson & AC Commitment Transactions GL & AC Auto All Lawson AC Customer Conversion AR Auto I Active Inhouse SQL Customer Transaction AR Auto Current Inhouse SQL SOW- SantaAna-12Feb08 vFinal v2.doc Confidential 27 LAWS%#N Conversion Description Functional Area Conversion Method Years of History Source Conversion Year Customer Payments AR Auto Current Year Inhouse SQL Customer Payment Application AR Auto Current Year Inhouse SQL Item Master Conversion IC /PO Auto Active Lawson GL Category Conversion IC /PO Manual Active Lawson Item Location Conversion IC /PO Auto Active Lawson IC Transaction Conversion IC /PO Auto Active Lawson Stock on Hand Detail - Beginning Balance lC /PO —Auto —ALL Lawson Invoice Conversion IC /PO Auto Current Year Lawson Open A/R Auto Current Year Lawson Receipt Interface IC /PO Auto Current Year Lawson PO Interface IC /PO N/A N/A Open PO —Auto All Lawson Vendor A reements IC /PO Auto All Access PO Vendor Item IC /PO Auto Current year Lawson Requisition Interface IC /PO N/A N/A Requesters IC /PO N/A N/A Requesting Locations IC /PO N/A N/A Employee Master HR/PR Auto Active Hi hline Supervisor HR/PR Auto Active Hi hline Job Codes HR/PR Auto Active Hi hline Position History Conversion HR/PR Auto Active Hi hline Emergency Contact Conversion HR/PR Auto Active Hi hline Benefits enrollment HR/PR Auto Active Hi hline Employee ACH HR/PR Auto Active Hi hline Employee Deductions and withholdings HR/PR Auto Active Highline Payroll History HR/PR Auto Active Hi hline Absence Management Balances HR/PR Auto Active Hi hline De endent Load HR/PR Auto Active Hi hline User Field Load HR/PR Auto Active Hi hline HR History Load HR/PR Auto Active Hi hline Position Load HR/PR Auto Active Hi hline Employee Codes HR/PR Auto Active Hi hline Applicants HR/PR Auto Active Hi hline /Si ma Position Budgets HR/PR Auto Active Hi hline Dependent Benefit Enrollment HR/PR Auto Active Hi hline Service Event History HR/PR Auto Active Hi hline Other Employee Information HR/PR Manual Active Cardex -Paper SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 28 LAWS%AN The City and Lawson will work jointly to complete the data conversions as per the table below. This includes, but is not limited to, data cleansing, data extraction, data mapping, data conversion, data loading and data validation. The City will have access to Lawson's conversion manuals and file layouts and a conversion work session will be conducted to review the Lawson standard conversion programs and conversion process. The Lawson functional consultants will provide limited data mapping support. The data to be converted will be identified during the planning and design phase. Any additional effort the City may require from Lawson to execute the data conversion will be subject to the Project Change Control Procedure described in Section 10 of this SOW. Activity Responsible Key Assumptions Description Extract data City The City has resources in All activities involved in extracting the data from from legacy place to execute this data the existing legacy system. applications responsibility Data Migration Lawson Cross functional work sessions to define the Work Sessions <See data migration process and mapping required Learning scope> Migration Lawson The City has suitably qualified A deliverable from the migration work sessions. Strategy and Leads, City resources that have Defines how the process is going to be process Assists experience and knowledge of managed and routines used description existing legacy systems Transform Data City Leads, The City has suitably qualified The legacy data is transformed into the new Lawson personnel that have data base structure. New fields are created and Assists experience and knowledge of populated existing legacy systems Data cleansing City The City will be advised at the All data fields will be reviewed by the and appropriate time in the project appropriate qualified business owner to help rationalization plan to be able to make good ensure that data is accurate and meets the decisions on the data business requirements. For example, all supply cleansing requirements. Data lead times, must be signed off by the cleansing activity timing will Procurement business in line with the project be based on the City's milestones. understanding of the new application. All rework related to poor data quality will result in a change request. Training in data (Lawson) The IT responsible has the Standard Training /Education courses will be migration tools <See competency and pre- requisite delivered by Lawson qualified staff Learning skills to be able to understand scope> the tools and methods Test load City There is a new environment Sample tests will be done as early as possible sample data for data migration with master to help ensure the end to end process is configuration tables working. Typically samples of the vendors etc Full Migration - City Leads, All data will be migrated to help ensure SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 29 LAWS%ON Activity Responsible Key Assumptions Description Systems test Lawson performance is measured. All data including Assists history required Live Migration City Leads, There is a contingency plan Live data migration Lawson Assists Data Migration and Conversion Additional Assumptions (1) Lawson standard API's will be used to load data. (2) Code promotion and deployment between environments /product lines is the responsibility of City's system administrators and must be performed in a timely manner as agreed to during project planning. Lawson will provide technical training to prepare the City to perform this task. (3) The City is responsible for correcting errors in the data reported by the conversion routines. (4) Where the conversion method is manual, the City is responsible for performing the data entry. (5) The City is responsible for ensuring that all converted and integrated data is accurate, and will be responsible for data validation efforts associated with all testing. (6) The data to be converted will be verified and validated during the planning phase and conducted jointly by Lawson and the City. 11.4 Development "Development" requires the involvement of skilled resources familiar with Lawson's Application Development or Business Process Management Tools. Development activities include building customizations, interfaces, reports, workflows, alerts, and providing other customized access to Lawson application data. The following sections detail the activities, roles, responsibilities, assumptions, and scope with respect to the development tasks included in this Statement of Work. Development Warranty Unless covered by a Total Care Gold /Platinum agreement all development deliverables are warranted for a maximum of 60 calendar days from the date of acceptance into the City's test environment. A development deliverable is considered accepted upon receipt of City signoff or after 10 business days from the date delivered to the City's test environment. All defects of nonconformity to the functional specifications reported during the warranty period will be remedied without charge. Any activities performed after the warranty period is subject to additional fees. Any changes in requirements or scope will be addressed via the change control process detailed in Section 10 of this SOW. Development Assumptions (1) Lawson and its subcontractors will have VPN remote access consistent with the City's remote access practices, to the City's network and systems as necessary to support the planned development activities. (2) The City has licensed the Lawson and /or Third Party tools required to perform the development activities. (3) Code promotion and deployment between environments /product lines is the responsibility of the City's system administrators and must be performed in a timely manner as agreed to during project planning. (4) Performance (volume) testing of development deliverables is the City's responsibility. (5) The City's project team is responsible for the development of all end user related manuals, documentation, and training for all development deliverables. SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 30 LAWSN (6) The City's Project team has technical knowledge of the existing legacy systems. Any support needed from other company personnel will be available to the Project team in a manner that will not detrimentally impact the Project timeline. Customizations "Customizations" refer to the personalization of delivered Lawson objects or the creation of new objects using the Lawson Application Development Tools. Customizations may include, but are not limited to the following. • Presentation — Changing Delivered Screen Layouts or Adding New Screens • Business Logic - Personalize Delivered Business Logic or Creating New Business Logic • Portal — Building Web Based Composite Applications • Forms — Personalizing Standard Lawson Forms (Invoices, Checks) or Creating New Forms Customization Scope No customizations have been identified as in scope. Lawson has provided up to 1780 programming hours for Customizations, Reports, Workflows and Alerts (as defined in Reports, Workflows and Alerts in Section 11.4 of this SOW) and Interfaces (as defined in Interfaces in Section 11.4 of this SOW). Any custom programs identified during the Project will be scoped at that time and will be subject to the Project Change Control Procedure as detailed in Section 10 of this SOW. Customization Activities There are no customizations included in the scope of this Project. Interfaces "Interfaces" refer to those objects that allow data to periodically move either into or out of the Lawson applications. Interfaces are defined by the business processes they facilitate, the points during those processes where data is exchanged, the frequency that data is exchanged and the method by which data is exchanged. Interface Scope Only the Interfaces identified below and in Appendix C are within the scope of the Project. The required Interfaces to other applications will be identified during the planning phase and developed jointly by Lawson and City. Lawson has provided up to 1780 programming hours for Interfaces (as defined in the table below) Reports, Workflows and Alerts (as defined in Reports, Workflows and Alerts in Section 11.4 of this SOW) and Customizations (as defined in Customizations in Section 11.4 of this SOW). Lawson assumes the effort to develop Interfaces will be split 50/50 by the City and Lawson based upon the City's desired staffing model. In Scope: Interface ID Interface Description Functional Area Complexity Assumption CLASS Recreation software In -bound Cash receipts. Interface to Lawson AR. Valley Oak Workers Compensation software Highline Oracle based payroll system Interface until payroll conversion Medium SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 31 LAWSN Interface ID Interface Description Functional Area Complexity Assumption Interface ID Inhouse based on SQL Server: Indirect Interface until payroll conversion Medium Time and Cost Allocation and Payroll and Benefits HR Medium GLIS Distribution each interface PD Alarm PD 911 Call: To upload Alarm Invoices Interface to Lawson AR for Alarm Low and Technical to MAR for billing Billin for migrating data between the legacy IVR and web- Benefit questions and enrollment HR Low based s stem Nova Cashiering- POS Inbound Cash Receipts. Interface Medium to Lawson AR systems to which Lawson needs to CIS utility Lawson to Systems & Software General Ledger, Accounts Payable, Medium Billing enQuesta- effort included in Appendix C Accounts Receivable Out of Scope: Complexity Assumption is defined as follows. Low Batch method with a one- to-one relationship between legacy system and Lawson tables. Field mapping is fairly straightforward with little or no data translation required. Standard Lawson methods are available to facilitate the data import. Medium The interface may involve the batch method with a one -to -many or many- to-one relationship between the legacy system and Lawson tables or a fairly simple real time interface. Some complexities exist with respect to field mapping and data translation. Standard Lawson objects are available to facilitate the data import or minimal custom programming is required. High Method may be batch or real time. Many -to -many relationship between legacy system and Lawson tables. Very complex field mapping and data translation required. Standard Lawson methods are not available to facilitate the data import requiring complex custom programming. Interface Activities Activity Responsible Key Assumption Complexity Interface ID Interface Description Functional Area Assumption Time and To be determined. (Time and HR Medium Attendance Attendance Vendor to develop interface each interface Software to Lawson) City will participate and provide A document is created describing the plan Complexity Assumption is defined as follows. Low Batch method with a one- to-one relationship between legacy system and Lawson tables. Field mapping is fairly straightforward with little or no data translation required. Standard Lawson methods are available to facilitate the data import. Medium The interface may involve the batch method with a one -to -many or many- to-one relationship between the legacy system and Lawson tables or a fairly simple real time interface. Some complexities exist with respect to field mapping and data translation. Standard Lawson objects are available to facilitate the data import or minimal custom programming is required. High Method may be batch or real time. Many -to -many relationship between legacy system and Lawson tables. Very complex field mapping and data translation required. Standard Lawson methods are not available to facilitate the data import requiring complex custom programming. Interface Activities Activity Responsible Key Assumption Description Define Business City Lawson will participate and A document detailing interface requirements provide input requirements with related file layouts for each interface Develop Functional Lawson City will participate and provide A document is created describing the plan and Technical input for migrating data between the legacy Specification systems and ERP software. requirements Design data mapping City City will be responsible for Data will be mapped between the 3rd party mapping to /from 3`d party systems to which Lawson needs to systems. Lawson will provide interface and the Lawson interface format. SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 32 LAWSN Reports, Workflows, Alerts and Data Access This section covers development work related to business data distribution and process management. This development work may include, but is not limited to the following. • Creation of Custom Reports and Role Based Dashboards • Configuration of Event Driven Proactive Data Monitoring • Delivery of Information via Dashboards, Printer, or Email • Automation of Business Processes Requiring Human Interaction Reports, Workflows and Alerts Scope The required Reports, Workflows and Alerts will be identified during the planning phase and developed jointly by Lawson and the City. Lawson has provided up to 1780 programming hours for Reports, Workflows and Alerts, Interfaces (as defined in Interfaces in Section 11.4 of this SOW) and Customizations (as defined in Customizations in Section 11.4 of this SOW. Lawson assumes the effort to develop Reports, Workflows and Alerts will be split 50/50 by the City and Lawson based upon the City's desired staffing model. Task ID Task Description mapping to /from Lawson Complexity Assumption 1 PERS Report system Medium Develop programs City /Lawson Total effort to be split equally Programs will be developed to extract the Develop Functional Lawson between the City and Lawson. mapped data from the legacy systems and and Technical input map it to the ERP import format, and /or Specification extract information from the ERP export format and map it to legacy systems, Unit Test City /Lawson Total effort to be split equally Interfaces are unit tested to import/export between the City and Lawson data from the Lawson data tables into /out of the Lawson applications Create schedule for Lawson A schedule is defined to automate the executing execution of the imports /exports on a City - imports /export defined frequency System Test City /Lawson Total effort to be split equally Interfaces are system tested to between the City and Lawson import/export data from the Lawson data tables into /out of the Lawson applications Reports, Workflows, Alerts and Data Access This section covers development work related to business data distribution and process management. This development work may include, but is not limited to the following. • Creation of Custom Reports and Role Based Dashboards • Configuration of Event Driven Proactive Data Monitoring • Delivery of Information via Dashboards, Printer, or Email • Automation of Business Processes Requiring Human Interaction Reports, Workflows and Alerts Scope The required Reports, Workflows and Alerts will be identified during the planning phase and developed jointly by Lawson and the City. Lawson has provided up to 1780 programming hours for Reports, Workflows and Alerts, Interfaces (as defined in Interfaces in Section 11.4 of this SOW) and Customizations (as defined in Customizations in Section 11.4 of this SOW. Lawson assumes the effort to develop Reports, Workflows and Alerts will be split 50/50 by the City and Lawson based upon the City's desired staffing model. Task ID Task Description Task Type Complexity Assumption 1 PERS Report Report Medium Rpnnrts_ Wnrkflnws- Alerts and Data Access Activities Activity Responsible Key Assumption Description Define Business City Lawson will participate and A document detailing workflow requirements provide input requirements Develop Functional Lawson City will participate and provide A document describing the workflows to and Technical input be developed by the City and Lawson Specification SOW- SantaAna- UFeb08 vFinal v2.doc Confidential 33 LAWS4AN requirements Develop workflows See Reports, Total effort to be split equally Workflows will be developed by the City Workflows between the City and Lawson. and Lawson based upon agreed upon and Alerts business requirements and functional and Scope technical specifications. Unit Test See Reports, Total effort to be split equally Workflows are unit tested to validate Workflows between the City and Lawson timing and accuracy and Alerts Scope Create schedule for Lawson A schedule is defined to automate the executing execution of reports and workflows on a imports /export City - defined frequency System Test See Key Total effort to be split equally Workflows are system tested to validate Assumption between the City and Lawson timing and accuracy 11.5 System Technology Scope System Technology Key Assumptions: (1) The City is responsible for securing the hardware necessary for the installation of all Lawson products. The City is responsible for the hardware specifications required to satisfy the City's processing needs that should be acquired based on assistance and recommendations supplied by the City's hardware vendor and sizing document. Lawson assumes this task will be completed within 60 days of contract signing. (2) The City will ensure that the Operating System is preloaded, Lawson supported database is pre - loaded, network connectivity is established and web server is operational prior to installation. Lawson assumes this task will be completed within 60 days of contract signing. (3) The City will have technical staff available during installation for assistance and knowledge transfer. (4) Trained technical team members will be available to assist in supporting and maintaining all aspects of the hardware (i.e., servers, printers, client pc's and related peripherals) and software maintenance during the Project. (i.e. backups, security and sign on set up, etc). (5) The City shall complete the pre - installation checklist prior to consultant visit. (6) The City shall complete a Lawson provided Server Sizing questionnaire before purchasing hardware. (7) The City will participate in a pre - install conference call. (8) The City may elect to have incremental hardware installed as the Project progresses and as needed. The City is responsible for the installation and maintenance of hardware (i.e., servers, printers, client pc's and related peripherals). The City acknowledges that additional Lawson technical resources may be required at an additional cost to City. (9) The City's servers will contain enough disk space and memory to perform the implementation as indicated by the Lawson Vendor supplied sizing recommendation for this City. (10)Third party software will be installed to minimum requirements prior to having any Lawson technical services rendered, unless otherwise contracted with Lawson. (11)The City is responsible for the administration of the LAN and WAN. (12) All implementation costs are based on an implementation of the Lawson Products listed in Section 11.1 Proposed Application Landscape. Major version upgrades required to the release and version of the Lawson products would be considered a change in scope and would need to be approved through the Project Change Control Procedure as detailed in Section 10 of this SOW. Maintenance Service Packs SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 34 LAWSN ( MSP's) and Environment Service Packs (ESP's) will be applied as necessary and required during the project duration. The timing to apply MSP's and ESP's will be jointly determined by Lawson and the City. (13)Any hardware vendor(s) (i.e., servers, printers, client pc's and related peripherals) are fully responsible for all commitments in their proposals. (14)The City is responsible for all work and associated costs relating to the installation of all hardware (such as servers and desktop computers), networking requirements and the installation of all required third party software not delivered by Lawson. (15)Unless otherwise stated in this SOW or the Product Order Form, the cost of any third party products, including check printing vendors, document imaging, timekeeping systems, and any associated implementation costs, is not included in this SOW. Technical Architecture Planning Scope "Technical Architecture Planning" refers to the activities performed in order to design the technical architecture and develop the technology implementation plan. Technical Architecture Planning Activities Activity Responsible Key Assumption Description Network Architecture City LAN/WAN/data center /SAN /etc Design considerations for providing a Development and City System architecture network device infrastructure to support communication within the enterprise Security Architecture City Security strategy covering security zoning, policies, and procedures Management City The guiding principles for the Architecture management and operations of the infrastructure Storage Architecture City Architectural choices for the consolidation and /or centralization of storage within the enterprise Application City Architectural enhancement of a Infrastructure technology architecture to support Architecture application deployment Installation Scope The Services only include the installation for Lawson environment and business applications as listed below. Installation Activities Activity Responsible Key Assumption Description Infrastructure City LAN/WAN/data center /SAN /etc Development and City System architecture OS and DB installed and functional SOW- SantaAna- 1217008 vFinal v2.doc Confidential 35 LAWSmON Production Servers defined and hardware staged Lawson Core Lawson 3 environments and 4 Core Products are those listed in Install business applications Section 11.1. (includes Disaster Recovery server) Lawson LBP Install Lawson 1 instance Lawson LBI Install Lawson 2 instances Instances to support Core Financials, Procurement, HCM suites, Landmark/Sourcing and Lawson Budgeting & Planning Landmark/Sourcing Lawson 2 environments and 2 Install business applications EAM Work Order Lawson 1 instance Install E- Recruiting Lawson 1 instance Installation Assumptions • Lawson supported (Windows or Unix) Operating System installed and running. • Network connectivity established. • If not using Tivoli Directory Server as your LDAP product or an approved Active Directory structure, the City must install or have available the MS ADAM product for use with the Lawson Products. • The City must have internal LDAP experience. This offering does not include the execution of any binding or testing of a bind solution between LDAP instances or products. Lawson can assist with this as a separate engagement using the Project Change Control Procedure in Section 10 of the SOW. • The City must have sufficient experience with IBM's Websphere application or be scheduled into the associated training course for the products deployed. • The City's technical staff is available to work with the Lawson resources. • Implementation planning session and pre - install checklist has been completed. Information from these documents is necessary for a successful installation. • The City is responsible for installing the SQL RDBMS and creating at least 7 schemas • Installation does not account for High Availability or Clustered Installations, if required additional services subject to Project Change Control Procedure. • The City has appropriate Servers and configuration prepared and ready for all Lawson install activities. • Lawson Performance Management is a hosted solution. No installation on City servers is required. System Administration Scope "System Administration" refers to the activities required to administer and maintain the Lawson technical environment. Activities include but are not limited to: environment and product line management, patching, output management, user administration and operations support. System Administration Activities Activity I Responsible SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 36 LAWSN Maintain environment City Maintain Application Product lines City User security and administration City Operations Support City Helpdesk City Security Scope "Security" is the use of software, hardware, and procedural methods to protect applications from external threats and enforce internal data access policies. Security Activities The City intends to implement role -based security. Lawson has included security training as specified in Section 11.6 Learning Strategy and Training Scope in this SOW. Lawson has provided 160 hours to assist the City in the configuration of role -based security. Lawson will provide additional support services to implement role -based security through the Project Change Control Procedure described in Section 10 of this SOW. Performance and Scalability Assumptions Lawson will provide advice regarding system performance as needed and work with the City to help optimize system performance. Formal performance testing is available via the Project Change Control Procedure as detailed in Section 10 of this SOW. 11.6 Learning Strategy and Training Scope Learning Strategy The following describes several learning options available from Lawson. Specific courses associated with each option and included within the scope of this SOW are listed in the Learning Scope Section below. Learning Scope Learning Scope Responsible Key additional Assumptions Description Training for City Lawson Training for City project team See Learning Labs and workshops Process owners members scope Training for IT Lawson Training for City system See Learning Labs and workshops resource(s) administrators and other scope technical resources Training for City Key Lawson Training for City project team See Learning Labs and workshops users members scope Training for City End City See Learning Accelerator scope Users Key Assumptions: SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 37 LAWSJIN (1) Lawson will train the City's project team on how to execute key processes as defined in the project scope. This allows the team to effectively participate in the design and testing process. Typically this training does not address the configuration of the solution, unless a critical part of the process. (2) The Learning plan is based on the approach, responsibilities and scope as defined in the Learning Scope in this SOW. (3) For City -site training, the City will provide training accommodations and facilities including at least one computer work station for every 2 attendees; a computer workstation for instructor; Lawson training data loaded on server and accessible by each workstation; printer access from each workstation; white board with markers; easel with markers; computer projector. (4) Private workshops conducted at either the City or a Lawson training facility will allow a maximum of 12 participants (5) Travel costs for courses delivered at Lawson facilities are not included in this Statement of Work or in the estimated travel expenses. Learning Labs and Camps Public Private Estimated Number of Class Project Course Name Training Training Hours Phase 400c>!I,irtrp HCM Suite HR Structure X 24 Planning Personnel Administration X 16 Planning Benefits Administration X 16 Planning Absence Management X 24 Planning Payroll X 24 Planning eRecruiting X 16 Planning Implementing Employee X &Manager Self Service 16 Planning Financial Suite General Ledger /Allocations X 32 Planning Budgeting and Planning X 24 Planning Accounts Receivable /Billing X 24 Planning Project & Activity Management X 32 Planning SOW- SantaAna- 12FO08 vFinal v2.doc Confidential 38 LAWSN SOW- SantaAna- 12Feb08 vFinal_W.doc Confidential 39 Estimated Public Private Number of Class Project Course Name Training Training Hours Phase Grant Management X 32 Planning Billing and Revenue X Management 16 Planning Asset Management X 16 Planning Accounts Payable /Cash Ledger X 32 Planning Procurement Suite AP /PO Matching X 16 Planning Purchase Order X 24 Planning Requisitions X 8 Planning Inventory X 16 Planning EAM Work Order X 40 Planning Strategic Sourcing X 24 Planning Lawson Functional Training Hours 472 - Lawson LSF 9 Technical Foundations X 16 Planning Lawson LSF 9 System Administration X 24 Planning Lawson Database Administration X 16 Planning Lawson Security Administration X 32 Planning Landmark System Administration X 40 Planning EAM Work Order Administration X 16 Total Lawson Administration Training Hours 144 SOW- SantaAna- 12Feb08 vFinal_W.doc Confidential 39 LAWS4N Lawson Reporting Services Smart Notification (note: Assumes Crystal Reports proficiency) X 80 Design Process Flow Administration X 32 Design Total Lawson Business Intelligence Training Hours 112 F" a Design Studio X 16 Design Learning Accelerator X 16 Design Total Lawson Development Tools Training Hours 32 Total Estimated Lawson Project Training Hours 760 Learning Accelerator Scope At the conclusion of implementation team training and with the final acceptance of Lawson setup, configuration, and modifications, Lawson will kick -off the end -user training development project. This project will use Lawson Learning Accelerator to develop end -user training in the form of Learning Accelerators. This approach drives Lawson adoption, helping to ensure that end users are confident and able to use Lawson. This project also results in the creation of end -user documentation. The City will use Lawson's "Getting Started" engagement model to develop end user training. This engagement model will leverage the Lawson knowledge achieved by the City implementation team and the design and development skills of the City Training Organization. The Getting Started engagement model described in the table below includes Lawson Learning, who provides a project team lead and content developers to supplement the City team. This engagement model recognizes that the City: • Desires to build and retain Lawson knowledge • Requires a process by which the City can update user documentation and training as they add and /or modify business procedures SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 40 LAWS%ON • Has a training organization that has training design and development skills Lawson will provide the development effort and staffing to support the initial development of the end user training materials for up to 100 processes using Learning Accelerator. The development includes: • 100 step -by -step Microsoft Word documents used as the hands -on activities organized into lessons. • 100 interactive (Try Me) simulations created using Learning Accelerator. • 100 non - interactive — movie (Show Me) simulations created using Learning Accelerator. It is assumed that the end user training will be conducted using the Try Me simulations. Students can perform the Try Me simulations multiple times to help ensure learning thru repetitive practice. In addition, to accommodate most adult learning styles, demonstration Show Me simulations will also be available to the learners. Lawson will conduct a Learning Accelerator Strategy and Design Workshop at the initiation of end user training development and provide one knowledge transfer session at the conclusion of end user training development. As a result of this joint effort, the City team can gain knowledge and practical experience with the Learning Accelerator tool and development process. The City can further use this knowledge and experience to continue end -user training efforts for Lawson and non - Lawson applications. End User Training Scope: Task Involvement ..- The intent of end -user training is not to simulate everything but rather the key The City and Lawson mission critical processes that need to Evaluate current processes and users consultants evaluate current be performed. The City will conduct a survey of the application suite(s) to processes and users determine the key roles, lessons, concepts, and simulations that need to be developed to support the project. Lawson Learning conducts a Learning Accelerator workshop for the City Two to three days strategy and planning implementation team and workshop training organization designers and developers Learning Accelerator Lawson Learning conducts developer training training for the City training Three to four days organization designers and developers Task Involvement Scope SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 41 LAWS►N Online learning Libraries Web -based Training Library annual subscription rate is currently $8,900. First year subscription is included. Go Live Support Scope Lawson has included remote and onsite support to assist the City with the following: • first month end closing of general ledger and related subsystems • first month live payroll check run(s) • first month live AP (accounts payable) check run(s) • first quarterly federal tax reports • year end close procedures including W2's and 1099's. • first month Go Live Support will not exceed sixty (60) calendar days after the first day transactions are able to be entered into Lawson for live production purposes for above applications • first quarter end and year end support: A portion of the post live support hours, to be mutually agreed upon by the City and Lawson will be allocated from the post live support hours to assist the City with first quarter end and first year end closing procedures. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 42 • 100 step -by -step Microsoft Word documents used as the hands -on Lawson team carries 80% of activities organized into lessons. Design role lessons work effort with 20% involvement of the City with . 100 interactive (Try Me) simulations input from Lawson created using Learning Accelerator. implementation team . 100 non - interactive — movie (Show Me) simulations created using Learning Accelerator. Knowledge transfer Lawson Learning conducts sessions sessions for the City training designers and developers Two to three days Deliver end -user The City training organization rolls out end -user training Roll out all end -user training and training and documentation documentation Online learning Libraries Web -based Training Library annual subscription rate is currently $8,900. First year subscription is included. Go Live Support Scope Lawson has included remote and onsite support to assist the City with the following: • first month end closing of general ledger and related subsystems • first month live payroll check run(s) • first month live AP (accounts payable) check run(s) • first quarterly federal tax reports • year end close procedures including W2's and 1099's. • first month Go Live Support will not exceed sixty (60) calendar days after the first day transactions are able to be entered into Lawson for live production purposes for above applications • first quarter end and year end support: A portion of the post live support hours, to be mutually agreed upon by the City and Lawson will be allocated from the post live support hours to assist the City with first quarter end and first year end closing procedures. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 42 LAWSN 12. Lawson Implementation Methodology Planning Phase Design Phase -Project Initiation -Business -As-Is Assessment Transformation .Application and Design Exploration Technical Infrastructure •Detailed Technical Design Planning -Business Detail Design -Project Plan Development •trtegration Plan -Software -Conference Room Pilot Installation .Policyand Procedure Review •Project Team Training Construction Phase A cti v at ion Phase -Develop Acceptance Test -Define Cut -Over Plan Plans -End User Training -Establish -Readiness Production Data Assessment -Cut- Over -Acceptance Testing -Product ion Support Key Assumptions: (6) Project transparency and communication channels will support the success of this Project and Lawson assumes a schedule of management meetings with: • the City Project steering committee every month and upon request within two (2) weeks' notice • The Project's core project team for one (1) hour every week; other times upon request. 12.1 Deviations to Lawson Implementation Methodology There are no deviations to the Lawson Implementation Methodology SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 43 LAWSN 13. Deliverables and Payment Milestones The following deliverables are included in the scope of the project. Deliverable Acceptance terms and criteria are included in Section 5.7 of this SOW. Milestone Payment Schedule is in Section 5.5 of this SOW. INITIATION /PLANNING PHASE Payment Milestone Deliverables Owner Assist Participate Completion Criteria 1,2 Project initiation Lawson City Project initiation meeting with City Project Team 1,2 Scope Statement Lawson City Version one Scope Statement is approved by City and Lawson. 1,2 Communication Plan Lawson City Communication Plan Approved by City and Lawson. 1,2 Project Charter Lawson City Project Charter complete and approved by City and Lawson. 1,2 Organization Chart - Project Lawson City Project Team Team Structure Organization Chart, and roles and responsibilities matrix Complete. 1,2 Kick Off Meeting. Presentation Lawson City Kick Off and Agenda. Complete Environment Prepared for City Lawson Pre - installation Installation checklist complete and delivered to Lawson. 3,4,5,6,7,8 Software Install Exit Report Lawson City Software installed and installation exit report complete SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 44 LAWSN Payment Milestone Deliverables Owner Assist Participate Completion Criteria 9,10 Project Budget with Cost, Lawson City Project budget Schedule and Management complete. Cost, Plan. Schedule and Management plan complete and approved by City and Lawson. 9,10 Change Control Plan. Lawson City Change Control Plan completed and approved by City and Lawson. Organizational Change City Lawson Change Management Plan Management plan completed and approved by City. Risk Management Plan, issue City Lawson Risk tracking and risk log templates. Management plan completed and approved by City and Lawson 9,10 Project Education Plan. Lawson City Education Project Plan is approved by City. 9,10 Initial Project Plan (WBS). Lawson City Version One Mutually Authored Project Plan approved by City and Lawson. 11,12,13,14,16,17,18,19 Project Team training Lawson City Project Team training delivered 20,20a Best Practice Workshops Lawson City BP Workshop Completed SOW- SantaAna- 1217eb08 vFinal v2.doc Confidential 45 LAWSN DESIGN PHASE Payment Milestone Deliverables Owner Assist Participate Completion Criteria Document input screens City Lawson Current input from legacy systems, screens, forms, copies of current forms, reports and reports and workflows. workflows documented Interface Matrix City Lawson Interface Matrix finalized and approved. Application Exploration City Lawson Application script log. Exploration Workshop scripts completed. 21 Technology Plan Lawson City Technical Document - Technical Overview Overview workshop Workshop Define Backup /Restore Complete and procedures, Define Technical Policy System & Database & Procedures Administration document Procedures, Define complete. Software maintenance procedures, Define refresh strategy. 21 Security Plan Document - Lawson City Technical Policy Security Workshop and Procedures Facilitation. Document — Security Section complete. 21 Conversion and Interface Lawson City Conversion and Workshop Interface Workshop completed 22,23,24,25,26,27,28,29 Business Process and Lawson City Business Process Reporting Document. and Reporting Document complete and a roved b City. 22,23,24,25,26,27,28,29 Design document Lawson City Design document complete and approved by City 22,23,24,25,26,27,28,29 Initial System Setup Lawson City System Setup Complete 15 LBI Workshop Lawson City LBI Workshop delivered SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 46 LAWS►N Payment Milestone Deliverables Owner Assist Participate Completion Criteria Conversion Plan City Lawson Conversion Plan document complete Interface Plan City Lawson Interface Plan document complete Extracted data from City Lawson Data provided in legacy and non - Lawson predefined systems to be converted Lawson format to Lawson for both conversions and inbound interfaces Code program logic to City Lawson Inbound map data from legacy or Conversion and non - Lawson system to interface file Lawson API file layouts maps for both conversions and Lawsoninbound interfaces as identified in this SOF. Programs to map data City Lawson Outbound from Lawson to non- Conversion and Lawson systems per interface file layouts provided by City maps 30,31,32,33,34,35,36 CRP Workshop facilitation Lawson City CRP Workshop and agenda. conducted and Sample Script templates delivered. CRP test scenarios City Lawson CRP Test scripts, including information to be tested and expected outcomes 30,31,32,33,34,35,36 CRP Schedule Lawson City CRP Schedule approved. 30,31,32,33,34,35,36 Conference Room Pilot Lawson City Conference Facilitation. Room Pilot complete. 30,31,32,33,34,35,36 Facilitate Post CRP Lawson City CRP Issues Log Review complete, action plan complete Conference Room Pilot completion and a proved by City City specific Procedure City Lawson Policy and manuals Procedure Manuals SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 47 LAWSN Payment Milestone Deliverables Owner Assist Participate Completion 52,53,54,55,56,57,58,59 Train the Trainer Lawson City Criteria 37 End user training Lawson City End User materials City Lawson Training Materials communicated to end (Learning System Test Scripts City Lawson Accelerator) End User Training Plan City Lawson Lawson End User Data Conversion City Lawson Training Strategy 52,53,54,55,56,57,58,59 Executed Document CONSTRUCTION PHASE Payment Milestone Deliverables Owner Assist Participate Completion 52,53,54,55,56,57,58,59 Train the Trainer Lawson City Criteria 38,39,40,41,42,43,44 System Test Plan Lawson City Mutually Training schedule City Lawson accepted System communicated to end Test Plan System Test Scripts City Lawson System Test End User Training City Lawson scripts completed Data Conversion City Lawson Data converted 52,53,54,55,56,57,58,59 Executed Checklist and Report Converted data City Lawson Data validated validated City City Executive sign off 45,46,47,48,49,50,51 System Test Lawson City System Test Facilitation completed 45,46,47,48,49,50,51 Post Test review Lawson City Results Facilitation. documented, action plan created and City approves. 52,53,54,55,56,57,58,59 Cutover Plan Lawson City Mutually accepted Cutover Plan ACTIVATION PHASE Payment Milestone Deliverables Owner Assist Participate Completion Criteria 52,53,54,55,56,57,58,59 Train the Trainer Lawson City Train the Trainer Workshop workshop delivered Training schedule City Lawson Training schedule posted communicated to end and communicated users End User Training City Lawson Training classes delivered Readiness Lawson City Readiness Assessment 52,53,54,55,56,57,58,59 Assessment Checklist and Report Checklist and Report completed Final Executive I City City Executive sign off SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 48 LAWS►N Payment Milestone Deliverables Owner Assist Participate Completion Criteria Retainage released as Approval for go live Lawson City End user support is per schedule Final Data City Lawson Data in Production Conversion and Environment. validation POST LIVE PHASE Payment Milestone Deliverables Owner Assist Participate Completion Criteria Retainage released as Assist project team Lawson City End user support is per schedule and end users with provided post - -live support as determined in the scope. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 49 LAWSwAN IN WITNESS WHEREOF, the parties hereto have executed this Statement of Work on the date set forth below. For: LAWSON SOFTWARE AMERICAS, INC. For: CITY O SANTA ANA, CA (Authorized Signature) (Authorized Signature) (Printed Name) �') P 2- (Title) 2-c3 -OF, (Date) DAVID N. REAM (Printed Name) City Manager (Title) MAR 3 2008 Date ATTEST: (Authorized Signature) PATRICIA E. HEALY (Printed Name) Clerk of the Council (Title) APPROVED AS TO FORM: JOSEPH W. FLETCHER (Printed Name) City Attorney (Title) BY: (A horized Signature) Laura Sheedy IJ (Printed Name) Assistant City Attorney (T itle) SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 50 LAWSN Appendix A: Roles and Responsibilities The roles and responsibilities of the team members are as follows: Roles and Responsibilities to be provided by the City: Project Decision Team. Establishes policies and procedures, develops Project management guidelines, and monitors Project progress. Executive Steering Committee. Participates in setting the goals and scope of the Project and participates in periodic status meetings with the Project team. Executive Sponsor. Monitors and communicates Project performance and issue resolution. The Executive Sponsor serves as a liaison between the Project decision team and Project manager. Lawson Project Manager. Has appropriate decision - making authority and will be responsible for coordinating and assigning tasks, measuring Project performance & progress, identifying and allocating resources, coordinating issue resolution and maintaining overall responsibility for completion of the City assigned tasks enQuesta Project Manager. Has appropriate decision - making authority and will be responsible for coordinating and assigning tasks, measuring Project performance & progress, identifying and allocating resources, coordinating issue resolution and maintaining overall responsibility for completion of the City assigned tasks. Functional Leads. Provides and directs solutions toward goals; coordinates tasks for areas of expertise; performs Project tasks; communicates and resolves issues; helps develop procedures; recommends policy changes and additions; develops conference room pilot scripts; and approves Lawson approach for each area. Subject Matter Experts. Participates in tasks such as: Project team training, design /configuration activities, testing, and production support as deemed necessary by the Lawson Project Manager and the City Project Manager. Subject Matter Experts may be Application Leads in their respective areas of expertise (i.e. Payroll Lead, Benefits Lead, etc.) and other supporting personnel from the various departments. The City's Subject Matter Experts should have a good working knowledge of how the City processes are performed and understand the reasons for the current processes. Technical Experts. Contributes technical expertise in areas such as: system administration, database administration, web administration, printer administration, software patches, conversion extract programming and a clear understanding of Lawson to non - Lawson interfaces. ITS Work Team. Completes all tasks relating to hardware, software installation, programming and overall technical and system related issues. Members of the ITS Work Team include: Lawson System Administrator. Demonstrates proven expertise working with the operating system (OS). In general, the Lawson System Administrator designated by the City is responsible for the following: • Implements the Lawson Environment • Adds and maintains users in Lawson • Adds and maintains printer in Lawson • Maintains system resources in Lawson • Supports Lawson users on a day -to -day basis • Schedules Lawson batch jobs • Installs operating system and upgrades • Installs non - Lawson software • Establishes permissions The Lawson System Administrator may also act as the City's Security Officer. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 51 LAWSN enQuesta System Administrator. Demonstrates proven expertise working with the operating system (OS). In general, the enQuesta System Administrator designated by the City is responsible for the following: • Implements the enQuesta Environment • Adds and maintains users in enQuesta • Adds and maintains printers in enQuesta • Maintains system resources in enQuesta • Supports enQuesta users on a day -to -day basis • Schedules enQuesta batch jobs • Installs operating system and upgrades • Installs non- enQuesta software • Establishes permissions Lawson Database Administrator /Database Administrator. Lawson recommends that the City have an onsite database administrator (DBA) to maintain and upgrade the relational database associated with Lawson. This person may also be the Lawson Database Administrator. The Lawson Database Administrator must be familiar with Lawson database utilities. This role requires detailed knowledge of the forms used in the environment and in each Lawson application system for which security is to be implemented, web server security knowledge (i.e. Apache, IIS, etc), and hardware operating system security knowledge (i.e. Unix or Windows). This individual: • Coordinates and modifies database files • Reorganizes product lines enQuesta Database Administrator /Database Administrator. Subcontractor recommends that the City have an onsite database administrator (DBA) to maintain and upgrade the database associated with enQuesta. This person may also be the enQuesta System Administrator. The enQuesta Database Administrator must be familiar with enQuesta database utilities. This role requires detailed knowledge of the forms used in the environment and in the enQuesta application system for which security is to be implemented, web server security knowledge, and hardware operating system security knowledge (i.e. Linux). This individual: • Coordinates and modifies database files • Reorganizes product lines Lawson Security Officer. The Lawson Security Officer should work closely with application experts to decide the kinds of access users should have to various components of Lawson. The Lawson Security Officer may also be the Lawson System Administrator. Programmer /Analysts. Demonstrates skills and understanding in • Lawson architecture, standards, and development processes • Database design concepts • How to debug programs • Program design performance considerations • Methods for encapsulating external logic (such as APIs, for example) • Business logic for applications End Users. Provides support to work team members, reviews implementation design material and assists with system testing. SOW- SantaAna- 12Feb08 vF1na1_v2.doc Confidential 52 LAWSN All roles to be provided by the City apply to both Lawson and enQuesta unless specified. Roles to be provided by Lawson: Practice Director. Responsible for regular communication to the City senior executives on Project status, issues, successes, and coordinates risk and change management of the Project. This is an oversight role and is not considered a full time position. The Practice Director will: • Provide strategic direction • Attend Project Decision Team and Planning meetings • Monitor the progress of work associated with the Project • Help resolve Project issues with Lawson and the City Project Managers • Work with the City in the escalation process, as required • Help maintain the overall relationship between the City and Lawson Project Manager. Works directly with the City Project Manager to plan, execute, and monitor the Project. The Project Manager develops the Project plan with assistance from the City. The plan will encompass the Project tasks that need to be accomplished and the sequence in which they should occur (the "Project Plan "). The Project Manager will: • Schedule the Project's consulting and training activities • Provide regular status reports to the City • Develop jointly with the City Project Manager, the initial implementation plan • Help ensure team understanding of objectives and methodology • Provide strategy recommendations for conversions and interfaces • Assign and manage Lawson consulting resources • Serve as the escalation contact at Lawson • Attend & participate in Project status meetings • Report on issues and concerns affecting the Project • Identify and help resolve issues • Identify and allocate appropriate resources Business (Application) Consultants. Possess a concentrated knowledge base in a suite of application products and use this knowledge to assist the City during the Project. Their core competencies include a business background in the applications being implemented and experience training on Lawson products. The Business Consultants will: • Identify and recommend system setup alternatives and advantages using best practices • Assist the City in adding parameters to the system per the recommended system design • Recommend business procedures to increase the efficiency of the application and functional use of the product • Recommend cycle processing for job stream setup • Identify Conference Room Pilot scenarios and setup for execution of the pilot • Recommend conversion methodologies, assist in data mapping and conversion verification • Provide production support upon going live Systems Consultants. Address specific information system needs related to Lawson system administration. The System Consultants will: • Install software — Lawson delivered Products, Relational Data Base if contracted by the City, and Internet Products SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 53 LAWSN • Assist in the migration between databases • Consult on web service centers • Provide Internet Product consulting services • Provide Security consulting services • Provide system administration knowledge Technical Consultants. Design, develop, and test required modifications, interfaces, and reports in the scope of this Project. The Technical Consultants will: • Provide development tools consulting services • Recommend data access techniques Roles to be provided by Subcontractor: Project Manager. Works directly with the City Project Manager and Lawson Project Manager to plan, execute, and monitor the Project. The Project Manager develops the Project plan with assistance from the City. The plan will encompass the Project tasks that need to be accomplished and the sequence in which they should occur (the "Project Plan "). The Project Manager will: • Schedule the Project's consulting and training activities • Provide regular status reports to the City • Develop jointly with the City Project Manager, the initial implementation plan • Help ensure team understanding of objectives and methodology • Provide strategy recommendations for conversions and interfaces • Assign and manage Subcontractor resources • Serve as the escalation contact at Subcontractor • Attend & participate in Project status meetings • Report on issues and concerns affecting the Project • Identify and help resolve issues • Identify and allocate appropriate resources Business Lead Working within the project plan defined by the Project Manager, assumes responsibility for functional process content of a specifically defined project. Includes process analysis, application configuration, and implementation support. Implementation Consultant(s) Installation /implementation and training related to enQuesta application software. Support customers in their use of the enQuesta systems. Perform support desk/call center operations. Perform fit analysis /requirements matching sessions. Help ensure customer satisfaction and timely resolution of issues. Assist Project Manager and Business Lead. Interface Programmer(s) Responsible for programming the enQuesta side of interfaces. SOW- SantaAna-12Feb08 vFinal_v2.doc Confidential 54 LAWSvAN Conversion Lead Working within the project plan defined by the Project Manager, assumes responsibility for application specific technical content of a specifically defined project. Includes data mapping and data conversion. Operational Lead Responsible for Hardware specification, configuration, and integration; application support software, network capacity planning; and overall systems performance. Supports technical needs of internal customers and provides Support Desk support. Performs desktop software setup & training. Supports internal UNIX, NT, Desktop, and third party software products. Assists the Technical Systems Analysts. Trainer Main responsibility is to deliver the training to project team members, end users, certified users and customer trainers, as set forth in this SOW. Assists in developing training programs, including outline, text, handouts, e- learning scenarios, and computer laboratory exercises. Assists with improvement of the overall training delivery to the end user. Database Administrator Provide database analysis, design modeling, and implementation. Provide second level technical support for customers /provide support desk support. Conceptualize, research and design new project initiatives, architectures and technologies. Design, implement, oversee and support strategies, workflows and resources for project initiatives as well as interfaces between data applications. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 55 LAWSN Appendix B: Approved Change Orders Any duly executed Change Order(s) shall be attached to this SOW as Appendix B. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 56 LAWSN Appendix C: Systems & Software Statement of Work For the Services set forth in this Appendix C, Lawson intends to subcontract all of the Services to Systems & Software, Inc. ( "Subcontractor"). Subcontractor will perform the following Services as part of this SOW under the terms and conditions of the Customer Agreement and as set forth in this SOW. Attachment(s) to this Appendix C include: Functional Requirements (Schedule 1) 1. Objectives enQuesta 3e The objective of this portion of the project is to successfully transition the City from its current utility billing system to the enQuesta TM Customer Information System (CIS). Subcontractor has proposed enQuestaTm version 3e for the City. Project Duration The duration of the Services set forth in this Appendix C project is expected to be nine (9) months, although this is subject to change based on detailed project planning. Subcontractor will begin the project at an agreed upon time so-as to coordinate the enQuesta and Lawson Go Lives. Current assumption is a start three months after the start of the Lawson project. 2. enQuesta TM Modules and Interfaces included The following enQuesta licensed modules are included within the scope of this Appendix C. enQuesta Core Solution Modules (CS) • Account Management • Utility Billing for Water, Sewer, and Refuse • Billing Scheduler • Bill Print Management • Rate Management • Delinquency Management • Point -of -Sale Management • Device Management • Financial Management • Automated Service Orders • Standard Reports • New Service Core (Single Service) SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 57 LAWSN enQuesta Expanded Core Solution Modules (CS ) • enQuesta Reporting Portal (eQI only) • New Service Expanded Core (Single Service) • Hydrant Maintenance • Flow Control Maintenance • Donation Management enQuesta Enterprise Modules (CSx) • WebConnect (Core) Interfaces • Meter Reading • Cashiering / SII • Remittance Processing • Bill Print • Collection Agency • General Ledger • Credit Refund Check • Deposit Refund Check • USPS Upload • SmartURL Interface for Imaging See Section 11 — Product Interfaces for further interface detail. Services, Configuration, and Training are scoped and priced for five funds and receivables, comprised Of • 2 —Water • 1 —Sewer • 1 — Refuse • 1 — City Services /General Fund Services included in these five funds / receivables include Water, Sewer, Sanitation, Utility Users Tax, Basic Service Charge, Fire Line, Paramedic Subscription, and Refuse. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 58 LAWSwON 3. Implementation Methodology The following implementation methodology will be used for the Services described in this Appendix C The implementation methodology is comprised of four phases — Initiate, Design, Build and Activate. Initiate Phase Design Phase Major activities in the Initiate Phase include setting project direction, scope, goals and expectations with both teams. This phase begins with a project kickoff. During this phase, the project managers work to finalize the project plan, establish team norms, rollout the communication plan, issue and risk management process and change control procedures. During the Design Phase, Subcontractor will deliver Project Team Training, which is the first introduction to enQuestaTm. The objective is to introduce Project Team Members to the basic use and navigation of enQuestaTl,', while building a conceptual understanding of how enQuestaTM operates. With this enQuestaTm knowledge, the City can actively participate in discussions and make key decisions surrounding future business process, conversion data mapping, and reporting. Outcomes of the Design Phase are acceptance of the en Questa TM Standard workflows, data mapping documentation, and business requirement specifications for any out of scope modifications or interfaces. Completion of these very critical steps allows for effective and efficient configuration of the enQuestaTm application based on the Standard workflows, test planning, data conversion, and agreed upon product engineering in the next phase. SOW- SantaAna- 1217ebN vFinal_v2.doc Confidential 59 LAWSN Build Phase Activate Phase In the Build Phase, the enQuestaTm environment is setup to enable the standard workflows. Conversion programming begins, development of interfaces is underway, and any agreed upon modifications are coded. Testing is executed on all core business processes, agreed upon modifications, interfaces, and converted data. During this phase training will be delivered, simulation of enQuestaTM production is executed and operational readiness is assessed for Go Live. This simulation includes a full data conversion followed by a production simulation of enQuestaTm business processes. The goal of simulation will be to balance legacy system production results with enQuestaTm simulation results as well as assess the readiness of the City organization by testing the skills and knowledge of users with the enQuesta TM Standard workflows. This phase concludes with the development of a detailed Go Live Plan. The fourth and final phase of the implementation methodology is the Activate Phase. The City is brought live and is expected to perform their daily processing /business operations in enQuesta TM. The City shall assume full ownership of the application and provide front line support to all users. Subcontractor team members will remain onsite supporting the Go Live activities for the remainder of this week. After completion of the first full week of operations, the Subcontractor team will continue to provide support remotely. Sixty days post -Live support will transition to the Systems & Software, Inc. Help Desk. 4. System Hardware and Software Installation Hardware and Software Requirements The following tables list the hardware, network and software recommendations for the enQuesta solution. Should the City purchase the recommended hardware from a vendor other than Systems & Software, Inc., Systems & Software must certify the hardware to ensure that it aligns with the recommended specifications. Hardware and Software The City is responsible for shipping procured hardware to Subcontractor's headquarters. Upon receipt, the hardware will be setup and configured locally by the Subcontractor. With the initial configuration of the hardware, all core vendor operational software will be installed and configured by the Subcontractor. Once the installation and configuration has been completed, all functionality of this software will be tested by Subcontractor prior to the hardware being shipped to the City location. Upon a code release, the enQuesta thin client will need to be installed onto all of the PCs that will be used to access the enQuesta environment. The thin client can be loaded on a number of PCs limited by the number of enQuesta Middleware licenses purchased, in this case 129. Additional licenses can be purchased. After this burn -in phase is completed, all aspects of the OS level configurations are in place; the disks are properly allocated; and the core operational software will have been installed. The Subcontractor is responsible for shipping the configured hardware to the City site, at which time the City will be responsible for the integration of it into their environment. Remote assistance from Subcontractor team members will be provided on an as- needed basis. Remote access to the hardware using one of the VPN methods in this Appendix C will also need to be configured and tested at this time. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 60 LAWS►N During the go -live period, any additional hardware, previously installed will need to be implemented at this time, including such items, but not limited to: Cash Printers /Drawers, Scanners, etc. After go -live, the City's IT department will have primary responsibility for the ongoing hardware maintenance and support to ensure the application is working within operating system performance specifications. Environments Production Environment" The production environment is the primary environment from which your Utility will run the enQuesta solution. Training/Testing Environment * The training environment is a complete functioning enQuesta instance that allows Subcontractor to train the City on their dataset, without introducing defects into the live production system. This environment will also be used to facilitate the future testing of enhancements and bug fixes by the City prior to their release to the production environment, as well as for ongoing training of City staff. *All RDBMS configuration and administration included within the scope of this Appendix C will be the sole responsibility of Subcontractor. The City will only be responsible for the starting and stopping of the enQuesta application, and facilitating the supplied enQuesta backup processes. In order to provide this level of support it is required that Subcontractor be allowed full local OS and RDBMS administrative rights. Documentation Subcontractor will provide a hardware configuration document which describes the hardware and software installed along with the connectivity required. Hardware Recommendations The following table illustrates the recommended configuration in order to run the proposed solution of enQuesta, WebConnect, and Reporting Portal in a Dell environment. It is known and understood that the City will be procuring HP servers. The City will be responsible for procuring an HP configuration which meets the minimum recommendation defined for a Dell configuration. The City has licensed Oracle enterprise licenses from Systems & Software, Inc. to meet the needs of the recommended configuration, which includes two processors. Should the City procure a configuration beyond two processors, additional Oracle licenses will be required. Hardware Recommendations Application Brand Dell Model PowerEdge 2950 Operating System Red Hat Linux 4 ES # of Processors 4 Type /Speed of Processors Intel Xeon 3Ghz dual core processors SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 61 LAWSN Amount of RAM 15GB Type /Speed of RAM 16GB 667Mhz Dual Ranked DIMMs Disk WebConnect Server Brand 4 —146GB 15k RPM SCSI Disks Description Dell Model PowerEdge 2950 Operating System Red Hat Linux 4 ES # of Processors 2 Type /Speed of Processors 2.33Ghz Xeon Amount of RAM 4GB Type /Speed of RAM 667Mhz Disk Space Mirrored 146GB 15K RPM Client PC Requirements City Hardware Processor Minimum Intel P 111800 Mhz Recommended Intel P 4 3.0 Ghz Notes RAM 512 MB 1 GB Disk Space 50 MB Free 50 MB Free Networking 100 MB Ethernet N/A Screen Resolution 1024x768 N/A Required to run enQuesta Browser City Software OS IE 6 SP1 Supported Windows Vista, Windows XP, Windows 2000 IE 6 SP1 Required to run enQuesta Browser Internet Explorer v6.0 PDF Viewer Acrobat Reader enQuesta Support Applications Application Layer Description Version Number/Type of Licenses j enQuesta Runtime Client license 14 (110 per pack) i SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 62 LAWS 4N Database Layer Description Version Numberfrype of Licenses j • _ enQuesta Datastore Oracle 10g Enterprise I enQuestaTM WebConnect Description Version Number/Type of Licenses • e. Base R6p. Software Client License City Responsibilities The City will procure hardware in accordance with HP specifications that meet the defined Dell configuration outlined in this SOW. Hardware will be delivered to Subcontractor for setup. Hardware should be onsite at Subcontractor within 45 days of project start. The City will be responsible for the server footprint (hardware enclosures, power, etc.) and provide the necessary space within their data center to accommodate the hardware configuration. The City will provide a stable hardware and network environment and a minimum of one (1) System Administrator to support and maintain the network related hardware and software. The City will meet the minimum system and /or hardware requirements. The City is responsible for installing the enQuesta thin client software on each user's PC. The City will follow Subcontractor defined back -up procedures. Back -ups will include the entire server including program files, database and system files as Subcontractor recommends and instructs. The back -up procedures are defined in the enQuesta System Administration Manual, which will be provided as part of the core documentation. The City will provide an uninterruptible power supply (UPS) capable of supporting the application server and hardware for a period of time long enough to support normal shut down, running on battery backup power. The UPS must be in place at the time of receipt of hardware by the City. The City will provide connectivity to the enQuesta server (or servers if the City has or will have both a Production and Train/Test server) allowing Subcontractor to provide secure, authorized remote support by utilizing one of the following methods: • Cisco 3002 VPN Hardware client residing on the City's network • Cisco ASA5505 Security Device residing on the City's network • Site to site connection compatible with Subcontractor's CISCO 3005 VPN Concentrator Our preferred network connection would be least 1.5Mbps with all servers put into a DMZ. Given the number and diversity of the City requiring support from Subcontractor, each with varying networking infrastructures, support of software -based VPN clients is not a viable option for this project. If the City does not currently have one of these hardware solutions in place, they will assist Subcontractor's Network & Security Personnel with the implementation and testing of one. SOW- SantaAna- 1217eb08 vFinal_v2.doc Confidential 63 LAWSN The City will provide Hewlett- Packard or IBM printer(s) with PostScript Level 2 capability to support enQuesta service order printing. Printers must be networked printers. During the period of Go -Live, it will be necessary to have the City's IT team available to monitor the hardware performance and tuning as required. The City will be responsible for supporting the HP environment. Procedures will need to be defined between Subcontractor and the City to ensure effective support of the system for those instances where support spans the hardware, operating system, and /or any applications. 5. Business Process Review Business Process Review Goal This Schedule C is written with the understanding that the City will adopt the enQuesta TM standard workflows and software solution except where otherwise mandated by regulatory statutes. The goal of the business process review is to align the City business processes with the enQuesta TM standard workflows. There will be an enQuesta TM standard workflow review period with Subcontractor and the City to present the City the enQuesta TM standard workflows and conduct a gap analysis to identify any gaps in key business processes that may require re- configuration or system modification. The adaptation of enQuesta standard workflow does not require system modifications. System modifications will be implemented only upon City request and if the appropriate change order has been approved by both parties in accordance with the Project Change Control Procedure in Section 10 of this SOW. For any processes that require a system modification post enQuesta TM standard workflow review, Subcontractor will document those modifications for each process flow in the Business Requirement documents. The City must sign -off on the Business Requirement document before any new modifications /interfaces are developed. No modifications have been identified to the enQuestaTM standard workflows. If modifications are required, a change order will be processed in accordance with the Project Change Control Procedure in Section 10 of this SOW. City Responsibilities The City will provide Subcontractor with business process flow charts and additional documentation on their business critical utility business practices (e.g., rate charters, local /state laws and regulations that govern business practices, internal training materials, etc.). Subcontractor will use this information to prepare for the gap analysis against the enQuesta TM standard workflows. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 64 LAWSN The City will provide resource availability in the appropriate business process areas (e.g., Billing, City Service, Cash, Credit and Collections, New Services, Meter Management, etc.) to review City utility business process with Subcontractor personnel during the gap analysis against the enQuestaTM standard workflows. The City will use enQuestaTM standard report documentation to map existing reports in the legacy system to enQuestaTM standard reports. Subcontractor Responsibilities Subcontractor will present and review enQuestaTM standard workflows in a discussion format with the City. Subcontractor will provide the City with standard enQuestaTm report documentation on the canned reports included with the base system. For system modifications or interfaces, Subcontractor will complete Business Requirement documents to help ensure business alignment can be achieved through programmatic modifications. These documents will be submitted to the City for approval. If additional scope is required, the Project Change Control Procedure detailed in Section 10 will be utilized. Subcontractor will complete a gap analysis document that describes at a high level City specific configuration changes to standard enQuestaTM workflows. These changes pertain to process changes only and are not system modifications or interfaces. All changes are subject to the Project Change Control Procedure detailed in Section 10 of this SOW. Document Outputs Business Requirement documents High level gap analysis document 6. Product Configuration Standard Configuration Subcontractor will load the standard product configuration tables for the functional areas and items below. Customized Configuration The City will be responsible for any customization (via a form accessed from enQuestaTM) of the product configuration tables beyond Subcontractor enQuesta standard product configuration. Master List of Configuration Tables Subcontractor will provide a master list of product configuration tables that can be configured for each module and item listed below. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 65 LAWS%ON Module Subcontractor Responsibilities City Responsibilities Subcontractor will provide a master created rates. list of all billing product configuration tables. City will configure remaining billing product configuration tables. Bill Print Management This Appendix C includes 160 hours Any bill format tailoring required of Subcontractor service to tailor 1 bill outside the 160 hours of print format with items such as Subcontractor service are the City's situational message, specific rate responsibility and considered beyond display and graph content. the scope of this project. Requirements must be identified during the BPR portion of the project. New Service Subcontractor will set -up with the City City will create additional permit types 3 - 5 permit types, up to 20 fee and fees as required. amounts, and a single workflow that includes installation of the meter. Account Management Subcontractor will provide five (5) City will create additional letters letter templates. through Word as required. Subcontractor will provide a master City will configure remaining City list of all Customer Service & Call Service & Call Tracking product Tracking product configuration tables. configuration tables. Payment Processing (Cash) Subcontractor will provide a master City will configure remaining Cash list of all Cash product configuration product configuration tables. tables. Subcontractor will provide initial configuration of the cash priority table. Credit & Collections Subcontractor will provide two (2) City will configure remaining Credit & collection templates (Reminder Notice Collection product configuration and Shut -Off Service Order) to use as tables. a basis for Customer notifications. Subcontractor will configure up to six (6) notice "types" in enQuestaTM. Subcontractor will provide standard credit point set -up. Subcontractor will provide a master list of all Credit & Collections product SOW- SantaAna-12Feb08 vFinal_v2.doc Confidential 66 LAWSN SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 67 configuration tables. Meter Management Subcontractor will provide a master City will configure Meter Management list of all Meter Management product product configuration tables. configuration tables. Workflow (Service/Work Orders) Subcontractor will load standard City will create additional service service orders for each orders and service order field application /service. Subcontractor will documents as required. City will provide five (5) service order field configure remaining workflow product document templates. configuration tables. Subcontractor will provide a master list of all Workflow product configuration tables. Financial Management Subcontractor will create aging tables, City will configure remaining Balance Breakdown Codes, ACD Accounting /GL Management product type /classes and GL account number configuration tables. set up for the City. Subcontractor will provide a master list of all Accounting /GL Management product configuration tables. Security Subcontractor will provide six (6) City will create additional operators as operator templates (Cashier, required using operator templates. Customer Service I, Customer City will configure remaining Security Service 11, Field Operations, Billing, product configuration tables. and Supervisor). Subcontractor will provide a master list of all Security product configuration tables. Printer Configuration Subcontractor will create up to four (4) City will create additional OS and sample print queues, including one enQuestaTM application print queues cash receipt print queue, one service as necessary. order print queue, one report print queue and one bill /notice print queue. Subcontractor will also create corresponding print queues in the enQuestaTM application, Subcontractor will provide a master list of all print queue product SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 67 LAWSN Module .. . Responsibilities configuration tables. .. . enQuesta TM WebConnect Subcontractor will provide a Customer None. that the City will then forward to their bill print self- service Web Portal which provider. Once the final formats have been includes Customer access created, the City will need to forward these (username /password login) to balance formats to their Bill Print vendor for final review & status information, billing and to help ensure the data elements are aligned consumption history, and correctly. The on -line image for Quick Bills, name /address changes. Administrator's Portal Subcontractor will deliver the standard City will configure optional displays exact replica of the printed bill. Bill Print configurations. not included in the standards vendor must be ready at least two months delivered by Subcontractor. 7. Product Interfaces Billing Bill Print (INFOSEND) Subcontractor will provide the XML schema that the City will then forward to their bill print provider. Once the final formats have been created, the City will need to forward these formats to their Bill Print vendor for final review to help ensure the data elements are aligned correctly. The on -line image for Quick Bills, Duplicate Bills, & Status Bills will not be an exact replica of the printed bill. Bill Print vendor must be ready at least two months prior to Simulation. Billing USPS Zip Code enQuesta has a process to upload the Raw Verification Zip Code data published by USPS every month (the file in the "ctystate" directory in the CD). This will allow the system to validate the Zip Code for the City entered. The City will be responsible to upload the "ctystate" file from the CD to the enQuesta Server at regular intervals. Payment Processing Cashiering(SII INOVA) Standard single standard format for Batch Interface provided by Subcontractor. Note: additional licenses and services are required from Subcontractor and SII to migrate the batch interface to real -time should the City SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential B8 LAWSN SOW- SantaAna- 12F008 vFina1_v2.doc Confidential 69 desire to move from batch to real -time in the future. Payment Processing Remittance Processing Standard single standard format for Batch (Technology Unlimited) Interface provided by Subcontractor. Meter Management Meter Reading (Radix) Standard batch upload /download file provided by Subcontractor. General Ledger One -Way Standard One -way flat file (provided by Subcontractor) Interface from enQuesta to transfer run On Demand (daily) Subcontractor Accounts Payable Two -Way Standard Two -way fixed -width file containing City's Interface between account number and credit amount to be enQuesta and refunded to City; return file from Financial Subcontractor System includes check # to be updated to City's account. This interface will be used for Credit refunds and Deposit Refunds. Collections Collection Agency Standard Questa one -way interface to send delinquent accounts to Collection Agency through execution of Batch process. Standard enQuesta File format will be used. Imaging SmartURL interface Standard enQuesta SmartURL interface will be used to make the images linked to the enQuesta accounts available to the enQuesta users. The SmartURL feature provides a link on the Inquiry Portal which will be configured to open a URL with arguments available on the Administrator's Portal. The City will be responsible for identifying the data element which will act as the key between enQuesta and the Imaging software. It is assumed that the Bill Imaging solution will be able to open up a browser based on the arguments passed through the URL. Any conversion on the Bill Imaging solution to make the data compatible with enQuesta will be out -of -scope for this interface. An example will be the conversion of account numbers in the Bill Imaging solution database if the images are stored with Account number being the key. SOW- SantaAna- 12F008 vFina1_v2.doc Confidential 69 LAWSvAN Note: Assumes City has a bill imaging solution in place. Interface work required of 3rd parties, as well as management of the schedule for 3rd party work on interfaces is the responsibility of the City. 8. Modifications U610.100 Web Address A new attribute will be added to the Customer (person) which will allow the Web Address to be stored in enQuesta. UB 10.120 Language Code Changes will be made to enQuesta to store the language code for a person. The language code will be stored as an attribute of the Customer (person). UB 46.030 System queries and sorts orders by Priority Code The enQuesta work order printing module will be modified to sort the prints by the priority code on the work order types. Final Bill for Refuse enQuesta can be configured to not calculate a final bill for charges associated with refuse and sanitation services. Note that this is a system -wide, all -or- nothing configuration flag. If the flag is set to not calculate charges associated with a refuse final bill, then all refuse charges associated with the account will not be calculated and put on the final bill. The system cannot be configured to charge for certain refuse fees and not others on the final bill. No modification is necessary for the above functionality 9. Data Conversion Data Sources The following table lists the known legacy systems and types of data that need to be converted into enQuesta. SOW- SarrtaAna- 12Feb08 vFinal_v2.doc Confidential 70 LAWS%ON Data to be Converted The following information will be converted: Service streets (Geographical street names as related to service areas) Metering devices (Meters and related reading components) In -stock meters (Meters held in inventory, not installed) Balance table (All outstanding account balances, converted as receivable only, by date) Premises (All data associated with Service addresses) City accounts (Either active or that have balances) Personal information (All City related account data) Contact information (Subset of personal information relating to contact address and phone numbers) Notes (Converted individually by date provided that each note currently has a date and is able to tie to a premise or account number. If not, they will convert into one large note.) Account balances Consumption history — 3 years Billing history for individual transactions only — 3 years. Includes billed, payment and adjustment amounts. Does not include breakdown by service, previous balances, statement totals Unbilled meter readings Deposits and prepayments Services (Service information relating to meters) Meter testing (Data relating to the Large Meter Testing System) Owner information Data Not Being Converted The following information will not be converted, but entered in by the City after the final conversion: Payment arrangements, including installments All outstanding /pending service orders Budget Billing information All other data not specifically mentioned will not be converted without a change order in accordance with the Project Change Control Procedure in Section 10 of this SOW. This includes, but is not limited to: Valves, Taps and Transformers, including but not limited to: Hydrants Corp Taps Curb Stops Main Line Valves Fireline Valves Transformers Credit history Billing /Financial history not specifically outlined above, including but not limited to cleared financial transactions such as charges, credits, payments, fees, bills Historical completed work orders SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 71 LAWS%ON Premises and accounts will not be consolidated as part of the conversion Acceptable Data Formats & Transfer Methods The City will provide all data files in one of the following formats: Oracle database Access database Fixed length ASCII files with numeric values unpacked (uncompressed) with the sign trailing separate Comma delimited ASCII file. Text strings to be enclosed within quotes and numeric values unpacked (uncompressed) with the sign trailing separate Excel file The City will transfer data to Subcontractor in one of the following ways: FTP 4mm, 8mm, LTO or Magstar tapes using a method that is readable by AIX (tar). Tapes used are to be non - labeled tapes without header /trailer records. If multiple tapes are used, all tapes must be labeled according to the order in which they are to be used. CD -ROMs or DVDs for small individual files or MS Access databases If data is being pulled from multiple legacy systems, the extracts provided will all be in the same format, including column names and attributes. Data Definition All data fields will be defined either in the database (for Oracle and Access data) or in a separate data definition, dictionary in electronic format or by a legacy system document that contains at a minimum: Field name, matching field name in the data file provided Field length Business use of the data Data type (e.g. text, numeric, date etc.) Data descriptions where it is not obvious or being used for a different description in the field name Validation criteria: acceptable values and or valid numeric ranges Corresponding field names in the legacy system user interface (UI) SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 72 LAWSN For fields that hold codes (i.e. text or numeric values that have specific meanings), cross -maps between valid codes and their meanings will be provided in separate tables, files or reports. Clean Data from Legacy Systems The City will clean up (close, complete, void) all outstanding service orders, in order to reduce the number of service orders that will need manual entry post conversion. The City will produce financial reports needed from the legacy CIS system prior to the enQuestaTm Go Live. The City should also maintain a copy of their existing system or detailed reports in order to be able to access historical data other than consumption history since it will not be converted. The City will create and execute unit test plans to ensure validity of data extracted. The City will identify data that does not meet data requirements of the data dictionary and will correct that data so that the files submitted to Subcontractor only contain clean data. Examples of cleanup tasks include, but are not limited to: Manually correcting invalid information Writing off invalid transactions Removal of duplicate records Removal of obsolete records Correction of data that falls outside acceptable values including codes and ranges It is assumed that the City uses standard street names in their legacy system for the Service Premise Addresses. This SOW assumes that Subcontractor will not be required to be involved in any data cleansing activities regarding Service Premise Addresses. General Roles & Responsibilities Data Conversion Responsibility Matrix P — Primary responsibility S — Supporting role The following table summarizes the most important deliverables and responsibilities for a successful conversion: Task Lead data conversion effort Subcontractor P Create data conversion plan P S Provide list of data that needs to be converted along with major enQuestaTM tables that will be populated and applicable valid codes /ranges. P Create data definition /dictionary P Perform data extraction from legacy systems P Unit test extracted data for validity P Cleanup of data in legacy systems P Map data between legacy system extract and enQuestaTM P S SOW- SantaAna- 12Feb08 vF1na1_v2.doc Confidential 73 LAWSN Task Sign -off on data mapping Subcontractor p Develop conversion scripts for import of data into enQuestaTM P Perform data import into enQuesta TM P Provide expert resources to answer questions about legacy systems and extracted data in a timely manner P Perform balancing tests between legacy systems and extracted data files S P Perform balancing tests between extracted data files and enQuestaTM P S Perform simulation conversion P S Sign -off on balancing tests p Perform data validation on accounts in legacy and enQuestaTM systems S P Troubleshooting p S Perform final conversion P S The City will provide the data In accordance with the date(s) in the project plan. The City may request that Subcontractor provide additional support for tasks that the City is solely responsible for. These requests will be addressed through the Project Change Control Procedure. The City will provide staff to validate converted data and correct as necessary in existing legacy system as needed throughout the conversion process, under Subcontractor's direction. This staff will include a data conversion analyst who will be primarily responsible for the City's deliverables that are listed above. The City will provide validation data from their legacy system on the following: Accounts with the following scenarios, if applicable: active and inactive with past balances, deposits, and penalty charges with and without meters with meter exchanges that have and have not been billed with open work order(s) residential, commercial, industrial, school, landlord /tenant, and other applicable classifications of accounts Consumption history Billing history Customers Premises Meters Meter inventory Meter readings Work orders Account notes Meter Test SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 74 LAWSN Subcontractor, along with the City, will be responsible for balancing conversion dollars and providing reconciling lists as required. The City will be responsible for providing conversion mapping rules between legacy systems and enQuestaTM for important fields including but not limited to: Cycles Routes Rates Sales classes Property classes Tax codes Tax types Tax districts Account active codes Account status codes Service types Service areas and territories Service states, towns and valid zip codes The City is responsible for integrity of data provided from their legacy system and will ensure that all data being converted is completely scrubbed as described above prior to final cutover to enQuestaTM Subcontractor will provide a Data Conversion Plan that will: List tasks that will require manual entry (automated conversions may depend on completion of manual conversion) by City. Establish the number of pre - install conversions and dates to help ensure conversion success. Assign specific cutoff dates for old tables to be extracted and sent by the City. List supporting documentation needed from the City to proof post conversion data, including cutoff dates in conjunction with data cutoff if applicable. Create data conversion testing checklist. Assign personnel and communicate expected start and end date of testing process. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 75 LAWSN The City will post billing and financial info to G/L prior to the data cut for the final conversion. The first extract containing complete conversion data from the legacy systems should be received no later than 6 weeks after project initiation. Once the initial data has been reviewed it will be the City's responsibility to ensure that these extracts can be provided in a repeatable and timely manner for each subsequent conversion. Data Mapping The City shall sign -off on the data mapping plan 30 days prior to simulation. At that time all tables and data fields will be frozen as far as content, use, and delivery. Changes made to fields and tables, including removing fields, adding fields, or changing a field's use, will change the scope of the conversion effort, and will be handled using the Project Change Control Procedure. The City may request to have Subcontractor provide additional support on tasks that the City is responsible for. These requests will be using the Project Change Control Procedure in Section 10 of this SOW. Communication The City, to meet the implementation schedule, will respond to Subcontractor as soon as possible but no later than five (5) business days regarding conversion/ data validation, submitted questions, issues, etc. Subcontractor, to meet the implementation schedule, will respond to the City as soon as possible but no later than five (5) business days regarding conversion /data validation, submitted questions, issues, etc. Conversion Runs There will be four (4) conversion runs, which will include: 2 test conversions, a simulation conversion and the final go -live conversion. Subcontractor may choose to run additional conversion runs for process validation. Any additional City- requested conversion runs will be handled using the Project Change Control Procedure. Subcontractor will be responsible for balancing the initial conversion test, and reviewing with the City how to arrive at the balances and counts for future conversions. The following will be balanced between the legacy system and the converted data: # of active accounts with meters by service # of vacant accounts with meters by service # premises # installed and active metering devices A/R balances Account balances, by account Revenue associated with representative billing cycie(s) (Bill Parallel) Budget payment amounts and balances SOW- SantaAna- 1217eb08 vFinal_v2.doc Confidential 76 LAWS%ON The City will provide accurate balancing reports, generated from source systems, to enable the above - described comparisons, for each extract. The City is to approve proceeding with final conversion based upon successful completion of testing as defined in the Acceptance Test Plan. For the final conversion, the City will process through the close of business day, run the bill calc without printing bills, and stop all activity and backup the database, and complete all data extraction activities. Subcontractor will then execute the conversion programs. After the conversion has finished, the City will work with Subcontractor to conduct the validation review, a billing run will be done on the enQuestaTM system, and all balances will be reconciled to the billing that was run on the legacy system prior to conversion. When all balances are accounted for and validation routines are complete, the City will sign off on acceptance of the conversion. Approval of the final conversion of data will occur no later than when the City begins to use enQuestaTm during normal business operations. Effort Estimate The estimated effort for conversions is based on our current understanding of data conversion requirements as summarized above and assumptions based on our experience with similar conversions. Significant changes in requirements and /or assumptions or delays /lack of availability of data to be converted will be documented and confirmed using the Project Change Control Procedure. 10. Product Training and Documentation City Responsibilities In order to learn enQuestaTm effectively, users need to have a working knowledge of Microsoft Word and Microsoft Excel. All users must be proficient using a mouse, and must be familiar with using an Internet Explorer web browser prior to attending enQuestaTM training. It is the City's responsibility to train any users that do not have this level of competency prior to enQuestaTM training. Participants who have not completed pre- requisite training are not permitted to participate in the course. It is the City's responsibility to provide training at a later date. The User /Training Matrix can be updated with new users (in accordance with the section above) up to thirty (30) days prior to the start of any training program, at which time the User/Training Matrix is frozen. The City may swap out users already defined in the program to accommodate attrition of existing employees. The City's Project Team will coordinate user enrollment for each class and rescheduling requirements as necessary. They are responsible for communicating to Subcontractor the number of participants enrolled in each class after the User/Training Matrix is frozen. The City is responsible for ensuring appropriate time is made available for users to participate in every training course they are enrolled in, according to the finalized User /Training Matrix. If users are not provided with such time, it is the City's responsibility to provide training at a later date. The City is responsible for notifying all participants of training schedules at least 10 days prior to any scheduled training. The City is responsible for loading and testing the enQuesta client software prior to training delivery. Training can not take place until it is verified this has taken place. The City is responsible for ensuring that all training participants bring printed copies of the appropriate training materials to each class. It is the City's responsibility to ensure that users attend classes in a punctual manner. Users arriving more than ten (10) minutes late for a course are not permitted to participate. If a course has less than 50% attendance after the first ten (10) minutes of scheduled course time, Subcontractor reserves the right to cancel the training. It is the City's responsibility to provide training at a later date. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 77 LAWSN Training Facility Requirements The City is responsible for providing training facilities capable of accommodating the number of users to be trained identified in the Training Plan. The training facilities will accommodate 10 users per classroom, with an individual workstation for each user. Each workstation must meet the minimum PC requirements, with the enQuesta client loaded prior to training activities. Classroom setup must include: Projector with interface to a computer Projection screen Telephone and connection needed for technical support Network printer White board or two (2) flip charts Dry erase markers Pencils for each participant Note paper for each participant High speed internet access Personal electronic devices (cell phones, pagers, iPods, etc.) are not permitted in the classroom. Participants may not bring work related or personal materials that are unrelated to the training into the classroom. Training Tools and Materials Training tools and materials are used to support the training programs delivered by Subcontractor and to provide End Users with comprehensive reference materials following go -live. The City receives a single complete set of all training materials, made available via System and Software's Customer Web Portal. Materials are provided in electronic portable document format (PDF) for distribution to as many users as required and can be produced in unlimited copies for use by the Client. Documentation includes: Standard Process Assistance Guides Standard User Guides Standard Training Documentation Standard System Administration Guide Standard Reports Catalog Standard Process Assistance Guides. System & Software's on -line library of Standard Process Assistance Guides provide instructions for the best practice execution of each standard process in enQuestaTM. This library of on -line documentation is a form of "quick reference" for users who have already learned about a task and need some assistance while performing the task. Users can customize Standard Process Assistance Guides through the use of enQuesta TM Workflow Management Process Assistance tool. The tool serves as a "content manager' with which authorized City users can customize existing processes in the standard library, create new processes from scratch, manage images used in documents, and upload existing documents in PDF or Word format. The City's users responsible for customizing the content will need to complete Course #2050 - Workflow Management Process Assistance Administrator Portal course. Systems & Software provides standard templates for process guides for baseline documentation within the online content management tool to assist users with processes. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 78 LAWSN Systems & Software's process assistance guide library includes standard best practices for: Work Flow (Automated Service Orders), Utility Billing, Payment Processing /Cashiering, Credit & Collections, and Meter Management. Standard User Guides. User guides are comprehensive, task oriented reference manuals that explain the enQuestaTm modules, processes, tasks, and functions. They provide an overview of what users can do with the application, identify the recommended best practices in enQuestaTm, describe and explain the various tasks that utility personnel can perform in the application, and provide detailed instructions for performing these tasks. Subcontractor's user guide library contains a separate user guide for each module in enQuesta TM including: Inquiry & Navigation, Utility Billing, New Service, Customer Service & Call Tracking, Payment Processing /Cashiering, Credit & Collections, Meter Management, Automated Service Orders, Skeletal G /L, Backflow, Workflow Process Assistance Tool, Configuring enQuestaTM, and Security. Standard Training Documentation. The training documentation includes scenario -based instructions and hands -on lab exercises to reinforce the learning of all instructional objectives. These materials are used in a classroom environment to provide users hands -on experience, executing new business processes so they become optimally trained users of enQuesta TM. Subcontractor will post .pdf versions of the training materials on the Customer Portal for reference and printing. The City is responsible for producing copies for each attendee of each class on or prior to the class start date. Standard System Administration Guide. The Standard System Administration Guide explains the procedures and tasks necessary to support and maintain the enQuesta TM infrastructure. It explains: Administrative Roles & Responsibilities, Storage Management, User Management, Network Management, Printer Management, Backup Management, Monitoring Performance, Client Management, the Data Layer, Web Based Reporting, Web Server Management, and Troubleshooting. Standard Reports Catalog Subcontractor provides hundreds of pre- formatted reports designed to use daily, monthly, yearly and in- between. This catalog includes reports that are accessed from all the major enQuesta modules and processes. The Reports Catalog provides the paths needed to locate the reports in enQuesta. The field and criteria descriptions on the screen images provide information on the type of data that can be acquired from each report. The report samples provide a preview of the report before it is run by showing the organization of the data. Subcontractor Responsibilities Subcontractor provides the City with a User/Training Matrix. Training includes one session for each course listed in the Matrix, with the exception of Inquiry & Navigation (120) Workflow for CSR's (320), Cash & Payment Processing (710), which will each have multiple sessions. Subcontractor will develop a complete Training Plan that defines: Training requirements for each of the City's user groups. Method of training delivery (instructor delivered, distance learning (WebEx), independent learning, or external 3rd party vendor training). Curriculum and reference materials used to support the training programs. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 79 LAWS4N Classroom requirements and logistics necessary to support the training program. Subcontractor reserves the right to adjust course durations based on the finalized Training Plan. The training program includes: enQuestaTM Project Team Training End User Training System Administration Training Systems & Software's Technical Trainer will supply a PC for their use during training activities. Project Team Training Systems & Software's enQuestaTM Project Team Training Program is designed to provide the participants with a working knowledge of common processes in enQuestaTM. This training will prepare the enQuestaTM Project Team to actively participate in Testing activities. Project Team Training is conducted in Subcontractor's enQuestaTM training environment. The Project Team Training curriculum does not include the City's specific processes, interfaces, or modifications to enQuestaTM End User Training The purpose of the enQuestaTm End User training program is to ensure that participants are confident using enQuestaTM to conduct their daily job functions prior to go -live. Subcontractor delivers End User training to all participants identified in the finalized User /Training Matrix, according to their specific job functions. End User training utilizes Standard Training Materials. Subcontractor's approach to End User training is a synchronous training program that includes instructor delivered training, hands -on exercises, and distance learning technology (WebEx). The enQuestaTM Course Catalog identifies the course titles and standard course durations. It defines in detail the objectives, audience, and pre- requisites for each course. Product Testing All testing will be conducted in the Training/Testing environment. The Training/Testing environment will be refreshed periodically as required throughout the testing period. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 80 LAWSmON City Responsibilities The City will be responsible for completing data validation testing to ensure accurate conversion of City's data. The City will be responsible for all system testing, or business process testing of enQuesta TM workflows and any modifications and interfaces identified in the Business Process Review period using City specific product configuration completed in product configuration. The City will be responsible for developing all test cases for all of their business processes and interfaces to serve as a basis for system testing. As testing issues are identified, the City will report issues in a timely manner and in writing to Subcontractor. The City is responsible for fully executing all test plans prior to the Simulation event. The City maintains primary responsibility for testing enQuesta functionality once deployed to the Train / Test environment. This includes the testing of maintenance releases during and after the Implementation. The City will stay within 2 releases of the current maintenance release. As a final step of the testing phase (at the end of the simulation), the City will be asked to approve the system functionality. Subcontractor Responsibilities Subcontractor will complete unit testing for product modifications and interfaces. Subcontractor will deliver a Test Plan. Details of this plan include a description, roles and responsibilities and an execution plan for the testing. Subcontractor will also provide the City with City business process test case examples and our standard test case template to help the City create their business process and interface test cases for system testing. As testing issues are identified, Subcontractor will report issues in a timely manner and in writing. Subcontractor will log and track all testing issues in a system called Test Track Pro (TTP). Document Outputs Test Plan Standard test case template 11. Reporting Portal Scope The implementation of the enQuesta Reporting Portal is targeted for "Go Live" in conjunction with the planned enQuesta implementation. The specific enQuesta Reporting Portal implementation scope includes: • Implementation of the enQuesta Reporting Portal including delivery and assistance publishing the enQuesta Reporting Data Model into the existing Crystal Reports XI environment. • Facilitation of the enQuesta Reporting 4 -day workshop. The first 2 days of the workshop will consist of training of the City's reporting personnel in the enQuesta Reporting Portal package. Training will consist of: • A general overview of the enQuesta Reporting Data Model • A review of the enQuesta Resource Center (eRC) and how to use the data dictionary functionality to find data elements • Hands -on exercises where Subcontractor will mentor the City's reporting personnel in the use of the tool SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 81 LAWS%ON • Re- creation of an existing customer report. The remaining 2 days of the workshop will consist of hands -on mentoring of the City's personnel in the conversion of additional reports based on the previously supplied prioritized inventory. Workshop attendees must have previously attended the appropriate Crystal Reports training or have an intermediate working knowledge of the tool. Following the enQuesta Reporting Portal workshop, Subcontractor will continue the "as -is" conversion of reports based on the previously provided prioritized inventory for an additional 48 hours. In the event that the City requires additional Subcontractor services beyond the workshop and the 48 hours of conversion, these services will be billable on a time and materials basis. City Responsibilities Ensure that key reporting personnel successfully complete the enQuesta Reporting Portal workshop. The City resources may require an additional technical understanding of not only the tool but of supporting languages as well (SQL). The City is responsible for the generation of all reports outside the scope of this document and is therefore required to have resources within the Utility that possess the requisite skill sets. So that Subcontractor may work with the City to port forward a set of current operational reports (detail described under Subcontractor responsibilities), the City will: • Provide a prioritized inventory of current legacy reports no less than 4 weeks prior to the enQuesta Reporting Portal workshop. • Provide written specifications, including business purpose, frequency of execution, intended audience no less than 4 weeks prior to the enQuesta Reporting Portal workshop. • Provide the actual legacy report, including first and last page from the executed report, for all reports being sent to Subcontractor no less than 4 weeks prior to the enQuesta Reporting Portal workshop. Adherence to all 3rd Party Software maintenance requirements for the City's enQuesta Reporting Portal server, including: • Business Objects Crystal Reporting XI — Users who wish use the tool must have a licensed copy of the reporting software loaded onto their PCs. • Oracle Communications Thin - Client software. • Personal computers utilized by end -users who wish to take advantage of enQuestaTm Reporting Portal's ability to export Excel type information, will need to have Microsoft Excel or an Excel viewer installed. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 82 LAWSN Personal computers utilized by end -users who wish to take advantage of enQuestaTm Reporting Portal's ability to export Excel type information, will need to have Microsoft Excel or an Excel viewer installed. Subcontractor Responsibilities Delivery of the enQuesta Reporting Portal Workshop to the City's reporting personnel. Delivery of the enQuesta Reporting Data model and assistance incorporating it into the existing Crystal Reports XI environment. Conversion of the City's existing reports up to a total of 48 hours. Out of Scope The following items are outside of the scope of this project: Conversion, design or creation of current legacy system reports above and beyond the scope defined in this SOW. Any services to design or create new reports. 12. WebConnect The scope of this project will include an implementation of enQuesta TM WebConnect functionality. The specific WebConnect implementation scope includes: Implementation WebConnect Base Functionality Standard Access Limited access that does not require user ID or password. Provides limited content and functionality including: Consumption History, Billing History, Payment History, FAQ, Terms and Conditions and Account Summary information. There will be two types of standard access: premise- and account - based. Utilities can have either type of access, or both, configured. Premise -based access requires address to retrieve information while Account number -based access requires enQuesta account number to retrieve information. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 83 LAWSN Premium Access - Over Web, Customer may use combination of Account Number and Customer Setup of Last 4 digits of SSN to initially setup a new WebConnect account. An Web Account alternative will be Account Number and Home Telephone Number. Customers who do not know their SSN will call AUD during business hours and speak with a CSR to establish access. AUD assumes responsibility for ensuring proper authorized individuals are "set up ". AUD will provide the last 4 digits of the SSN for gaining access to setup a WebConnect account. Customer will proceed to account setup to then establish the new account. Customer may select unique Userid — Alphanumeric with a minimum length of 6 characters and maximum length of 60 characters Customer may select password — Alphanumeric, case - sensitive with a minimum length of 6 characters and maximum length of 12 characters Customer will be required to provide valid email address. This email address will required to complete the online setup process Customer will be required to select and answer 1 "secret question" with the answer being used to authenticate identity should the user forget their ID or Password. When the correct answer is given to the "secret question ", a temporary password for that WebConnect account will be emailed to user's email address on file. When user enters Userid and temporary password, they will be prompted to enter a new, permanent password. Account Summary Customers will be able to view such information as account owner, current balance, current & past due amounts and last payment date Billing History Customers will be able to view a tabular list of the detail of previous Bills including such information as Bill date, Consumption and Bill Amount including Past Due Charges. The number of months of billing history available is configurable by the utility. Billing History will be able to be exported out to Excel with the single click of an icon. Consumption History Customers will be able to view a tabular list of the detail of the last 12 Readings including such information as Reading Date, Prior Reading, Current Reading and Total Consumption. Customer will have the option of viewing Consumption History in either tabular form or in a graphical bar format. Consumption History will be able to be exported out to Excel with the single click of an icon. Bill Presentment Customers will be able to view a bill image. This will be the same bill image format as is available through enQuesta. No actual integration to an imaging system is required or planned for. Electronic Bill Customers can choose to receive an e-mail notification that their bill is Notification ready to be viewed on -line. The email will contain a link that will the City to WebConnect where they can log in and then view and pay the bill. Change Password Standard change password screen. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 84 LAWSN Frequently Asked 8 standard, pre - defined frequently asked questions. AUD may configure Questions (FAQ) as many additional frequently asked questions as they require. Any configuration of frequently asked questions above and beyond the standard 8 provided by Subcontractor is outside the scope of this project. User Administration The WebConnect enrolled user will be able to change settings on his /her WebConnect account such as change password, change email address and add /remove enQuesta accounts. The enQuesta operator will be able to manage WebConnect user accounts, reset a WebConnect enrolled user's password and create a WebConnect account for a customer. Configuration Toolset Utility website administrators will be able to control some of the content of the WebConnect portion of their website, such as the number of months of history is displayed and the number of viewable bill images. They will also have the ability to manage the content of selected areas of Account Information and Service Request screens: e.g., add a message at the bottom of Billing History, or perhaps a link to pay your bill. Override Internet A WebConnect administrator at the utility will have the option for Explorer Local Auto -fill WebConnect to override the local Internet Explorer auto -fill settings Settings such that Login Name and Password fields will not auto -fill even if the local Internet Explorer settings are set to auto -fill. This will be handled at the server level. Utility Uploaded Forms A WebConnect administrator at the utility can upload selected forms in any binary format. WebConnect Usage The ability to understand what percentage of your enQuesta accounts and Administrative use WebConnect and what volume of your service orders are generated Reporting through WebConnect will be available and the number of new WebConnect accounts. Payment History Customers will be able to view every payment transaction made for each enQuesta account being managed by the WebConnect enrolled user. Payment History will be able to be exported out to Excel with the single click of an icon. SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 85 LAWS►N Service Requests The WebConnect enrolled user will be able to initiate any of the service (Work Management) requests enabled by the utility for WebConnect. Some service requests may require the enrolled user to enter additional information. The following service requests may be enabled by the utility for WebConnect: • Change of mailing address and phone number • Transfer of Service (not available in real -time) • Disconnect Service (not available in real -time) • Promise to Pay • Electronic Bill Delivery Signup • Recurring ACH Payment Signup • Report Outage • Generic Question /Message Note: Not all service requests are processed in real time. Some are processed with CSR intervention. Real -time service requests will automatically update enQuesta after the Enrolled User initiates the request. The Enrolled User will get an e-mail from the utility upon completion of the request. Real -time with utility - approval service requests function similarly to Real -time requests, but require the approval of the utility before completing the request. Approval is done by authorized utility personnel, through a single -click interface in enQuesta; there is no need to manually open an enQuesta Work Order. The Enrolled User will get an e-mail from the utility upon submission and completion of the request. Service Request Customers will be able to view service order requests for each History enQuesta account being managed by the WebConnect enrolled user. The utility has two options for the service order history that is available to their Customers via WebConnect: • View all WebConnect- initiated Service Requests • View selected enQuesta- initiated Work Orders (which Work Orders to be viewed can be configurable by utility) Implementation & Testing The Implementation and Testing activities involve analyzing, implementing and verifying the appropriate WebConnect system configuration in a Training / Test environment preceding the deployment to Production. During this phase, WebConnect will be deployed, interfaced to the Training / Testing environment on the City's server. This environment will serve as the environment in which Application Testing, and end -user Training are conducted. When, per the project plan dates, WebConnect are operating properly, the next steps towards the production Go -Live will commence. The City maintains primary responsibility for testing WebConnect functionality once deployed to the Train / Test environment. SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 86 LAWSN Training The City's System Administrator will participate in Systems & Software's remote WebConnect Application and System Administration training program, for a total duration of two (2) hours. Application training will include the navigation and use of WebConnect from the City perspective, as well as the Inquiry & Navigation Portal characteristics of a City using WebConnect. System Administration Training will include the interaction between enQuestaTm and the WebConnect environment, as well as high level troubleshooting techniques. City Responsibilities The City maintains primary responsibility for testing functionality once deployed to the Train / Test environment. Primary responsibility to create and execute a set of Test Cases that will ensure the system is tested thoroughly by the City prior to Simulation. Ensure that key personnel successfully complete WebConnect training offered as outlined in this Statement of Work. Provide proper and adequate hardware and software environments that will enable current production enQuestaTm and test / train enQuestaTM to be run successfully for the purposes of initially testing WebConnect and then completing the production go -live. Adherence to all 3rd Party Software maintenance requirements, for both of the City's servers (Training and Production) including: In order to support a City facing web application such as WebConnect, Oracle 10g must be licensed per processor, not by named user. enQuesta TM Oracle Communications software and Thin - Client software. Adherence to enQuestaTM Client PC Hardware and Software requirements and the following WebConnect Client PC Hardware & Software requirements, including: All personal computers, which will be accessing WebConnect, should have Internet Explorer 6.0 or above installed. Screen resolution should be at least 1024 x 768. All personal computers, which will be accessing WebConnect and wish to take advantage of WebConnect's ability to export Excel type information, will need to have Microsoft Excel or an Excel viewer installed. The City maintains responsibility for the WebConnect end -user technical support of Internet Explorer and /or Firefox. Subcontractor Responsibilities Delivery of enQuestaTM WebConnect training for the City's core -team and key personnel. Systems & Software will provide training as described in this Appendix C. Systems & Software maintains primary responsibility for testing the initial deployment of enQuestaTM WebConnect to the City's Train / Test environment. This testing includes all integration testing to the third party integrators and the enQuestaTM CIS system. Ensure secure communication between WebConnect and enQuestaTM Out of Scope The following items are outside of the scope of this project: Any Services or Software required to implement Electronic Bill Payment & Presentment (EBPP) such as embedded e-mail delivery of bill image, integration to external imaging systems or secure e-mail payment integration. Any Services required to implement any additional Work Management (service order functionality), above and beyond that which is described in this Appendix C, to SOW- SantaAna-12Feb08 vFina1_v2.doc Confidential 87 LAWSN enQuestaTM from WebConnect. 13. New Services New Service — Level 1 Functionality The New Service module will allow for the creation of billing accounts. Functionality Description Creation of The enQuesta Account Criteria Table will be used to default Parameters the services available, billing rates and sales classes, based on geographic area (enQuesta Tax Districts) and class of services (enQuesta Property Class). The enQuesta Default Street Range will be configured for each City to allow for default premise information to be automatically generated. Collections of Fees Fees can be defined (as many as 20 per New Service Permit Type). The fees will be entered as information only. Create Billing The New Service Module will allow for the creation of a Account & Services billing account in a pending status. All appropriate billing services, rates, and sales classes will be generated based on the criteria established in the Account Criteria Table and Default Street Range configuration. Adding Services to The New Service Module will allow for the creation of Existing Accounts additional billing services to be added to an existing account. All appropriate billing services, rates, and sales classes will be generated based on the criteria established in the Account Criteria Table and Default Range configuration. Service Order The service orders required for installation of meter devices Processing for and inspections will be generated through the enQuesta Installation of Meters Service Order module and will not be part of the New & Inspections Service Workflow. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 88 LAWSN City Responsibilities The City maintains primary responsibility for testing functionality once deployed to the City's training/testing environment. The City has the primary responsibility of creating and executing a set of test cases that will ensure the system is tested thoroughly prior to go -live. The City will ensure that key personnel successfully complete the New Services training as described in the finalized Training Plan. The City will provide the required format, text, and legal information needed to print on the new service invoice /contract document. The City will assist with the organization and configuration of the Account Criteria Table. The organization and configuration will be started once the configuration has been established and agreed upon for cycles, routes, rates, sales classes, property classes, tax districts, service areas, tax types, tax codes, and available services. Subcontractor Responsibilities Subcontractor is responsible for the delivery of the enQuesta New Services training for the City's core team and key personnel as defined in the finalized Training Plan. Subcontractor will assist with the organization and configuration of the Account Criteria Table, and Street Range Default. This will be started once the configuration has been established and agreed upon for, cycles, routes, rates, sales classes, property classes, tax districts, service areas, tax types, tax codes, and available services. Subcontractor will create in conjunction with the City up to 20 Fee Codes. The Account Criteria Table set -up is an on -going task. It requires that the City complete the applicable training and then that the City provide assistance in completing system set -up. Service Order set -up includes meter installation service order types for temporary and permanent meters. It is projected that there will be four to six service order types for Electric and four to six service order types for water equaling eight to twelve total service order types. These will be created using the standard templates. Subcontractor will configure the New Service Permit Fee Table to allow up to two Fee Schedules (one for new service and one for hydrant/construction meters). Subcontractor will provide up to two standard Permit/Contract documents to accommodate printing of a New Service invoice /contract and a Hydrant/Construction meter invoice /contract. Subcontractor will configure up to 12 New Service Permit types. Additional types will be subject to the Project Change Control Procedure in Section 10 of this SOW. Residential All Service Account Commercial All Service Account Hydrant/Construction Irrigation Account Water Only Sewer Only Add Water to Existing Account Add Sewer to Existing Account Add Refuse to Existing Account Drainage Only Add Drainage to Existing Account Add Electric to Existing Account SOW- SantaAna- 1217eb08 vFinal_v2.doc Confidential 89 LAWSN Out of Scope The following items are considered outside the scope of this Project: The printing of documents The calculation of and collections of fees The creation of non - premise based Permit Types The creation of workflow with milestones and dependencies The creation of billing accounts en mass The establishment of subdivision and street range detail information 14. Simulation The City will initiate a Simulation Go -Live to take place starting six -weeks prior to the actual Go -Live weekend. This simulation will provide a 'dry -run' of the Go -Live activities. The City will lead, project manage and execute the testing activities for Simulation. The City is responsible for testing all business processes, including interfaces, during Simulation. Subcontractor will participate by aiding in the Project Management and responding to and resolving issues. Subcontractor will support the Simulation activity, remotely, from Vermont during normal business hours. 15. Go -Live Definition "Go Live" indicates the date on which the Application Software is operating in a production environment at the City's primary place of business. Business operations and daily processing are being performed in enQuestaTM. The Subcontractor PM will lead the Go -Live activities and is responsible for developing and executing the Cutover Plan which details the activities and sequence of events to take place leading up to the Go -Live. Facilities The City shall setup adequate facilities to be used as the central base of operations throughout the Go -Live period. The facility must have the basic infrastructure to adequately support the Go -Live activities including power sources, network access, internet access, phone, printer, and desk space to accommodate the Project Team. The Subcontractor Project Team will use the facility as its core staging area for issue resolution and triage, as well as deploying subject matter experts to the field for support. Onsite Team The Subcontractor Project Team, including the PM and Business Lead, will be onsite beginning on the Friday before Go -Live. The primary responsibility of the Project Team at this point is to ensure a smooth beginning of the cutover activities. Additional members of the Project Team may be deployed throughout the weekend to conduct onsite testing, data validation, and the final billing parallel, as deemed by Subcontractor. Billing Balancing It will be necessary for the City to provide the necessary billing reports to balance billing in the legacy system to enQuestaTM. Subcontractor will perform the final billing parallel and the City shall verify trial balances for accuracy and grant final authorization to proceed. This concludes the Go -Live preparations. SOW- San1aAna-12Feb08 vFina1_v2.doc Confidential 90 LAWS%)N First Week Post Go -Live After execution of the Cutover Plan and the official Go -Live, the City will assume ownership of the enQuestaTM application and its day -to -day management and support. The Subcontractor Project Team will remain onsite during the first week of Go -Live to assist in any issue resolution, as well as to provide mentorship, guidance, and support. The City is responsible for primary support of business processes and end users. During the first week of Go -Live, a daily wrap -up meeting will be held. This meeting will be facilitated by the Subcontractor PM and the primary goal is to review the activities of the day and report any issues. This meeting is to be attended by the Subcontractor and City Project Teams. Each individual shall report on the events of the day, any problem areas and /or problem users, and goals for the next day. This meeting will serve as an important vehicle for sharing information across the Project Team, especially when remote locations are a factor. The Subcontractor Business Lead will be responsible for tracking issues throughout the Go -Live week. Issues will be tracked in the Subcontractor Issue Tracking tool, TestTrack Pro (TTP). These issues will be reviewed in the daily wrap -up meetings and a final list will be delivered to the City at the completion of Go -Live. Post Go -Live Week Upon conclusion of the Go -Live, Subcontractor will provide production- critical support. Outstanding issues are documented and prioritized. Regular status reviews between Subcontractor and the City will be held to review 16. Maintenance Releases In order to ensure that the enQuesta system is kept up -to -date with enhancements and bug fixes, the City is strongly encouraged to install the then - current maintenance release made available by Systems & Software pursuant to City's maintenance agreement with Systems & Software. If a maintenance release has been made generally available by Systems & Software that addresses a particular issue and a City subsequently contacts the Systems & Software Help Desk regarding this issue but has not installed the applicable maintenance release, City will be required to install the maintenance release prior to assistance by Subcontractor. If a City declines to install said maintenance release to remedy the issue, Subcontractor reserves the right to charge the City on a time and material basis at then - current rates for effort incurred to resolve the issue. The City may need to install previously released maintenance releases prior to installing the then - current maintenance release in order to bring the City's environment to the most current level. Maintenance releases must be installed in their entirety. The City does not reserve the right to select which fixes /enhancements they wish to install. For the avoidance of doubt, Subcontractor is not required to provide maintenance releases or maintenance for the enQuesta system as part of this SOW. All such maintenance will be provided in accordance with the maintenance agreement between the City and Systems & Software SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 91 LAWS%)N 17. Deliverables and Payment Milestones The following Deliverables are included in this Appendix C. Deliverable Acceptance Terms and Criteria are in Section 5.7 of this SOW. Milestone Payment Schedule is in Section 5.5 of this SOW. Initiate Phase Milestone Deliverables Owner Participate 1 Project Initiation Subcontractor City Project initiation call with City Project Team. 2 Statement of Work Subcontractor City Statement of Work reviewed by City and Subcontractor. 2 Communication Plan Subcontractor City Communication Plan reviewed by City and Subcontractor. 2 Organization Chart - Subcontractor City Project Team Project Team Organization Structure Chart, and roles and responsibilities matrix Complete. 2 Kick Off Meeting. Subcontractor City Kick Off Presentation and Complete. Agenda. 2 Change Control Plan Subcontractor City Change Control Plan reviewed by City and Subcontractor. 2 Finalize Project Plan Subcontractor City Mutually Authored Project Plan approved by City and Subcontractor. Organizational City Subcontractor Change Change Management Management Plan I plan reviewed SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 92 LAWS%#N Payment Milestone Deliverables Owner Assist Participate Completion Criteria 'i Payment Milestone Deliverables Owner Assist Participate by City. Risk Management City Subcontractor Risk Plan, issue tracking Management and risk log plan reviewed templates. City Subcontractor by City and Subcontractor. 3 Validate Hardware Subcontractor City Hardware Install Operating Subcontractor City Configuration System and System validated by Software Subcontractor. 3 User Training Matrix Subcontractor City Users environment documented and reviewed by City and Project Team Training Subcontractor City Subcontractor. Design Phase SOW- SantaAna- 12FebN vFinal_v2.doc Confidential 93 Payment Milestone Deliverables Owner Assist Participate Criteria Hardware Installed City Hardware installed and operational. Install VPN City Subcontractor VPN installed and operational. Install Operating Subcontractor City OS and all System and System other software Software installed. 3 Deliver Demo Subcontractor Demo environment environment with sample data available. Project Team Training Subcontractor City Completion of Project Team Training. 3 Business Process Subcontractor City Completion of Review BRP. 4 Data Cut from legacy City City delivers system raw data cut and delivers to Subcontractor. 4 Review and Analyze Subcontractor City Data reviewed Data by Subcontractor. 4 Data Mapping Subcontractor City Completion of Data Mapping reviewed and SOW- SantaAna- 12FebN vFinal_v2.doc Confidential 93 LAWSIN Payment Milestone Deliverables Owner Assist Participate Criteria 5 Business Process City Subcontractor accepted by Testing Subcontractor and City. 5 Test Plan City Subcontractor Test plan reviewed and 5 Application Subcont City finalized by Configuration ractor City and Subcontractor. 5 Training Plan Subcontractor City Training plan reviewed and 5 Initial Test Subcont finalized by ractor City and Subcontractor. 5 Reports Analysis City City Subcontractor Critical reports ractor identified and prioritized by the City. 5 Reporting Workshop Subcontractor City Reporting Created ractor Workshop delivered by Subcontractor. Build Phase Payment Milestone Deliverables Owner Assist Participate Criteria 5 Business Process City Subcontractor Testing complete, Testing Results documented, action plan created. 5 Application Subcont City enQuesta Configuration ractor application is configured by Subcontractor and the City. 5 Initial Test Subcont Initial test ractor performed by Subcontractor. 5 End User Training Subcont City Training delivered ractor in accordance with Training Plan by Subcontractor. 5 Simulation Plan Subcont City Simulation plan Created ractor created by Subcontractor and City. 5 Execute Simulation City Subcont Simulation is ractor executed according to SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 94 LAWS►N Payment Milestone Deliverables Owner Assist Participate Criteria Simulation Plan by City and Subcontractor. 6 Data Conversion Subcont City Legacy data is ractor converted by Subcontractor. 6 Conversion Subcont City Conversion is Reconciliation ractor reconciled and balanced by Subcontractor and the City. 6 Data Validation City Subcont Converted data raptor validated by City. 6 Modifications Subcont City Custom Programmed ractor modifications are programmed by Subcontractor. 6 Interfaces Subcont City Interfaces are Programmed ractor programmed by Subcontractor. 6 Documentation Subcont City Documentation ractor for Custom Modifications and Interfaces delivered by Subcontractor. 6 Go Live Plan Subcont City Go Live Plan ractor documented and reviewed by Subcontractor and City. 6 Go Live Readiness Subcont City Go Live ractor readiness evaluated; Final Go /No -Go decision made Activate Phase Milestone Payment D' • • .. • 6 Final Data Cut City Final data cut taken from legacy system and delivered to Subcontractor by City. 6 Final Data Subcontractor City Final conversion of data Conversion into enQuesta complete b Subcontractor. 6 Conversion Subcontractor City Conversion si ned off by SOW- SantaAna- UFeb08 vFinal_Q.doc Confidential 95 LAWS46N SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 96 Payment Milestone Deliverables Owner Assist Participate .. . validated and City and Subcontractor. balanced 6 Authorization to Subcontractor City Approval granted to Proceed proceed with Go Live by Subcontractor and City. 6 Go Live Support Subcontractor City Support provided as defined in SOW by Subcontractor and City. Retainage released Post Live Support Subcontractor City Provide post live support as per schedule as defined in the SOW by Subcontractor. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 96 LAWS%)N Schedule 1 to Appendix C: Functional Requirements for the enQuesta solution SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 97 GENERAL REQUIREMENTS Must have the ability to store up to three (3) years of monthly reading and UB 1.000 consumption. F F Consumption and meter readings available for UB 2.000 entire account history. F F System must have ability to exchange meters during a billing cycle and maintain total consumption and reads for UB 3.000 both old and new meters. F F System must have ability to accept meter readings in either "hundreds" or "thousands" without UB 4.000 entering additional zeros F F System must have ability to interface with automated meter reading UB 5.000 systems. F F System must have ability to set and change meter UB 6.000 reading routes. F F CUSTOMER RECORDS INCLUDE: Assigns a unique account number to a new UB 7.000 Customer record. F F System can divide a single property unit into multiple accounts based upon UB 8.000 installed meters. F F Not an automatic feature Supports single accounts with multiple meters and UB 9.000 service lines. F F UB 10.000 Customer records include: UB 10.010 Account number. F F SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 97 LAWSN UB 10.020 Last Name. F F Based on specific results, the First Names or Initials. UB 10.030 (e.g. Bob & Betty Smith) F F Social Security Number or UB 10.090 Municipal sewer status F Federal Employer status types. UB 10.040 Identification Number F F UB 10.100 Service address or CU CU in the SOW. number, including 9 digit Telephone number UB 10.050 zip code. F F F F Name of neighborhood /community This is a modification scoped UB UB 10.060 of service address. F F UB 10.130 Billing address, including 9 F F UB 10.070 digit zip code. F F UB 10.080 E -mail address (multiple) CO CO SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 98 Based on specific results, the sewer status will change. enQuesta allows unlimited UB 10.090 Municipal sewer status F F status types. This is a modification scoped UB 10.100 Web address CU CU in the SOW. Telephone number UB 10.110 (multiple) F F This is a modification scoped UB 10.120 Customer language code. CU CU in the SOW. UB 10.130 Bankruptcy type code. F F UB 10.140 Lien status. F F Property owner's first UB 10.150 name (or initial). F F UB 10.160 Property owner last name. F F Telephone number UB 10.170 (Landlord). F F Property owner mailing UB 10.180 address. F F Imports file from Post Assumes standard CASS UB 10.190 Office with zip codes F F certification interface. Interested party first name UB 10.200 (or initial). F F SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 98 LAWSN UB 10.210 Interested party last name. F F field /requirement could not Interested party telephone be referenced, however UB 10.220 number. F F associated with the account, Interested party mailing person, premise and billing UB 10.230 address. F F active, inactive, or pending Meter numbers (customer F Account type (residential, can have multiple meters UB 10.240 on the same account). F F UB 10.250 Account status. F F UB 10.260 Last billing date. F F UB 10.270 Current balance due. F F UB 10.280 Payment due date. F F UB 10.290 Service fee charged date. F F UB 10.300 Special consumption. F F UB 10.310 Billing cycle. F F UB 10.320 Read route. F F SOW- SantaAna- 1217ebOB vFinal_v2.doc Confidential 99 In conversations with Mirella and Christine, a specific field /requirement could not be referenced, however enQuestaT11 does allow for multiple user defined fields associated with the account, person, premise and billing UB 10.330 Municipality code. CO CO meter records. Account status (e.g., active, inactive, or pending UB 10.340 ( "initial on ")). F F Account type (residential, multi- family, commercial, UB 10.350 etc.). F F Customer bank information including multiple accounts Credit card through (checking account, credit electronic bill payment UB 10.360 card etc). F F offerings. SOW- SantaAna- 1217ebOB vFinal_v2.doc Confidential 99 LAWSN SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 100 Types of water service (i.e.. water, fire protection, UB 10.370 etc.). F F Types of sewer service (i.e.. regular, treatment, UB 10.380 etc.). F F Type of use (Le., residential, industrial, UB 10.390 restaurant, etc.) F F UB 10.400 Maximum units limitation F F UB 10.410 Maximum rates F F UB 10.420 Permit number F F Service property UB 11.000 characteristics, including: UB 11.010 Parcel number. F F UB 11.020 Legal description. F F In conversations with Mirella and Christine, a specific field /requirement could not be referenced, however enQuestaTm does allow for multiple user defined fields associated with the account, Special Improvement person, premise and billing UB 11.030 District Code CO CO meter records. UB 11.040 Service address. F F Number of dwelling /commercial UB 11.050 property units, water. F F Number of dwelling /commercial UB 11.060 property units, sewer. F F SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 100 LAWS►N SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 101 In conversations with Mirella and Christine, a specific field /requirement could not be referenced, however enQuestaTm does allow for multiple user defined fields associated with the account, Sewer customer type person, premise and billing UB 11.070 code. CO CO meter records. In conversations with Mirella and Christine, a specific field /requirement could not be referenced, however enQuestaTm does allow for multiple user defined fields associated with the account, person, premise and billing UB 11.080 Sewer disposal code. CO CO meter records. Site information (e.g., UB 11.090 mean dog). F F Current customer at UB 11.100 property F F UB 11.110 Service start date F F Number of units on UB 11.120 property F F UB 11.130 Water service line size F F UB 11.140 Sewer service line size F F UB 11.150 Fire line size F F Assuming NPDES "National Pollutant Discharge Stormwater allocation Elimination System" is what UB 11.160 amount (e.g. NPDS fee) F F was meant here. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 101 LAWS%ON UB 11.170 Facility type CO CO UB 11.180 Company phone number F F UB 11.190 Company contact F F UB 11.200 Old billing account number F F F F F In conversations with Mirella and Christine, a specific field /requirement could not be referenced, however enQuestaTm does allow for multiple user defined fields associated with the account, person, premise and billing meter records. Within most set -up tables, field names can be changed to incorporate the City's specific needs. In addition, there are 10 user - defined fields within most set -up tables. We have never had an instance where a City required additional fields then what Assuming service address F via CIS City number SOW- SantaAna- 1217eb08 vFina1_v2.doc Confidential 102 System must have ability to add user defined fields (Please identify in comments field any UB 11.210 limitations) F Nonresidential customer UB 12.000 accounts to include: UB 12.010 SIC code. F CUSTOMER RECORD FUNCTIONS System will prompt user if assigning an address to an account that is already assigned (e.g., validates that address is multi -unit UB 13.000 property). F Automatically assign a unique account number to UB 14.000 a new customer record. F F F F In conversations with Mirella and Christine, a specific field /requirement could not be referenced, however enQuestaTm does allow for multiple user defined fields associated with the account, person, premise and billing meter records. Within most set -up tables, field names can be changed to incorporate the City's specific needs. In addition, there are 10 user - defined fields within most set -up tables. We have never had an instance where a City required additional fields then what Assuming service address F via CIS City number SOW- SantaAna- 1217eb08 vFina1_v2.doc Confidential 102 LAWSN Customer payment history Assumes delinquent payment history - this is maintained via the credit score which is maintained with the person as they F F change service addresses. F F F F The flag /alert would appear once the City has been F F selected. F F F F F F F F We recommend using the train /test environment to F F analyze rate structures. F F Assumes this means a no -bill F F rate. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 103 maintained across changes in service UB 15.000 address. Capture Customer deposits in a subsidiary ledger and associate with the Customer record in relation to status changes (e.g., deactivation) to UB 16.000 prompt an action by user. Date sensitive, user - defined Customer UB 17.000 comment screen. System provides a special Customer flag for bulk Customers that can be searched in case of UB 18.000 emergency. RATE TABLE CHARACTERISTICS UB 19.000 Rate tables can be set by: UB 19.010 Water consumption UB 19.020 Meter size UB 19.030 Customer type Maintain history of rate UB 20.000 tables. Rate modeling tools to analyze alternate rate UB 21.000 structure scenarios. System prorates changes in the rate structure based upon the effective date of the rate change and the period of service (days UB 22.000 elapsed basis). System must have ability to add user defined rates without creating a UB 23.000 receivable Tiered rate structure UB 24.000 supports: Assumes delinquent payment history - this is maintained via the credit score which is maintained with the person as they F F change service addresses. F F F F The flag /alert would appear once the City has been F F selected. F F F F F F F F We recommend using the train /test environment to F F analyze rate structures. F F Assumes this means a no -bill F F rate. SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 103 LAWS►N UB 24.010 Seasonal rate adjustment. F F Thresholds in UB 24.020 consumption F F Rate differential by UB 24.030 Customer type. F F In conversations with Mirella and Christine, conservation is not currently in place. However, assuming this requirement refers to the need to bill for an additional consumption charge on top of the primary consumption Rate differential for charge, this can be UB 24.040 conservation status. F F implemented via Multiple service -based flat fee rates (e.g. for apartment complexes with UB 24.050 different flat fee rates) F F SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 104 The enQuestaTM system can accommodate this requirement with the average winter consumption billing Ability to bill the greater of engine, however after a per unit volume base, or speaking with Christine and bill a flat fee, as Mirella, no specific designated by thresholds thresholds are requirements UB 24.060 in each account type. F F at this time. Minimum usage levels for UB 24.070 variable rates F F Ability to manually enter UB 24.080 rates F F Utility tax applicable to UB 24.090 specific line items on a bill. F F Rates applied on a volume UB 24.100 basis F F SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 104 LAWS%ON User defined, subject to UB 24.110 workflow approval F F BILL GENERATION Enable the design of a printed bill form within the UB 25.000 utility billing system. F F In conversations with Mirella and Christine, no specific requirements /fields were elucidated here, however enQuesta TM uses an number of add -on rate /charge fields to represent and calculate utility billing fees. Currently no warning message is displayed - However, enQuesta meets remaining requirement fully. After discussions with Mirella and Christine, it was determined that the warning message is no longer a requirement given the SII interface. Using an average winter consumption SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 105 Post payment (with warning) when amount received is different than UB 26.000 the amount due. CU CU Establishes pre - defined, multiple billing account allocations to the General UB 27.000 Ledger. F F Establishes pre - defined, multiple receipt account allocations to the General UB 28.000 Ledger. F F Tiered billing structure to UB 29.000 recognize: UB 29.010 Seasonal rate adjustment. F F Thresholds in UB 29.020 consumption F F Rate differential by UB 29.030 Customer type. F F System facilitates the UB 30.000 printing of bills: UB 30.010 On demand. F F UB 30.020 Monthly. F F UB 30.030 Bi- Monthly. F F In conversations with Mirella and Christine, no specific requirements /fields were elucidated here, however enQuesta TM uses an number of add -on rate /charge fields to represent and calculate utility billing fees. Currently no warning message is displayed - However, enQuesta meets remaining requirement fully. After discussions with Mirella and Christine, it was determined that the warning message is no longer a requirement given the SII interface. Using an average winter consumption SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 105 LAWS40N UB 30.040 Quarterly. F F UB 30.050 Semi - annually. F F UB 30.060 Annually. F F UB 30.070 By Cycle. F F UB 30.080 By Zip Code. F F SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 106 In conversations with Mirella and Christine, no specific requirements /fields were elucidated here, however given the nature of the bill print interface (e.g., XML file) there is flexibility of choosing particular fields stored in the UB 30.090 Other user - defined criteria F F database to display o Assuming this requirement refers to Electronic Bill Payment & Presentment (EBPP), as per the SOW, this is out of scope for this UB 30.100 Electronic billing capability F F project. UB 30.110 Duplicate Bills F F Includes the following data UB 31.000 on the bill: UB 31.010 Customer name. F F UB 31.020 Mailing address. F F UB 31.030 Service address. F F UB 31.040 Billing date. F F UB 31.050 Service from date. F F UB 31.060 Service to date. F F Current reading for all meters, supporting UB 31.070 multiple dials. F F Prior reading for all meters, supporting UB 31.080 multiple dials. F F Consumption history in a graphical form, over a period defined in the forms UB 31.090 generator. F F SOW- SantaAna- 12Feb08 vFina1_v2.doc Confidential 106 LAWSN SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 107 Estimated reading for all meters, supporting UB 31.100 multiple dials. F F UB 31.110 Water usage billed. F F UB 31.120 Service charges for water. F F UB 31.130 Sewer usage billed. F F Service charges for sewer UB 31.140 service. F F Code based miscellaneous charges (code driven by rate UB 31.150 table). F F UB 31.160 Past due amount. F F UB 31.170 Total amount due. F F UB 31.180 Date due. F F Each payment made UB 31.190 during billing period. F F Total payments made Payments posted through UB 31.200 date. F F User - defined fee (e.g., paramedic subscription UB 31.210 program charge) F F Allows special comments unique to the Customer to UB 32.000 be printed on all bills. F F Allow user to prepare a manual bill for the UB 33.000 following special services: Extra unmetered usage, UB 33.010 e.g., broken meter. F F Other services or consumption as a flat, UB 33.020 one -time charge. F F Other services or consumption on a volume UB 33.030 based charge. F F SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 107 LAWS%#N SOW- SantaAna-12Feb08 vFina1_v2.doc Confidential 108 Precludes production of a statement, shut -off letter, or delinquent letter if the Customer's account is below user defined threshold. (e.g., less than UB 34.000 $3.00). F F Ability to identify a reading as an exchanged reading UB 35.000 from a replaced meter. F F Provide prorated amounts for fixed charges that occur during less than a full billing period based on UB 36.000 time of service. F F METER READING FUNCTIONS Service remarks (mean dog, fence, meter location) by service meter available UB 37.000 on the route listing. F F Reader can initiate a service order for coded UB 38.000 service types. F F Maintain meter readings and entry sequences independent of Customer account number UB 39.000 sequences. F F Maintain meter readings and entry sequences independent of route Meter reading is part of the UB 40.000 number. F F "sequence" Record the following data UB 41.000 items: UB 41.010 Service address. F F UB 41.020 Previous reading. F F UB 41.030 Meter number. F F UB 41.040 Meter set date. F F UB 41.050 Meter replacement date. F F UB 41.060 Meter maintenance date. F F UB 41.070 Meter size. F F UB 41.080 Read type. F F SOW- SantaAna-12Feb08 vFina1_v2.doc Confidential 108 LAWSN UB 41.090 Current meter reading. F F UB 41.100 Current submeter reading. F F UB 41.110 Meter serial number. F F UB 41.120 Meter sequence number. F F Meter location /special UB 41.130 meter reading instructions. F F Meter measurement unit UB 41.140 type (CCF or gallons). F F Meter reader ID UB 41.150 number. F F Service and Customer UB 41.160 notes. F F Identify low volume users as defined by past UB 42.000 consumption. F F Identify high volume users as defined by past UB 43.000 consumption. F F Trend analysis tools on UB 44.000 Customer consumption. R R SERVICE ORDER MANAGEMENT Service orders for meters UB 45.000 include following: UB 45.010 Service order number. F F UB 45.020 Description of work F F After speaking with Mirella and Christine, a specific field /requirement could not be called out, however enQuestaTM service orders can be organized /categoried by the worker or department UB 45.030 Order source code. F F who initiated the request. UB 45.040 Status code. F F UB 45.050 Order type. F F SOW- SarrtaAna- 12Feb08 vFinal v2.doc Confidential 109 LAWS%ON UB 45.060 Date /time requested. F F UB 45.070 Promised date of service. F F UB 45.080 Date resolved. F F UB 45.090 Priority code. F F would require some Customer site information 46.010 Customer name. F (mean dog, meter modifications. UB 46.020 location, fence, business F UB 45.100 name, etc.). F F UB 45.110 Completed by code. F F Interface to the Customer referenced in the record for address and UB 45.120 other information. F F UB 46.030 User - defined comment CU UB 45.130 field F F Date /time requested. F System queries and sorts UB 46.000 service orders by: F SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 110 System query is ok. Service order prints via the name would require some UB 46.010 Customer name. F F modifications. UB 46.020 Complaint type. F F Using the service order type. This is a modification referenced in the modification section of the UB 46.030 Priority code. CU CU SOW. UB 46.040 Date /time requested. F F UB 46.050 Date /time promised. F F Date/Time scheduled Record and maintain service order history (e.g., service site, Customer UB 47.000 contact information, etc.). F F REPORTING /QUERYING Account can be inquired UB 48.000 by: UB 48.010 Account number. F F UB 48.020 Account name. F F Account type (residential, multi- family, commercial, UB 48.030 etc.). R R Through ReportNet UB 48.040 Meter number. F F SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 110 LAWS%ON UB 48.050 Meter type. F F Service address (number UB 48.060 and /or street name). F F Acct status (i.e.. active, inactive, turn -on, turn -off, UB 48.070 etc.). F F UB 48.080 Location. F F UB 48.090 Address. F F UB 48.100 Billing cycle. F F UB 48.110 Priority. R R Through ReportNet UB 48.120 Status. F F UB 48.130 Initiated by name. R R Through ReportNet UB 48.140 Date /time requested. F F Date /time resolved (default to same day for UB 48.150 SO, user can edit field). R R Through ReportNet UB 48.160 Service order number. F F Consumption characteristics, by service UB 48.170 type (tabled) R R Through ReportNet Provides an audit report for cycle and route renumbering showing old and new cycle and route numbers for future Through change register UB 49.000 reference. F F audit capabilities Produces the following UB 50.000 types of reports: Annual report including UB 50.010 the following parameters: Consumption by user UB 50.011 class F F Through ReportNet UB 50.012 Meter size F F UB 50.020 Daily Transactions Report F F Outstanding AR Report as Standard report uses today's UB 50.030 of user - defined date F F date UB 50.040 Accounts Created F F Through ReportNet UB 50.050 Accounts with No Services F F Through ReportNet SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 111 LAWS%ON UB 50.060 Payment arrangements F F Unmet payment UB 50.070 arrangements F F Billing register, detail & UB 50.080 summary F F UB 50.090 Penalty Statement F F UB 50.100 Property Owner Accounts F F UB 50.110 Code Listing R R Through ReportNet UB 50.120 Rate Code Listing F F UB 50.130 Transaction Code Listing R R Through ReportNet UB 50.140 Collections Candidates F F UB 50.150 Collections Candidates F F Customer Information for UB 50.160 Delinquent Account F F Delinquent Account in 15 UB 50.170 days F F UB 50.180 Postmaster Letter F F UB 50.190 Status of Accounts F F UB 50.200 Writeoff Request F F UB 50.210 AR summary F F UB 50.220 Financial daily F F Consumption Proof UB 50.230 Service List R R Through ReportNet UB 50.240 Meter test F F UB 50.250 Meter Service Listing F F UB 50.260 Service Listing F F UB 50.270 Service Summary F F Water Consumption UB 50.280 Listing F F Water Service listing by UB 50.290 address /account F F SOW- SantaAna- 12Feb08 vFinal_v2.doc Confidential 112 LAWSN SOW- SantaAna- 12FebO8 vFinal_v2.doc Confidential 113 Produces a read exception report — tests for a valid reading date, valid field reading, and exception testing compared to consumption from (user defined number) or 12 months UB 50.300 ago. F F UB 50.310 Zero consumption report. F F UB 50.320 Route change report. F F Field maintenance report UB 50.330 to follow up. F F Interface with timestamp UB 50.340 provided by handheld. F F List of meters that have UB 50.350 been read. F F List of meters that have been read by user defined UB 50.360 field. R R Through ReportNet List of meters that have UB 50.370 not been read. F F Create consumption list for a range of Customers, e.g., top 10 %, top 20 %, or top 10, top 100, etc. for UB 50.380 review. R R Standard ReportNet report System must have ability to export service order data to an asset management system This would normally be (future functionality to be satisfied by a custom installed following the interface at additional cost, planned implementation of however has been a new asset management determined it is no longer a UB 51.000 system.) F F requirement. SOW- SantaAna- 12FebO8 vFinal_v2.doc Confidential 113 LAWS►N Appendix D: Lawson Performance Management Project Scope For the Services set forth in this Appendix D, Lawson intends to subcontract all of the Services to Performance Decisions Inc. (PDI). ( "Subcontractor"). Subcontractor will perform the following Services as part of this SOW under the terms and conditions of the Customer Agreement and as set forth in this SOW. Lawson Performance Management is a hosted solution. PDI will work remotely with the City to complete the following project tasks: Estimated Project Schedule and Plans 1. Project Planning (Week 1) Commencement Date: Upon Notice of Delivery of Log -In Code (Product delivery acknowledgement). Service: A project planning meeting serves to confirm the scope of the project, to discuss Deliverables and timing. City selects applicable competency models. Deliverables: Agreement on and documentation of specific steps and timelines required for project implementation. Includes use of five (5) Standard TalentView® Competency Models in the TalentView® process: • Standard Senior Executive (SE): targeted at executives responsible for City- wide leadership of a Department group or function (e.g., Department Head, Senior Managers). • Standard Department Unit Leader (BUL): targeted at leaders with full responsibility for a Departmental unit, managing multiple functions (e.g., General Manager, Managing Director, Business Unit Leader, Department Manager). • Standard Mid -level Leader (MLL): targeted at managers and directors within a departmental function,; leaders with two or more layers under them. • Standard Front Line Leader (FLL): targeted at Leaders with front -line supervisory responsibility in an operations area. • Standard Individual Contributor (IC): targeted at those who make significant contributions to organizational success, but do not directly manage others. City is allowed to use up to five (5) subsets of standard Competency Models (models may be shortened for brevity or based on results from Job Analysis Questionnaire administration). Assumptions: All communications are by telephone and /or email. Face -to -face meetings are at additional cost. The City must designate a functional lead for this meeting and all subsequent implementation steps. 2. Internal City Communication Plan (Week 2) Commencement Date: Scheduled to occur as soon as the project planning decisions have been finalized. Completion Date: Prior to data collection Service: Lawson supplies generic samples of client internal communication for client to tailor as needed. Deliverables: Samples of internal communication messaging in Microsoft Word format. SOW- SantaAna- 12Feb08 vFinal v2.doc Confidential 114 LAWSN Assumptions: Standard samples only. Lawson can assist with customizing communications for an additional fee using the standard Project Change Control Procedure in Section 10 of this SOW. 3. Collecting Job Analysis Data (Week 3 -5) Commencement Date: Upon completion of Project Planning Completion Date: Approximately three weeks from commencement When a standard competency model is used, a Job Analysis Questionnaire (JAQ) confirms that the competencies and behaviors in that model are at the appropriate level for the job or job family. Service: Validation of standard TalentView® model(s) for the population(s) who will be users (targets) of the ratings. Deliverables: Administration and data analysis for up to five (5) Job Analysis Questionnaires at the competency level. Assumptions: City identifies most appropriate model for a given administration, then provides a list of 12 -20 "subject matter experts" (SMEs) to respond to a web -based JAQ in which they rate the importance of specific competencies to the role. Upon completion of a sufficient number of surveys, step 4 can commence. 4. Model Finalization and Web site Set Up (Week 6 -7) Commencement Date: Upon completion of collection of job analysis data Completion Date: approximately two weeks from commencement Service: Lawson will review JAQ results with City functional lead and determine if any competencies should be removed from the survey and reporting. Deliverables: Web -based survey and feedback report tailored to JAQ results. Assumptions: One week before data collection is to commence, City functional lead will provide a participant list using a standardized format. SOW- SantaAna- 12FebN vFinal_v2.doc Confidential 115 n City of Santa Ana, CA Request for Clarification No. 2 l Enterprise Resource Planning Software and Implementation Services August 13, 2007 Toby Genaro Lawson Software 2030 Main Street, Suite 400 Irvine, CA 92614 Toby.genaro(a)-lawson.com RE: RFP No. 06 -189 Dear Mr. Genaro: The City of Santa Ana has some additional questions and clarifications that have occurred as part of the Discovery process. Those questions are listed below. General Question: To help us understand how Lawson can meet our functional needs today, and how easily Lawson adapts to change to meet tomorrow's requirements, please discuss your long -term plan with regard to your organization's financial viability and corporate strategy direction, including plans for annual investment in new product development and other broad strategic implications, including current and future technology direction. Lawson Response: Financial Viability & Corporate Strategy: Lawson is a publicly traded company listed on the NASDAQ exchange under the symbol LWSN. LWSN common stock has delivered double -digit returns over the past several years. Strong financial performance and solid returns have been characteristic of Lawson; total revenues increased 16.6% in 2006 year over year, and license fees increased 48.9% in 2007 partly due to an acquisition. Lawson is a $750M entity focused completely on Enterprise Resource Planning applications. Earnings per share estimates according to industry analysts are $0.34 per share for fiscal year 2008, and $0.50 per share for fiscal year 2009. New Product Development: Current R &D investment is $85M annually, significantly up from last year's $61 M. New products developed for public sector over recent years include Strategic Sourcing, Budgeting & Planning, Grant Mgmt, Enterprise Asset Mgmt, Learning Accelerator, System Foundation 9.0. Specific Functional Questions: Position Control Ctrl BIT D Lawson Software - Confidential 1. When a position is filled with more staff than allocated in the budget, is this tracked and identified in the HR system? Describe the controls in place to either permit or deny this from occurring. Lawson Response: Lawson provides a budget check flag option that allows organizations to choose if they want budget controls to permit positions to exceed their budgeted FTE and headcount allocations or to deny positions to exceed their budgeted amounts. The choice to allow positions to exceed budgets or not can be defined separately for each Department within the City. If the budget check flag is set to "do not exceed ", it is impossible to have a position filled with more staff than allocated in the budget. When the position rule is set to "do not exceed" budget, a hard stop, on -line edit is given to a user during any transaction (hire, promotions, transfers, etc.) that would cause the budgets to be over filled. The transaction cannot continue unless a user with authority changes the position budget allocations. If the position to budget check rule is set to allow positions to exceed your budget allocations, transactions can be entered without any budget edits checks. Standard on -line queries and standard reports are provided to identify which positions are filled beyond budget allocations. Using Lawson Business Intelligence, reports and alerts can be created to give notifications at any time to any user of over or under filled positions. * ** Based on the requirements listed in items #1, #3 and #4, a detail discussion during the your implementation process will determine if having instant on -line budget checking is the right procedure for The City of Santa Ana. If the on -line checking is turned off, reports and alerts can still warn users of over budget situations, yet it frees the organization to allow over /under fill processing as stated in #3 and inter job promotions as stated in #4. 2. If a position is created for a fixed period of time only, will the system inactivate the position at a designated date or is this a manual process. Lawson Response: If the position is created with a fixed period of time, the start and stop dates are defaulted on the position and the budget accordingly. The position record is automatically made inactive. When the stop date approaches on an assigned position, a decision needs to be made on how to handle the employee with the inactive position. Should the employee be terminated, transferred, given a replacement position, etc.? The employee maintenance process is a second step in the inactive position process. If the procedure is always the same, a work flow can be created using Lawson Business Intelligence to make the employee adjustments automatically once a position's has been made inactive. 3. If a position is filled by a person in a lesser position, is this tracked somewhere? Describe the process for promotion from a lesser position. Lawson Response: Lawson Software - Confidential This over /under filled positions can be tracked in several ways, depending upon the outcome that The City of Santa Ana desires. A factor in determining how over /under filled position are processed is dependent upon how the budget check flag is set (as described in the response to item #1). If the budget check flag is set to "do not exceed" the system will not let you exceed an allocated budgeted amount per position, so adjustments must be made to the budget to accommodate the situation. If the budget check flag is set to NO and budgets are not checked, users are allowed to assign employees to any position as needed and can identify the assigned position as an over /under fill by a user field on the position. If the budget check is turned on, the most common method used to accommodate over /under filled positions is to simply change the budget allocation for both the filled and the lesser position. Lawson allows two different budgeted amounts to be tracked for each position, 1) the original and 2) an adjusted budget amount. Some cities chose to make the budget changes into the adjusted budget amount and use that number for budget validation and comparisons. This allows cities to track both the original planned budget and the over /under filled activity. For example: Position A (higher) and Position B (lower) were both originally budgeted for 1 FTE each. Position A is vacant, Position B is filled. When the decision is made to use the Position A budget to fill a second Position B, a change is made in the adjusted budget amount to accommodate this. The adjusted budget for Position A is changed to 0 and the adjusted budget for Position B is changed to 2. This will allow you to assign the lesser position to the employee and still meet your budget controls. The original budget is intact for reports and inquires, while the adjusted budget shows the changes. Again, a user field or reason code can be assigned to the position or the employee to indicate a report upon any over /under filled status. If the budgeted amounts cannot be changed (as described above), and you also want the budget checking controls in place (as describe in item #1), you will need to manipulate the employee's position assignments to work around the budget edit controls or the edit controls themselves. Since Lawson allows an employee to be assigned up to 98 active positions, you could assign the employee to 2 positions, both the upper position they are filling and the lower position they are actually performing. Assigning the employee to the upper position as their primary position allocates the FTE to that budget properly. Rules can be set to ignore the 2 — 981h positions in the budget checking controls. Other alternative methods could be determined after a detailed discussion to understand the City's desired outcome for reporting, etc. 4. If a position has the flexibility of hiring or promoting at different levels such as an analyst to a senior analyst how would management be able to track this in your system without having to identify a vacant position at the higher level? Lawson Response: If your budget controls are set to adhere to an exact budget match (see response to item #1) , then a vacant position must be identified in order for the promotion to take place and the new position to be assigned to the employee. Lawson Software - Confidential If the City of Santa Ana wishes to have budget controls in place, yet promote with out vacancies, a solution could be created using Lawson's Design Studio. The City of Santa Ana could create some unique tailored logic within the delivered personal action screen that would take the new position entered on the promotion action, verify it is in the proper "family" of acceptable promotion positions and use that data to update a vacancy record for the new position before the personnel action is made effective. Another option that can be explored during implementation is the ability to have budgets defined at the Job Code level (above positions) vs. the position level. While this is not a common practice with municipal organizations, this would allow you to budget for all jobs that equal analyst as one budget total while still tracking individual positions such as analyst and senior analyst. Project Accounting 1. Does the system track multiple project locations within a single project? Lawson Response: Yes, several viable options exist to allow the City to accomplish this requirement. 1. Use Lawson strategic ledger 2. Use Attributes 3. By using multiple projects within a project group or summary project you can assign multiple locations to a project. The answer really depends on how the project location information is intended to be used by the City of Santa Ana. Below is an illustration of a project with a Project Location attribute assigned to it. It took approximately 3 minutes to create this attribute and assign it to a project; a quick and easy data assignment, which provides long -term reporting benefits. LAWSON Activity Attributes (ACf 3. f ) Activity 300100 Q Admnist,at —BuOng Attribute Value Template r Effective Date Template rd Position To F_ CLIENTID A 20 No — _ Efl Date CLIENT NAW A 30 No Elf Date FUI�Dl3)ASSET A 20 No .___.___ ER Date _ A 20 No EtTD.te I ". PRO]_LOC A 20 No OCanon 101 Location 101 EITDate -! - A 15 No Ef T Date k i }4`ss! L:! I By Attribute Manual List 2. Describe how the system accommodates the annual California Street Report. Lawson Software - Confidential Lawson Response: Yes, with Lawson Software Santa Ana will be able to create the California Street Report using the reporting functionality of Lawson Business Intelligence, report writer or MS- Add -ins. Additional discussion and discovery is required to determine the best approach to create this report. (ie. Where does this data currently reside and what will be required.) 3. Describe the integration with the G/L chart of accounts and the project management module. Lawson Response: The GL chart of accounts and the project management module are part of the same data structure include in Lawson Enterprise Ledger. Enterprise Ledger General Ledger Strategic Ledger Project/Grant Ledger Transactions feed all financial ledgers. Enterprise Ledger Lawson's visionary concept of the Enterprise Ledger provides the City of Santa Ana an adaptable account block, with a single point of entry, capturing all financial, operational, and strategic reporting requirements. The account block consists of four critical components, the General Ledger, Multi -book Ledger, Strategic Ledger and Project and Activity Accounting. Each of these applications has their own table structure that is transparent to the end - users. The benefit of this architecture is that the individual components are very easy to build with minimal on -going effort required for maintenance. Additionally, the Enterprise Ledger provides complete flexibility for reporting and analysis because we offer a virtually unlimited number of reporting hierarchies and segments. The Enterprise Ledger acts as a central repository for the entire enterprise's financial data. This includes key data fed from any Lawson sub ledger (e.g. Accounts Payable, Accounts Receivable, Fixed Assets, Allocations, etc) or from any non - Lawson application. Centralizing this information simplifies compliance strategies and allows for the generation of reporting and analysis to be facilitated more easily. Lawson Software - Confidential User defined business rules sit on top of the entire structure, which determine valid posting combinations. Therefore there is no need to create every possible combination that could possibly exist in a one -table (i.e. chart of accounts) format or maintain those combinations. As your business grows and your reporting requirements grow, individual segments can be added or changed without re- implementation of your reporting structures. General Ledger The center of our financial suite is the Lawson General Ledger. General Ledger provides an organizational and accounting framework for processing transactions in Lawson and third -party applications; GL manages an enterprise's financial data and enables compliance with regulatory reporting requirements and GAAP standards. It acts as a central repository for data from other Lawson applications such as: Allocations, Budgeting, Currency, Attribute Matrix, and Report Writer. LAWSN WBlcDme aWSUn General Ledger Explorer General Ledger Explorer [All Companies] US Cm tion -A Division 10 _j)Pegm 100 ❑ Department 1010 J evKion zo [$ J DYKion 30 _j DYision 90 `Zi Oper*t ❑ Corporate Finance ❑ Marketing Department ❑ IT Department k Pa IS6Q2 Accounts Q Cash - We115 Fargo 1001- 0 Yes Active Summary Yes No 0 Transfer Clang 1002 -0 Yes Ache 5ummxy Yes No 0 Petty Cash 1003- 0 Yes Active 5u111y Yes No Q Canadian Cash 1009 - 0 Yes Ache Summery Yes No Q NatWest Bank GBP 1005- 0 Yes Active Summary Yes No Q NatWest Bank EUR 1006 -0 Yes Active Summary Yes No Q NatWest Bank AUS 1007- 0 Yes Active Summery Yes No Q N.—t Bank]PY 1008 0 Yes Active Summary Yes No 0 Nat—t Bank SGD 1009 - 0 Yes Active Summary No No 0 Accts Receivable 1011 -0 Yes Active Detai Yes No Q Recnved Not Applied 1012-0 Yes Active Sunvnary Yes No Inter -Co Reccvabl s 1013-0 Yes Active Summa, Yes No Employee Receivables 1019- 0 Yes Active Summary Yes No Q Finance Charges 1015 -0 Yes Active Summary Yes No El Prepayment 1016 0 Yes Act- Summary Yes No ❑Prepaid lrmrarice 1021 -0 Yes Active Summary Yes No Q Prepaid It— 1022- 0 Yes Active Summary Yes No E Prepaid Taxes 1023 -0 Yes Active Summery Yes No El Prepaid Expense 1029 -0 Yes Aclive Summary Yes No Eq Other Prepaid 1025 - 0 Yes Acute Summary Yes No 0 Inventory 1091 -0 Yes Acbye Summary Yes No El Yanance 1092 -0 Yes Acbve Summary Yes No E] Other Cur Assets 1093- 0 Yes Active 5umnary Yes No —mat Is 1099- 0 Yes Active 5ummary Yes No Intra Q nventory Receipt Ar,WA 1045-0 Yes Ad Summary Yes No Office Equip 1051 0 Yes Act— Summary Yes No Q Furniture and Fixtures Io52- 0 Yes Active Summary Yes No 0 Receipts 1060 - 0 Yes Active Summary Yes No Q Equipment 1061 -0 Yes Active Summary Yes No I] Buildings 1062 -0 Yes AcW. Summary Yes No 111 In7n.n — Art Imm Nn The flexibility of Lawson's general ledger will compliment the City of Santa Ana's growth by providing scalability for continued expansion. Our multiple fund capability and unlimited organizational reporting structure will provide enhanced reporting to handle the City of Santa Ana's reporting requirements at all levels including: consolidated level, fund level, region, division /line of business, sub- division, branch, department and virtually an unlimited number of additional required segmentation. Additionally, Lawson's comprehensive business rules and security provide increased "audit- ability" while ensuring data integrity within the system. Multi -Book Ledger Lawson's Multi -Book ledger is an application that "sits on top" of the Lawson General Ledger. As Your Fund Organizational structures and hierarchies change Lawson Software - Confidential within the General Ledger, all changes are immediately reflected and available for reporting and analysis within the Multi -Book ledger. The Multi -Book ledger then can be used as a repository to house the GAAP to non -GAAP adjustments (e.g. GASB, California Statutory etc). The General Ledger will be used as the primary GAAP ledger, and the Multi -Book ledger will be used to report on the Tax balances and other sets of books. Lawson supports an unlimited number of alternate books through our Multi -Book Ledger functionality. Strategic Ledger Lawson's Strategic Ledger is the primary detailed reporting ledger offered within Lawson's Enterprise Ledger. This application allows the City of Santa Ana to extend our code block to capture a variety of additionally segments for various other reporting requirements. It is a completely flexible ledger allowing you to set up whatever additional segments you wish to track that may not typically be required to be stored directly within the GAAP based general ledger. Project Ledger Lawson's Project and Activity Accounting application provides a project accounting, operating expense ledger and an activity -based costing solution. Project and Activity Accounting captures information from other Lawson applications to provide various levels of operational detail required by the City of Santa Ana. LAWSOW With the flexibility of the Project and Activity Accounting application, you can define multiple unique and independent hierarchies with unlimited work breakdown structures. This application is the perfect repository to track projects such as branch construction, renovations, software implementations and much more. Additionally, Project and Activity Accounting manages operational budgeting, performs robust allocations, provides charge -back capability and allows for full capital project tracking with detailed asset setup utilities. All of this functionality is available without affecting the General Ledger structure, balances, or budgets. Specifically regarding GASB, our flexible hierarchy will allow the City of Santa Ana to define which data elements within each project are "capitalizable" per the GASB rules. For example, you can define all costs within a project to be capitalizable, with the exception of specific phases, tasks or cost elements as not Lawson Software - Confidential "capitalizable ". Once a project is complete and an asset is deemed ready for use, Lawson provides standard integration from our Project and Activity Accounting application to our Asset Management application. Our integration will take only the values that were "capitalizable" from the Project and Activity Accounting application and create an asset and transfer the appropriate values to our integrated Asset Management application. Lawson's Project and Activity Accounting application can track not only actual and budgeted transactions, but can also be used to track "committed" costs as well. This functionality is available because of the Project and Activity Accounting modules full integration with Lawson's Requisitions, Purchase Order, Accounts Payable, Human Resources and other modules. For example, any approved purchase order will be tracked automatically as a committed cost on a project. This commitment functionality will provide the City of Santa Ana the ability to track and manage costs on a real time basis and become more proactive in cost management. This will result in comprehensive reporting and analysis of internal projects, operating expenses and more, based on the City of Santa Ana's hierarchical operational reporting needs. 4. Describe the process for budgeting multi -year capital projects. Will the budget roll from one fiscal year to another? Lawson Response: Lawson Projects allows multi -year project budget. You can roll the budgets forward manually or change orders can formally be submitted to roll a budget forward into the next fiscal year... Project budgets can be set up as Life only, Annual, or Period. The change order process allows you to define and maintain budget change orders for annual budgets. In Project Accounting, there are two ways to change budgets: manually or by using budget change orders. Manually changing is fast and easy and the updates the project budgets as soon as they are entered, but they provide no audit trail. Change orders require an Add and Release action and provide an audit trail. Lawson Software - Confidential 6uaget setup annual Budget Period Budget Budget by Activity Budget by Acct Cat Change orders Accounts Receivable /Payable Databases for Customers/Vendors: 1. Can you perform vendor /customer look -up using a syllable of the name or "Soundex" type of search? Lawson Response: Lawson provides a robust search feature that allows users to quickly find the information required to perform a transaction. This feature is prevalent anywhere a drop down feature occurs. The tool provides for the capability to FIND an occurrence, in which the very first occurrence is listed, followed by the remaining data in that list. The second capability is the ability to FILTER on an occurrence, where only data with the defined attributes are presented. The tool allows users to add wildcards ( *) to narrow the search to specific And Or * Name like j J*Omp not = not like Find I Carmel Lawson Software - Confidential 2. Are the vendor /customer names case sensitive for the search function? Lawson Response: No, the name searches are not case sensitive. Finds and Filters, regardless of the case used (upper, lower or sentence) will provide the same search results. Encumbrances: Describe the carryover of encumbrances and pre- encumbrances into a new fiscal year. Lawson Response: Detailed Year end Close Process Defined from Start to Finish a. Post all transactions from subsystems including accruals All Lawson subsystems will automatically update any released transactions to the General Ledger and Grant/Project management on a user defined basis. All subsystems also include standard accrual postings for any outstanding business transactions. For Purchasing this includes any "received not invoiced" Lawson Software - Confidential 10 transactions. For Payroll this would include accrual entries for any outstanding time as well as benefits due. All other accruals for outstanding invoices from Accounts Payable and outstanding receivables from Accounts Receivable will be updated automatically on an on -going basis. Other transactions might also be generated from the Cost Allocations module for any distribution of expenses or other calculated year -end transactions. b. Review Outstanding Encumbrance and Pre - encumbrance balances Before the City runs the final year -end encumbrance roll - forward program, all outstanding encumbrances should be reviewed for their validity. These encumbrances will typically include outstanding Contracts, outstanding Requisitions and any unfulfilled Purchase Orders. c. Cancel and /or Modify Purchase Order and Requisition transactions as necessary This review can be done in mass through Lawson reporting tools and managers with appropriate security can select items for cancellation or modifications. Items may be cancelled online or have their status changed from approved back to pending for additional review. Outstanding Contracts and Purchase orders may be modified or cancelled if necessary. Any remaining items will be automatically rolled forward as part of the final year -end processes. Cl. Book all necessary entries for Cash vs. Accrual In order to provide the necessary reporting for Cash and Modified accrual reporting, Lawson utilizes a "Multi - Ledger" reporting environment. This requires little setup and maintenance from the State and can be used for a wide -range of "alternate" reporting functions. On a periodic basis determined by the State, entries are made to the Multi- Ledger database to properly re -class or eliminate the necessary accrual balances. These transactions can be entered manually, on a recurring basis, or automated through the Process Flow toolset. Once the appropriate Multi- Ledger transactions are created and posted, any standard Lawson financial report and /or any report created by the state during implementation can be run in Accrual, Cash or Modified Accrual format. e. Review all General Ledger and Sub - ledger balances for agreement Before final closing of the General Ledger, a review of all sub - ledger balances and /or accruals should be compared to the corresponding accounts in the GL for agreement. These reports are standard within the Lawson subsystems such as Accounts Payable and Accounts Receivable. The City can also control posting options within the Chart of Accounts such that updates to certain objects can only occur from the appropriate sub - ledger. This function will assure that the systems are consistently in balance. Close Sub - Ledgers as necessary The Lawson system provides for control mechanisms to force all subsystems to close before the General Ledger is closed for an accounting period or for the year. These closing routines will typically verify that all transactions in the subsystem are properly released and if released, will verify that the processing and posting dates reflect the correct period. In addition, each subsystem can be assigned a valid time frame for transaction entry. When the subsystem is closed, Lawson Software - Confidential these dates are automatically rolled forward to the next period preventing any unintentional or improper posting of transactions after period end. g. Rollover of Encumbrance and Pre - encumbrance balances as desired The Lawson Year end encumbrance roll -over program offers the City several options for updating the encumbrance and appropriation balances. Option 1: Rollover all commitments to the new year but without rolling any budgetary /funding data. Encumbrances will have to be accounted for in new year budget figures. Option 2: Book all open encumbrances to the current fiscal year expense accounts and book an offsetting credit to the balance sheet for "encumbrance control ". This is an auto - reversing entry which will create "credit" balances in these accounts at the beginning of the new fiscal year. Option 3: Roll Encumbrances forward to the new fiscal year and automatically create adjusting entries to the new year budget to also roll forward corresponding budgetary/funding amounts. Run Preliminary close Financial Statements and Reports Lawson allows for financial reports to be created using a variety of tools based on the required information and the target audience. The basic Lawson General Ledger system contains a standard Financial Statement creation tool for all standard Balance Sheet, Statement of Activities, and Cash Flow reporting. In addition, the General Ledger and Grant and Project Accounting systems are fully integrated with the market leading Data Warehouse / OLAP engines for more advanced reporting options. Both of these tools include the capabilities to create the necessary documents for a standard CAFR. The Lawson Reporting Suite also offers tools for ad -hoc queries, non - Lawson data queries and inclusion in reports as well as extensive formatting, scheduling and customization capabilities. Any or all of these tools can help the City create and audit year end Financial Statements for validity. Create any necessary Adjusting Entries If any additional adjustments are required, these can be quickly entered into the system and posted in real -time for online updating of financial figures. Lawson's integration to Data Warehouse engines also includes the ability to update balances on an incremental basis for fast and accurate reporting from these tools even in the midst of month or year end close proceedings. j. Post and Close year end with Preliminary status The Lawson system allows the to close one or more funds on a Preliminary basis. If the year end is closed with a status of "Limited" users with the appropriate authority can re -open the year for further adjustments as necessary. A year can be opened and closed as many times as necessary for adjustments until such time as the accounting department determines they are prepared to close the books on a "final" basis. Lawson Software - Confidential 12 k. Run Financial Statement Processing to produce all Year End Reports Using the Lawson Reporting tools discussed in item 8 above, the City can p/uuuma all necessary Year End reports for both State and Federal requirements. Fiscal Year End Procedures: 1. Explain the budget validation process and which fiscal year isused for the following: A. /\ requisition entered in a prior year and converted to o P.O. in the current year. Lawson Response: Background: Lawson provides and active commitment analysis tracking system which rneintm|no all open transactions according to the stage, i.e. Cornnnitrnen1/ pre-encumbrances are open nequiSitione. Encumbrances are open purchase orders and AP invoices and Actuals are transactions that have completed the entire cycle and posted to the general ledger. The following images depict this information: 0 0 Summary Level Information, by phase / category Lawson Software connd,nuat 13 LAWSON Commitment Account Detail (GL94.6) Account 5237 Budget Year 2006 Actual Budget I Encumbrances Pre -Encumb Remaining Balance -En numb rantes En,u[,,b A,t..i Pouted Budget Trans SIC http;/ ll.,alh.,tlla.,.n /portallinde,.ht. �zj I ,r i Welcome Joe Related Forms -!. 479,000 2,UJC 305,624 15RO73 1c ?03 Budget T art iii —, ---- -- -- - --- --- ---- - Open Commitments (Requisitions needing 'Approval} LAWSONCommitment Account Detail (GL94.6) L'j[M?'M"M I ja, A�{lt l#JI,klp:iliocalhostila sm/portallindex.hbm AF Welcome Joe — — ----------------- j -Related Forms - Account 5237 Budget 479,000 Year 2XIR Actual 2,000 Budget I Encumbrances 305,624 Pro-Encumb 150,671 Remaining Balance 12,703 Encumbrances Pre-Encumb j Actual Posted Budget Trans Budget Transaction. -- -- --- -- ---- — I Encumbrances P-3ae 2 of 8 Next Page F-3 FJ P0 1-0 � in iitn iei its Page 1 j' I Next Page F-2 6,000 PQ RQ 1 200 10137 0000334 4,500 f-6 RQ 1 200 10137 0000335 25 F,j RQ 1 200 10137 0000341 25 F'-'[ RQ 1 200 10127 0000345 125 F,—� I RQ 1 200 10137 0000346 221 f- -:1 RQ 1 200 10137 0000349 20,000 r_`[ RQ 1 200 10137 0000349 2.700 F6 PQ 1 200 10137 0000349 4,000 Open Commitments (Requisitions needing 'Approval} LAWSONCommitment Account Detail (GL94.6) L'j[M?'M"M I ja, A�{lt l#JI,klp:iliocalhostila sm/portallindex.hbm AF Welcome Joe — — ----------------- j -Related Forms - Account 5237 Budget 479,000 Year 2XIR Actual 2,000 Budget I Encumbrances 305,624 Pro-Encumb 150,671 Remaining Balance 12,703 Encumbrances Pre-Encumb j Actual Posted Budget Trans Budget Transaction. -- -- --- -- ---- — I Encumbrances P-3ae 2 of 8 Next Page F-3 FJ P0 1 200 10137 1290000 6,000 PQ 1 200 10137 1300000 6,000 FE) PO 1 200 10137 1360000 2,000 FzJ P0 1 200 10137 1373000 4,000 FS P0 1 200 10137 1400000 112 F�j P0 1 200 10137 1350000 2,000 Fi-I AP 2 200 10137 INV-AUG,-P7 1,200 f-,j PO 2 200 10137 370000 1,499 IOpen Encumbrances (Purchase Orders and AP Invoices) Lawson Software - Confidential 14 Lawson Response to 1. A: Any open requisitions at year end can be reviewed by the departments / finance team to ensure that they are still valid demand. If still desired, then these transactions are rolled forward into the next fiscal year via the year end close process (please refer to Step 7 listed in the previous question). These requisitions are now available in the next fiscal year and purchase orders can be generated by the system or purchasing staff. Every purchase order has the SOURCE Record readily available to provide an audit of the requisition / creation date / need date, etc. The following image shows an active purchase order with the source record information: =M OR YAV t$- Rte, 1 ! '-& '�'u."I '.I UriG faluilo6opww � I Addre9l# http: iilocalhost $lawsoniportalindex.htm LAWSON Purchase Order Entry (PO20. i) welcome Joe -i- add % dw ve I - Deletes I 4,,Preview I }r InMiira ► ., Meia M Inquire >: Entity F Zoo �j Buyer Fl—rd PD Date oefo65m 2 PD Total 2noo. on PD I - L:F. F—isJ Revision Released, riot issued Vendor 135 ' PIP Printing - Dow nev Currency USD Purchase From F—Cd Ship To MAIN Q ,on h3se Blvd Delivery Dale oeNcROOi 'y°I Default _ ;Header To[al ' Add Cmt Positron To F—ej Line De jt.11 Phct1Verd r� t Detail 2000.00 moo Deliver To Cu i.. e nt Requester RQ200 ..... Requested Delivery Date F-----o, Priority I..... Entered Unit of Measure EA Delivered Quantity B. A prior year P.O. is paid in the current year. Lawson Response: As detailed in the previous question, open and active transactions are rolled forward into the next fiscal year via the year end close process (please refer to Step 7 listed in the previous question). The POs, with the same PO number as when generated, with detailed links to the originating requisition, are now open Lawson Software - Confidential 15 and valid current -year transactions. The accounting offsets have already occurred to make them current -year transactions. Contract Management: 1. Provide a detailed discussion /demonstration of contract management processes for both service and maintenance contracts. Lawson Response: Lawson's purchasing contracts are referred to as "vendor agreements ". A vendor price agreement provides the item / service costs to default on purchase orders and requisitions. The Purchase Order application searches for item costs on specific vendor agreements and defaults the costs in the order that you selected. You can define the cost defaulting parameters at the company level when you set up your purchase order company. Vendor agreements store item costs and order information within procurement groups. There are five different types of vendor agreements: contract, catalog or price quote, blanket, standing, and service. Lawson also allows you to create Agreement Commitments for Projects / Activities and General Ledger commitments at the time a contractual vendor agreement is created. As requisitions and purchase orders are created referencing an agreement, the amount committed from the agreement will be reduced by the commitment amount defined for the requisition or purchase order. At the end of the agreement period, you can manually close the agreement if there is an outstanding balance. Agreement commitments can be created for contract, blanket order, standing, service, or catalog agreements. A contract agreement contains item and item cost information arranged between you and the vendor. You can set up the cost defaulting structure at the company level to reference contract prices when creating either a purchase order or a requisition. Agreement Types Defined: Catalog Agreement A list of items and item costs supplied by a vendor. The City can set up the cost defaulting structure at the company level to reference catalog prices when creating either a purchase order or a requisition. Blanket Agreement: Differs from other agreements in that it creates releases from an existing purchase order. The items on a blanket order are flexible items, meaning you pick and choose which items you want to order. You can set up the cost defaulting structure to reference blanket prices when creating requisitions. Standing Agreement: Also referred to as a standing order, this is used to order items and supplies that you require frequently. The items and item quantities on standing orders are permanently set to order exactly what items are listed in the quantities that they are listed. You can determine the frequency and number of releases to create. Each time you issue a standing order, the Purchase Order application automatically assigns a unique release number to the order. A standing agreement creates releases from an existing purchase order. Lawson Software - Confidential 16 Service Agreement: An ongoing agreement between the City and a service provider stating the cost of the service and the effective dates of the agreement. For example, you might have a service agreement with Acme Electrical Repair for all electric repairs for your office building. Within your service agreement, you may define beginning and end dates for the service (possibly January 1, 2007 to January 1, 2008) and a standard cost for all electrical services. Please note, you do not have to create purchase orders for services! Services are purchased in periodic installments which are determined under the terms of the agreement. During invoice processing, the Invoice Matching application directly references the service agreement to match with the corresponding invoice. Agreement lines are line by line details about the goods or services that you are purchasing. Details include each item, item cost, unit of measure, and any add -on cost associated with the item. The details that you enter for service agreements vary slightly from the details you enter for other vendor agreements and require a different line entry form. When you identify the kind of agreement you are creating, the Purchase Order application automatically makes the correct form available to you. The following series of screen shots show the contract information contained in the system: http:ffiocalhost�la on /portayrdex.htm LAWS ON welcome joe Vendor Agreements (PD25.1) _ po25 ��9VY+s.isi Procurement Group - Plaster Procurement Group Vendor Agreement Reference LANDSCAPE MAINTENANCE Agreement Type Fzl Service Pncing Service Unes LAdd Comments Header Vendor, Purchase Fran 114 :.�' stays w4ams: j DUS"4AM Landscaping Effec'ttwe Date 01J01 n00 Review Date 12115/2009 k Expiration Date 1z73112009 2 Notlflcatim Percent r 75 Agreement AdmitUatrata ]Simpson .. Percent Remaining 95AOI d+re'kil Code usD n Perterrt Ordered 5.000 Dual Sow" Agreement Per Order Mkmnm Amount 250 Amount Ordered 500.00 ' Per order Modmum Amount.: 3000 Amount Rema�� : 9500.00 1 I i (eUme Kmarttan Amount 10000 Line Level Breaks an r�_j. Agreement Totals:- j UOMS Krst Match I" - No -- Nat Agreement Items l Use Agreement. UOM IN a M Allow Reference of hens j Not at Agreement 'N 1+b Contract header level information Lawson Software - Confidential 17 LAWS■ Y Service Agreement Line (P025.7) http:!IIocalhostila soniportallindex. htm Welcome I contract Line Level Procurement Group - Master Procurement Group -- Vendor Agreement Reference ILANDSCAPE MAINTENANCE KI Company F 200 r Acct Unit 110137 43 Distribution Code F —b Line Detail ' Cost 250 00 Liar' �( Tax Code r Tax Usage r Activity 'r—i-2 Being Category Agreement Max Qty Agreement Maximum Amount r- j Per Invoice Max Qty Per Invitee Max Amount Per Invoice Min Qty r--- Per Invoice Min Amount r Quantity Ordered Amount Ordered 500100 Comment Code F—d Add Comm—ent_s _ —Ad RL i Sourcing Event Number LAWSONAgreement Pricing • Back Detach �++" Change :— Ddete Previous U Ire Next Imre Procurement Group MAST Master Procurement Group Vendor Agreement Reference ILANDSCAPE MAINTENANCE. Effective Date o1N12oo7 N Base Percent Markup or Discount r Markup or Discount (—a Amount Ordered 500.00 Price Break Purchase Amount Percent 1200 1.s'. �- 3400, 2,0 I 60001 I 2.5 Negotiated quantity discounts Lawson Software - Confidential 18 2. Confirm the system's ability to notify the appropriate department when a contract or insurance for a contract is close to expiration or when the funds on a contract reach a certain level. Lawson Response: As shown in the screen shots above, each contract established in the Purchase Order Management system has control features, to ensure that proactive management and control occur. These include: a. Start Date b. Review Date c. End Date Cl. Contract Administrator e. Notification % indicator f. Lifetime and per transaction spend Limits Date Controls: Contracts established by the purchasing department can only be used within the active time frame. Any transaction that occurs outside of this window is stopped and the user is notified on the transaction screen. Spend Limits: The system maintains a running total of the spend amount per contract. When the upper limit is reached, the transaction is stopped and the user is notified on the transaction screen. Notification %: When the desired threshold is reached (i.e. when the contract reaches 75% of its lifetime spend limit) a proactive notification is sent to the contract administer utilizing Lawson's Business Intelligence. Lawson's Business Intelligence can be utilized to send notifications to users. The notifications can come in the form of emails, text messages or on -line content presented on the user's portal. Here is an example: Lawson Software - Confidential 19 +aew *Replymal yFv wd _4 s? j r '.� X r . A • Pnm, cqq 5Mt::: SM a /IVtom i:00 AM rox tt: SV6f�1 NOfNWr AWemYmlt"PT 2aDD"Y Appaeciihp t6 E:gMretlan dete Vendoc Agreement "PT- 2000 ", is pPronchang ice exp ltnt ian dote o£ 12/31;2007. Please cevlew and Cake aP propel action. In ­11V 1,111 are key data elements: AcG1ve[1on D.— 01/01/2007 Peview Date: 10/31:2007 ExPI—Iln Dace: 12/31/2007 Pe[rent. 'Pen, — dote: 0.33333 Petcent Remeln Ing: 0.6"b x x.xx Do No Respond — ch15 message, It Is an automated meaeage aene —d with La It— Business Intel ilgence 1- 1kll *T -1 Capital (Fixed) Assets 1. Explain the process for handling "trade in" credits. Lawson Response: In answering this question, it is assumed that an old asset is being traded in for a new asset. Generally accepted accounting principles and the IRS describe this process as a "like -kind exchange ". Lawson Asset Management application provides the functionality to perform "like -kind exchanges" as required by the IRS. In general, when you exchange an asset for a similar asset, and the exchange results in a gain smaller than 25 percent, you must dispose of the old asset, defer the temporary loss incurred, and then add a new asset that clears the deferred loss and acknowledges the recognized gain. The recognized gain is the proportional gain allowed by the Federal tax authorities. Lawson Asset management automatically calculates the gain or loss and automatically records the proper accounting transaction in the general ledger. 2. Explain the process of transferring Work -In- Progress to a fixed asset. Lawson Response: The project accounting module can track costs and asset information record in posting level activities. When you are ready to create the asset, you'll need to check a couple of things before running the process to transfer the activity information to the Asset Management application. Lawson recommends that you verify the following: • All transactions have been to the activities • Check to see that the capitalization flag is set to yes for account categories eligible for capitalization Lawson Software - Confidential 20 • Check that the project status allows capitalization • Asset parameters have been defined (including an asset template defined in Asset Management) Once you have checked these items, run the interface program that creates the following general ledger transactions in the General Ledger when you create an asset: • A debit to the asset clearing account defined on Activity Asset (AC10.3) • A credit to the WIP account defined on Activity parameters or a credit to the fund, accounting unit, object and sub - account in the original cost transaction if no WIP account is defined on Activity Asset (AC10.3) 3. Explain how surplus assets affect the parent child relationship and the appropriate notifications generated when this occurs. Lawson Response: Surplus assets can be tracked using Lawson Business Intelligence with appropriate parameters established based on your rules and requirements defined during the design phase of your Lawson software implementation. 4. Please address the method used for profit/loss calculation when the asset is disposed. Lawson Response: Lawson follows generally accepted accounting principles for calculating the gain or loss incurred as a result of an asset disposal. Lawson Asset Management automatically calculates net gain or loss upon disposal of assets. Design Studio Please describe the level of technical knowledge required to use Design Studio and what types of users typically use this product. Discuss the degree to which other Lawson clients use Design Studio to 'customize' process. Please include a list of common 'tweaks" to the system done with this product. Lawson Response: Design Studio takes into account that the presentation layer is designed in HTML, XML and has the ability to be enhanced via JavaScript. Most personalization can be accomplished with fundamental knowledge in these areas. Generally a 1 st year programming student can do most of the personalization desired by your organization. Additionally you have to keep in mind that Lawson's architecture provides most of the power in the application layer making personalization much easier to accomplish at the presentation layer. There is no redundant coding or the necessity to mimic underlying business rules at the presentation layer making design far less complicated. A typical Design Studio user can be an IT individual, application specialist and in some cases your standard power users of the system. Common uses of this tool generally involve the following: Lawson Software - Confidential 21 • Refacing a complex form into the functionality required by your organization • Removing fields and functionality not required by the process • Assembling the same form for view by different departments • Adding additional validations that are organization specific • Refacing error messages to they become pop -ups or other types of warning • Adding graphics and HTML references to other documents or pictures • Hiding fields and other physical presentation controls that may not managed by security • Linking document management systems • User exits for calculations and other outside validations / processing • Adding buttons and links to other systems or functions • Assembling functionality found on multiple forms into one form • Adding additional process controls and references. • Pretty much anything that needs to be changed about the look, feel and process of any giving screen or function The fundamental knowledge used in Design Studio also carries over the ProcessFlow Integrator. This means the same type of person used to design screens can also re- factor, create, customize and reprocess workflows, integrations and other processes within the Lawson applications. When you learn one Lawson tool you basically can manage and use all of the other Lawson tools. Design Studio provides unprecedented flexibility for client customization and form tailoring. It can be used to customize a form, or to create a "Wizard" that will dynamically walk a new employee through a form by highlighting required fields and showing pop -up help balloons whose text is easily customizable. These changes are accomplished quickly, and do not require coding knowledge. In this situation, an individual at the department level (outside of IT), with the proper authorization, can make adaptations to existing forms. However, Design Studio also offers the experienced IT programmer the tools and capabilities to perform very extensive customizations. Design Studio provides access to all the fields and interface widgets associated with any given program and also provides programmatic access to each business objects' (the business logic layer) properties and methods. This level of access allows IT professionals to re- design screen flow, add custom logic and validations, and interface other relevant non - Lawson data right into our screens. And all Design Studio customizations sit completely outside of the core Lawson system and have no effect on our delivered source code. Updates to core Lawson applications can be applied to the server and most custom Design Studio screens and views will work without any re- coding. This significantly reduces the ongoing cost of maintaining customizations and affords customers the ability to continue to take updates /upgrades. Examples of customer tweaks exist across all the three suites: - Requisition / Purchase Order — validate the use of a series of accounting units and ensure that an Asset Template has been used (capital asset acquisition) - Accounts Payable Vendor — ensure that a duplicate address or tax ID has not been used in either the AP database and /or HR employee table - Human Resources - Streamline forms by removing extraneous fields Lawson Software - Confidential 22 Inventory- Combining two or more forms into One, high - production form (combine IC11 and IC12) Cautionary Note: Prospects are only limited by their imagination as to the number and kind of tweaks that can be made with the Design Studio tool set. Some groups of employees can be resistant to change, and in an attempt to appease them, IT will use the tool to modify the system to meet their individual needs. However, this can be counter productive to the City's Strategic Plan to streamline the business processes and gain efficiencies. Therefore, it is recommended to view this tool as a business process efficiency enabler. Make sure that tweaks are evaluated and prioritized according to the Cities or ITs strategic initiatives. Implementation 1. Please provide resumes of your recommendation Project Manager and Functional Leads for this project. Lawson Response: Lawson has provided resumes for Project Manager and Functional Leads for this project in Attachment 1 of this Clarification Response. As new business and customer upgrades are contracted, both Lawson and Systems & Software assign appropriate resources based on the timing of each contract, matching team member skill sets appropriately to each project. The resumes in Attachment 1 of this Clarification Response are a sample of the type of resources that the City of Santa Ana can anticipate on their project. Final resources will be proposed during the contract negotiation phase. 2. Please discuss your proposed 15 -month implementation given what you now know about our environment and needs. Discuss your recommended 20% contingency factor of City hours to allow for additional work effort and whether this should be modified, and the reasoning for your conclusions. Lawson Response: The City has made it clear that staff resource constraints would make it difficult to support a 15 month project timeline. Accordingly, Lawson is proposing a revised timeline that allows for 18 months for the Lawson ERP portion of the project. The details are included in Attachment 2 of this Clarification Response. The overall project timeline, which includes Utility Billing, will remain at 23 months total. The 18 month Lawson timeline provides the following: • 1 additional month for Project Initiation for Planning and Installation. • 2 additional months for Financials /Procurement • Go live for Phase II -b products will occur the month following the HCM Go -live. Lawson and the City's mutual goal is a successful project. Lawson will be happy to have further discussion with the City to the extent the timeline will need further modification to achieve that goal. Lawson Software - Confidential 23 Contingency Lawson follows the Project Management guidelines as defined by the Project Management Institute (PMI). These guidelines require that all project risks should be assessed and addressed accordingly with plans to mitigate those risks. While Lawson has allowed for what it strongly believes based on our experience is a comprehensive estimate of required project effort, Lawson recommends our clients allocate additional project funds to address items that are currently unknown to both parties that may be required to complete the implementation as a risk mitigation strategy. These items can be additional hours in excess of those identified for particular activities, or additional project scope. Lawson has recommended a contingency factor of 20 %, which is common practice. This will provide the City with additional project funds to mitigate this project risk, and allow for a quick decision regarding Change Orders, that will not result in a project delay. The City may wish to allocate a greater or lesser contingency percentage, depending upon its funding policy and its own assessment of the City project team's availability and skills. Our clients typically allocate a factor of 10 % -30% for this purpose. In the event such items arise, the Lawson Project Manager will have the authority to seek authorization from the City Project Manager to use the contingency funds to pay for these items. Any use of these funds will be subject to joint agreement and official sign off by both project managers and execution of a Change Order. The City will only be charged for funds officially agreed upon and used during the project. 3. Training: Your proposal requires the City to be responsible for preparation and creation of the "how to" training materials. Please provide a cost estimate for Lawson to lead this task. Lawson Response: Lawson provides a cost estimate and description of the deliverables for preparation and creation of the end user training "how to" materials using the Learning Accelerator toolkit in Attachment 3 of this Clarification Response. 4. Reports. A. Please elaborate on the reporting tool(s) proposed in your current proposal and the associated training. In addition, please identify the various additional reporting tools that are available and their respective training and costs, should the City decide to pursue them. Lawson Response: Lawson has provided for the following LBI reporting tools in its proposal: • Process Flow • Crystal Reports • Smart Notification • Lawson Addins for Microsoft Office • Reporting Services (Dashboards) Process Flow Administration will be conducted as a 3 -day onsite training Lawson Software - Confidential 24 Crystal Reports, Smart Notification, and Reporting Services (Dashboards) will be conducted as a 2 -week (80 hour) workshop. It is assumed that the workshop will be delivered as detailed below, however, since the intent of the workshop is to prepare the City IT team to develop, support and maintain LBI reports, the time spent on each of the LBI reporting tools may change based upon the City's specific reporting requirements and skill sets. Crystal Reports- 5 days Smart Notification- 3 days Reporting Services (Dashboards)- 2 days Additional Reporting tools: Lawson's additional Reporting Tools are: • Scorecard /Analytics (LBI Suite) • GL Report Writer (GL) • HR Report Writer (HR) Scorecard /Analytics (L81 Suite) Scorecard focuses on how to analyze business data using Lawson's Scorecard and Analytic Architect. The Scorecard /Analytics tool will allow the City to create role -based analytic views utilizing OLAP cubes that can be accessed via a browser that include charts, grids, traffic lighting and links to other pertinent information that can be integrated into dashboards in the Lawson Business Intelligence suite. GL and HR Report Writers As a current Lawson client, the City may already be using the GL and HR Report Writers which have been, and continue to be supported by Lawson for many years. These tools are included as part of the Financial and HCM suite of products. The Lawson Add -ins for Microsoft Office adhoc reporting capability has effectively replaced these ad hoc reporting tools, and training on the Lawson Add -ins is available as web -based training and also will be discussed by the Lawson functional consultants during the project. Training /cost for the additional reporting tools noted above are $171 /hour. The number of hours for each class are as follows: Scorecard /Analytics- 24 hours GL Report Writer- 8 hours HR Report Writer- 8 hours B. In your response to our clarifications (Report Writing/Workflows #1 and #2) it is unclear whether or not Lawson plans on providing direct assistance in the creation of reports to be used in production. Please explain. Lawson Response: Lawson's response in RFC #1 related to reports was as follows: Lawson Software - Confidential 25 LB/ Reports: "Lawson has included 400 hours, not including the hours for the LBI workshop, for development of LBI reports." The 400 hours identified in RFC #1 are allocated for the direct creation of LBI reports and other deliverables to be used in production. This includes crystal reports, smart notifications and dashboards. The assumption is this effort will be split equally between the City and Lawson and the City will also contribute 400 hours to this effort. The actual reporting tasks that Lawson will focus on will be mutually agreed upon by the City and Lawson. Lawson assumes the majority of the 400 hours will be spent creating custom reports, rather than smart notifications and/or dashboards, however, this is not a requirement, and Lawson's Project Manager will work with the City to determine the best use of our combined resources. 5. Stress Testing. Stress testing is an area of importance to the City, and Lawson's response to this request indicated this was not included in your proposal. Please discuss how you plan on benchmarking the performance of the ERP system once it is live and meeting acceptable response times. Lawson Response: Lawson's Performance Technology Center is a department dedicated to stress testing and benchmarking Lawson software on a variety of hardware and operating system platforms. These tests provide insight into the performance characteristics of the various components of the system, allowing Lawson developers to tune the architecture to increase performance. These benchmarks also provide reference points for expected performance levels resulting from different usage loads on different platforms. With respect to testing tools, internally Lawson utilizes a number of testing and monitoring tools including those that are commercially available, such as Load Runner from Mercury Interactive, as well as testing tools that have been developed in house. Lawson's commitment to performance testing and the benchmarking process can be seen through its involvement in Mercury's Benchmark Alliance Partner Program as well as through Lawson's adherence to aspects of the Capability Maturity Model Integrated (CMMI) development methodology from the Software Engineering Institute (www.sei.cmu.edu). Customers may utilize any number of commercially available testing tools to test their Lawson solution for the purposes of tuning their specific implementation. It is assumed the City will complete a server sizing prior to procuring hardware. The server sizing will be based upon the response time required by the City for the specific user counts and transaction volumes estimated by the City and compared with other Lawson clients of comparable size and product mix. The server sizing is based upon performance benchmarks described above. Should the City desire, Lawson's performance testing team will be available to conduct a performance audit. This audit, which is not included in the services estimate, is available for $2,000. A description of the performance audit and related deliverables is included in this response as Attachment 4 of this clarification response. Lawson Software - Confidential 26 Contract The City intends that the following key concepts will be included in any final agreement between the parties. Below is a summary of the most important such issues. Please verify your willingness and ability to comply with each of these contractual requirements in an agreement with the City. 1. The City will require a ten -year schedule for maintenance charges wherein annual maintenance pricing is fixed during this period of time. Lawson Response: Lawson is willing to provide for a yearly maintenance cap of 5% for a period of ten years. 2. The warranty remedy, as discussed in Lawson and S & S response V 1E if Lawson is unable to cure a warranty breach should include the implementation fees paid for the appropriate software. Lawson Response: If Lawson breaches the Services Warranty as set forth in the Customer Agreement, and fails to cure, then the implementation fees related to the breach are recoverable for a period of 12 months after the date that the City notifies Lawson of the breach. 3. The City will retain 15% of the implementation fees, with retainage to be released upon Final Acceptance of the system. Lawson Response: Lawson is willing to comply with this requirement as it pertains to implementation services. Lawson will agree to a retainage, but prefers to release portions of the retainage as the City is live on the key components of the project. That means, that the retainage will be divided between the final acceptance of Phase la , Phase lb, Phase Ila, Phase Ilb and Phase III. We assume Final Acceptance of each Phase noted above will occur within 45 days of the Go -live of each Phase. 4. The City will assess credits for Lawson's failure to provide critical deliverables within an agreed -upon timeframe. The credits will result in penalties of $5,000 per day for a maximum of thirty days until the deliverable is achieved unless a mutually agreed extension of time is given. Lawson Response: Lawson understands the City's concern regarding meeting project deadlines, as we share the same concern. The City and Lawson both bear mutual risk for this project. The City has taken steps to mitigate this risk by requesting not -to- exceed pricing, milestone deliverables and retainage, all of which Lawson has agreed to. These terms serve to effectively transfer much of the project risk from the City to Lawson. In addition, Lawson's Master Agreement addresses contract breach and related remedies, cures and warranties. We believe the City's request for additional penalties in addition to the terms and provisions noted above is excessive and unnecessary since Lawson has effectively placed its Lawson Software - Confidential 27 entire services fee at risk in this project. This is not a "turn -key" implementation where the vendor is providing a delivered product without involvement by the City. As such, neither party can complete its deliverables and move forward without the involvement and cooperation of the other party. The penalties the City is seeking would not foster the spirit of collaboration and partnership both parties are seeking, but will most likely result in the opposite. Lawson is committed to the City's success. Our mutual investments and reputations are both at stake. Lawson is willing to further discuss this issue with the City to determine a mutually agreeable solution that will serve to mitigate both of our risks regarding critical project deadlines and insure a successful project outcome. Lawson Software - Confidential 28 Attachment 1 Team Profiles Lawson Software - Confidential 29 Alex Kaplan National Practice Director, Public Services Lawson Software, Inc. Summary of Qualifications As a the National Practice Director for Government and Education, Mr. Kaplan is responsible for leading a team that is responsible for all activities related to the delivery of services that support Lawson Government and Education implementations in the United States. Alex has served as the senior executive for consulting, systems integration and complex technology projects at a range of clients including; North Central Texas Council of Governments, New Mexico State Department of Education, New Mexico House of Representatives, Anchorage School District (AK), Jefferson County Public Schools (CO), Washoe County School District (NV), North East Independent School District (TX), Seattle Public Schools (WA) and others. These projects included technology planning, technology product evaluation and selection, contract negotiations; implementations of enterprise application systems, local area networks, wide area networks, PCs and servers; and staff development. Mr. Kaplan is also a nationally recognized expert in the field of technology and public education. Professional Experience Mr. Kaplan has assisted many public sector clients in developing best practices for the integration of technology to improve administrative efficiencies. These projects have included analysis of technology funding, development of evaluative criteria to measure the impact of technology, and identification and analysis of public sector organizations that are exemplary in terms of technology use. These studies have been used by governing committees and executive leadership to make decisions regarding the direction of their organizations technology programs, and the level of funding commitment given to them. Mr. Kaplan has served as a consultant to State Departments of Education in New Mexico and Kentucky on educational policy issues. These projects include: developing a statewide vision for the implementation of technology (KY), statewide student information systems planning (NM), evaluating and assessing specially funded education projects (NM), assessing the impact of deconsolidation Albuquerque Public Schools (NM). Mr. Kaplan has consulted with various other organizations on technology related issues. These organizations include; The Walt Disney Company, US West, National Computer Systems (now NCSPearson), and others. Corporate Experience Prior to joining Lawson Software, Alex Kaplan was CEO of Davidson Services, LLC. Davidson Services provides professional services to K -12 school districts throughout the United States. The company is owned by the Davidson Group. In this capacity he developed the business concept, conducted the market research, raised the capital, recruited the core team, directed the sales and marketing activities, and directed the development of the intellectual capital required for the business. In two years the business has grown to nine employees, revenues in excess of $1 million, is cash flow positive, has a deep reservoir of intellectual capital assets, and major customers throughout the United States. Mr. Kaplan was CEO of Futurekids, Inc., an educational technology company that delivers technology professional development and technology curriculum to teachers and students around the globe. The company is owned by the Davidson Group. Futurekids, Inc. has presence in 65 countries and has educated over 2 million children to be "Futurekids" since its founding in 1983. Futurekids is a franchise system outside the United States, and has limited direct operations within the United States. Lawson Software - Confidential 30 Mr. Kaplan was the National Practice Executive and Managing Principal for IBM K -12 Services for the United States. As Managing Principal, he was the senior K -12 services executive for the IBM Education Industry Solutions Unit. Mr. Kaplan was responsible for services projects and solutions in school districts throughout the United States. These services and solutions assisted educational institutions with projects that address systems integration, financial and student information systems, training, e- business for education, and management consulting. Mr. Kaplan worked directly with the K -12 field organization, Watson Research Laboratories, the marketing and communications organization, and others that were responsible for IBM's role in the K -12 education industry space. He was also responsible for assisting in the development of IBM's global strategies for K -12, and developing services and solutions to implement those strategies. Education Masters in International Affairs, Columbia University; 1985 Bachelors in Economics and American Studies, Univ. of New Mexico; 1982 Member, Phi Beta Kappa Robert Bosch Foundation Fellow, Germany Who's Who in the West Lawson Software - Confidential 31 Ed Naumann Project Manager, PMP Lawson Software, Inc. Summary of Qualifications Ed is a project manager within the Lawson Professional Services division. His nearly 20 years of consulting and project management experience in the information technology industry includes diverse settings primarily in healthcare, education, government/public sector, retail and manufacturing. His healthcare focus includes hospitals and academic medical centers, integrated delivery systems, health plans, and community clinics. His education and government focus includes school districts and water districts. His retail experience includes Fortune 50 companies. He has strong interpersonal and technology skills that have successfully completed over 80 process improvement and information systems implementations. He has developed solutions implementation methodologies and taught over 1,500 professionals. Ed thrives in team -based problem solving situations. He manages relationships with executives and steering committees, client subject experts, consulting team members and partner organizations to bring diverse team efforts on implementations. He has managed small to very large engagements, from 5 to 200 member project teams, single location to multi -site and multi- state deployments. He has implemented all Lawson suites (Human Resources, Financials, and Procurement). Ed is based in Long Beach, California. Lawson Experience Ed's work experience includes the following engagements: • Currently the project manager for a school district with 33 facilities, 41,000 students and 6,500 employees. Work includes leading a team of client and Lawson consultants, developing a custom time entry process, working with the district leadership for organizational and workflow change, and implementing the HCM suite with employee /manager self - service. Ed manages resources, budgets and deliverable completions. His project is being used by the District as a model for its future implementations. • Currently the project manager for a municipal water district serving a community of over 150,000 people. Work includes leading a team of client, Lawson and 3rd party consultants implementing the financial, human capital management and procurement suites as well as Lawson Business Intelligence. Provided project management for a Fortune 50 retail client undertaking an upgrade to LSF9, as well as participating in a business process improvement effort which identified additional Lawson modules to be implemented in support of their business objectives. Managed the resources on numerous simultaneous and interdependent projects, including implementation planning, technical support, issues and relationship management. Directed the Lawson Implementation Program for one of the largest Healthcare Delivery Systems in California, with over 23 hospitals. Work included leading a system -wide steering committee as well as 200+ member project teams developing a common conceptual design, developing and testing the CRP, and implementing pilot sites. The project included all Lawson products. Many of his program's implementation tools and methodology formed the basis for the company's other system -wide implementation projects. • Managed an operational and system design review of the Lawson HR suite for a hospital that had previously been implemented. The project included a re- implementation that substantially increased throughput, implemented substantial additional functionality and dramatically improved user and executive satisfaction with the module. Lawson Software - Confidential 32 Professional Experience Before joining Lawson Software, Ed spent 15 years in consulting with Cap Gemini Ernst & Young and First Consulting Group. As a senior manager and practice director, he led the team which developed a "Solutions Implementation" methodology— integrating IT implementations and process improvement projects. His team conducted intensive 2 -week training sessions for over 1,500 consultants. Ed was the culture mega process champion for E &Y and was part of the team that developed FCG's Professional Compensation and Development System. Ed is active in professional and community organizations, having been board chairman with several community centers and service groups. He maintains active memberships in the Healthcare Information Management Systems Society (HIMSS), Healthcare Financial Management Association (HFMA), and local chapters of the Project Management Institute (PMI). Education and Certifications Project Management Professional (PMP) Certification, Project Management Institute Masters of Business Administration, California State University Long Beach Bachelor of Arts, Claremont McKenna College Lawson Software - Confidential 33 Jim Harper Systems Consulting Manager, Technology Lawson Software, Inc. Summary of Qualifications Jim is a highly skilled information technology professional with diverse industry and product knowledge for over 25 years. He has extensive ERP project management experience with the ability to successfully deliver on -time, on- budget development and implementation projects Jim's expertise is in the following areas: Strategic Planning Technical Implementation Management Software Product Design, Development, and Broad -based Industry Knowledge: Public Services, Financial, Management. Healthcare, Insurance, Sales, Retail, Distribution, and Lawson knowledge on UNIX and Windows Manufacturing platforms. BCI development experience. Lawson Experience Jim provides technical implementation management, custom software development management and consulting for the Lawson ERP suite of products. He maintains a management role in a diverse project load interacting with Lawson, client and third party personnel. He assumes oversight responsibilities for technical project planning and service deliveries. • Technical manager for a large urban school district in the Southwest. Coordinates installation and configuration. Managing a large custom development project. • Technical manager for a large implementation in the Chicago area. Coordinating installation and configuration. Managing aspects of the delivery of custom development needs. • Developed and managed system integration designs and application development for Lawson clients. Extensive system integration experience using the Lawson Business Component Integrator tool (BCI) and 4GL tools. In addition, conducted formal training on BCI product. • Extensive consulting experience with Lawson security design and implementation. In addition, developed interfaces for Lawson Human Resources, A/P, A/R and Procurement suites. Performed system administration functions for a variety of clients. Professional Experience Project Director, Network Services for Dallas Based Consulting Firm Primarily responsible for the design and development of a mapping product that allows Business Analysts to enter data conversion rules for insurance product conversions. • Designed user interface and instruction syntax and assisted with network troubleshooting. Trained client personnel in 00 methodologies • Provided and coordinate additional personnel for multiple projects. President and Director of Operations of a Dallas Based Consulting Firm Responsible for business operations and technical direction and accountable for corporate strategy, forecasting, budgets, P &L and personnel. • Directed technical network support for multiple clients on installed Local Area Networks • Designed and implemented new network installations for Windows and Novell. • Designed and coordinated development of company Intranet and Internet presence. • Managed client Internet projects requiring access to multiple databases for online real -time updates. Lawson Software - Confidential 34 Manish B. Patel Business Consultant, Financial Suite Lawson Software, Inc. Summary of Qualifications As a Senior Business Consultant, Manish is a Lawson financial product specialist based out of Irvine, California. Manish has 10 plus years experience in the Business Accounting and Financial Analysis related field. He is qualified and certified to train and consult with clients on topics related to implementing various products of the Lawson Financial Suites. In addition to his consultation and implementation skills, Manish has developed and proven to lead a project in the Lawson Financial Suite for many Clients. Manish participates in onsite meetings and interviews to gain an understanding of the Client's businesses, business practices, Chart and Organizational structures, and Processing and Reporting requirements. It is with this understanding that Manish has successfully provided directional support with procedure analysis, interfacing, converting legacy systems, system design and testing, validation of the financial products, and the recommendation of system setup. And, not limiting to full range business needs analysis with recommendations of system setup alternatives, advantages and process improvement. Manish analyzes current business procedures to increase efficiency and effectiveness of the applications and the functional use of the product. Manish also recommends cycle processing for job stream setup, identifies system security requirements, Conference Room Pilot scenarios and setup for execution of the pilot. Manish's skill set and expertise enables the client to best take advantage of Lawson's features and functionality. He has analyzed and performed all necessary set up requirements to successfully implement the applications for several clients. Manish has demonstrated his project lead, implementation, and training skills while working with clients including but not limited to Fortune 500 corporations, Healthcare, Retail, Government, and Financial Services companies. Lawson Experience • Financial Lead for City in California • Project Lead / Advisory Financial Consultant for a major healthcare chain in California. • Advisory Financial Consultant for a major non - profit hospital in Torrance, California. • Advisory Financial Consultant for an international bank in Ottawa, Canada. • Advisory Financial Consultant for a major automobile retail company in Toronto, Canada. • Senior Financial Consultant for several Indian gaming casinos throughout California and Washington State. • Senior Financial Consultant for a major timber / lumber supply corporation in Vancouver, Canada. • Senior Financial Consultant for an insurance company in Southern California. • Senior Financial Consultant for a public water sanitation company in Northern California. • Senior Financial Consultant for a telecommunications company in Seattle, Washington. • Senior Financial Consultant for a major retail company in St. Louis, Missouri. Professional Experience Manish also comes to Lawson Software with 10 plus years of experience in the finance /accounting field to include 3 years in implementing accounting and financial software. Work experience in General Ledger, Financial Report Writing, Fixed Assets Accounting, Project Accounting, Accounts Payable, Cash Management, Risk Analysis, Year End Auditing, Budgeting and Finance has provided valuable knowledge for implementations and training classes that he has conducted. Manish was a senior financial analyst, accountant, and project team member in his last two positions prior to joining Lawson. Upon joining Lawson Manish has played a key role in our Training program teaching both public and private classes as well as consulting and implementation assignments. Previously, Manish had implemented majority of the Lawson Financial Suite. He has also been responsible for Release 8.X and 9.X implementation and upgrades to 9.0X. Manish holds a Bachelor of Arts degree with a major in Business and Economics and a minor in Accounting. Lawson Software - Confidential 35 Bruce Burstein Business Consultant, HCM Suite Lawson Software, Inc. Summary of Qualifications As a Principal HCM Business Consultant, Bruce is responsible for working directly with the Client Project Team to develop, implement, test, rollout and train personnel on Lawson Software. Specifically, he will analyze the business processes, identify user needs, define functional requirements, conduct gap analysis & resolution, design and develop requirements, and implement the new system. In addition, Bruce can write functional specifications for any system modifications and interfaces. Bruce will work on test planning and execution, coordination with any third parties, and development of end user training. To assist in management and planning, Bruce provides status reports to management, communicates issues, and advises /recommends best solutions for a successful project. Bruce is certified to implement all modules of the Lawson Human Resources Suite as well as Employee /Manager Self- service. He is certified on the Lawson 6.x, 7.x and 8.x and 9.x releases of Lawson. He also has experience with data security setup, Internet Products (Open Component Extensions), MS Office Application Suite /Lawson Add -ins. As an Advisory HR Application Consultant and Project Lead, Bruce will assist and manage Associates' in areas of product knowledge and implementation procedures and practices. Lawson Experience Bruce has demonstrated his strong HR functional knowledge, implementation and project management skills while working with several clients. He worked recently on the full life cycle system development for the Irvine Company, which was completed in six months; and a new platform implementation (from AS /400 to Windows NT) for the Las Vegas Valley Water District. He has also worked on many self - service implementations, such as open enrollment for Children's Hospital of Orange County and Triad Financial, and Manager Self- service for Denver Public Schools. Bruce was the lead for the Orange County Transportation Authority project and the McDonalds upgrade project. Professional Experience Before joining Lawson, Bruce worked as an HRIS Analyst for the Los Angeles Times on the Genesys software package. In this position, he handled the training, report writing, support, and upgrades for the software. Through his professional career, Bruce has shown his ability to work under pressure, work on several system projects simultaneously, develop innovative approaches to solve client's' issues, and adjust priorities based on assignments. This background along with his strong communication, analytical and problem - solving skills has enabled him to be a successful Advisory Human Resources Application Consultant / Project Lead. Other • In addition to Lawson training classes, Bruce has presented at Lawson's Conference and User Exchange (CUE) the past 2 years. • Bruce has performed post - implementation audits (business system evaluations) for existing clients. • Bruce has worked on several client upgrades. • Bruce has developed custom Lawson procedural manuals /documentation for various clients. Education ■ MBA in Finance, Pace University, New York, NY ■ BS in Operations Research /Industrial Engineering, Cornell University, Ithaca, NY Lawson Software - Confidential 36 Don McFarland Business Consultant, Procurement Suite Lawson Software, Inc. Summary Don has 30 + years in the Materials Management/Supply Chain business. Eleven of these years have been in implementation and project management of ERP Systems. Don has over six years of Lawson implementation experience of the Lawson Procurement Suite in multiple versions and presentation applications. Specific certifications include Inventory Control, Purchasing, Requisitions, Requisition Self Service, Receiving Self Service, Mobile Supply Chain Management and PO Matching. Wide range of experience, in the Public Services, Healthcare, Education and Retail Industries, present an adaptable view of best practices and implementation skills. Lawson Experience • Lead Project Consultant in Lawson Procurement Suite for a large County in Texas. Implementation includes Purchasing, Inventory Control, Warehouse, Requisitions and Requisition Self Service. • Assessed, advised and presented client with needs analysis. Adapted analysis results to meet client's business goals of establishing a Corporate Centralized Procurement and Negotiations Department for expense procurement. Development included identifying, documenting, advising and standardizing administrative and operational policies, procedures in coordination with implementation of the Lawson Procurement Suite in a National Retail Outlet Chain. Departmental client base consisted of Corporate Offices, Multiple Distribution Centers, Store Locations in 38 states (totaling 190 Stores), Regional and District Offices. Suite implementation included Purchasing, Vendor Agreements, Requisition Self Service, Requisitions, Receiving Self Service and Inventory Control. • Lead Project Consultant in Lawson Procurement Suite implementation of K -12 School District in central Texas. Implementation included Purchasing, Inventory Control, Warehouse, Requisitions and Requisition Self Service. As lead consultant Don was called on to work with multiple, transitioning, third party consultants and project managers to perform as conduit for consistency and stability throughout the implementation. • Consultant for the beta implementation of the Procurement Suite for a large National IDN. This implementation included multiple hospitals, physician groups, and associated businesses. Don's responsibilities included Quality Control, Training, Data Validation, Conversion consulting, and CRP Development • Functional Training, process consulting, process design, Quality Control, Application Exploration and CRP for a National Hosted Buying Company with a multi - national client base using Lawson Software Engine for processing. • Task force assignment to address Process Analysis /Comparison for a large IDN, located in the Midwest, in preparation of converting to Lawson Software Procurement Suite. • Actively involved in training of the Procurement Suite on all versions of 7X -8X and upgrade training. • Lead Procurement consultant for Large Southwestern Hospital. • Certified in Lawson's Mobile Supply Chain Management and Surgery Instrument Management applications. He was a key participant in the first Lawson launch program, beta and initial implementations for this product. Professional Experience Prior to joining Lawson Software, Don spent 5 years employed at an ERP software development/implementation company where he began as an Operational Consultant for the Materials Application and working into the role of the West Regional Project Manager. Prior to this position he held the position of Materials IS Administrator /Business Analyst for a large Houston based Tertiary care facility. In this position he was responsible for day -to -day transaction analysis, implementation rollout, and process design and training. Lawson Software - Confidential 37 Transitioning to a career in Software implementation was complimented by Don's extensive background in Materials Management. An in depth management and operational understanding of procurement, logistics, purchasing /buying, inventory management (bulk and direct issue), distribution, Vendor Negotiations and costing analysis has complimented Don's ability to meet the needs of his clients in implementation of the Lawson applications specific to his area of expertise. A native Floridian, Don has called Houston, TX home for the past 27 years. Traveling to meet his clients' needs allows Don a unique opportunity to enjoy his number one hobby, which is travel. Lawson Software - Confidential 38 Resume Sample Project Manager Systems ft Software, Inc. Professional Background Summary Extensive Project Management experience in the software, service delivery and utility sectors. Results- oriented leader who consistently produces outstanding client satisfaction, manages projects and resources to budget, and builds and mentors implementation teams. Related Experience FOC Consulting /Utility Solutions Product Consultant Independent Project Manager and Software Consultant for various North American utilities. Responsible various aspects of the project lifecycle including: business process analysis and requirements gathering, software testing, detailed design analysis and contract management. Trained users on SPL's CorDaptix CIS solution. Trained users on Utility Solution's InSite CIS solution. Orcom Solutions, Inc. Senior Project Manager and Project Specialist - Completed 7 full lifecycle implementations with exceptional client satisfaction ratings. Each implementation was completed on time and on budget. Clients became reference sites for future sales initiatives. Contributed to additional projects, including turn around projects which were initiated but struggling. Developed a specific Orcom project implementation methodology. Reduced implementation timeframe from customary 24 months down to 4 months. Examples include: Citizens Arizona Gas and Sierra Pacific California - both of which stayed within budget. - Worked closely with clients to tailor and implement the most beneficial software solution. Weighed alternatives and balanced resources and schedules to meet the client's requirements within scope and budget, utilizing PMBOK standards. - Responsible for project planning, development, and tracking - reflecting both the signed contract and unwritten verbal understandings. Built and mentored teams, including client staff and operational staff located in a satellite call center. Planned, developed and managed multiple projects simultaneously including mentoring junior project managers and consultants. - Responsible for resource management, contract development and interpretation, negotiations, project change control, budgets, standards, schedules, client relations, post go live issues, delivery quality and customer satisfaction. - Built a mutually beneficial team with the client, evidenced by repeated requests from clients to serve as the project manager on their next project. - Supported sales initiatives with specific plans projecting costs, resource requirements, and timeframes. Oregon Department of Fish ft Wildlife Customer Service - Coordinated effort with IT department and the State's lottery vendor (GTECH) to develop, test, install, train and support over 900 licensed agents in the debut of the first computerized state game licensing system in the nation. Assisted with the cost benefit study to prove feasibility and cost savings. Managed various staff composed of professional and temporary employees responsible for daily system maintenance, customer service, technical assistance, hardware /software installation, and ongoing training. - Administered board hearings, developed legislative proposals, delivered presentations before state commissions, administered appeals before the State Supreme Court. Education / Certifications /Memberships Oregon State University - Bachelor of Science Canadian Information Process Technical Certificates: Lawson Software - Confidential 39 Project Manager Sample Resume Svstems & Software. Inc. Navat Post Graduate School - Skills: Project management Problem solving Pre -sales support Visio Microsoft Project Communication strategy Process Engineering Training Microsoft Excel SQL Team building Risk assessment/ management Change management Issue resolution Microsoft Access Microsoft PageMaker Budgeting Quality management Lawson Software - Confidential 40 Business Lead Somple Resume Systems Ft Software, Inc. Professional Background Areas of Expertise Payment Processing Credit Et Collections Application Security Business Analysis Implementation Experience Support Lead Utility business process analysis Training plan and execution oversight System design and setup oversight Customer support, issue resolution, communication and follow through Implementation 8 Support Consultant (Payment Processing and Credit Et Collections) - Business process analysis, setup, training, and issue resolution for Payment Processing and Credit Et Collection modules. Credit Et Collections support included: collection notices, shut off, bankruptcy. Payment Processing support included: ACH, Lockbox, Remittance Processing and EFT. Previous Experience Vector New England, Colchester, VT Technical Consultant - LAN /WAN consultant engineer for an IBM Premier Partner. Duties include: Providing networking solutions for customers utilizing IBM hardware and software products. Extensive travels around the greater New England area to install, configure, and maintain customer equipment on a contractual basis. Assist in sales to new customers, providing support on networking and hardware. Work with and maintain a relationship with local vendors and internet access providers to aid in client support of internet E- business solutions. Lotus /Domino software configuration, troubleshooting, and support. IBM AS /400 system administration and support. ATU WorldNet Field En¢ineerine Center, Colchester, VT (Contractor with Vertex Corporation) Provisioning Technical Engineer - Provided internetworking - engineering service to over 300 of ATU's WorldNet MIS business customers. Prepared them for delivery of both integrated and private line services. Duties included: ensuring that the Customer's requirements are met with regard to contracted obligations, reviewing the customer's DNS strategy, internetworking protocols, IP addressing requirements, physical connections, capacity, and the research of existing connections and services to prevent duplications and errors. - Responsible for assisting customers in configuring their routers and CSU / DSU's for connectivity to the ATEtT CBB Backbone. Coordination of circuit loop testing through cross connects with technicians remotely. Configuration of managed routers and CSU / DSU's through that up connection on customer premise. Troubleshooting of circuit issues, router configuration files and DNS zone files on root servers. - Consulting customers on WAN equipment (routers, CSU /DSO's) particularly Cisco, Paradyne, Adtran, and Ascend products. Ordering customer access circuits as well as ATEtT backhaul circuits and general LAN /WAN compatibility issues. Gathered knowledge of WAN technologies such as full and fractional TVs, T3's load balancing, routing protocols (BGP, RIPv.1, RIPv.2) firewalls, and connectivity issues. - National Data Corporation, Federal Systems, Inc., Falls Church, VA (Contractor under Electronic Data Systems (EDS) ) Lawson Software - Confidential 41 Business Lead 7Techn,..ical Systems £t Software, Inc. upport Representative chnical computer support for Department of Defense medical systems on a wide variety of platforms, includng UNIX, Windows, Windows 95, and Windows NT. Technical support responsibilities include: replicating field problems, correcting problems via FTP or telnet sessions, PC configuration, client /server trouble shooting, and installation support for a variety of medical software. Customers are military sites throughout the world, staffed by both military and civilian personnel with varying levels of computer expertise. The Remedy Action Request System was used for tracking and follow -up of the support center's calls, as well as reporting to the client. Provide system development testing support. Communicate client feedback to system development teams to facilitate product quality improvements. - Management responsibilities include: support center supervision, weekly and monthly statistical service analysis and reporting, and Remedy Action Request System administration. Education /Certifications /Ski Its University of Maryland, College Park, MD - Bachelor of Arts in Government £r Politics with a focus on International Affairs Berklee College of Music - Boston, MA - Alumni with focus on Scoring Music for Film and Television Lawson Software - Confidential 42 - Technical Lead Systems £r Software, Inc. Areas of Expertise Professional Background Data Conversions CIS FMS (Payroll, Fixed Assets, General Ledger) Application architecture Implementation Experience Development Project Lead Work with team leads to: Manage and update the Development Project Plan Question and revise enhancement estimates where necessary Schedule Development resources with the Resource Managers Coordinate unit testing and integration testing with Business Lead Coordinate the work flow with Programming, Data Conversion, and IT/ Infrastructure Responsible for data conversion activities such as data analysis, mapping, programming and validation Responsible for Application deployment and maintenance Held accountable for Development's work being delivered on time Held accountable for deliverables set by Project Manager Add input into the general customer Project Plan creation Create a Development Project Plan Manage the Development Project Plan Maintain open issues list as a result of testing efforts Involved in Business Process Analysis (BPA) Update enhancement specifications if necessary Interface Analysis Deliver System modification specification documents internally Create Risk Management planning with the Project Manager Technical Lead Responsible for directing developers during the implementation process. Responsible for data conversion activities such as data analysis, mapping, programming and validation Oversee quality of work Analyze, design and develop enQuesta Involved in performing business process analysis Previous Experience Systems Ft Software, Inc. Senior Systems Analyst - Development of CIS ft FMS Billing Software - Responsible for developing payroll applications including time entry, calculation of taxes and creating year end reports for Federal reporting - Responsible for developing General Ledger processes and integrating various processes into General Ledger to create audit reporting Developed application to depreciate li write off /salvage Fixed Assets Worked on Work Order /Call Tracking and Job Processing applications for utilities Involvement in system analysis, review of data model design, screen design, and data conversions Farmer's Insurance Group - Los Angeles, CA Systems Analyst - Auto Standard Billing - Set up test plans for various level of test environments such unit test, functional test, integration test, regression test. - Major responsibilities include working on COGEN, the billing software for insurance companies developed by CSC Continuum. - Involved in one -time conversion of data from flat COBOL files to Database. Lawson Software - Confidential 43 Technical Lead Sample 'Resume Systems £t Software, Inc. Specialized Software Integrated, Ltd. - Worcester, MA Systems Analyst - Analyzed and changed code for compliance with the Yr.2000 and beyond for Nationwide Insurance; Involved in Unit testing, system testing & certification testing. Education /Certifications /Ski l Is University of Madras - Chennoi, Indio Bachelor of Engineering in Electrical i3 Electronics Engineering Diploma in RDBMS in Oracle Operating Systems: MVS /ESA, 0 /S2, Windows, AIX /Unix Hardware: IBM S/370, IBM RS /6000 Languages: MF- COBOL, CICS, Focus, JCL, SQL, Visual Basic Database: DB2, Focus, IMS, VSAM, MS Access, Oracle, Unidata Tools: TSO /ISPF, XPediter, Panvalet, File -Aid, TDMigrator, SPUFI at QMF, Animator, Rational ClearQuest, Reporting tools like Actuate, PVCS version manager, TOAD, CVS Lawson Software - Confidential 44 Network Services Systems £t Software, Inc. Professional Background Implementation Experience Operational Lead Infrastructure analysis and recommendations Responsible for initial burn -in and testing of hardware Installation and support of operating system Installation of hardware at customer site Performance monitoring and tuning Previous Experience Resolution, Inc. - South Burlington, VT System Administrator Network Administrator for 150 user Novell 4.11 / Windows NT / 2000 LAN /WAN with3 sites 24/7 pager responsibilities Responsible for all desktop software and user training Replaced DOS application with MS Access applications System Administrator for a 25 user MRP software and server Performed regular maintenance and restore and recovery functions Used Query/400 Database program to customize internal and external reporting on an AS /400 Platform Education /Certifi cations /Ski l Is MCSA - Microsoft Certified System Administrator 2003 A+ - Compita certificate Network + RHCT - Red Hat Certified Technician AIX 5 Support Certified Lawson Software - Confidential 45 Sample Senior Database Analyst Resume Systems £t Software, Inc. Professional Background Areas of Expertise - Database analysis, design, modeling and implementation Implementation Experience Database analysis, design, modeling and implementation Conceptualize, research and design new project initiatives, architectures and technologies Design, implement, oversee and support strategies, workflows and resources for project initiatives Design, implement and oversee and support interfaces between data applications Provide second level technical support for customers Previous Experience Summary - More than 10 years of experience in analysis, design and development of information systems for various commercial applications. Functional knowledge of utility systems, finance and accounts, purchase and inventory domains. Experience with complete life cycle of the large projects, executed under strict quality standards of ISO 9001 / SEI -CMM level 5 quality model - Expertise in estimation, requirement analysis and design of the client server and object oriented applications; developing the same using PowerBuilder /Visual Basic /Developer 2000 and Java /JSP front -end with Oracle backend Oracle Certified Professional (OCP) certified Experience with database design using Oracle and data modeling using Erwin and Oracle Designer /2000. Sound foundation in relational design methodologies. Experience on legacy data conversion technologies IBM Life Science, Silicon Valley Labs, CA Analyst, Database Specialist - Retrieval System for Text Databases Project Description - Design and development of retrieval system for very large size (50 -100 GB) databases. The architectures takes ASNA or flat file data as input, converts it into XML and then loads the data from XML files into D132 UDB by making use of IBM DB2 XML Extender. The same way data is uploaded to Oracle. Once data is available in DB2 or Oracle, it can be integrated and queried using DiscoveryLink wrappers. The databases being used are: GenBank and dbEST of NCBI. Responsibilities - Prepared the design of the system. Managed and executed the database side of the solution involving D132 and Oracle. Used Oracle SQL "Loader, Import /Export utilities and backups, D132 Text Information Extender, DB2 XML Extender, DB2 Import and Load utilities. IBM Life Science, Silicon Valley Labs, CA Analyst, Database Specialist - DiscoverLink Wrappers Proiect Description - As part of the IBM DiscoveryLink solution for life sciences industry, developed Wrappers for the following two data sources, available through the Sequence Retrieval System (SRS) at Indiana University website: GenBank - Database of all known nucleotide and protein sequences Swissprot - Database of protein sequences Responsibilities - Involved in the research to gain insight into characteristics of the GenBank and Swissprot data sources. Prepared relational models of the data sources. Designed and tested the wrappers. Interfaced with IBM research lab staff on design and all other technical issues. Ensured high quality of the end product. The result was a Zero - Defect user acceptance testing. Lawson Software - Confidential 46 Senior Database Analyst Svstems £t Software, Inc. Analyst Et Designer / PL TIBS Information System Project - 111 Project Description - A part of the client server based integrated software system for entire transportation business of the client. It was the last of the 3 -phase solution for the company and includes 4 modules: Public Relations, Administration, Quality Circles and Internal Audit. The system was delivered to the client well before deadline and with Zero Defect. It was now been implemented in serving the clients objectives successfully. - Responsible for executing the complete lifecycle of the 4 modules of the project. User meetings, analysis of the current system, preparation of the Requirement and Functional Specs for these modules. Did database and module design using Oracle Designer /20000 and used Cognos Impromptu and Powerplay for EIS reports. ence in Computer Certifications Microsoft Visual Basic Oracle Certified Professional (OCP) Skills Hardware: - Intel Pentium based computers -IBM RS /6000 Operating Systems: Windows95 /98/NT/2000 Unix (AIX Ver 4.3.3., 5.1) Software: Visual Basic PowerBuilder Developer 2000 Java JSP Database: Oracle 8/8i/9i PL /SQL DB2 7.x Tools: Others: Oracle Designer /2000 Erwin 4.0 DB2 Extenders Rational Rose Rational ClearQuest PVCS Version Manager RLDT's Cobol Access + Functional areas: Utility Systems Finance and Accounts, Purchase, Inventory Life Sciences Databanks (GenBank, SwissProt etc.) Lawson Software - Confidential 47 Trainer Systems Et Software, Inc. Professional Background Sungard, HTE, Inc. - Lake Mary, FL Application Specialist / Software Trainer Presenting and training software to municipalities and government agencies Developed training material on an as needed basis Responsible for software implementation process and ensuring all necessary deadlines were met Interacted with city to ensure requirements were met based on city ordinances and regulations Interfaced with all levels of users and technical groups to analyze, document, and adapt customized software to daily business practices - Created comfortable, working relationships with clients to ensure success with software applications and all other interface applications utilized Previous Experience Caribbean Utilities Company, Ltd. - Grand Cayman BWl Software Consultant Managed the conversion and implementation process of H.T.E. Et RCG application systems Interviewed end users regarding policies and procedures to enhance the efficiency of the applications Ensured software was set up to meet the needs of CUC, Ltd. Responsible for development of technical documentation and curriculum for several H.T.E. software applications including: Customer Information Systems, Work Orders, Cash Receipts Conducted thorough training and practice sessions for Customer Service Department Assisted IT department by troubleshooting system issues using AS400 functional commands and queries Education /Certifications /Skills University of Central Florida - Orlando, FL - Master of Business Administration University of Central Florida - Orlando, FL - Bachelor of Science - Secondary Mathematics Education Technical Skills - Microsoft Office, AS400 commands and queries, Utility billing software Lawson Software - Confidential 48 �. A d E �a H c ++ Q u C C L E u C v+ ro > au 02 v w 0 v 3 0 c 0 J jr v w 0 v 3 0 c 0 J Project Initiation: Month 1 and Month 2: Tasks: Project Planning, Installation Financials /Procurement Phase I -a: Month 3 Begin Project (Eleven months) (includes Phase I -a and Phase I -b) Month 8 Conference Room Pilot Prototype Completed (includes Phase I-a and Phase I -b) Month 12 Begin System Test (includes Phase I-a and Phase I -b) Month 14 Begin End User Training (Phase I -a) Month 15 Go -Live of Financial /Procurement Phase I -a products Financials /Procurement Phase 1 -b: Month 17 Begin End User Training (Phase I -b) Month 18 Go -Live of Financial /Procurement Phase I -b products Phase I -a Products to be implemented: General Ledger, Activity Management, Grant Management, Asset Management, Accounts Payable, Accounts Receivable /Billing, AP /PO Matching, Requisitions, Procurement, Inventory, Lawson Business Intelligence Suite, Lawson Development Tools. Phase I -b Products to be implemented: Budgeting & Planning, Strategic Sourcing, Work Order. HCM Phase II -a: Month 5 Begin Project (Twelve months) Month 10 Conference Room Pilot Prototype Completed (Phase II -a and Phase II -b) Month 14 Begin System Test (Phase II -a and Phase II -b) Month 16 Begin End User Training Month 17 Go -Live of HCM Phase II -a products HCM Phase II -b: Month 17 Begin End User Training (Phase II -b) Month 18 Go -Live of HCM Phase II -b products Phase II -a Products to be implemented: Personnel Administration (Position Management), Benefits Administration, Payroll, Absence Management (Leave Accounting), Time and Expense Management (Time & Attendance), Lawson Business Intelligence Suite, Lawson Development Tools. Phase II -b Products to be implemented: eRecruiting Utility Billing Phase 3: Month 10 Begin Project (13 months) Month 18 Conference Room Pilot Prototype Completed Month 20 Begin System Test Month 22 Begin End User Training Month 23 Go -Live of Utility Billing /Business Licensing Products to be implemented: enQuestaT" CIS — Core, enQuestaTM CIS Enhanced — Permits, enQuestaT" CIS Enhanced — Backflow, enQuestaTM CIS Enhanced - Hydrant/Valve /Tap, enQuestaTM WebConnect 50 Attachment 3 End -User Training: Learning Accelerators At the conclusion of implementation team training and with the final acceptance of Lawson setup, configuration, and modifications, Lawson Learning will kick -off the end -user training development project. This project will use Lawson Learning Accelerator to develop end -user training in the form of Learning Accelerators. This approach helps drive Lawson adoption, ensuring that end users are confident and able to use Lawson to its fullest. This project also results in end -user documentation. Lawson proposes our Getting Started engagement for the City. This engagement will leverage the Lawson knowledge achieved by the City implementation team and the design and development skills of the City Training Organization. The Getting Started engagement model described in the table below includes Lawson Learning who provides a project team lead and content developers to supplement the City team. This engagement model recognizes that the City: • Desires to build and retain Lawson knowledge • Requires a process by which the City can update user documentation and training as they add and /or modify business procedures • Has a Training Organization that has training design and development skills Lawson will provide the development effort and staffing to support the initial development of the end user training materials using Learning Accelerator. Lawson will provide the development effort and staffing focused to create the training materials and user documentation of up to 100 processes. The development would include: • 100 Step -by -Step Word documents used as the hands -on activities organized into lessons. • 100 interactive (Try Me) simulations created using Learning Accelerator. • 100 Non - interactive — movie (Show Me) simulations created using Learning Accelerator. It is assumed that the end user training will be conducted using the Try Me simulations. Students can perform the Try Me simulations multiple times to ensure learning thru repetitive practice. In addition, to accommodate all adult learning styles, demonstration Show Me simulations will also be available to the learners. Lawson will conduct a Learning Accelerator Strategy and Design Workshop at the initiation of end user training development and provide one knowledge transfer session at the conclusion of end user training development. As a result of this joint effort, the City team will gain knowledge and practical experience with the Learning Accelerator tool and development process. The City can further use this knowledge and experience to continue end -user training efforts for Lawson and non - Lawson applications. 51 End User Trainin Evaluate Current Processes and Users Learning Accelerator Strategy and Planning Workshop Learning Accelerator Developer Training The City and Lawson Consultants evaluate current processes and users Lawson Learning conducts workshop for the City implementation team and Training Organization designers and developers Lawson Learning conducts training for the City Training Organization designers and developers 52 The intent of end -user training is not to simulate everything but rather the key mission critical processes that need to be performed. The City will conduct a survey of the application suite(s) to determine the key roles, lessons, concepts, and simulations that need to be developed to support the project. Two to three days Three to four days Task- Involvement Scope • 100 Step -by -Step Word documents used as the hands -on activities Lawson team carries 80% of work effort with 20% Design Role Lessons involvement of the City with input from Lawson implementation team Knowledge Transfer Lawson Learning conducts sessions for the City training sessions designers and developers The City Training Deliver End -User Organization rolls out end - Training user training and documentation organized into lessons. 100 interactive (Try Me) simulations created using Learning Accelerator. • 100 Non - interactive — movie (Show Me) simulations created using Learning Accelerator. Two to three days Roll out all end -user training and documentation Estimate of Professional Services Hours and Fees: Cost Task Hours Rate/Hour Project Leadership, Training Strategy & 80 $188 $15,040 Design • Training Curriculum • Project Plan • Word Export Template • Content Development Standards Materials Development 500 $171 $85,500 • Up to 100 Step by Step Word Job Aids • Up to 100 Try Me simulations • Up to 100 Show Me simulations Learning Accelerator Knowledge Transfer 32 $171 $ 5,472 • LA Developer Class • Design and Standards Total End User Training Development 612 $106,012 Estimated Travel $ 15,902 Total End User Training Development $121,914 w /Estimated Travel 53 Attachment 4 Lawson Performance Audit A Technical Consultant will conduct a thorough evaluation of your current system environment and report recommendations for optimum Lawson operational environment and throughput improvements. This is a remote service using a dial -up connection to the system or the Lawson WebEx Center. The audit is a pro- active tool designed to ensure the best possible performance from the system based on years of customer monitoring. Duration Approximately 8 hours comprised of: System Monitoring Statistics gathering Analysis of statistics Documenting the findings Conference call with client technical team to discuss recommendations Deliverables In -depth evaluation of the Relational Database Management System In -depth evaluation of the Windows or Unix Environment, i.e.: Kernel parameters, memory, CPU, 1/0 subsystems, and more In -depth evaluation of Lawson system setup and Environment performance statistics In -depth evaluation of Lawson IOS /RMI and Portal setup In -depth evaluation of Lawson Process Flow system configuration Documented recommendations for environment and system tuning to be provided within 5 business days One hour conference call with the clients technical team to review results 54 Request for Clarification — RFP 06 -189 City of Santa Ana, CA Enterprise Resource Planning Software and Implementation Services June 27, 2007 (as amended) Toby Genaro Lawson Software 2030 Main Street, Suite 400 Irvine, CA 92614 626 - 683 -7366 Toby. genaro @Iawsonxom www.l awson xom Wednesday June 27, 2007, 1:00 pm to 5:00 pm DAY ONE: DISCOVERY SESSION Ross Annex, Room 1600 Time Description 8:00 am — 10:00 am 1:00— 1:15 pm Demonstration Set -up & Introductions Technical Session (Break -out group in Lab room) 1:15 — 1:45 pm PCI Cashiering 10:15 — 12:00 pm 1:45 — 2:45 pm Utility Demonstration (w /continuing lab if needed) Lunch 2:45 — 3:00 pm Break 2:45 prn — 3:00 pm 3:00 — 5:30 pm Additional Software Demonstrations (WPayroll) General and Contract Issues Thursday June 28, 2007, 8 :15 am to 5:30 pm DAY TWO: SOFTWARE FUNCTIONALITY DEMONSTRATION Ross Annex, Room 1600 Time Description 8:00 am — 10:00 am Additional Software Demonstrations (Financials) GL, Budgeting, AR, Project Mgmt., Payroll &GL 8:00am — 9:30am Technical Session (Break -out group in Lab room) 10:00 — 10:15 am Break 10:15 — 12:00 pm Additional Software Demonstrations (Financials) Encumbrance Control, AP, Contract Mgmt 12:00 — 1:00 put Lunch 1:00 — 2:45 pm Implementation Issues 2:45 prn — 3:00 pm Break 3:00 pm — 4:15 pm General and Contract Issues 4:15 pm — 5:00 pm Cost Issues WRITTEN RESPONSE AND PRESENTATION REQUIREMENTS Please provide a written response to all of the following issues /questions by the June 25th deadline mentioned previously. Your team will be presenting its "General Issues" written response to the City during the software demonstration. The remainder of the written response will be presented during the discovery session. Note that several issues below require a software demonstration. I. General Issues The City has a number of general questions with regard to your proposal, as outlined below. Please both provide a written response, and be prepared to discuss these items in the Discovery session. 1. Please describe the number of types of users that you are proposing. Please clearly explain the differences between the types of users and any limitations on the functionality that can be accessed by different user types. Dawson Response: Lawson Software applications are licensed on a named user basis. All Licenses are perpetual licenses. A named user has access to every application including toots such as Processl`low and Design Studio, and each user may run Crystal Reports. A self- service user has access to a particular function such as employee self-service (includes Time Entry), requisition self - service and manager self-service. These users are generally non -power users who need to enter time, change benefits, addresses, enter requisitions, etc. Lawson Software — Confidential Lawson does not provide a cost per user. We bundle users into the application and have a different breakdown on cost depending, on the application. 'S Response: enQuesti is licensed tin a eoncurre, "it r_,er basis. N\ e have pr!Ccd e'n«n rh COlICF!f -rent licenses Io 111�2et your user count as staicd in your initial Request ii,r Proposal. Each user viii be �n-antcd different accc .ss to Vari(JIS components of enQuesta based on their security set -tip. ht terms of the enQuesta Reporting portal, we have priced access for 14 users. 2. Please review your plan for the release of new software versions and the impact the new releases will have on the City. La-wson Response: Lawson produces Major Releases every 2=1 -36 months. Cvclical Releases are provided approximately every h -12 inonths in order to add functionality to the applications. In addition, patches are sent every quarter for tax updates, product enhancements, and user requests. Patches can be applied as a one -off so the City would not have to test every_ application. In terms of support for old releases, Lawson will support two major releases for approximately 5 years. S &S Response: Major releases of enQuesta are deployed eery 12 -1 ti months. Maintenance releases are deployed on a quarterly basis. In the case of a major release. the City's Account Manager will review- new featul-es with the City. Our policy is that our clients only purchase the enQuesta license once during the initial contract. Costs associated with 1.11)(11-ades are typically around services for such things as trainin­. We encoura«e our clients to up"I'ade every two to three near, to remain current. All new features (whether they are associated with a maintenance release or upgrade) will be deployed to the City's train /test environment where the City can review /test them prior to moving them over to the live production environment. As well, release notes will also be distributed to the City to ensure the City's staff has an understanding of each new feature. Please provide additional information on recommended City staffing levels to maintain the system after implementation and address the following questions: What is the mix of technical /functional staff that will be needed to maintain the system? Lawson Response: City ERP Manger: Overall responsibility for the system. Responsible for strategic direction and end user support. The City ERP Manager will work with users to ensure the system is fully utilized by City staff and provide direction for future initiatives. Business Analysts: Lawson recommends each major suite be assigned a Business Analyst who will work with the end users to create and maintain reports, process flows, etc. The FTE range is dependent upon the activity of the users. System Administrator "Security Administrator ;'Database AdministratorAVeb Administrator: Responsible for assigning and maintaining users and security, maintaining product lines, patches and updates, database administration, network and hardware maintenance, etc. These rotes will be dependent upon the activity of the users, including staff turnover, and other development activity. These roles are most often divided among staff that has other duties. The FTE provided is a range based upon that assumption. Subject Matter Experts (SME): The City will have a team of SME's who will work with users to resolve issues and work directly with the City ERP manager to provide user feedback for fixture initiatives. The number of FTE's needed will vary based upon the role of the SME. The FTE range is dependent upon the number of SME's and the activity of the users. The technicalrfiinetional staffneeded to maintain the system depends upon the City allowing end users to access and use the LBl tools. End users can create and modify reports, if provided with training and ongoing support frorn the technical team. Lawson assuines this will be the case in its estimates provided below. Lawson Software - Confidential Business Analyst I..BI, process flows, design studio (.5 -1.0 FTE per suite) 1.5 -3.0 System A_lministrator,Database Adni nlstr;uo: 'A,ch Urninistr,;tor SeCUrity U n nisiralor 1'5 _2.0 Lawson Manauer 0.5 -1.0 Subject 'Matter Experts (SNIE) varies 4. What types of skill sets are necessary for technical and functional support staff? Lawson Response: The skill sets necessary lrar technical and functional support staff are the same prerequisite skills for the project team members. Those skills are noted in the response to Section I1L (4) below. S &S Response: The skill sets necessary for technical and functional support staff, as stated by La4vson abo%e, are the same skills for the prqject team members. The two largest facets of ongoing support are End User Support and System Administration. From an end user perspective, the City is responsible f>r providing the functional expertise of both the enQuesta application and business processes to support first level end user issues. From a System Administration perspective, the City is responsible for ongoing maintenance of enQuesta as it relates to security, database administration, management of the network and hardware, including printers and other peripheral devices, management of interfaces and third parties, and testing of maintenance releases before deployment to the City's production environment. 5. Our business units may need to research detailed tasks after they have been archived from the live system. Over time the old data may reside on a database /application that is quite different from the current live one. How are these issues handled? Lawson Response: I -awson applications have a complete purging - archiving capability, see responses below under Archiving and purging. This detail will be discussed further in the Technical Session. S &S Response: enQuestaT_'" leverages database partitioning for real time archiving of historical data. This means that the data will continue to reside within the production database instance. Partitioning allows for a single datastore, accessible by all normal means, while simultaneously maintaining the performance as if there were only a limited number of "years " of data on the system. 6. Each business unit (i.e., payroll vs. AP vs. GL) may have different criteria for purging/archiving data. How is that handled? Lawson Response: Lawson applications have a complete purging - archiving capability, see responses below under Archiving and purging. This detail will be discussed further in the 'Technical Session. 7. In the Functional Requirement you indicate that the system will handle: ■ Archiving and purging of data (tech 4.06, tech 4.07). Lawson Response: Lawson delivers for eNery major module programs used to identify information for the purpose of archiving and extraction from the OLTP production database. These programs create the necessary file extracts needed to preserve the information in a format that can easily be transferred to archive products, archive databases or industry standard backup methods such as tape drives. ■ Provide method to access archived data when system architecture changes as a result of software upgrade (tech 13.00) Lawson Response: Lawson generally provides the ability to extract and archive information for use with other archiving products. The ability to access these archive files are generally dictated by the method of archive and the standard access methods available to these products. You should always have 'Lill access to archived data and in some cases the information is stored into an archive data mart. ■ Archives /purge records upon request within a user - defined time and criteria (tech 14.00) Lawson Software — Confidential 4 Lawson Response: The standard Lawson archive programs provides this ability to establish date, time, departments. companies and n:am other parameters when identifying archive data. Adduional!v ) 011 can also s_ESe Mdustry standard database tools to accomplish the same 1•esults outside of the standard archive programs. ■ Software is easily deployed to desktops through push technology (tech 8.00) Lawson Response: Lav-son's presentation layer is I0W,,,) thin client browser based technology that is automatically deployed and fully operational upon first access. Any updates and or changes to that presentation Iayer is automatically delivered to the user the veryneNA tiine they access the client. There is no process that requires a individual to load desktop software. • Please explain and demonstrate how your system will handle the above. Lamson Response: To be discussed demonstrated in the Technical Session. S &S Response: Archiving is achieved leveraging database partitioningi. Purging is facilitated via a DBA function, generally at the time of major release updates. Partitioning, will allow for a single repository of both active and archived data, and any associated ntetadata will be updated during the upgrade process Because partitioning is configured by date range, the customer will be able to control the number of "active" vears in the datastores. While initial deployment of the enQuestar "' client is a manual process (which can be contigured for automatic deplo }anent via login processes). all future updates of that client will be pushed to the desktop fronn the central production server, once they are approved by the utility. II. Software Functional Issues As a result of further review of the RFP and further consideration of what the City learned in the software demonstration session, the City has a number of questions regarding the functionality of your software, as well as functions which they would like to see demonstrated. Thus, a live demonstration of the software similar to the previously held demonstrations will be required. Additionally, you should address the "Specific Functional/Technical Questions" outlined in this section, in writing as appropriate and be prepared to discuss your answers. Finally, you should bring a representative to staff the demonstration lab during the time period specified. Utility Billing: S &S Response 1. Sign up new tenant and print deposit bill. S &S Response: Through a single workflow, one customer can be moved out of a premise and the new tenant can be moved in. A deposit can be automatically calculated for the new tenant moving in based on a criteria table Santa Ana will have the option of setting -up. A deposit bill can then be generated and given to the new tenant. The new tenant can then make a payment for the deposit due. 2. How to correct if deposit amount is incorrect? S &S Response: If a deposit amount is incorrect, a user can make the appropriate changes as required through a specific workflow or directly through a maintenance table. In both instances, an audit trail is maintained detailing such things as the user id, date, and time the chanec was made. 3. How would we correct if customer has wrong type of flat rate services on property service? S &S Response: Through a specific workflow, users will have the ability to modify the incorrect flat rate service associated with the account. The workflow will maintain a detailed audit trail capturing such things as the user id, date, and time the change was made. 4. How would we correct if customer has wrong water service or wrong meter? Lawson Software — Confidential S &S Response: Through a specific workflow, a user would correct Ilie incorrect water service or exchange the - wrong meter wvith the correct meter. '.Text. the user would process the cancel any incorrect bills and then process a replacement bill. 5. How would we correct if customer is signed up to wrong property address? S &S Response: Through a simple "void " process, the service request can be canceled. Workflow Ilistory will maintain all voided service requests_ When a request is voided, the user will be navigated to notepad to indicate a reason why the request is being voided. 6. How does the system handle a change of the register on a meter (but the meter is the same)? S &S Response: This would be handled through a specific workt1ow in which the meter number - vould rernain the same, but a read would be obtained. 7. How to correct if meter has the wrong number of dials? S &S Response: Users can modify the number of dials directly through the meter inventory table. 8. Exemptions for charges such as a utility user tax, penalty and cut for non - payment for a date certain or perpetual. S&S Response: Users earl initiate "Quick Orders" which can set intelli, ent tlags and, or alerts on accounts. These indicators such as "stop penalty" or "exclude from collections process" can be displayed under the Fast Facts section of the main Inquiry Portal. User - defined alerts can also be displayed when an account is accessed. 9. How does the system handle adding cities and states on mailing addresses and correcting zip codes? S &S Response: In terms of validating- con-ccting mailing addresses, this can be accomplished through the CASS certification process intertace. In terms of completing a mass correction, update to zip codes, this can be accomplished through an enQuesta table. 10. Does system bill every account on Cycle even those that do not have water service? S &S Response: Yes, as in the case of a refuse -only account. 11. Does system generate 48hr notices or turn -off work orders if there is no water consumption? S &S Response: This would depend on the configuration of the "C ollections 48hr Notices'" process. Most of our existing clients configure enQuesta to not produce 48hr notice hang -tags ii>r any account where the water is off. 12. Does the system allow mass completion of work orders? S &S Response: While enQuesta allows for the mass creation of work orders, the mass completion of work orders needs to be handled through either interface tables or Web Services. 13. When a manual bill gets generated, what happens to the charges when the regular billing gets processed? S &S Response: In enQuesta there are two ways for ``manual" bills to be produced. a. In the 1st situation, the bill would merely be a `what -if' situation. In other words, if the reading-, we received was "X," then the total bill would be "X." (A specially marked bill could be printed in this case). For this situation, no cbarges are recorded on the system, however you have been able to give the customer the expected charges, and you can receive cash on the account. b. In the 2nd situation, if a bill gets produced manually through the adjustment process, then the bill is posted to the system and the account can have a "status" bill produced for the customer. This Lawson Software - Confidential situation would not replace regular billing either, but would be in addition to. In this case, Santa Ana would have the ability to either shoe- the manual bill's charges /credits as prior activity (balance f0rward) or in the cur,,ent activity area xkith the appropriate descriptions. This is a bill print choice for Santa Agra. 14. If an account is closed -out, does the system allow charges to be debited? Can a manual bill be printed? Does the system accept payments on the closed -out account? S &S Response: In the case of a closed -out or inactive account, charges can be debited, manual bills can be printed. and payments can be accepted. 15. If the account is closed and charges written -off, how are payments handle? S &S Response: Payments can be taken on `'written -off' accounts. The appropriate General Ledger entries wvrll automatically be made and the customer's account balance will be correctly rioted with the "new" written -off balance, 16. How does the system provide history of all customer's /accounts on property address? S&S Response: Through the enQuesta Centrix screen, users can view every account a customer has had or currently has or 'users can view every person that has ever lived at a particular premise. 17. Does system allow duplicate meter number on same size of meter? S &S Response: No, duplicate meter numbers are not permitted on the same size of meter. If this is currently permitted in Santa lia's legacy system, through the data scrubbing process of the implementation, each meter will be assib red its oxvli unique identifier. 18. Does system allow a duplicate meter number on different size of meters? S&S Response: No, duplicate meter numbers are not permitted on different sizes of meters. If this is currently permitted in Santa Ana's legacy system, through the data scrubbing process of the implementation, each meter will be assigned its own unique identifier. 19. Does system allow a set meter if the wrong size service charge was added? S &S Response: If the rates have been configured to be tied to meter size, when an attempt is made during the service order completion process, the system will produce a warning that the meter size is incorrect for the rate assigned to the meter account. This will indicate to the user, that they have made a mistake. 20. Does system have a maximum number of meters that can be added to account? S &S Response: There is not a maximum. The number of meters associated with all account will be displayed under Fast Facts on the main Inquiry Portal. 21. If multiple accounts are added to customer but customer wants to have them separated (because it wants to add store numbers) how is this handled? S &S Response: A customer can have multiple accounts associated with them in which only one bill is produced. Or, a customer can have multiple accounts associated with them in which each individual account receives its own bill. The process of separating them, is as simple as eliminating the link to the master,'sununary bill croup. Accounts Receivable Lawson Software — Confidential 1. Explain the process on how the system will be able to interface with the Police Department files to your system for billings such as alarm permits and false alarms in a format that will be ready for billing. How Nvould your system keep track of which false alanns are billable and the count for 1st, 2nd, 3rd, false alarms since amounts increase per penalty? Lavcson Response: Lawson offers an interface t:kble fir integration . hn 3`� Party Billing system. Invoices data can be integrated into Lawson billing for invoicing purposes or directly into f6r receivable tracking and revenue recognition The example below shows invoice infi rination imported from as external source (excel) and then the invoice is �enentted by 1_.awson Billing, Unit of Process Invoice Fund Measure Price Level Customer # Type Quantity Item Code 200 EA $ 150.00 1 109 REG _ 2 FALSE ALARM 200 EA $ 100.00 �1 119 REG 1 PL -ALARM F1 200 EA $ 250 00 1 120 REG 2 PL -ALARM F2 200 EA $ 250 00 1 114 REG 3 PL -ALARM F2 Below is a sainple of an Invoice displayed in Lawson Billing. Not that additional charges and fees including taxes can be added to the invoice, Company _ 200 jjj City General Fund Batch 47i Invoice Prefix Fig Invoice Number 24 Q Unreleased Currency uSD Process Level r -i� Customer 119,6 Invoice Type REG Reason Code Location MAIN Date osfMPW Invoice Options S Copy Process Level 1 Ship To r-lr Jim's Place Regular Invoice Main Distribution Center t Tax Inquiry Position To I - After the invoice is prepared, tike invoice data can be reviewed and then released to the client for billing. Both AR customer information and GL transactions are updated through a hatch process. Keep in mind the following key facts: a. For external data uploaded into, Lawson offers a Flexible File format (CSV, Flat File, Fxcel, and Comma Delimited) for integrated data into Lawson. b. The Data Structure with conversion lunctionality and data validation is delivered. c. The into, ration process can be Manual or Batch d. The integration process can be linked to Lawson's process flow for automation 2. How will credits be handled when the system shows a credit balance on one of the accounts? For example, if an account has a $100 credit in water, but the customer called and said it was intended to pay an accounts receivable such as paramedic billing. Can we transfer the amount within the modules before or after the system has posted to GL? Lawson Software — Confidential Lawson Response: Our first assumption is that AR Utility Billing application will handle this type of AR data. However; if Lawson is chosen to handle this AR credit balance, the auto cash application process will au omit tally updntc the customer aCeount ,N1ien payment application process is ran. 3. How does your system handle year end accruals? How does is handle payments received after the close of a fiscal year? I -awson Response: In general. Lawson General Ledger's year -end closing process is the same for both period and year closing. No special procedures are generally necessary in order to close the books at year- end. The basic rules for closing are as follows: • i'he Period Close vs. Year end Close follow the same procc °,s • During tlke closing cycle. Lawson otters a Limited Close process to close the books for the month, but allow the possibility of adjustments through a "Back Posting,, option. • A Final Close process is run after all adjustments have made This process is complete and final. • Additionally, Prior Year adjustments can be made open for .Back Postin0" while the new and current year is open for posting. • What processes should be tollowed to insure that my AR period Nvill close successfully? For AR to close successfully a few tasks are recommended to be hollowed to insure a complete and accurate closing is perlormed. Minty ofthe following steps can be completed automatically through process flow: • Release all outstanding invoices in process and cash paytents • Run Finance Charge and Late Fee Invoices inoice process • Run the GL post process to update GL and update AR Balances • Run Chargeback Creation process (AR 191) (optional) • Run AR reports a Customer Statistic Report (AR290) • Customer Audit Summary (AR194) • Payment Request Notice Print (AR155) • Customer Statements (AR 150) • Run AR Period Closing Report (ARt99) -This program will close the fiscal period or year and update customer statistics. A report can be generated which includes any credit balances in customer order. • Run AR Transaction Status Update (AR198) - This program will update record status for invoices, debits, credits and payments. Fully applied open items, payments, credits and application records that have been through n period closings become Historical records. Utility Billing and Accounts Receivable Explain and demonstrate your systems online capabilities for utility billing and accounts receivable. How does the customer interact? What can the customer access? Can the customer request service such as meter reads? Explain the security set up for online capabilities for utility billing and accounts receivable. Lawson Response: Lawson offers a role base security that controls the content data that is presented to a user. A system administrator maintains application and user security rights. Cashiering Please demonstrate your core cashiering system that you are proposing. If a third party please illustrate the depth of integration to the general ledger, utility billing, and accounts receivable. PCI Response: Lawson has partnered with PCI, LLC from Tampa Florida to provide a robust cashiering solution for the City. This proven partnership has provided successful integration of La),krson's general ledger to cashiering at clients such as Guilford County NC' (Greensboro). Lawson Software — Confidential Because PCI's Revenue Collection System (RCS) is a centralized collections application, integrating to other systenis is a major foctlS of this solution. PC I's Revenue Belling System (RDS) Other Receivable systems Walk IN Mail In Client lVf;U Lockbox, lnterneWooskl' he Payment Files M, PCI f ReoordStorspeil- tistory RCS (Revenue Coliection System) Cf _ Financei GL . LAWS4N ntrailzed Payment Database - Reports Treasurer, Supervisor. Auditor Review of the RFP clearly shows the C'tty's vision for a complete centralized cashiering solution that will provide not only robust functionality. but give the City an opportunity to manage all collected monies an a true City -~vide basis. The RCS application can be interfaced to other applications a variety of ways. We have provided interfaces to many different billing, receivable and GL systems. Examples of the interfaces include; several (A)BC compliant stored procedures, telnet, remote shell (RSII), SOFA, XML and ASCII file updates. PCI is very adept at providing interfaces to other systems and we are confident we can do the same for you. Our quoted price includes complete integration between the requested interfaces in the RFP and at the end of the day it can balance out and send an update to the GL. system in a pre - dispersed format. Interfaces will be batch or live dependent upon a mutually agreed upon data transfer method with the City, The only third party software used (besides Microsoft development tools, operating system and database) is Crystal Reports for viewing and ad -hoc report generation. It is fully embedded in our product and licensing is included in our pricing. The City of Santa Ana is currently using Systems Innovators I -Novah cashiering system, have you integrated with this software? If so please explain. Lamson Response: Lawson has integrated Systems Innovators at the City of Greensboro using standard delivered API's. S &S Response: S &S has integrated with Systems Innovators at the City of Greensboro and is very familiar with interfaces, cashiering demands. and the electronic exchange of intbrmation between the two systems. PCI Response: Because System Innovators is a competitor of PCI, there has been no interaction HR/Payroll/Time Entry Scenario 1: A new position has been created for a full time Senior Office Assistant. This position will be filled in the next scenario. Demonstrate the ability to create a new full time, budgeted position Lawson Software — Confidential 10 Scenario 2: A Senior Office Assistant is hired into the newly created position Demonstrate process of inputting new employee; include all screens that must be completed. Demonstrate how required fields are identified Demonstrate the ability to default information from other screens i.e., job code, job title, EEO, effective dates Demonstrate ability to enroll into elected benefits (medical, dental, vision, life, supplemental life, LTD, waivers, cashback, flex, and include beneficiary) and only show benefits allowable for position based on MOU Demonstrate ability to enroll all dependents into elected benefits Demonstrate ability to cancel or change elected benefits prior to and after processing payroll. Demonstrate ability to generate a user defined report to show all employees enrolled in a particular insurance plan, i.e. Vision plan (see example below) Name Employee # Plan Dependents Scenario 3: The Senior Office Assistant hired in Scenario 2 gets divorced and needs to terminate spouse from insurances Demonstrate ability to terminate dependents Demonstrate ability to generate COBRA letter Demonstrate ability to show history of benefit changes Demonstrate ability to generate employee insurance benefit summary/profile with dependents and beneficiary listed Scenario 4: The Senior Office Assistant hired in Scenario 2 has been promoted to Police Services Dispatcher. This promotion involves a bargaining unit change and change in eligible benefits Demonstrate the process of locating a vacant position number Demonstrate the ability to accommodate bargaining unit change Demonstrate ability to terminate benefits from previous position as well as enroll into new benefit elections Demonstrate ability to recover additional premiums owed Scenario 5: Police Services Dispatcher receives an automatic 5% step increase six months from hire date (effective date is 1 st of the month following 6 months) Demonstrate the ability to process automatic step increases and calendar subsequent increase (1 year) Scenario 6: Police Services Dispatcher receives a temporary upgrade to Supervisor Demonstrate the ability to temporarily upgrade an employee to a higher level position. Demonstrate the ability to underfill or overfill a position Scenario 7: Police Services Dispatcher requests leave without pay for 3 months Demonstrate the ability to track leave without pay Demonstrate the ability to adjust in- service date Produce report showing leave without pay Demonstrate ability to suspend all benefits Scenario 8: Employee dependent turning 19 and is now required to be full -time student to maintain dental benefits Demonstrate ability to generate COBRA letters to overage dependent and employee based on benefit enrollment of employee Lawson Software — Confidential 11 Demonstrate ability to terminate benefits for ineligible dependent Demonstrate ability to input future effective dates of termination Scenario 9: Employee is separating employment Demonstrate ability to view accrual balances Demonstrate the ability to payoff accrual balances Demonstrate the ability to calculate longevity vacation (longevity vacation is advanced in January and earned on anniversary date) Produce report showing accrual balances Demonstrate ability to terminate benefits based on plan contract; i.e. plan terminates the end of the month or first of the following month Demonstrate ability to terminate benefits for dependents Demonstrate ability to override dates Scenario 10: Separated employee has been reinstated Demonstrate the ability to reinstate employee to former position without changing in- service date Demonstrate the ability to reinstate employee to delete separation date Demonstrate ability to reinstate benefits based on date provided by Personnel Board Scenario 11: A current part time Senior Clerical Aide is hired full time and is eligible for benefits Demonstrate the ability to use full time in- service date for calculation of longevity vacation Demonstrate the ability to accommodate different pay period for part time and full time Demonstrate ability to have accurate start date for benefits based on full -time in- service date Scenario 12: Create a new medical insurance plan that is available to all employees Scenario 13: Premium rates change Demonstrate ability to update premium rates for employee and employer Scenario 14: An employee is retiring. The replacement employee is hired prior to the current employee retiring so that they can be trained. Demonstrate the ability to have more than one employee in the same budgeted position Scenario 15: All bargaining units receive a 4.5% cost of living increase on July 1, 2007 Demonstrate how this would be done. Scenario 16: Retro due to Merit Increase (Base rate change; multiple premiums change; FLSA adjustment.) Test Script Jackie LaFlame is a Fire Captain. Merit increase effective 711106; however, change in system occurred on 811106. Process retro for affected pay periods. Step Step Description or User Procedure Name Expected Results # Input Data _T Lawson Software — Confidential 12 Step Step Description or User Procedure Name Expected Results # Input Data 1. Current set up is: • Current pay period is 8/1 - 8/15 (semi - monthly pay) • 6/12 Fire Watch C work rule (6 days @ 12 hrs /day; std hrs /week= 56.07) • 9 Day FLSA calendar 2. Add'I set up (based on COSA'S salary Matrix) Using COSA's salary • Base from $6869/$3434.50 to $7211/$3605.50 matrix, determine appropriate new rates • Senior Fire Premium(30CL) from $1082/$541 to $1138/$569 for any premiums affected by base • Tech Truck Premium(10CL) from $342/$171 to $360/$180 change. • Bilingual Premium $139/$69.50 No Change 3. Retro calc: Amt Pd S/B Pd Diff Provide retro amount to pay employee for any 7/1 -7/15 Base $3434.50 - 3605.50 = $171.00 affected rate and SR Prm $541.00 - 569.00 = 28.00 premium. TT Prm $171.00 - 180.00 = 9.00 4MR hrs $138.80 - 145.64 = 6.84 214.84 7/16 -7/31 Base $3434.50 - 3605.50 = $171.00 SR Prm $541.00 - 569.00 = 28.00 TT Prm $171.00 - 180.00 = 9.00 2MR hrs $69.40 - 72.82 = 3.42 48 OT hrs $2498.40 - 2627.76 = 123.36 334.78 Total Retro Pay $549.62 4. FLSA Retro calc: Provide retro amount to 7/18 -7/26 - 48 OT hrs. FLSA adj $69.40 - 72.58 =$3.18 pay employee for any 7/27 - 7/31 - 60 reg hrs FLSA adj $2082.00 - 2184.60 = $102.60 affected rate and premium. 5. Total current pay period Add the total retro amount to current payroll's gross pay. gross should include the Add total FLSA retro to FLSA earnings. retro pay calculated in previous steps. Actual Results <Attach screen prints of the page here after the test data was saved, attach the output from the reports.> Lawson Response: See attached powerpoint for report output and annotations. Financials Lawson Software - Confidential 13 General Ledger: e Show how to set up a reoccurring journal voucher. (_ai,�son Response: Example: Company A purchased insurance for a period from July, 2006 to July 2009 and paid $72,000 cash for three -year insurance premium. [Journal entry on July, 2006]- via Accounts Payable Invoice paid to vendor Deba aa prepaid irrsurarrce 72,000 Cash T2,DOD — Generally Accepted Accounting Principles declare that Pre -paid insurance is an asset account. [Journal entry on July 2006 June, 2009 (36 periods)] July, 2006 36 Period Amortiaation of Prepaid creda Expense Cash is paid. Pre - Expense will be recorded at the Prepaid insurance eadofeach rind forthrear ears. [Journal entry on July, 2006]- via Accounts Payable Invoice paid to vendor Deba aa prepaid irrsurarrce 72,000 Cash T2,DOD — Generally Accepted Accounting Principles declare that Pre -paid insurance is an asset account. [Journal entry on July 2006 June, 2009 (36 periods)] Define 1 Back Mach » } '.Add .t` '.t:hange Delete +� Prerious Inguir (t Pietd:' inquire Company 2oO_M ! LSD City Ganeral Fund Type, Recurring PN. - 5o f.a Pre Paid Insurance Main ...ttabdF,a�lu�C CIF; Journal Book r Sourte Code ]E{, Description, Default 173 Journal Pleader Refe reerfrte, Document r AuutaTtatk Reverse r No Status Prccessecl Released Operator SC1203441ilaarson Automatic Zero r t k Base mrse I- - -Ed Uturrency, Rate u5D U 1 1 0000300 Last Lire 19 Copy Define Recurring Journal (GL70.2) Silo © . .. Company r _2ooej IJSD Gty General Fund Type, Recurring r,- 5o rrl are Paid [reurance ., ....Valid Pe—dS �,,., p .tCrW4teSS Begaulaal Period, Year r:a. r m07 Endlry Psrfod, Year f 1-2 ''J 2009 Pas" Dart. 25 u Yranssttl -Day 251 — select Periods 1 2 3 4. 5 6 7 88. 9 1o= 11 12- 13 Fa F�; Fa VzJ Fa Fa Fa rat Fri Fa Fa ; Fa Fa Lawson Software — Confidential 14 Debit -bit creda Insurance expense Prepaid insurance 2,OOD Define 1 Back Mach » } '.Add .t` '.t:hange Delete +� Prerious Inguir (t Pietd:' inquire Company 2oO_M ! LSD City Ganeral Fund Type, Recurring PN. - 5o f.a Pre Paid Insurance Main ...ttabdF,a�lu�C CIF; Journal Book r Sourte Code ]E{, Description, Default 173 Journal Pleader Refe reerfrte, Document r AuutaTtatk Reverse r No Status Prccessecl Released Operator SC1203441ilaarson Automatic Zero r t k Base mrse I- - -Ed Uturrency, Rate u5D U 1 1 0000300 Last Lire 19 Copy Define Recurring Journal (GL70.2) Silo © . .. Company r _2ooej IJSD Gty General Fund Type, Recurring r,- 5o rrl are Paid [reurance ., ....Valid Pe—dS �,,., p .tCrW4teSS Begaulaal Period, Year r:a. r m07 Endlry Psrfod, Year f 1-2 ''J 2009 Pas" Dart. 25 u Yranssttl -Day 251 — select Periods 1 2 3 4. 5 6 7 88. 9 1o= 11 12- 13 Fa F�; Fa VzJ Fa Fa Fa rat Fri Fa Fa ; Fa Fa Lawson Software — Confidential 14 LAWSN Recurring Journal(GL70. 1) �YM Entity CtC-C�j Gry, 'r -nor rnu TYPe,ftewtru39 pv _I 56 (J ••..'ai�t,?.+�wr- Status F -e_.=d kel.a;ed Position To f-1 10'. nil Net AD 00 The recurring journal process can be performed at any specified time that the user decides. If this is real time does the system require a monthly closing? LaNNson Response: No monthly closing process is required to run reports or analyze data. The system offers real time / ontine analysis at anytime during monthly processing. Additionally open period control functionality is delivered as part Lawson ^s focus to strictly follow the rules of generally accepted accounting principles (GAAP). • Show all steps involved in a final fiscal year end closing. Lawson Response: This will be demonstrated. • What is the report/alert that a transaction can not be posted? Lawson Response: This will be demonstrated. • Is there a report for due to /from? Lawson Response: This will be demonstrated. • Due to /from always automatically balance? Lawson Response: This will be demonstrated. • Are there any cases where due to /from might not balance and will have to be manually adjusted? Lawson Response: No, it is not possible to be out of balance. • How is the monthly interest distribution function accomplished? La-vvson Response: General Ledger allocations would be used in this case. A user will determine the pool (what to allocate), the basis (how to allocate) and the target (where to allocate). The allocation can cross multiple fiords, multiple accounts and multiple departments. The allocation basis can be a simple fixed percent. a multiple set of allocation codes or even a complex calculation statement. The allocations can also be single or multi -step. There is no limit to the number allocation run per year, period or quarter. The system can also perform budget allocations. Lawson Software — Confidential 15 .'�' Y�$�ly ttuie �B9C Pre vad lnwrance ei r' 2 Property ar:d LiaSBlty in.lrtarae Dest re Paid lnwrance More 3 Properly 'd wbtAt lns.n d'n.e De- paid lnwrance Mire r I lei t 13130 rjj 5]50 ;J �i�-e1 7'. 1'500 4 Ptc"rty and LlaW tV 1--le DMC Pa.d I ... ran,,, More rPre 5 Nu.ny did WW'fty I sold Ke D— Pald i —ran.e Mnre �•�— _?10151 s]SOyj CP,e f i"� J Izs.00 6 PrOp�01 Y''d Liaadit'r lnaarence Dent c oa,d lnwrane More 10'. nil Net AD 00 The recurring journal process can be performed at any specified time that the user decides. If this is real time does the system require a monthly closing? LaNNson Response: No monthly closing process is required to run reports or analyze data. The system offers real time / ontine analysis at anytime during monthly processing. Additionally open period control functionality is delivered as part Lawson ^s focus to strictly follow the rules of generally accepted accounting principles (GAAP). • Show all steps involved in a final fiscal year end closing. Lawson Response: This will be demonstrated. • What is the report/alert that a transaction can not be posted? Lawson Response: This will be demonstrated. • Is there a report for due to /from? Lawson Response: This will be demonstrated. • Due to /from always automatically balance? Lawson Response: This will be demonstrated. • Are there any cases where due to /from might not balance and will have to be manually adjusted? Lawson Response: No, it is not possible to be out of balance. • How is the monthly interest distribution function accomplished? La-vvson Response: General Ledger allocations would be used in this case. A user will determine the pool (what to allocate), the basis (how to allocate) and the target (where to allocate). The allocation can cross multiple fiords, multiple accounts and multiple departments. The allocation basis can be a simple fixed percent. a multiple set of allocation codes or even a complex calculation statement. The allocations can also be single or multi -step. There is no limit to the number allocation run per year, period or quarter. The system can also perform budget allocations. Lawson Software — Confidential 15 • How does the system record discount or term taken in AP and GL (as revenue or a reduction in expenditure)? Laovson Response: Discoun s are [Nlpicaliy !L!kcn against the expenditure. • Show all the steps in setting up a new account. Lawson Response: This will be demonstrated in the demo. • When a certain commodity is set up to be charged to a particular account, can it be over ridden? Lawson Response: Yes, Lawson billing applications del�ault revenue aceoant that can be chanaed. Sample Billing line charge for a false alarm, click the options button to change account intormation. PL ALARM F2 3 F2 Sample of revenue accotlnt line item Sales, Data .'"t� �^ User Analysis Sales data Object Activity 0000 SEA Options lata that can be changed. Accounts j User; €iekis ... T_ 10133 4260 F I Account Catenary • Show the steps from cash received over the front counter to posting in GL. Lawson Response: • Daily Cash Batch Number is generated (process flow) • Constituent Approaches the Remote City Location • Constituent writes a check for Business License • City Employee records the receipt of cash payment • Review Cash Receipt • Batch is approved • Cash receipts are posted to the ledger Cash Batch (AR20.1) Kgre I � !lent l Entity W City General Fund Batch 27'r� Unreleased Process Level fi—'rj Process Level 1 Deposit Date oslr42W M Post Date x64-11 1 °M Cash Code CASH Cash Transactions Pay Code Pos Currency u5D US D- XLAP Reference F— Cash receipt is recorded to correct revenue account, offsetting cash balance is updated when transaction is posted. Lawson Software — Confidential 16 Entity zoo tea City general Fund Batch 27 �,J u mIpased payment CA5H ej Amount 1 280,00 Process Level 1 F'roce55 Level 1 Cash Code CASH Cash Transactions U5D User Fields Distrih Total 280.00 USE, Revie" cash transaction information. LAWSNReview Payment Batch (AR37.1) _JO=M=U= [ IK� Entity l�l Batch 27 6{ Cash Code CASH Process Level 1 rity General Fund UM i.ISE, Unelaased Deposit Date W14r,nn? Post Date u6haeoo: Position To I _ ',. CK9521 Non-AR 250.00 250,00 • How often can accounts payable be posted to GL? Lawson Response: As many times as needed. • How often can payroll /utility billing be posted to GL? Lawson Response: As many times as needed. • Show the steps to purge the data information per our records retention policy. Lawson Response: All Lawson applications offer data purge process. Purging data is optional. Note: You cannot inquire or report on infornation you have purged. You can purge historical journal entry transactions. comments, consolidation records, and budgets for a fiscal year. Deleted records are removed fi-om General Ledger database files and are archived to a comma- separated value (CSV) file if the Archive Records field is set to Yes. General Ledger history must be at least two years old before you can delete it. Use this procedure to delete all record typcs at the same tune or to delete each record type separately. • Sample of General Ledger purge data process • Run General Ledger History Delete (GL300) • Consider the selection of the following GL300 parameter fields o Fiscal Year - Type the fiscal year for which you are deleting journal entry transactions and comments, consolidations and balances, or budgets. You cannot delete current year or future year transactions o You also cannot delete last year transactions until last year is final closed o Archive Records - Indicate whether to archive records in a CSV file. The detilult is No Lawson Software — Confidential 17 0 Budgets - Ewer the ranee ol`budgets you want to delete, or leave the Budgets fields blank to delete all budgets within the fiscal year selected Note A purge report Crean i+ ,? rer7of't Slr ±)t {;ttI the tol it 1iumber of bender, traw9acfion, and blldvlet lines deleted. File, E;tpdaied b� General Led er Ilistor: Delete iG1_300t LAWS4N General Ledger History Delete (GL300) Parameters Submit 1 Reports Job Sched Print Mgr Job Name F1 _I r4 Job Description User Name Richard rran4:IB1 Data Area /ID LINE Entity f -6 or Company Group r —` — JE Transactions and Comments — Consolidations and Balances — Budgets Fiscal Year F_ Period of - Archive Records rzJ Fiscal Year F— Archive Records r,a Fiscal Year Budget I eJ - F_u Archive Records FN Pre - Encumbrance and Encumbrance: • Does the system prevent negative pre -enc or encumbrance amount? Lawson Response: The system does not allow negative pre - encumbrance or encumbrance amounts. • How does the system handle the leap year? Lawson Response: Leap year is taken into account as part of the calendar set up. Each end date of the month is defined during calendar set -up. So, if it is a leap year, then February will be established with the 29t7i as the end date. • Does the system provide encumbrances and commitments listing as of date? Lawson Response: Not directly. The encumbrance file shows all open transactions (Requisitions, Pos and AP Invoices), which can be sorted by period. • Does the system have auto back up and purging schedule? Lawson Response: Yes, each sub system can be backed up and purged via a job routine. These jobs can be ran dynamically or on a schedule. • Does the system allow changes on the purchase order that was converted from a requisition? How is the original encumbrance affected? Lawson Software — Confidential 18 Lawson Response: Yes, the Purchase Order system has a change order function. The updated amount is reflected in the encumbrance file. If the change order pushes the transaction over the budgct limit, then it is stopped automaticalh and not :Jluo Ned to be proccssed. • Does the system support the mass cancellation of old un- liquidated pre - encumbrances and encumbrances? Lawson Response: No. Each transaction (Requisition or Purchase Order) needs to be cancelled individually. • In regards to encumbrances reconciliation, if an error is found on a liquidation of an encumbrance does the system allow and adjustment to correct the error or "un" liquidates the encumbrance? l,a,*Fson Response: Yes, this will i.e demonstrated in the demo. Demonstrate how encumbrances and pre - encumbrances are carried over to the next year. How does that affect the budget? Show budget report of the new year including the carried over encumbrances and pre - encumbrances. Lawson Response: Lawson provides sacral options fior year end roil over, based on your operating rules. Balances can be brought forward and decrease the available budget, or the available balance can be increased by the transaction amount„ then reduced accordingly for the proper amount. Contract Maintenance: • Please demonstrate contract maintenance such as a contract for professional consulting services over a two year period and a landscape maintenance contract over three years. Lawson Response: Lawson provides a robust contract management function within the Purchasing module to allow multi year contracts for both products and services. This will be demonstrated. • Are contracts encumbered? Lawson Response: Contracts can be encumbered against both the General Ledger budget and a Project Management budget. Project Management: • Set up a street improvement project called "Bristol Street ". The project is funded by two grants. Lawson Response: This will be demonstrated. • How would you keep tract of information for this project regarding Right of Way acquisition; Project Design Consulting; Construction progress payments; Design Engineer and Construction Engineer labor and materials for each funding source? Lawson Response: This will be demonstrated. • The City is also is required to keep information regarding the outside purchases and force accounts for the California Street report, how would the system handle this? Lawson Response: A project can be linked to a requisition, purchase order or accounts payable voucher through the procurement process. A report can be generated displaying vendor information linked to a specific activity. • Can the system track billable /allowable grant costs and unbillable /unallowed grant costs? La��son Response: Yes, you can track both billable and non billable grant costs. Lawson Software — Confidential 19 • Can a journal voucher be created in Project sub - ledger? Lawson Response: Yes • Show how your system tracks retention payable for construction contracts. Is there an option of automatic percentage calculation or flat dollar amount for retention? Lawson Response: As included in the RFP response document Lawson in its cun-ent release does not offer a retention payable function. Accounts Payable: • If the AP module was set up as accrual basis, show how an invoice dated in current year, but services received in prior year get accrued. If service period covers both prior year and current year, can the system prorate the payment for accrual? Lawson Response: This will be discussed and demonstrated. • Demonstrate how multiple remittance locations can be set up for a vendor. Lawson Response: Lawson provides for unlimited remit to addresses. This will be demonstrated. • Show how a portion of a payment to a vendor can be withheld and paid directly to an agency for child support? How would the amount paid to the agency for child support be included on the vendor's 1099? Lm son Response: These requirements are 'standard lunctions in the Lawson AP system. Lawson utilizes a "'Pay To" v endor on the master vendor file for transactions such as child support. The 1099 information is captured and reported accordingly. • Can "use tax" for purchases from out -of -state vendors that did not charge sales tax be tracked? Lawson Response: Absolutely. This is a standard function in the Lawson AP system. • Show how payments to sole proprietors can be extracted for certain paid date ranges. We will need owner's name, social security #, address, date paid, invoices & amounts, total paid, and contract information if applicable. (For EDD reporting — DE542) Lawson Response: This is readily accomplished using Lawson's ad -hoc reporting tools. Accounts Payable and General Ledger: • Does the system have drop down for AP operator to use to enter AP transaction descriptions and how does the AP transaction description carry over to GL? Lawson Response: Yes, additional information can be made available with L,awson's trademark Drill Around feature and can be viewed in the General Ledger, Lawson Software — Confidential 20 ATTACHMENTS Comment n ,J Invoice NotejReportjCheck. Comments ;_) Invoice Notes El ;`J Invoice Report Comments C+.l �:J Invoice Check Comments E yJ Url r.I J Invoice URL Attachment L� Invoice Note jReport jCheck. Comments _1 Invoice Notes _I Invoice Report Comments J Invoice Check Comments • Show how a non - encumbrance contract payment can get inputted and post to GL. Lawson Response: This will be demonstrated. • If the AP module was set up as accrual basis, show how an invoice dated in prior year and services received in prior year get paid in current year. Show the transactions in GL. Lawson Response: This will be deuionstrated. • How does the system record ACH direct payment? Lawson Response: Payment type (ACH Check) is assigned to the vendor record_ As invoices are generated, the transaction is queued in the proper file. Once Cash Requirements are ran for the payment process" the check and ACH files are generated in tandem with one another. • Set up a contract payment for the "Bristol Street" project set up under the project management section. Show the posting transaction to GL and WIP for capital asset module. Lawson Response: This will be demonstrated. Utility Billing and General Ledger: How and when are credit card payments recorded in GL cash account. S &S Response: When any type of payment is received, it will update the customer's Utility Billing account in enQuesta but will be classified as "pending." enQuesta has its own CIS General Ledger (GL) module that has within it a GL Transaction Table which will be updated with this payment and all others received when the Daily, Update is run in enQuesta (utilities either opt to run this at the end of each day or the following morning). Through a searaless interface to the Lawson GL, the Cash Account will be updated. The timing of how often this interface will be run will be up to Santa Ana - typically it is executed daily, weekly, or monthly. • How and when Water deposit can be recorded in GL liability account. S &S Response: When a circumstance calls t'or a deposit (example - move in), the deposit status in enQuesta will beset to a "pending" status. In this case, `pending' means that the amcxult of the deposit has not yet been paid. One the actual payment for the deposit has been received, the status on the deposit in enQuesta will change from - pending" to "receipted." t -'hen the enQuesta Daily Update is run as noted above, the deposit status will be changed to "active which means it has been recorded in the enQuesta GL Transaction Table as a debit to cash and a credit to deposits payable (liability). Through the same interface as noted above to the Lawson Software - Confidential 21 Lawson GL, the Liability Account will be updated with this transaction. Again, the timing of how often this interface will be run will be up to Santa Ana (daily, weekly, monthly). During the implementation, if UB will go live after GL, show how the MUS utility system will interface to new GL account structure. S &S Response: In this type of project, we typically recommend implementing the new General Ledger (GL) module first prior to implementing enQuesta. enQuesta has it's own CIS General Ledger module. Together with Lawson, we will map the City's actual General (_,edger numbers to the enQuesta General I- edger. When daily updates are run in enQuesta, they will be updated to the enQuesta GI.. Transaction Table. Then, as determined by the City an automated interface will be iniated on a daily, Nveekly, or monthly hasis that Nvill move these transactions from the enQuesta GL io the Lawson General I_,edger. The ma ority of our customers integrate cnQuesta with a tin"Incial management system (some of�whom utilize I_aw-son ). Payroll and General Ledger: • Record Design Engineer's hours charge to the "Bristol Street" project. Review his salary, benefits and deduction in GL. Lawson Response: In the demo, Lawson will show time entry to a Project. • City's engineering division is an internal service fund. The internal service fund recovers engineering costs by billing the time to projects. Show how the engineers will bill time to projects and also add -on administrative fee (Overhead) to projects? Lawson Response: Billing and revenue management creates billing information from project costs. Additional fees can be added to the invoice amount. • The City's General Fund receives overhead cost recovery from other funds base on direct labor charges of the funds. Shows how that function can be accomplished with your system? Lawson Response: Labor information can be allocated across multiple finds. Lawson Project Management system offers a dynamic allocation function that can handle this type of overhead cost recovery. Additional information is needed to determine how exactly the city would like this allocation process to work. • During the implementation, if Payroll will go live after GL, demonstrate how the High -Line payroll data will be interfaced to new GL account structure. Lawson Response: In the demo, Lawson will show a sample of non Lawson transaction data loaded into the general ledger using VIS Add -Ins. Budget Module: • Does the budget module have an up -to -date budget process feature that allows the budget administrator to see the combined department totals for a specific fund or multiple funds? Can we see an example? Lawson Response: Yes . will be shown in the demo. Fund Consolidation is done at the Budget administrative level. Does the budgeting module contain a feature that would allow the Budget Administrator to gauge Internal Service Funds (IFS) cross charge allocations while departmental analysts are preparing their budgets? Is it possible to set a limit to a specific line item cross charge so that we can be sure that the amount has been included in the department's budget? How about a department's budget over a various accounts, but same line item? Can we see an example? If we need to see details of a particular line item to be sure that a specific ISF cross charge allocation amount is included within other departmental expenses, how can we see this level of detail and is this something that the drill down feature can help? Lawson Response: Data set target budgets can be established and can be display within the budgeting and planning tool for comparison purposes. Variance analysis can also be performed. Lawson Software — Confidential 22 • Does the budget module dashboard have the ability to link documents (i.e. EXCEL, PowerPoint, Word and Microsoft Publisher) from a shared directory (instead of uploading files)? Lawson Response: Ycs, this is standard functionalit,, a,,ailahle throughout all of L.1N­;,,r,i's - Npplic�,ttions. pioviding, an audit trail and defendable transactions. • Does the budget module have the functionality to do comparative analysis by showing percentage changes for revenue and expenditures (historical to budget & historical to actual)? How many years? And how flexible would it be in pulling out financial information (from as specific as a certain line -item to as general as total revenues /expenditures) over a number of years? Lawson Response: The budget administration tool has no limit to the historical data that can he accessed bush for actual and budget data. • Does your personnel module provide vacancy reports and identify whether funded, unfunded or frozen status? If yes, can we see an example of the report as well as show how to tag /identify a position as being vacant funded/unfunded/frozen? Lawson Response: LaNvson HR application stores this type of data. While in preparation of the budget, does the personnel control or budget module provide account allocation variance reports to identify if any employees have been budgeted at above or below 100% (i.e. 100% allocation of salary may be across various funds /accounts)? If yes, can we see an example of the report? Also when we want to see the details of the positions covered by a certain payroll /benefits amount, what would we be looking at and will it include all possible positions (including vacant funded, vacant unfunded and frozen positions) for the account? Lawson Response: This will be illustrated in the demo. • Would the Work Flow Process module be able to assist the budget administrator track the status of numerous submittals [such as: department numbers (using to the budget module), budget narratives (in Word), proposals for new fees (in excel) and presentation photos (in PDF). How would it appear on the dashboard? Also is there a feature that would send reminder and assignment due dates to departments via the dashboard or e-mail per a set Budget Calendar? Lawson Response: Yes. Sample Dash Boards to be discussed during the derno. III. Implementation Issues Implementation methodology is a very important determinant of the software's ultimate success. As such, the City is requesting clarification on a number of items. All clarification responses should cover implementation features that are currently part of the proposed implementation plan and associated pricing. Timeline /Staffing Plan Devise a timeline /staffing plan that contains the same basic elements as the example below. Specifically these elements are: 1. A month -by -month representation of the total hours that will be required of each member of the project team for both the vendor and the City. All positions of the project team should be represented on the chart including, but not limited to, the project managers, functional leads, subject matter experts, and technical administrators; Lawson Response: Please review the Staffing level charts with the major project milestones for each project phase noted below. Lawson Software — Confidentiai 23 2. Gantt chart overlay that shows the major steps of the implementation, including training, go -live, pre - configuration requirement definition, software configuration. The City appreciates that your terminology may differ from those terms use here, so please do use your own terminology. However, please design your Gantt chart to the major steps of your implementation methodology. For this item of the RFC, the City specifically wishes to avoid a highly detailed MS Project type of presentation in order to achieve a high - level overview of the process. Therefore, the City expects that your Gantt Chart will show a maximum of 10 major steps. Lawson Response: Please review the Staffing level charts with the major project milestones f'or each pro'ect phase noted below. City Staffing L...ls Plus. I- Fiwsefats/Pmcvrerwes I CROSS -PHASE RESOURCES Ex ,rt— Sponsor Project Manager- Applications Change Management/ End User TrnS System Ad-., DBA, Secnnty Took and Reports Interfaces Comre Plisse I fPiruneials ?me..s....sel GL, Projects, Budgets AP AR/ Assets Procurement (Includes Sourcing and Req Self Sen ice) Work Order Plus. 13 OBV7_11l IM/Peso Kind des Emp /Mgr Sell Service) Benefits 'PaME (Incicdas Abs Mgmt) 256 j 336 1 566 TM Lawson Software — Confidential 24 Lawson Staffing Levels 3 Phase HR/P ytUli Phase II pr 1.14 W-W CROSS -PHASE RESOURCES Practice Director- Delivery .Project Manager - Applications Quality Assurance Technical C onsultant (System Admix, DBA, security) Installation Process Flow, Design Studio Tools Interfaces .L�.yB�I�,���M t f. m 1 1 2 1 3 4 5 6 1 7 8 9 10 11 12 13 1 14 15 16 16 8 161 16 8 16 16 8 16 16 16 8 8 8 160 160 160 1601 160 160 160 160 1601 1601 160 160 160 80 80 16 161 1 16 1601 160 160 Y60 160 160 1601 160 1601 1601 160 160 160 40 40 So 160 80 80 80 Sol 40 40 80 801 80 80 80 80 80 80 160 80 so 80 40 40 may tlR�1 '"' . o' -'• , :- M!! =:' rt' :.!{!. k.+.'e�!'if y ;'v[�a "" ;: ': Phase I (Financial/Procurement) Inili� ion Business Financial C onsultant 160 Financial C onsultant Procuerement C onsultant Procurement C onsultant - S ourring Procurement C onsultant- Work order Phase II (HRIPdW011) HCM C onsultant ou HCM C onsultant 40 Business System Test End Uzer System Test End User 416 1 496 1 704 1 936 1 912 T 1504 1 1016 1 1256 1 1304 1 1296 1 1136 1 1216 1 1088 ' 328 I 328 Lawson Software — Confidential 25 SACS Response: Schedule 1 Estimated Client Staffing Levels Month Phase Ill (Utility Billing) 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Phase III (Utility Billing) 1W Tr Project Director Mods & Interfaces 40 Training 20 40 40 Technical (hw and network admin) 20 20 10 10 10 10 10 1 20 20 20 Conversion 10 10 10 l0 10 10 10 10 10 10 10 10 10 35 Training 10 10 10 10 10 10 10 10 20 20 10 10 10 Business Process 8 120 120 120 40 40 10 10 10 10 10 10 Conversion 35 Functional Experts 80 80 80 80 80 80 80 80 80 80 80 Technical (hw and network admin) 8 Project Management 40 40 40 40 40 40 40 40 40 40 40 30 20 10 Interfaces 10 10 10 1 20 20 1 20 20 8 8 10 Reporting Portal Testing 20 10 10 20 40 40 40 40 40 20 Training 8 Reporting (Accounting, Re ulatory, etc.) 16 10 10 10 20 20 20 20 8 8 8 8 Full Rollout/ Cut Over/ tot IIl" 40 120 2" ilk 120 40 40 TAI ,F H 2111. Schedule 2 Estimated Vendor Staffing Levels Month 3 4 5 6 7 8 9 10 11 12 1 13 14 15 16 Phase III (Utility Billing) Project Director 40 40 40 40 40 40 40 40 40 40 40 40 40 40 Project Management 75 75 75 75 75 75 75 75 75 75 75 75 75 40 Business Process Review 35 75 75 10 10 10 10 10 10 10 10 10 Product configuration 75 75 75 75 75 50 40 40 40 Conversion 35 35 40 35 75 75 75 40 40 40 40 40 Technical (hw and network admin) 8 8 8 8 8 8 8 8 8 Testing 15 15 15 20 20 20 20 20 Reporting Portal 1 8 8 8 8 8 8 Training 8 8 16 16 16 16 35 35 20 75 75 16 8 Full Rollout/ Cut Over/ 40 120 120 120 120 40 40 TAI ,F H 2111. mt 199 314 314 "34 35! 416 . '4 .. : 7Q 1Zb: ! Lawson Software — Confidential 26 In addition, immediately following the chart please provide a brief explanation of each of the major steps shown in your chart, and indicate whether the City or the vendor is primarily responsible for successful completion of each step. The City realizes that the implementation is a partnership, but ultimate responsibility for completing one task or other must fall on one party; therefore, please do not indicate "joint" or "shared" responsibility. If elevated to final negotiations, you will work with the City to create a detailed statement of work, in which responsibilities for various tasks can be more precisely defined. Lawson and S &S Response: Please refer to the Project Responsibility matrix in this section for details as to ownership of specific deliverables by the City and Lawson and S .S. 4. Please identify other projects that key implementation team members (i.e. project manager and functional leads) and your plan to transition them to the City's project if you are awarded the contract. La-,NsonlS &S Response: Lawson intends to * ransition tear members to the pio}eet 3s the City detennnines its final project timeline. AWhen Lawson is selected Vendor of Choice the transition of staffvotl begin based upon the City's desired project start date. 1 au-son requests 45 days from contract execution to the prQjeet start date to allow for hardware procurerent. City, team alignment. and preliminary planning tasks to be completed. The Lawson Practice Director %viii transition upon contract execution to begin the planning process with the City. 5. Please identify the interfaces that are included in your proposal and discuss your approach to designing and implementing these interfaces. Lawrson Response: Lawwson provided the fnllowain, response relatk:d to inter #aces and the Role o each part", in the conversion process. It is assurned this task will be split cwenk between the City and L iwwson The list of interfaces that are in scope is based upon this list provided by the City in Table 3.2 of the City'S Request for Proposal. S &S Response: In terms of interfaces, the only interface requirements ww�e could determine from your initial proposal included: the Systems Innovators Cashiering interface, and the Lawson Financials interface all of which have been priced within our proposal. We have also included pricing for our standard Meter Reading Interface and standard ACR interface as these are typically required for every implementation. 27 Lawson Software - Confidential Project Responsibilities The City expects the proposer to take the lead in this project. Please complete a table similar to the one below that provides details on the major tasks that are part of your implementation methodology. These tasks represent the next level of detail below what is shown in the Gantt Chart. The sample chart is just an example, so the City expects that the tasks in your chart would be different from those shown here. Additionally, for the "Responsibility" portion of the table please use the following defined terms to describe each party's role: • Lead: The party is ultimately responsible for the task. • Assist: The party provides active assistance in completing the task. • Participate: The party provides passive participation in a task. The City does not consider joint leadership on any task to be an acceptable answer, as their must always be one responsible party. The exception to this is executive leadership and project management, which both parties must provide. Sample Project Responsibility Chart Lawson Response: A table similar to that provided below is included as a Schedule in the Statement of Work to be finalized by the City and Lawson. The final table may vary depending upon the final project scope as jointly negotiated by the City and Lawson. The Project Responsibility Matrix and Deliverables noted below will correspond to the Milestone Pavinent schedule that will also be included in the negotiated Statement of Fork. Owner: The party responsible for the completion of the task and /or deliverable Assist: The part responsible for providing active input and assistance to the owner(s) so that the owner(s) can accomplish the task / deliverable. Participate: The party provides passive participation in a task. INITIATION PHASE M ices t0Ikw_. � �� MGk j .,�":. � �� d .0.,i, "'=! c�titl it .. t 1 Project Management Lawson City »- ml Project scheduling Project Initiation Lawson City Project initiation meeting with City Project Teani Scope Statement Lawson City Version one Scope Statement is approved by Cit > and Lawson. Communication Plan Lawson City Communication Plan Approved by City and Lawson. Project Charter Lawson City Version one Project Charter complete and approved by City and Lawson. Organization Chart - Lawson City Project Team Project Team Structure Or-anization Chart, and roles and responsibilities matrix Complete. Kick Off Meeting. Lawson City Kick Off Complete Presentation and Agenda. PI..ANNIN'G PHASE ., �t ll µ N _ .. . - " .0 .- .^:•�� -. MGk j .,�":. � �� d .0.,i, "'=! c�titl it .. t 1 Project Management Lawson City »- ml Project scheduling Status reporls completed Lawson Software — Confidential 28 Mi tollte i li rAbi bwneir _ ` : '�tw t cipr t • '' ,+ �r [ tioi�' ri#€r a Project Management Lawson City IS�UeS, risk escalation Updated project yt BS Em °ironnient Prepared for City Lawson Prc- installation checklist Installation complete and delivered Document input screens from Clty Lawson to Lawson. Software Install Fxit Report Lawson City Software installed and current forms, reports and installation exit report workflows. coiuplcte Project Budget with Cost, Lawton City Lawson Version one budget Schedule and Management complete. Cost, Plan. City Lawson Schedule arid script log, Management plan complete and approved Technology Plan Document - Lawson City by City and Lawson. Change Control Plan. I -awson City Change Control Plan workshop completed and approved Define Backup, Restore by City and Lawson. Organizational Change City Lawson Change Management Management Plan plan completed and approved by City. Risk Management Plan. issue. Lawson Citv Risk Management plan tracking and risk log completed and approved templates. by City and Lawson Project Education Plan. Lawson City Education Project Plan is approved by City. Initial Project Plan (VbBS). Lawson City Version One Mutually Authored Project Plan approved by City and Lawson. Project Team training Lawson City Project Team training delivered DESIGN PHASE Lawson Software — Confidential 29 'oA "i lted Project Management Lawson City Project scheduling Status reports completed IssUeSirisk escalation Updated project WBS Document input screens from Clty Lawson Current input screens, legacy systems, copies of forms, reports and current forms, reports and workflows documented workflows. Interface Matrix City Lawson Interface Matrix finalized and approved. Application Exploration City Lawson ,Application Exploration script log, `- Vorkshop scripts completed. Technology Plan Document - Lawson City Technical Overview Technical Overview Workshop Complete and workshop Technical Policv & Define Backup, Restore Procedures document procedures, Define System & complete. Database Administration Lawson Software — Confidential 29 Lawson Software — Confidential 30 ? e lvC Ow or" YSSi9 #eEioq Ct�rit , Procedures, Defin, Soi�tiare nia;ntenance procedurCs, 1-3ettlle refresh , trare'7w'. Security Plan Document - Lawson City Technical Policy and Security Workshop Procedures Document Facilitation. Security Section complete. Conversion Laid Interface Lawson City Conversion and huerface Workshop Workshop completed Business Process and Lawson C) v, Business Process and Reporting Document. Reporting Document complete and approved by City. Design document Lawson City Design document complete and approved by City Initial System Setup Lawson City System Setup Complete LBi Workshop Lawson Citv LBI Workshop delivered Conversion Plan City Lawson Conversion Plan document complete Intertace Plan City Lawson Interface Plan document coil )fete Extracted data front legacy City Lawson Data provided in and non - Lawson systems to predefined Lawson be converted to Lawson for format both conversions and inbound interfaces Code program logic to reap City Lawson Inbound Conversion and data from legacy or non- interface file maps Lawson system to Lawvson API file layouts for both conversions and Lawson inbound interfaces as identified in this SOF. Programs to map data from City Lawson Outbound Conversion Lawson to non- Lawson and interface file slaps systems per layouts provided by City CRP Workshop facilitation Lawson City CRP Workshop and agenda. conducted and Sample Script templates delivered. CRP test scenarios City Lawson CRP Test scripts, including inforination to be tested and expected outcomes CRP Schedule Lawson City CRP Schedule approved. Conference Room Pilot Lawson City Conference Room Pilot Facilitation. complete. Facilitate Post CRP Review Lawson City C'RP Issues Log complete, action plan complete Conference Rooni Pilot completion and approved Lawson Software — Confidential 30 ( I ONSTRUCTION PHASE milest one , O*V Paird, ate, by C i tN' Customer specific Procedure ( itN Citv LaNvson Poh,:v and Procedure inanuals Nfan "I'lls End user training materials City' La,,\Ys(-)ri End User Training, Materials End User Training Plan City I-awson Frid User Training Systern Test Plan Lawson City City Strategy Document ( I ONSTRUCTION PHASE milest one , O*V Paird, ate, sL Project Management Lawson Citv pro. ect scheduling Status reports completed ISSLIeS.'risk escalation Updated project WBS Systern Test Plan Lawson City City Mutually accepted Workshop SVs(eJT1 Test Plan System Test Scripts City Lawson Lawson Systein Test scripts communicated to end completed Data Conversion Executed City Lawson Data converted Converted data validated -city Lawson Data validated System Test Schedule Lawson City System Test Schedule Readiness Assessment Lawson City completed System Test Facilitation Lawson Citv System Test completed Post Test review Lawson City Results documented, Facilitation. City action plan created and tiara -o live City approves. Cutover Plan Lawson City Mutually accepted and nd validation Cutover Plan ACTIVATION PHASE Lawson Software - Confidential 31 . . .... . . Project Management Lawson City Project scheduling Status reports completed Issues/, risk escalation Updated project WBS Train the Trainer Lawson City Train the Trainer Workshop NNorksliop delivered Training schedule City Lawson Training schedule communicated to end posted and users coin rriuni ca ted- End User Trainim-, City La\vson Training classes delivered Readiness Assessment Lawson City Readiness Assessment Checklist and Report Checklist and Report completed Final Executive Approval City CitN, Executive sign off tiara -o live Final Data Conversion City Lawson Data in Production and nd validation Environment. Lawson Software - Confidential 31 POST LIFE PHASE IVlilcstoet Primary Major Steps artieipate Completion Criteria Project Protect Mtn£- iemmit Lawson City such tasks and activities as Project Kickoff validation and ordering of Project s(hedulill- the hardware, completion of the project management plan (which confirms scope: identities risks, assumptions, and dependencies: Status reports confirms the communication plan and escalation path). and finalization ofthe Project Plan. completed Data Mapping Data mapping refers to the activity in which fields from the legacy S &S system are mapped to the appropriate enQuesta fields. From this, lssues risk escalation conversion programs will be written. Business The goal of Business Process Review (BPR) is to align the City's Updatcd project WBS Process Review business processes with enQuesta standard workflows. This will be accomplished by an S &S led review session of the standard workflows P;-oiect closmyu Assist project team and Lawson City may require reconfiguration or customization. Pnd user sul:,port is Training end users with post- -live S &S the project, including Project Team Training, system training. and end provided support as determined in WebEx will be utilized during training. Conversion the scope. S &S database. This will be accomplished in a total of four conversion runs. QQ.c o „.,...... Lawson Software - Confidential 32 Primary Major Steps Brief Explanation Responsibility Project Project htitiation signifies [lie tbrmal start of the project and includes S &S Initiation such tasks and activities as Project Kickoff validation and ordering of the hardware, completion of the project management plan (which confirms scope: identities risks, assumptions, and dependencies: confirms the communication plan and escalation path). and finalization ofthe Project Plan. Data Mapping Data mapping refers to the activity in which fields from the legacy S &S system are mapped to the appropriate enQuesta fields. From this, conversion programs will be written. Business The goal of Business Process Review (BPR) is to align the City's S &S Process Review business processes with enQuesta standard workflows. This will be accomplished by an S &S led review session of the standard workflows and a gap analysis to identity any gaps in key business processes that may require reconfiguration or customization. Training 'Training refers to a variety of training that will be delivered t.hrom,bout S &S the project, including Project Team Training, system training. and end user training. A variety of approaches including instructor led and WebEx will be utilized during training. Conversion Conversion refers to the actual conversion of data into the enQuesta S &S database. This will be accomplished in a total of four conversion runs. including two test runs, a full conversion in support of Simulation, and the final conversion for Go Live. Configuration Configuration refers to the setup of the enQuesta application in support City of the standard workflows. S &S will load standard configuration tables and will provide training and assistance in setting up the initial entries. The City will be primarily responsible for completion of alI configurations. Custom Custom programming refers to all custom programming in support of S &S Programming— product inoditications and interfaces. Mods and Interfaces Testing Testing will be conducted throughout many phases of the City implementation, but both S &S and the City. S &S is responsible for testing the base product and customizations and delivering product according to spec. The City is responsible for testing of business process functionality. Simulation The enQuesta system will be utilized as if it were a fully operational City Lawson Software - Confidential 32 Training StrategylPlan Answer the following questions with regard to your training strategy /plan highlighting the role of RWD Technologies. Proiect Team Training 1) At what point during the implementation will the project team be trained? Lawson Response: The Lawson functional project team is trained during the Planning Phase of the project, as one of the first team project tasks. The training will allow the team to receive "hands on" experience with Lawson to criable to move directly into the design and configuration of the system following the training. The optimums length of training is based upon the overall project implementation scope, and the task responsibilities ot'core project team members. For example, the City Project. Team member responsible for Accounts Payable may attend a portion of the General Ledger and Purchasing classes, in addition to the Accounts Payable and Invoice Matching classes. Cash Ledger may also be this part of this person's responsibility as well, and that class would be included. An education plan is developed in the first month of the project by the Lawson and City Project Managers that will define who should attend each class, based upon their role on the project with "Required" and "Optional" classes defined for each attendee. Since Lawson uses a "just in time" model for its training, there are select classes (e_-.. LBI workshop, Design Studio, Process Flows) that are conducted during the Design phase, to allow the participants to apply their newly acquired skills. "knowledge unmediately following the conclusion of the class. S &S Response: Project Teats training takes place just prior to the Business Process Analysis activities. 2) What is your budget for project team training? How many City staff will be trained? How many hours worth of training will they receive? Lawson Response: 1..awson's budget for project team training is 768 hours as detailed in the table below. Please refer to the table in the response to question (2) and question (3) below. The private training *, classes will accommodate up to 12 participants. Total City staff to be trained will depend upon the role(s) each staff member will play on the project and their need - desire to cross -train on additional product modules. S &S Response: Systems & Software has budgeted 320 hours for training„* activities, which includes training planning, preparation and delivery. Actual training hours will be determined during the planning process, at which time an analysis of each training participant is conducted to determine the appropriate curriculum enrollment necessary to support their job responsibility. Lawson Software - Confidential 33 production system to replicate most normal work activities for the purposes of evaluating and verifying that the software, hardware, conve.sions, and opemtiomal processes uiil , °_ipport your business °seeds �.vhen the sNsteni moves into production. This teslin�� period will also t used to vaklldate that trained end users lh�ive -chie-�cd the ability to pert6rm work in enQuesta. This Simulation can be thought of as a drv- run or dress rehearsal of the actual Go Li -e. This will include a simulation of conversion activities, business processes, balancing, and interface transactions. Go Go Live indicates t:te slate on which the Application SofilN,are 3i S S Live Transition operating in a production environment at the Cu,,tonler's primary place to Support of business. I3cisiness operation and daily processing are beino . performed in enQuesta. S&S will develop and c1_ecute the cutover plan, detailing all Go Live activities. S &S's Project Teatn will be onsite supporting the City during the initial phase of Go Livc. SAS will them provide production critical support from its headquarters in Vermont, followed by a transition to Support, whereby support transitions from the Project Team to the S &S Help Desk. Training StrategylPlan Answer the following questions with regard to your training strategy /plan highlighting the role of RWD Technologies. Proiect Team Training 1) At what point during the implementation will the project team be trained? Lawson Response: The Lawson functional project team is trained during the Planning Phase of the project, as one of the first team project tasks. The training will allow the team to receive "hands on" experience with Lawson to criable to move directly into the design and configuration of the system following the training. The optimums length of training is based upon the overall project implementation scope, and the task responsibilities ot'core project team members. For example, the City Project. Team member responsible for Accounts Payable may attend a portion of the General Ledger and Purchasing classes, in addition to the Accounts Payable and Invoice Matching classes. Cash Ledger may also be this part of this person's responsibility as well, and that class would be included. An education plan is developed in the first month of the project by the Lawson and City Project Managers that will define who should attend each class, based upon their role on the project with "Required" and "Optional" classes defined for each attendee. Since Lawson uses a "just in time" model for its training, there are select classes (e_-.. LBI workshop, Design Studio, Process Flows) that are conducted during the Design phase, to allow the participants to apply their newly acquired skills. "knowledge unmediately following the conclusion of the class. S &S Response: Project Teats training takes place just prior to the Business Process Analysis activities. 2) What is your budget for project team training? How many City staff will be trained? How many hours worth of training will they receive? Lawson Response: 1..awson's budget for project team training is 768 hours as detailed in the table below. Please refer to the table in the response to question (2) and question (3) below. The private training *, classes will accommodate up to 12 participants. Total City staff to be trained will depend upon the role(s) each staff member will play on the project and their need - desire to cross -train on additional product modules. S &S Response: Systems & Software has budgeted 320 hours for training„* activities, which includes training planning, preparation and delivery. Actual training hours will be determined during the planning process, at which time an analysis of each training participant is conducted to determine the appropriate curriculum enrollment necessary to support their job responsibility. Lawson Software - Confidential 33 3) What functional vs. technical training does your project team training strategy include? Lav son Response: La;Nson's re%ised pr( ject team training hOUrs fur the technical : nd f niction d teams are as HCM Suite HR Structure Personnel Administration Benefits Administration Absence Management Payroll eRecruiting Implementing Employee &Manager Self Service Financial Suite General Ledger /Allocations Budgeting and Planning Accounts Receivable /Billing Project & Activity Management Grant Management Billing and Revenue Management Asset Management Accounts Payable /Cash Ledger Procurement Suite AP /PO Matching Purchase Order Requisitions Inventory Work Order Strategic Sourcing Lawson Functional Training Hours Lawson LSF 9 Technical Foundations X Lawson LSF 9 System Administration X X 24 Planning X 16 Planning X 16 Planning X 24 Planning X 24 Planning X 16 Planning X 16 Planning X 32 Planning X 24 Planning X 24 Planning X 32 Planning X 32 Planning X 16 Planning X 16 Planning X 32 Planning X 16 Planning X 24 Planning X 8 Planning X 16 Planning X 40 Planning X 24 Planning 472 16 Planning 24 Planning Lawson Software — Confidential 34 Lawson LSF 9 User Administration X 16 Planning Lawson Database Administration 16 Total Lawson Project Training (Windows /SQL) X 16 Planning Lawson Security Administration X 32 Planning Work Order Administration X 16 Landmark System Administration X 40 Planning Total Lawson Technical Training Hours 160 Lawson Reporting Services Crystal Reports XI, Smart Notification X 80 Design Process Flow Administration X 24 Design Total Lawson Business Intelligence Training Hours 104 Design Studio X 16 Design Total Lawson Development Tools Training Hours 16 Total Lawson Project Training Hours 752 Optional Training (not included in services pricing): CASE Tools X 40 Design Scorecard X 16 Design S &S Response: Functional training curriculum focuses on the processes and functions within each module purchased by the client, and whenever appropriate is broken into training for specific user groups ( Work Orders for CSRs, for example). Technical training curriculum includes the Administrator's Portal and Security Setup. 4) Are you making any assumptions regarding the pre - existing knowledge /skills of the City project team members? Lawson Response: The core competencies required of the City project team are detailed below: EXC'CUltti�' �IPPF'Zi'1�TCo7nNUllee The role of the Executive Steering Committee is to establish policies and procedures, project management guidelines, and monitor project progress. Key characteristics and qualities of the Executive Steerin <t, Committee members are: • Leadership • Strategic planning • Directing project Lawson Software — Confidential 35 Fxcctttit-c .St)onsor The role of the Executive Sponsor is to direct the project toward tie desired business results. This person nrionitors and communicates project performance and issue resolution. The Spon,or serves as a liaison bellecn the project decision team and project manager. ( "Ore C ompetencies include: • Business leadership • Managing overall project vision • Conflict resolution I'rcl CCI 11111717"(W 1PIYr'(VI Lt 00C I.0 (VI ('UOrddtl�liot') Tire role of the Project Manager is (in cooperation with the Lawson Project Manager) to coordinate and in(curate project task,,. The City will be required to assign a Project Manager to this, project `This individual will direct the implementation according to schedules and budgets as well as measure and analyze project performance. The Project Manager will assist in determining resource requirements and facilitate issue resolution. The Project Manager's core competencies are: • Overall project leadership • Team building • Conflict resolution • Change Management (unless assigned to another Project Tearn inember) • The Project Manager 7s expected to: • Manage multidisciplinary tasks • Plan and allocate resources • Interface with project team and sponsors Fttwcliowal Team Leans I'rocittel 0tivners (Stthicel .1-Iulter E)cm,vts - .S.,f9F The responsibilities of the Functional Team Leads are to snake configuration and business process design decisions on behalf of the City. The Functional Team Leads will also service as Product Owners (Subject Matter Experts -SMF). The responsibilities of a Product Owner (SMF) are to complete project tasks and communicate and resolve issues. They lead in the development and testing of procedures and policies. Product Ovaners will provide testing and documentation of functionality and provide assistance and training to end - users. Core competencies include: • Specialist for current systems • Empowered to make system configuration and business process design decisions on behalf of the Citv • Business understanding • Identification of issues Fwd Usc it7 These members are usually introduced during the set up and testing phase. They provide support to work team members and assist with system testing. Core competencies include: • Business understandini, • Specialization on current systems Technolovy (IT) If ou_k T_U717 'The IT Work Team is responsible for the completion of all tasks relating to hardware, software installation, programming and overall technical and system related issues. Members ol'the IT Work Team include: Lawson Software — Confidential 36 Lawson .Si'stcrn Adntinistrtaor Lawson System Administrators must ha%e proven expertise working with the operating system (OS). In ,cneral, I'he Lax son System Administrator: • maintains the Law-,on Environment on the Citv's servers + Adds and maintains users in Lawson • adds and maintains printers in La-wson • Maintains system resources in Lawson • Supports Lawson users on a day -to -day basis • Schedules Lawson batch jobs • Installs the operating system and upgrades • Installs non- Lawson software • Establishes permissions The I.. awson System Administrator may also act as its Security Officer. Luri,.uua INyubuse , .idrninistrutor Lawson recommends that the City have an onsite database administrator (DBA) to maintain and upgrade the relational database associated with Lawson. For example, if the City modifies an application, the DBA needs to coordinate the changes. This person may also be the Lawson Database Administrator. The Lawson Database Administrator must be familiar with Lawson database utilities and the database [tie City intends to use. 'Phis individual: • Coordinates and sometimes makes modifications to database files • Reorganizes product lines Lywwn Sects -ih- O&L Setting up Lawson security requires: • Detailed knowledge of the forms used in the environment and in each Lawson application system for which security is to be implemented • The form action and form IDs used for each program in the system • Web server security knowledge (i.e. Websphere, IIS, etc) • hardware operating system security knowledge (i.e., UNIX or Windows) Ideally, security officers should work closely with application experts to decide the kinds of access users should hav -e to various components of Lawson. The Lawson Security Officer may also be the Lawson System Administrator. Pru ramrraeri;Inirh�sts (Interfiwe & Conivrsion.911ult-ets) Programmers need to understand the "big picture." They need to: + Understand Lawson architecture, standards, and development processes • Understand database design concepts • Know how to debug programs • Take performance considerations into account when designing programs • Be familiar with methods fir encapsulating external logic (APIs, for example) • Understand business Iogic for applications • Understand, apply and maintain the Lawson LBI products: Crystal Reports, Smart Notification, dashboards • Understand, apply and raintain Lawson Process flows • Understand, apply and maintain Lawson Design Studio • Desired programming languages: him], java script S &S Response: Yes. Project Team training participants should have prerequisite skill in the following areas: — Knowledge ofthe client's existing business processes Lawson Software — Confidential 37 — General knowledge of Microsoft NVord — General knowledge of Microsoft Excel — 6eneral knowledge of Internet Explorer — Use of a nnou.se 5) Is project team training expected to take place on -site or off -site? Who will conduct the project team training? Lawson Response: Functional project team training will take place onsite. The Lawson consultants assigned to the project will provide this training. Due to the close proximity of the Lawson local office, the City may also choose to conduct their private ftunetional training at the Lawson office in Irvine in order to provide the City staff with the opportunity to begin training while the system is heing it, soalled at the City. The oii =site technical training that has been proposed will be conducted oft =site at the Lawson office. It is our intention to conduct this training as a public class at the Lawson office in Irvine to allow for strict control of the training environnnent to maximize learning and interact with other clients. Lawson has included the class cost oft participants to attend this training. Travel expenses for the City participants to attend this training are not included in Lawaon's fixed fee pricing. All I..awson training, including technical training will be conducted by Lawson consultants. S &S Response: Proiect teann training will take place at the client's training facility and will be conducted by the Systems & Software Training Lead and/or Business Lead. End -User Training 6) What will your role be in creating end -user training material? Lawson Response: Response is detailed in (9) below. S &S Response: Systems & Software's end user training program will utilize standard training materials, which is managed by an Instructional Designer. 7) What will your role be in creating customized documentationihelp? Lawson Response: Response is detailed in (9) below. S &S Response: Customized documentation is considered out of scope for this proposal. 8) What will your role be in teaching end -user training classes? Lawson Response: Response is detailed in (9) beloti,. S &S Response: Systems & Software's lead trainer is responsible for delivering all end user training. In some cases, Systems & Software tnav augnnernt training delivery with SMEs. 9) Please describe any assumptions /limitations on your answers to the above. Lawson Response: Lawson assumes the City will be responsible for the creation of End User training material, customized documentation; help. and the delivery of End User training classes. Lawson will provide a Train the Trainer workshop to the City's trainers and has included that task as a milestone deliverable. Lawson has estimated the workshop as 40 hours in duration. The 40 hours are divided arnon.2 the 3 product suites. The End User training schedule will be developed during the project by the City, with assistance from Lawson. The duration of the Eric[ User Training will be determined by the City's specific configuration and the number of End Users to be trained. End User training is typically delivered by our clients in a module format, with the duration of each module about 2 hours. End User documentation and Customized help will be based upon the scenarios provided by the City and tine script templates provided by Lawson that will be used during the Conference Room Pilot prototype testing and System Testing activities of the project. 'These scripts include screen shots of the configured system that will becorne the basis of the End User training materials. Lawson Software — Confidential 38 S &S Response: It is assumed that the City will utilize Systenns & Software's standard training materials and documentation. Custorinizations are cnnsider._�:l out 017SCope lur this prn;ect. Computer /Web -Based Training (CBT/V BT) 10) Please briefly explain the computer based training products included in your proposal? Lawson Response: Lawson Web-based Training Library Lawson Software Uni,,�ersity (LSII), through ,in annual subscription to our Web -based Training 1- 1hrary. which is included in Lawson "s services quote, offers our clients several hundred web -based training courses is welt as instructor -led web casts. This opportunity t<>r learning on an as needed "just in tinge" basis, will provide the City with ,prerequisite courseNNork, access to timer information and enable the City staffto refi,esh their knowledge of Lawson on an ongoing basis. A turlher description of our Web -based Training Library follows: W'eh -based Training, (WBT) Modules A'cb -based Training modules enable Lawson users to enhance their skills conveniently and cost- effectively at their own pace and at any tinge of day they Nvish. For example, a user can complete a portion of a course module and then go back and complete the remainder of the module late, at a more convenient time. All additional benefit of the Web -based 'Training concept is that all users experience the same consistent and thorough material without travel and lost productivity. Wcb -based training provides detailed content and COCU1,CS users on the most important aspects of Lawson applications and tools leading to an efficient and thorough lanowledge transfer. The W'BT Library provides two types of Web -based training: 1. Self -study courses are interactive, multimedia training that includes audio, animated graphics. demonstrations and practice exercises about a comprehensive topic. The length of these courses range from one to ten hours. depending on the subject matter. 2. Recorded presentations are brief sessions that provide targeted information about one or two topics. These sessions include graphics, audio, and demonstrations about a focused topic. The length of these presentations range from ten minutes to one hour, depending on the subject matter. Interactive Web casts Web casts are interactive traimmy sessions led by LSU Trainers and Lawson Consultants, and are specifically designed to provide Lawson users with timely topical information. These online sessions are especially valuable when a user requires refresher education on a specific topic: information regarding a specific procedure, function or feature; or as an introduction for new employees to Lawson applications and tools. Lawson publishes a schedule for interactive web casts on a quarterly basis. During a web cast session, participants can interact with both the instructor and other attendees. A majority of these web casts are then made available on a pre - recorded basis. Lawson Interactive Web casts: • Address issues and solve problems • Demonstrate hovx to pertbrnn various tasks • Review protocols and procedures • Introduce new applications • Share alternative practices and important information S &S Response: All training will be delivered in instructor lead format using Systems & Software's standard training materials. CBT is considered out of scope for this proposal. 11) What role will CBT take in the training strategy? La.i -son Response: The City staff. depending upon their rile and class schedule, may be required to take several CBT prerequisite classes prior to attending a specific instructor -led class. The prerequisite CBT will introduce staff Lawson Software — Confidential 39 to system navigation, terminology and overall concepts to allow- them to move quickly into speci tic instructor -led Course content. S&S Response: All training will be delivered in instructor lead format using Systems & Sot ware's standard training materials. CBT is considered out of scope for this proposal. 12) What will your role be in configuring and customizing CBT to make it a useful tool for on -going training for City staff? Lawson Response: The CBT provided by Lawson in the «'eb Based training library is not configurable by the City. It is prepackaged course contend fior 24:7 access by City staff. Should the City wish to deploy a configurable tool to , -reate CBT content, that toot is Lawson "s Learning Accelerator, which is not included in Lawsort's proposal. The Learning Accelerator provides authoring, testing and support tools that can be used by City staff with solid computing skills and Learning Accelerator training. Training is provided to allow statfto create multiple outputs, including: • Fully animated simulations of the software in action • Interactive practice sessions • 'rest simulations to treasure proficiency Lawson will provide the City with a demonstration of the Learning Accelerator functionality if they so desire. S&S Response: All training will be delivered in instructor lead format using Systems & Software's standard training materials. CBT is considered out of scope for this proposal. 13) What provisions will be made for a "sandbox" (i.e., training environment) for City staff during implementation, and after go -live? Is there any additional licensing cost associated with maintaining a training environment after go- live? Lawson Response: Training data is downloaded into a product line from the client support site on an as needed basis. The initial training data is downloaded as part of the software installation. This task requires very little time (about I hour). If' training data needs to be "refi'eshed" the training product line with training data can be copied over or deleted with new trainin <., data downloaded fi•oni the website. Training data is used during the initial project team training and follow up Application Exploration exercises. It is rarely used after those tasks are completed. The City technology- team is trained to create new product lines and download training data as part of the training they will attend, and is also reinforced as knowledge transfer during the system installation. These tasks are conducted throughout the project as the fitnetional teams work through their configuration and testing. Lawson training data is readily available from the Lawson client support site on an "as needed" on going basis by the City at no additional charge. Ongoing training of City staff will use a "copy"' of an existing product line as the training sandbox. Product lines are created and refreshed as needed. There is no additional licensing cost associated with creating and maintaining additional product lines. S &S Response: Systems & Software implements a Test;Train environment during the implementation, which will remain post go -live for training and testing needs. Knowledge Transfer 14) What is your expectation for the role of less formal (compared to classroom training) knowledge transfer in this implementation? Lawson Response: Please see response to (16) below. S &S Response: The customer has 1-1 series of knowledge transfer opportunities throughout the implementation project. Using the knowledge gained in Project Team Training, the customer will actively participate in the Business Process Review. The Business Process Review event includes a demonstration of enQuesta standard workflows whereby the customer continues to gain familiarity of the system features and functionality. Lawson Software — Confidential 40 Knowledge transfer is also provided through side -by -side system configuration. In this [Wanner, the City and S&S -gvill be working side by side to build the resulting ysi-,m, as defined in the BPR. By becoming an expert in the behind ti-,c scene,, workings of the system, ire City h- :conies a well rounded user with the ability to troubleshoot complex issues. Additional]-,°. by being an expert in not only the use of the system. but also its configuration. the City achieves greater self sufficiency and is able to adopt ownership of the system earlier in the project. Stemming from the configuration ofthe system, knowledge transfer will continue to evolve through the testiiw� activities. Users will perform normal operations using the newly configured enQuesta system to continue to refine their skills. The Simulation ev cut is an opportunity whereby the customer utilizes the cr >ntigured enQuesta system to test their business processes. Situlation specifically cngages the customer in an independent, end -to -end test of all oftheir key business processes to ensure Go -live readiness. Lastly, by actively engaging in the user support at Go Live will serve as an additional opportunity to etrgage in knoio ledge transfer. 1Vith S& ,S on site during Go Live, information will be shared during the course of normal business operations. Additionally, the City's project team will continue the process of' knowledge transfer by sharim-, knowledge with their peer groups to continually build knowledge. 15) What techniques will you use to ensure your consultants are transferring knowledge to City personnel? Lawson Response: Please see response to (16 ) below. 16) What steps will you take to help the City verify that knowledge transfer has taken place? Lawson Response: Knowledge Transfer Activities Transfer of knowledge from the consultant to the City staff begins with the demonstration of the product. The client sees the solution and begins to understand the functionality and flexibility of the sotiware. The next step is formal classroom Training. Once the vision is formulated and the basics are understood, the consultants work with the client in application exploration, helping to put the pieces together. At this point it may not be clear why a flag is set or what affect a field has on the ultimate solution. ]'reparation for the conference room pilot takes the client through scripting of their business processes. Step by step instructions are created by the client, with the help of the consultants, for each business process, as it will be performed in Lawson. The client begins to see the results of the set -up decisions. In the execution of the Conference Room Pilot, the client tests the process and evaluates the results with the consultant. Client and consultant work together to determine if the results were satisfactory and explore other options. At this point, the client begins to take ownership of the system and assumes some responsibility for issue resolution. The ability to effectively resolve Conference Room Pilot issues demonstrates the level of knowledge acquired through the first three phases of the project. The project team evaluates the success of the first three phases and determines preparedness to move forward to Acceptance Test (System Test). The Acceptance Test (System Test) Phase allows the client to test more independently of the consultants, Consultants are present to assist as issues arise, but no longer need to walk the client through each step of the process. As with Conference Room Pilot, a period of issue resolution follows and the client team gains confidence, as they are able to resolve their ovoi issues. The Project team meets and determines their readiness to move forward. The final test of knoivied«e transfer is for the client to deliver the end user training. In training the end users within their own team, the client assutnes full ownership of the system. They have become the teacher. Active client engagement and project commitment is essential to ensuring knowledge transfer. Lawson Software - Confidential 41 The City Project Manager will be provided detailed status reports of the readiness and the ability of the staff to mov c forward to the next activity based upon the result of the knowledge transfer events noted below. Knc >�c[edge Transfer Schedule Knowledge Transfer 1Zecomn3cndcd Type ;ctf Kn+paledg+ A+ctSwit Parti�i' ants Transfer Technical Training Technical Team • Understand basic Technical administration of the Lawson System Application Training Core Project Team • Understand basic Functional process ing, report ing in Lawson • Understand Setup Considerations for the Lawson Applications C'onlcrence Room Pilot Core Project Team • Understand how Functional Lawson has been set up fc)r City to complete everyday business practices 0 Understand business processes in Lawson System Test (Acceptance Core Project Team • Understand final set up Functional and Technical Testing) of Lawson business processes for the City. • Understand integration of Lawson modules and non- Lawson systems on business processes End User 'Training End Users • Understand processing Functional and reporting in Lawson for appropriate modules. Other Training Mechanisms 17) What are the availabilities and role of the vendor in developing the following training materials in the current proposal? Lawson Response: A. Computer -based training Development of Computer -based training is not included in Lawson's proposal. Lawson does have a CBT tool for CBT creation, Lawson's Learning Accelerator. The Learning Accelerator provides authoring, testing and support tools that can be used by City staff with solid computing skills and Learning Accelerator training. Training is provided to allow staff to create multiple outputs, including: • Fully animated simulations of the software in action • Interactive practice sessions • Test simulations to measure proficiency • User Guides, process guides and job aides Lawson Software — Confidential 42 Lawson will provide the City with a demonstration and services estimate of the Learning Accelerator product if they so desire. S &S Response: All training will be dcliv:;red in instruclol- lead fiormat using Systems <�, S tlwa e's standard training materials. CBT is con. idered out ol'scopc fir this 1,�roposal. B. Customized documentation (documentation that incorporates the City policy and procedure with the software procedures). LanN son Response: Please see the response to (C} below. S &S Response: Customized dueu:nentatiun is considered out ot'scope for this proposal. C. On -line help and customized on -line help Lawson Response: I -awson assumes the City will be responsible for the creation of customized documentation, online help and customized on line help. End User documentation and Customized help will be based upon the scenarios provided by the City and the script templates provided by I -awson that will be used during the Conference Room Pilot prototype testing and System Testing activities of the project. These scripts include screen shots of the configured system that will become the basis of the End User training materials and customized documentation. S &S Response: cnQuesta's ltorkflow Process Assistance Tool is populated with standard on -line process help. CnSton izations to the standard library of processes is considered out of scope for this proposal, however the client will have the ability to customized and. or add to the standard library using the \Vorkflow Process Assistance Tool. D. "Sandbox" (i.e., training) environment; for how long does the City have access to the Sandbox environment. Lawson Response: Training data is downloaded into a product line from the client support site on an as needed basis. The initial training data is downloaded as part of the software installation. This task requires very little time (about I hour). If training data needs to be "refreshed" the training product line with training data can be copied over or deleted with new training data downloaded from the website. Training data is used during the initial project team training and follow up Application Exploration exercises. It is rarely used after those tasks are completed. The City technology team is trained to create new product lines and download training data as part of the training they will attend, and is also reinforced as knowledge transfer during the system installation. These tasks are conducted throughout the project as the functional teams work through their configuration and testing. Lawson training data is readily available from the Lawson client support site on an '.as needed" on going basis by the City at no additional charge. S &S Response: The Test./Train environment remains available to the client post go -live. Report Writing/Workfiows 1) What training is included to familiarize City staff with your report writing and workflow development tools? Lawson Response: Lawson is providing training for process flow, as well as a 10 day onsite LBI workshop for report writing. These classes are detailed in the team training table located in the Traming, Strategy plan section of this response. S &S Response: Systems & Software is providing a one week on -site workshop focused on ReportNet training and mentorship of the City's reporting personnel. The first 2 days of the workshop will consist Systems & Software training the City's reporting personnel in the enQuestaTna Reporting Portal package. Training will consist of: Overview of Framework Manager (C'ognns' supplied metadata modeling tool), C'ognos Configuration, the enQuestaT '11 Resource Center (F...RC), and hands -on exercises where S &S will mentor the City's reporting personnel through the re- creation of an existing report. The remaining 3 days of the workshop will consist of hands -on mentoring of the City's personnel in the conversion of actual reports based on the previously supplied prioritized inventory. Lawson Software — Confidential 43 2) How many hours are included in your implementation plan to help City staff actually write reports and develop workflows that will be used by the City in a production environment? LaN son Response: LBI Reports. t_a%N'son has included 400 hours, not including the hours for the L131 workshop, for devclopment of LBI reports. The City has stated that it intends to use a 50;5u model to staff the pro;ect. As such. it is assumed that the City will share in developing reports, both as an opportunity to learn the technology, as well as for the need to maintain, revise and create additional reports following deployment into production. Lawson provides over 500 Standard reports and online queries that will eliminate most of the City's current custom report requirements. In addition, Standard reports niay be personalized by working with data selection, data torrnatting. etc. Lawson will provide the following 1_,131 support: ► Leadership, Management Dashboard Four bursted reports using a t...avvson back office or crystal based report Views to two Smart Notifcatiotl fi-om delivered solution pack Access to standard reports and Key Lawson forms ► Finance Dashboard Four bursted reports using a 1...awson back office or crystal based report -- Views to two Smart Notification from delivered solution pack Access to standard reports and key Lawson firms ► Human Resources - Four bursted reports using a Lawson back office or crystal based report Views to two Srnart NotifiCations fi-otrt delivered solution pack Access to standard reports and key Lawson firms ► Materials Management Dashboard Four bursted reports using a Lawson back office or crystal based report* — Views to two Smart Notification from delivered solution pack Access to standard reports and key Lawson firms Based upon the 50/50 split of effort between Lawson and the City, the effort noted above will be split evenly between both parties. Government clients of similar size to the City typically go live with 8 -10 custom reports. Based upon this experience and the City's stated requirements, Lawson believes the program above will meet the City's reporting requirements. Process Flows: The City has stated that it intends to use a 50 %50 model to staff the staff the project. As such, it is assumed that the City will share in developing additional work flows (Process Flovv), both as an opportunity to learn the technology, as well as For the need to maintain, revise and create additional Process Flows following deployment into production. Lawson has identified process flows as part of this project. Standard process flows may he modified and other princess flows may be obtained from other Lawson clients. Government clients of similar size to the City typically go) live with 6 -I0 process flows. Based upon this experience and the City's stated requirements, Lawson estimates 10 process flows will be developed to be evenly split between the City and Lawson. Lawson estimates each process flow will require an average of' 40 -50 hours to develop, test and deploy. L.awson's estimate has provided 280 hours to create 5 process flows, with the remaining to be the responsibility of the City based upon their desired 50%50 staffing model. Lawson assumes the City will be responsible for the testing and deployment of a nv standard process flows included in the table below. The table below lists Lawson's standard delivered Process Flow templates. Process Flow Templates Delivered "ant -of- the -box" Mod lle Process Flow Descriptioh HCM Action Approval Approval process for personnel actions such as salary change. HCM Action Approval 2 A second version of approval process for personnel actions such as salary change Lawson Software — Confidential 44 HCM Cap Notification Extends the salary change approval for employees whose labor is subject to salary caps associated with qrants HCM Job Requisition Approval Approval forjob requisitions HGM HR Recruitinq Requisition This flow sends approved job requisitions to the e- I _N Activity Add Notification Notifies project owners when new project are added FIN Activity Budget Change Sends notification to activity owner when budget is Release approved or released _F_IN JE Approval Approval process for Journal Entries FIN Activity Budget Change Sends notification to budget owner when change is Request requested FIN Activity Budget Change Second version of budget change notification Request 2 FIN Activity Budget Change Third version of budget change that tests whether Request 3 the activity is an award activity and notifies the Principal Investigator FIN Cost Allocation Sends notification to accounting owner when Allocation Interface is run FIN Customer Add Credit Limit Sends notification when a company-level customer is added or credit limit changed FIN GL Level Reorg Sends notification to accounting supervisor when a level reorg is run FIN AP GL Approval Routes approval requests for distribution adjustments FIN AP Grant Activity Routes approval requests for grant activi FY distribution adjustments FIN AP Non Grant Activity Routes approval requests for non grant activity distribution adjustments FIN Activity Budget Alert Routes approval requests for labor distributions to the Principal Investigator for activities FIN Labor Transfer Approval Routes approval requests for labor cost transfers FIN Effort Certification FIN Effort Variance Notification Notifies primary certifier of effort variances PROC Inspection Required Notifies Receiving Inspector of receipts that need nspection PROC Inspection Rejection Notifies Buyer when a receipt is rejected upon inspection PROC PO Over shipment Notifies Buyer when more items received than on PO PROC Over ship Cleared Notifies Receiving Clerk when Over shipment has been cleared and receiver is ready for release PROC PO Agreement Max Notifies Contract Administrator when a Vendors' commitment to maximum exceeds the notification percentage on the contract PROC Activity Budget Exceeded Notifies activity owner when the assignment of an activity to a PO causes budget to be exceeded PROC PO Approved For Grant Management users. This flow routes subcontractor purchase order approval requests to PROC Reconciliation Invoice Message Notifies Buyer when a match is attempted and there is difference between invoice and receipt PROC Requisition Approval Routes approval requests for Requisitions PROC Requisition Create Line This flow identifies a Grant Management (GM) Approval requisition line approval or not, If the requisition is for Grant Management, Lawoononmvam- oonnoan al 45 PROC Requisition Line Approval — This flow routes requisition line approval requests for Grant Management Grant Management-related requisitions to approvers. PROC Requisiticn Line Approval Routes approval requests which can be different for each line item PROC Invoice No Receipt Notifies of Invoices without associated receipts PROC Message Disapprove This flow notifies a person or group that a reconciliation message has been disapproved and some type of action needs to be taken. DIST Shipment Backorder Void This flow sends an email to the Order Processing Manager when an item is back ordered or voided on Picking Feedback by Shipment. DIST Customer Order Cancelled Notifies Order Processing Manager when customer order is cancelled DiST Customer Order Hold Notifies Order Processing Manager when customer order is put on hold DIST Customer Order Quote Notifies Order Processing Manager when a customer quote is added DIST Customer Order Released Notifies Order Processing Manager when a customer order is released DIST Credit Check Failed Notifies Credit Analyst when customer credit check has failed DIST Work Order Production Notifies Line Supervisor that a work order has been put into production DIST Work Order Send Off -Site Notifies Line Supervisor when work order has been sent off -site SOURCING Sourcing Event Approval This flow routes a Strategic Sourcing event or award for approval. Since workflows do not require any changes to the source code, Workflows can be shared among any Lawson clients, including our government clients. S &S Response: We have proposed 100 hours for the purposes of reporting. We will complete a one -week workshop with Santa Ana. The first 2 days of the workshop will consist of training Santa Ana's reporting personnel on the enQuesta Reporting Portal package. This training will consist of: Overview of Framework Manager, Configuration, the enQuesta Resource Center (ERC), and hands -on exercises where S &S will mentor Santa Ana's reporting personnel through the re- creation of an existing report. The remaining 3 days of the workshop will consist of hands -on rnentoring of Santa Ana "s personnel in the conversion of actual reports based on the previously supplied prioritized inventory. Following the enQuesta Reporting Portal workshop, S &S will continue the "as -is" conversion of reports based on the previously provided prioritized inventory for an additional 40 hours. Assumptions: • Santa :bra will provide a prioritized inventory of current legacy reports no less than 2 weeks prior to the enQuesta Reporting Portal workshop. • Santa Ana will provide written -specifications including business purpose, frequency of execution, intended audience for each report no less than 2 weeks prior to the enQuesta Reporting Portal workshop. • Santa .ma will provide the actual legacy report including first and last page from the executed report for all reports no less than 2 weeks prior to the enQuesta Reporting Portal workshop. Testing 1) Please explain how each of the following types of testing are addressed in your implementation plan: A. Module Testing (i.e., the functionality within each module is working properly). Lawson Response: Please see response to (B) below. Lawson Software — Confidential 46 S &S Response: During the Design Phase of the implementation, we will develop a testing plan. which shall detail the testing approach, methods, data participants, roles and responsibilities, deliverables and milestones. Our , �%stcrn testitrg encompasses functional and process testing th -il includes Cie :onf g red solution, nioditications, interfaces, reports and the CIi,v's cony . -rted data. This testin-, will verify cress- functional full life- c,.cle Testing. The City`, te; m will be involved in the process testing �,,nd validzttion process throughout the implementation. Our software testing approach is comprised of several phases, each one supported by specific tools and methodologies required to ensure an accurate and complete systems test. IJach phase is carefully planned and d,)CUtnented through a formal test plan. This plan is developed by our core teann and will identify the testing approach and methods, participants, and responsibilities required for sueeessfld product testing. We gill oversee the pianning for all systems test phases, as well as the execution of the test plan with customer ownership and participation in the final customer process testing phase. For the implementation protect, we will provide standard test cases to your project team that can provide a thorouuh test of the system. These test cases are geared toward core enQuestaTM ttmctionality. Test scripts can be prepared from the identified cases and include the required data, the processes to be run and the expected results. A phased test work plan is developed which includes detailed tasks, responsibilities and timeiraunes 1 °or each major data test phase step listed below. These test phases typically include: Unit Test - Each code change, enhancement or modification is defined as a single object or a group of contained objects or process. Fach object is to be unit tested prior to release for further testing outside of the development channel. Although primarily completed in the Business Process Mapping and Development phases, a checklist of all individual processes. reports and programs either delivered by enQuestal 11-1 or custom developed, need to be completed. Integration Test - This represents an initial functional and technical test to verify that all related system components are working together. Test scripts can be prepared from the test cases to validate the entire business processes as derived from the process analysis or modification documentation. Integration testing will also test batch job streams. This phase is typically performed vvith minimal data and is executed to properly time specific business events and their interdependencies. Load Test - This phase attempts to determine any all performance problems in the operation of the system by performing high volume tests. Typically, a subset of test cases from the test plan are used, choosing online, batch and query processes that may be considered suspect under high volume conditions. Benchmarks are taken at minimum volumes so that a comparison can be made. High volumes of test data are created on the system and peak user simulation transactions are used to stress the system. Conversion Test - 'I"his test leverages the test cases of the integration test phases, but is executed with actual converted data. This often becomes the basis for the production system. In order to be ready for the actual data conversion, enQuestaTM11 is tested with your actual data upon each conversion phase. Not only will we identify any gaps in data received from your old system, but we will fix or code changes that may be necessary to support the system. Regression Test - Regression testing is performed on all test scripts that may be affected by the implemented fix to verify that the fix works and has no effect on other related processes. Issues that arise during the testing process are immediately logged into our Test Track Pro issue tracking system. Once an issue is submitted, all issue number and priority code are assigned and the issue is routed to the appropriate Subject Matter Expert for resolution. When a resolution is provided, the issue is tested by our team. Passing test results prompt us to deploy the issue fix to your test environment. Nklen your team has tested the fix and notifies us of satistactory results, we will then deploy the fix into the live production environment. Lawson Software — Confidential 47 Otston:er Process Tests - Customer Process testing represents a final verification that all related system components are working together with ,nQuestaT'" confi;ured specifically to emalate customer - specific 1 u�,ntess practices. Tc .t scripts ;an be prepared by the customer fi-om example test cases to validate the entire husmess processes as derived fron, the process analysis or modific,ztion documentation. This phase is ty icaH pert'viu cd with customer data converted �rnd in place and product Configuration complete. C ustomer Process te:,tinw* \.I ill ensure that euQUesta; "' is functioning as expected and desired with the final Coll Ei1-Iu.:ltion, codin" and testing phases above complete. B. Integration Testing (i.e., processes /functionality that relies on integration between modules, including 3rd party software that is part of the proposal, is working properly). LaiNson Response: L.awson's approach to to tin(' is continual and iterative throughout the implementation. Our methodology includes unit, prototype, system inter *ration, reL- ession and acceptance testing. La.h testing phase is Conducted in collaboration with the City and the City team is expected to sign off on the result,, before proceeding to the next phase. Testing is based upon end -to -end business scenarios. A business scenario operates across multiple system modules and common procedures. Each business scenario is organized and documented by process step and application step. Each integration test represents a specific business scenario and is formulated by considering the objectives, but constructed fi -om details contained in the conference room pilot test documentation. An integration test consists of several test cases strung together end -to -end. Defects identified are to be corrected by Lawson and the City implementation team. �ollowing error correction, regression testing will be performed which includes the retesting of business transactions until the scenario is completed successfully. The methods used during the various phases of testing are: Testing Phase Testing Method Unit Manual execution of test scripts using a subset of converted or manually_ entered data. Prototype (Conference Room Pilot) Requirements -based test scripts by functional area. Manual execution of test scripts. Inspection of user test results and reports using a subset of converted or manually entered data. System ,Integration and Parallel Requirements -based test scripts by functional area. Manual execution of test scripts. Inspection of user test results and reports using interfaced and converted data. Regression Execution of manual test cases, as needed. Inspection of user test results and reports using interfaced and converted data. Acceptance Validation of the systern rather than verification. Execution of selected scenarios similar to the system and integration tests, but geared toward the users' view of the application. S &S Response: In terms of integration testing, we will complete an initial functional and technical test to verify that all related system components are working together. Test scripts can be prepared from the test cases to validate the entire business processes as derived from the process analysis or modification documentation. Integration testing will also test batch job streams. This phase is typically performed with minimal data and is executed to properly time specific business events and their interdependencies. C. Stress /Load Testing (i.e., the entire system works in terms of response time, load time, and stress). Lawson Response: Lawson's recent experience has been that our clients do not require stress testing due to improvements in hardware, networks, databases, and software solutions in recent years. Stress testing primarily was needed in the past due to highly customized solutions. Lawson internally stress tests its solutions prior to general availability and provides server sizing metrics based upon peak performance requirements. Lawson has not included hours in its estimate to assist the City with stress testing, however, should the City Lawson Software - Confidential 48 still wish to stress test the solution, and Lawson will revise its estimate to provide support in this area. The City will also need to purchase or lease stress testing sofri are for this effort. Lawson can provide reco!nmendations for third party software that �-Ol test the 5,rver and soft,.vare that will test the network. should the City wish to proceed -, ith this effort. S &S Response: Stress�load testing attempts to determine any all perlurntanee problems in the operation of the system by performing high volume tests. Typically, a subset of test cases from the test plan are used, choosing online, batch and query processes that may be considered suspect tinder high volume conditions. Benchtnarks are taken at nunitnutn volumes so that a comparison can be made. high vohnnes of test data are created on the system and peak user simulation transactions are used to stre--s the system. Technical Development 1) Please answer the following questions with regard to customizations, data conversions, and interfaces. A. Are there any functional requirements you responded to as requiring customization that are not in the scope of your current pricing? If some are excluded, why? Lai +son Response: LaNv'son has responded to no functional requirements that require custoinization. S &S Response: Lased on the understanding we have of your requirements as of today, we have identified only two requirements which require customization which have been included in our pricing proposal. B. Do you believe any of the customizations you have proposed will negatively affect the ability of the City to maintain the software over the long term? Lawson Response: Lawson has responded to no functional requirements that require customization. S &S Response: No, we do not believe any of the customizations will negatively affect the ability of the City to maintain enQuesta over the long tern. We roll all custorner- specific customizations into the enQuesta base code which means all customizations are maintained within each new release of software and more specifically to Santa Ana. these customizations will automatically be carried forward with each upgrade the City elects to undertake. C. What data conversions and interfaces are within the scope of your pricing? Conversions: Lawson Response: Lawson provided the following response related to conversions, and the Role of each party in the conversion process. This information is provided below: Lawson Software — Confidential 49 .. Lauri . ,wu t i MMM Provide Conversion Workbooks Conversion manuals Lawson Planning delivered for each purchased product code Conduct one -day mapping Workshop delivered Lawson City Planning session for each conversion program to facilitate coding discussion between City business and technical resources. Document all conversion Migration Plan Lawson Design programs required and estimated work effort to complete those conversions Determine level of history to Migration Plan City Lawson Design convert Lawson Software — Confidential 49 Determine if legacy Lawson tiles Vendor Master City AP Design require clear -up and method to AP AP History All active /3 year history AP accomplish clean -up All open, 1 year closed AP Open AP Invoices and Distributions 3 years active vendors only Extract data Born legacy Lawson Budget Master Conversion City GL Desi *n or non- LwNsou systenn to be GL Accounting Unit Conversion All active accounting units GL converted using Lawson Active accounts / 1 year history GL Transactions 1 year history prescribed methods Activity All active projects Projects Activity Transaction Clean the data Clean data City Current year/ 1 year history Design Code program logic to map data Conversion maps Lawson City Design from legacy Lawson or non- { f ° It ratiotrl Lawson systern to Lawson API the layout tormats Create detailed prograrn Lawson City Design definitions, develop prototype, unit test, and document customizations 1_oad small sample of converlecl Data loaded in systern Lawson City Design data fix CRP Validate data during unlit testing Conference City Lawson Design ofconversions Room Pilot sign off Complete data mapping Conversion maps (Final) Lawson City CO—)Struction DeN.clop final data extract and Conversion maps and Lawson City Construction mapping programs extract programs iteration) Load converted data for system Data loaded in system Lawson City Construction test Validate data integrity in system System test sign off City CbrlstRICtion test Final conversion of live data Data loaded in systern Lawson Citv Activation Validate data integrity in Final sign off City Activation production List of Conversions Lawson has provided an estimate for data conversion which includes the following conversion files based upon the City's requirements in this Request for Proposal. Following are Lawson's recommendations: AP Vendor Master All active /3 yr history AP Vendor Balances All active /3 year history AP AP History All active /3 year history AP AP Payment History All open, 1 year closed AP Open AP Invoices and Distributions 3 years active vendors only Budgeting Budget Master Conversion Current fiscal year/ 1 year history GL Chart of Accounts Conversion All active accounts GL Accounting Unit Conversion All active accounting units GL GL Balances Conversion Active accounts / 1 year history GL Transactions 1 year history Projects Activity All active projects Projects Activity Transaction All active/ 1 year history Projects Activity Budget Current year/ 1 year history Inventory Item Master All active items Inventory Item Locations JAII active locations Lawson Software — Confidential 50 Appfiloatl -Location Inventory ItemT (Inventory) Balances Existing balances Purchasing Open Contracts All open contracts Purchasing Open Purchase Orders All open purchase orders Purchasing Open PO Receipts All open PO receipts Purchasing PO Vendor Master All active PO vendors Purchasing Requesters All active Purchasing Requesting Locations All active Purchasing Open Requisitions All open requisitions AR AR Customer Conversion All Active/3 yr history AR AR Balance Conversion Summary, Current year AR AR Transaction History Summary, Current year AR AR Payments Summary, Current year/1 year history AR AR Payment Application Current year/1 year history AR -Summary, AR Open Transactions All open HR Employee Master All active employees HR Dependents All current HR Emergency Contact All current HR Supervisor Conversion All current HR Employee History Active, 5 years HR Job Code Conversion All active HR Training History Active, 5 years HR Positions/Job Conversion Active, 5 years HR Certifications, Skills, Education Active, 5 years Benefits Employee Benefits All active benefits Benefits Dependent Benefits All active benefits Benefits Beneficiaries All current Payroll Employee ACH All current Payroll Employee Deductions Current year detail Payroll Additional Withholdings Current year detail Payroll Payroll History Current year detail, 5 year summary Absence Management Time Accrual Balances Current year Absence Management Time & Attendance History Active, 5 years Assumptions • The designated City resources will determine the best source for data elements, if multiple interfaces store the same data element and, or type of data. • The designated City resources will identify, capture and collect all business rules that rust be applied to data in the extraction, transt'orniation, and loading process. • The Lawson System production database will only be populated with real data ti-orn the identified source systems. • The City is responsible for assuring the accuracy of data within the source systems. The source systems represent the sources from which the Lawson Team data extraction specialists will extract and load data into the Underlying Lawson System database. If these sources contain inaccurate data then these data inaccuracies will also exist in the Lawson System database. Lawson Software — Confidential 51 • A source system that has data integrity issues greater than 301 o in more than 5 data elements fields will not be considered as a potential interlace to the Lawson System until modification are made by the City to the let!acv code to validate and clean the ;.rata. Interfaces: L,,w,on provided the lbllouing respon:,e rekaed to interfaces, and the Role of each party in the conversion process. It is assumed this task will be split evenly between the City and Lawson. The list of interfaces that are in scope is based upon this list provided by the City in Table 3.2 of the City's Request for Proposal. Inter fat Tasks 'tbl Uwner . Asset' !?rt#a# Place Conduct one -day session \\ ith City tecllnolo_>,y Workshop Lav son Planning resources to review conversion the layouts for delivered Lawvson- delivered API's Document the current interfaces Interface matrix City Design Document the interface programs required and System Lawson City Design the estimated work effort to complete those Integration Plan interlaces Flow Chart the interfaces Flow Chart Lawson City Desium Code program logic to map data from legacy or Interface file Lawson City Design non - Lawson system to I -awson .API file layout maps formats Create detailed program definitions, develop Lit4VS011 C:try Desr�m prototype, unit test, and document data access methods Complete data mapping Lawson City Construction Develop final data extract and mapping Interface extract Lawson City Construction programs programs Validate data integrity in system test System test sign City Lawson Construction off Load final tables Lawson Citv Construction Validate data integrity in production Final sign off City Activation D. Please describe the workflows that are in the scope of this project. Lawson Response: Lawson has not listed specific workflows within the scope of this project, although we have provided a list of the standard delivered work -Hows earlier in this document. It is estimated that the City will deploy 6 -8 worklows, which is average for a City of this size. Lawson has allotted 280 hours for this effort to assist the City. S &S Response: Conversion In terns of data conversion, the fbllowin« outlines what has been included as part of pricing proposal The following information will be converted: • Service streets (Geographical street names as related to service areas) • Metering devices (Meters and related reading components) • In -stock meters (Meters held in inventory, not installed) • Balance table (All outstanding account balances, converted as receivable only. by date) • Premises (All data associated with Service addresses) • Customer accounts (Either active or that have balances) • Personal information (All customer related account data) • Contact information (Subset of personal information relating to contact address and phone numbers) • Notes (Converted individually by date provided that each note currently has a date and is able to tie to a premise or account number. If not, they will convert into one large note.) • Account balances • Consumption history — 3 years Lawson Software — Confidential 52 • Billing history for individual transactions only — 3 years. Includes billed, pavnient and adjustment amounts. Does not include breakdown by service, previous balances, statement totals • Unbilled meter readings • Deposits and prepayments • Services (Service information relating to rnetcr.;) • Meter testing, (Data rcl tin T to tlic Large Meter Testing System) • Backtlow Devices (Backflow meter data from legacy backtloNv system) The following information will not be converted, but entered in by Customer after the final conversion: • Favnient arrangements, including installments • All Outstanding pending service orders All other data not specifically mentioned will not be converted -without a change order. This includes, but is not limited to: ■ Valves, and Taps including but not limited to: • 1 - HydranIs ■ 2 - Corp Taps • 3 - Curb Stops 4 - Main Line Valves ■ 5 - Fireline Vales ■ Credit history ■ Billings ;Financial history not specifically outlined above, including but not limited to cleared financial transactions such as charges, credits, payments, fees, bills ■ Historical completed service orders Premises and accounts will not be consolidated as part of the conversion. It is assumed that Santa Ana will provide all data files in one of the following formats: • Oracle database • Access database • Fixed length ASCII files with numeric values unpacked (uncompressed) with the sign trailing separate. • Comma delimited ASCII Cite. Text strings to be enclosed within quotes and numeric values unpacked (uncompressed) with the sign trailing separate. • Excel file It is assumed that Santa Ana will transfer data to S&S in one of the following ways: • FTP • 4nun, $rani, LTO or Magstar tapes using a method that is readable by AIX ( tar). Tapes used are to be non - labeled tapes without header/trailer records. • CD -ROMs or DVDs for small individual tiles or MS Access databases If data is being pulled from multiple legacy systems, the extracts provided will all be in the same format, includin g column names and attributes. All data fields will be defined either in the database (for Oracle and Access data) or in a separate data definition, dictionary in electronic format or by a legacy system doctinient that contains at a rnininium: • Field name, matching field name in the data file provided • Field length • Business use of the data • Data type ( e.g. text, numeric, date etc.) • Data descriptions where it is not obvious or being used for a different description in the field name • Validation criteria: acceptable values and or valid numeric ranges • Corresponding field names in the legacy system user interface (UI) Lawson Software — Confidential 53 For fields that hold codes O,e. text or numeric values that have specific mcanin«s), cross -neaps between valid codes and their meanings will be provided in separate tables, tiles or reports. €t is assumed that Santa Ana will clean up (close, Complete. void) all outstanding orders. in order to reduce the ri.iinbcr of service orders that will need manual entry pest co,version. It is assumed that Santa Ana will produce financial reports needed from the legacy CIS system prior to the enQuesta Go Live. Santa Ana should also maintain a copy of their existing system or detailed reports in order to be able to access historical data other than consumption history since it will not be converted. it is assumed that Santa Ana a, ill Create and execute urt =t test plans to ensure validity of data extracted. Santa Ana �.vill identify data that does not m,:et data re.luirentent. of the data dictionary and will correct that data so that the tiles submitted to S &S only contain clean data. F.xttmples (If' cleanup tasks include but aren't limited to: • Manually correcting invalid intorntation • Writing off invalid transactions • Removal of duplicate records • Removal ofobsolete records • Correction of data that falls outside acceptable values including codes and ranges The enQuesta system requires Service Premise Address street names to be consistent and in a valid format. Data Conversion Responsibility Matrix P-- Primary responsibility S Supporting role The following table summarizes the most important deliverables and responsibilities for a successful conversion: TAW SO Santa Ana Lead data conversion effort p Create data conversion plan P S Provide list of data that needs to be converted along with major enQuesta tables that will be populated and applicable valid codes/ianges. P Create data detinition'dictionary p Perform data extraction from legacy systems p Unit test extracted data for validity p Cleanup of data in legacy systems p Map data between legacy system extract and enQuesta P S Sign -off on data mapping p Develop conversion scripts for import of data into enQuesta p Perform data import into enQuesta p Provide expert resources to answer questions about legacy systems and extracted data in a timely manner P Perform balancing tests between legacy systems and extracted data tiles S P Perform balancing tests between extracted data files and enQuesta P S Perform simulation conversion p S Sign -off on balancing tests p Perform data validation on accounts in legacy and enQuesta systems S P Troubleshooting p S Perform final conversion P S Santa Ana may request that S &S provide additional support for tasks that Santa Ana is solely responsible for. These requests will be addressed through change control. Lawson Software — Confidential 54 It is assumed that Santa Ana will provide staff to validate converted data and correct as necessary in existing legacy system as needed throughout the conversion process, under S &S' direction. This staff will include a data cinner,�ion analyst who will he prirlarily responsible for Santa Ana's dichverables that are listed above. It is assumed Santa Ana twill provide screen shots of their leCrcy system showing inquiry on the f011owing: • Accounts with the following scenarios, if applicable: • active and inactive • with past balances. deposits, and penalty charges • with and without meters • with meter exc'utnges that have and have not been billed • with open service order(s) • residential, commercial, industrial, school, landlordltenant, and other applicable classifications of accounts • Consumption history • Billing history • Customers • Premises • Meters • Meter inNentory • Meter readings • Service orders • Account notes • Meter Test • Backflowv S &S, along with Santa Ana, will be responsible for balancing conversion dollars and providing reconciling lists as required. Santa Ana will be responsible for providing conversion mapping rules between legacy systems and enQuesta for important fields including but not limited to: • Cycles • Routes • Rates • Sales classes • Property classes • Tax codes • Tax types • Tax districts • Account active codes • Account status codes • Service types • Service areas and territories • Service states, towns and valid zip codes Santa Ana will be responsible for integrity of data provided fi•om their legacy system and will ensure that all data being converted is completely scrubbed as described above prior to final cutover to enQuesta. S &S will provide a Data Conversion Plan that will: • Specifically list tasks that will require manual entry (automated conversions may depend on completion of manual conversion). • Establish number of pre - install conversions and dates to ensure conversion success. • Assign specific cutoff dates for old tables to be extracted and sent by Santa Ana. • List supporting documentation needed from the Customer to proof post conversion data, including cutoff dates in conjunction with data cutoff if applicable. • Create data conversion testinu checklist. • Assign responsibility to qualified S &S personnel and expected Completion date for development of conversion programs. Lawson Software — Confidential 55 ■ Assign responsibility and expected ,,tart and end date of testing process. Santa Ana will post billing and financial info io 6. L prior to the d,zta cut For the final ccnnve - jon. "hhe first extract of data from the systenrs should be received no Later than 6 vGeeks post contract Santa Ana shall sign -off on the data mapping plan once the data mapping has been accepted, which shall be prior to the simulation conversion. .411 tables -'data fields will be frozen as far as content, use, and delivery. Changes made to fields and table, including removing fiel(N. adding fields. or changing a field's use. will chz nge the scope of the conversion effort. and will be handled through change orders. Santa Ana may request to have S &S provide additional support on tasks that Santa Ana is responsible for. These requests will be handled through change management. Santa Ana, to meet the implementation schedule, will respond to S &S as soon as possible but no later than five (5) business days regarding conversion/ data validation, submitted questions, issues, etc. S &S, to meet the implementation schedule. will respond to Santa .Ana as soon as possible but no later than five (5) business days re-arding conversion.'data validation, submitted questions, issues, etc. There will be four (4) conversion runs, which will include: 2 test conversions, a simulation conversion and the final go -lire conversion. S &S may choose to run additional conversion rims for process validation. Any additional Customer - requested conversion runs will be handled through change orders. S &S will be responsible tier balancing the initial conversion test, and reviewing with Santa Ana how to arrive at the balances and counts for future conversions. The followinL, will be balanced between the legacy system and the converted data: ■ 44 of active acanmts with meters by service ■ # of vacant accounts with meters by service ■ " premises ■ il installed and active metering devices ■ A) R balances ■ Account balances, by account ■ Revenue associated with representative billing cycle(s) (Bill Parallel) ■ Budget payment amounts and balances It is assumed Santa Ana will provide accurate balancing reports, generated from source systems, to enable the above - described comparisons, for each extract. Santa Ana is to approve proceeding vvith final conversion based upon successful completion of testing as defined in the Acceptance Test Plan. For the final conversion, Santa Ana will process through the close of business day, run the bill cale without printing bills, and stop all activity and backup the database, and complete all data extraction activities. S &S will then execute the conversion programs. After the conversion has finished, Santa Ana will work with S &S to conduct the validation review. a billing nun will be done on the enQuesta system, and all balances will be reconciled to the billing that was run on the legacy system prior to conversion. When all balances are accounted for and validation routines are complete, Santa Ana will sign off on acceptance of the conversion. Approval of the final conversion of data will occur no later than when Santa Ana begins to use enQuesta during normal business operations. The estimated effort for conversions is based on our current understanding of data conversion requirements as sumarized above and assumptions based on our experience with similar conversions. Significant changes in requi mrements and.or assumptions will be documented and confirmed via change orders. Interfaces 1-awson Software — Confidential 56 In terms of interfaces, the only interface requirements we could determine from your initial proposal included: the Svstems Innovators Cashiering interface, and the Lawson Financials interface all of which have been priced within our proposal. ly'e have also included pricing for our standar i Mcier Reading Interface and staml,ird ACII interface as these are tvpicully requirra for every iniplementatioii. IV. Cost Issues Cost is very important to a governmental entity on a fixed budget. The City is requesting clarification on a number of cost issues, as outlined below. A. Software License 1. Given the budgetary constraints local public sector entities, including the City, are facing, the City requests an additional reduction in software license cost. Please provide an updated cost sheet taking this request into account. Lawson Response: Please see attached cost sheet. 2. Please describe any third party products that have user limitations and help the City to better understand how future growth may impact the licensing on these products and what costs the City may incur. Lawson Response: BSI Tax Factory is the payroll tax Calculation software and is licensed based on W2 employees. As the City continues to grow it's employee base it will need to license additional users. These costs are outlined in the attached cost sheet. MicroFocus is a runtime environment that may require additional users in conJunction with additional Lawson named user licenses as maybe purchased in the future. 3. Verify that your proposal contains all the modules necessary to implement the City's functional requirements. Lawson Response: See attached cost sheets for detail. Lawson Software & 3 "' Parth: Financials Suite Procurement Suite Human Capital Mgmt � Payroll i eRecruiting Suite Enterprise Asset Mgmt ( Fleet maintenance ! Work orders) Strategic Sourcing Lawson Business Intelligence (Crystal reporting. SmartNotes, ProcessFlow, Dashboards) Lawson Tools (Design Studio, MSFT Add -ins) Systems & Sottware (Utility Billing) MHC (Laser check printing and forms design) BSI (Payroll Tax calculation) 3rd Parties (Not included but required for 9;'80 work scheduling): Kronos (Time Mgmt & Work Scheduling) Optional software: Learnin- Accelerator Employee Performance Mgmt Compliance Control Mgmt Processes ow Integrator PCL (Centralized Cashiering) hnageNow (Document Management) 4. The City would like the ability to receive price protection on the purchase of additional modules and users for 24 months after contract signing. Please indicate your ability to accommodate this requirement. Lawson Response: L..awson Software is willing to include a discount on future incremental products purchased for a period of 24 months fi-om original contract order form date per the following schedule. Lawson Software — Confidential 57 Lawson Software is willing to provide a discount lex -el for Lawson -Owned Products based on the following schedule: Year 1 — 110 1"(, O'l' List Price of Lo son -Owned ProdUCis Ye�ir 2 — 5 "o off List Price ol'LaNson- t))vned Products Year 3 Sit "o off List Price of Lamson -Owned Products 5. The City believes software should be paid for according to implementation progress achieved. Specifically, the City would like to for 50% of the license fees to be due upon delivery of the software and 50% to be due upon go -live. Lawson Response: Standard Lawson policy is to receive software paynsent based upon Net30 ter•n-ts. We are open to eNtended turrns l6r a short period of tithe to provide the City ilevibility in payment. B. Annual Maintenance 1. The City believes that annual maintenance fees charged for the application should be no more than 17% of the discounted license fees for the application. Indicate your ability to comply with this requirement. Lawson Response: Lawson Software believes its standard maintenance terms are in line with industry standards. Lawson's standard maintenance policy is of list price of Lavvson owned Products. NVe have provided a reduction in this policy to offer maintenance terms beginning at 2WO of net license fees on f -awson -Owned Products. 2. The City requires a 10 -year schedule for maintenance charges wherein annual maintenance is guaranteed to not increase more than CPI +2% over the previous year. This schedule would in no way obligate the City to continue the maintenance program if it did not wish to. Lawson Response: Lawson is willing to offer a maximum maintenance increase of 5°,,o annually for Lawson - Owned Products. 3. The City should receive access to all version upgrades, including major version upgrades and successor products for no additional charge, assuming the City has remained current on its maintenance agreement. Please verify your ability to conform to this requirement. Lawson Response: During the maintenance period, Lawson will provide to the City Maintenance for the Lawson Nlaintainance purchased, Maintainance will include the following: Maintained products. Unless otherwise stated in an applicable Order Form, and based on the type and level will provide Customer updates and new releases of the Lawson- Maintained products when generally made available by Lawson for installation and use by Customer Group under the Agreement. Netiv products require a separate Order Form and are not considered part of the Maintainace Agreement until purchased. 4. The City does not believe that maintenance fees should be charged during implementation when the software is not being utilized in live production. Please detail your ability to delay maintenance charges until the various modules are in live production. Lawson Response: Lawson Software's standard maintenance policy is that maintenance fees begin upon delivery of the licensed products. The revenue recognition rules that Lawson adheres to as a publicly traded company would require license fee revenue recognition reductions for any "free" maintenance period provided in a contract. It Lawson is selected as vendor of choice, we are open to discussing a mutually agreeable solution. Lawson Software does believe that even during implementation it is important for clients to have a valid support agreement in place to take advantage of all the various customer support options offered as part of the support agreement. Lawson Software — Confidential 58 C. Implementation Given the budgetary constraints local public sector entities, including the City, are facing, the City requests an additional reduction in implementation service costs. Please provide an updated cost sheet taking this request into account. Lau%son and S &S Response: Revised services costs are included on the attached cost sheet. 2. Verify your understanding that the services will be performed on a "not to exceed" basis. For implementation services under a not -to- exceed arrangement, the City compensates the Contractor on the basis of hours and expenses incurred up to a ceiling amount. If there is a "residual" amount at the end of the project (difference between total implementation contract amount and actual total costs), the City will retain the difference by simply not spending the funds. By contrast, if the implementation cost ceiling is exceeded, the Contractor is to finish the work at no additional compensation, unless the City does not meet specific assumptions outlined in the contract. Lawson and S &S Response: Lawson re.connnemds the C`ily consider fixed fee pricing, however Lawson understands the contract is based upon `not to exceed" pricing and we have estimated our services and fees accordingly. Supplemental services will be billed only if specifically requested through the formal change order process, approved in m- iting* by both parties, and provided during the contract term. 3. Also, please verify your understanding that the City will pay for services upon the completion of meaningful milestones. The City expects that there will be approximately one milestone payment per month, and that payments will be relatively evenly distributed amongst the milestones. Similarly, the City expects all payment to be more results achieved, not effort expended. Meaning, there will be no "buckets of hours" for any project task including data conversion, interfaces, or customizations. 1.awson and S &S Response: Lawson aurees that payment will be made based upon delivered milestones, however, since each milestone is riot similar in effort, payment can not be evenly distributed amongst the milestones. For example, System Test is a major milestone that requires significant effort. The milestone pa orient for the System Test deliverable would be greater than the milestone payment for the Readiness Assessment deliverable. which takes less effort. Even though both Lawson and the City will be assigned specific project deliverables, milestones payments are based upon Lawson deliverables only. Deliverable -based milestone payments are based upon the completion of specific tasks, and do not conform to monthly payments. However, Lawson will agree to bill the City monthly for those milestones that have been completed during that period. Lawson is willing to work with the City to develop a milestone payment schedule that meets our mutual requirements. Lawson recommends the City reconsider the "bucket of hours" concept. The City's requirements related to interfaces, workflows, conversions, reports etc, and total effort for each individual interface, report, etc will only be fully determined following the design phase of the project, after the business requirements and technical requirement are agreed upon. At this point, Lawson has provided general estimates, but cannot make detailed estimates. In most cases, Lawson will encourage the City to use a standard report, or standard process flow rather than create ne�,v. The advantage of using a "bucket of hours" is that the City uses only what is required, it can inove hours where needed between the programming tasks. and it will allow flexibility to minimize change orders. This model is also completely consistent with the "not to exceed" pricing requested by the City, as the City will use only what is needed. D. Travel 1. Due to budgetary constraints, the City would like travel and reimbursable expenses to be included in the ceiling amount of the contract. Please describe how you would be prepared to meet this concern. Lawson and S &S Response: Lawson is willing to set a fixed fee amount for travel. In this case. Lawson will bill travel separately on a monthly basis, not related to milestone payments. In either case, (actual or fixed travel) Lawson requests that the City provide assistance in negotiating hotel rates, etc. to insure the lowest local rates are obtained for the project team. Lawson Software — Confidential 59 E. Total Cost of Ownership 1. Please submit a revised cost sheet (using the form supplied with this letter) that reflects your response to the issues above. Lawson and S &S Response: L:m son's and S&-S' reN isions are included on the attached cost skeet. V. Contractual Issues The City is interested in a number of key contractual provisions. Please indicate which, if any of these issues you consider to be problematic, along with your rationale and suggested alternative. Implementation Services Agreement 1) Warranty. The City expects a robust warranty provision that provides adequate assurances as to the quality of the work performed and the ability of the system to meet the City's business requirements. Key points include: A. Warranty extends 24 months from final acceptance of the complete System. Lawson Response: Lawson Software's Product Narranty is in effect as long as the City maintains a valid maintenance contract for the licensed product. Therefore, the Product Warranty can be indefinite with a renetyal ofthe maintenance contract each °car. S &S Response XXX: B. Contractor warrants to functional requirements document and the design document. Lawson and S &S Response: Lawson Software will warrant to the positive responses in the functional matrix document for a period of time should Lawson be selected vendor of choice. Lawson Software's Product Warranty is in effect as long as the City maintains a valid maintenance contract for the licensed product. Therefore, the Product Warranty can be indefinite with a renewal of the maintenance contract each year. Lawson and S &S will provide the following warranty for Services: Services Warranty. Lawson and Systems & Software warrants that at the time of Services delivery, the Services will be provided by trained personnel and in a professional manner using commercially reasonable efforts. C. Contractor warrants the functionality of system as a whole. In other words, the City expects the contractor to warrant the integration of the system, not the City's hardware infrastructure. Lawson and S &S Response. Lawson cannot warrant the "system ". We can warrant that the Sollware will work in accordance with the Documentation as stated in the Operation warranty above. D. Contractor warrants that any required customizations will not impede the City's ability to upgrade the software in perpetuity. Lawson and S &S Response: Lawson cnco ►urages minimal customizations during implementation which has been our experience with public sector customers. We are very aware of this concern (for all of our clients) and as a result, have implemented nearly 100 "�o without customizing Lawson code. By utilizing our tools, "customizations" are not normally required and "perscnalizatiims" using the tools are protected during upgrades so long as there are no changes to the source code. E. The warranty remedy will provide for a timely response by contractor, especially for issues preventing productive use of the system. Lawson and S &S Response: Lawson can agree to use commercially reasonable efforts to fix any warranty breaches during the warranty period. Should Lawson be unable to cure the warranty breach. Lawson can agree to the following remedy: The City may recover direct damages for the Lawson - Maintained Products subject to the damage claim, including up to a refund of the License fees or Maintenance Fees paid by the City to Lawson Lawson Software — Confidential 60 for those Products, subject to the time periods and limitations described in Section 16 below. For the Products. the Product Warranty, Maintenance or the Maintenance Warranty, whether in contract or tort, will be limited to actual direct money damages in an amount no! to exceed: ( 1 ) th-, 1- censc tees paid by Customer to Lawson 1«r the Products subject to the damage claim if l'ustonner notitles LavNson of the �lainn within cane vear ailer the d,ite of the earliest Order Form fen• those Products or (2) the most recent annual Maintenance ices paid by Customer to Lavrson for the Products subject to the damage claim if Customer notifies Lawson of the claim more than one year ater the (Mite of the earliest Order Form for those Products subject to the damage claim. 2) Acceptance. For purposes of acceptance of the system (or portions thereof), the City intends to use a two - staged acceptance procedure. Key points include: A. "Conditional Acceptance" will essentially occur at go -live. Lawson and S &S Response: Lawson implementation methodology provides for an extensive System Test Prior to go live. The System Test is generally begins 45 -60 days prior to system deployment into production. The System Test is a significant project milestone that will require the City's active participation and sign -off Prior to deployment into production. A Readiness Assessment is completed following the System Test that will also require the City's active participation and sign -off prior to system deployment into production. Finally, a Cutover Plan is developed that requires the City's active participation and approval prior to system deployment into production. This series of testing, planting and approvals are intended to provide both the City and Lawson with the assurance that system deployment will be successful. These tasks all occur during this period. B. The City will have a 60 -day period after Conditional Acceptance to "Live Test" the system. Lawson and S &S Response: Lawson conducts its post live support as both "event driven" as well as "punch list driven" as a means of resolving any outstanding issues. Lawson will request Final Acceptance by the City upon final resolution of the `punch list ". Lawson's post live support provides for a 4 -week production support period daring this time frame which you call "live test ". The support plan calls for resources for each discipline either on -site or remote during this period. As this support is both "punch list" and "event" driven the final support schedule will be determined during the transition phase of the project or applicable phase. C. If after the Live Testing, the system performs in accordance with the system specifications (including the design document and functional requirements); the City will issue "Final Acceptance." The 60 -day time frame for final acceptance restarts if problems are found in the live test. Specifically, the City expects to document the date the problem is found and the date it is certified as fixed, and that the clock would restart on the date the problem is certified as fixed. Lawson and S &S Response: We are open to negotiating= an acceptance schedule. 3) Retention. The City will withhold 15% of each payment. Retention will be released at Final Acceptance of the entire Enterprise System. t,awson and S &S Response: We are willing to comply with this requirement as it pertains to implementation services. For our accounting purposes, we prefer and recommend that the retention not be assigned to each milestone, but rather as the final milestone payment to be invoiced at final system acceptance. 4) Penalties for Non - Completion of Deliverables. The contract will provide for penalties for the failure to produce deliverables described below in a timely fashion. Key points include: A. The Project Plan must be delivered within 30 days of contract signing. B. The Design Document must be delivered within 90 days of contract signing. C. The go -live dates described in the Project Plan must be met. D. Failure to achieve any of the above will result in penalties of $5,000 per day until the deliverable is achieved. Lawson and S &S Response: Lawson cannot a,ree to penalties. Creating the documents and meeting the dates listed above is a joint effort between Lawson and the City as partners in the implementation. The challenge in this Lawson Software — Confidential 61 lani,uage is Lawson would require the same penalties ifthe City was found to delay or non - complete a task. Thus, the relationship between both organizations would be strained and not promote a strong partnership. 5) New Services. The contract will provide the City with the ability to procure "New Services" (i.e., out -of -scope services) from the contractor at a rate not -to- exceed the negotiated blended hourly rate for the in -scope services. The City will be able to procure said New Services during the project period plus an additional 24 months afterwards. Lawson Response: Supplemental services will be provided to the City on a time and materials basis. Lawson agree to provide supplemental services at the rate provided in the cost schedule tirr '4 months from the date of execution of the Aijeement. 6) Key Personnel. The City requires assurances as to the consistency and quality of contractor staffing for its project. Key points of the City's key personnel provision include: A. The City shall have the ability to interview and approve key personnel proposed by contractor. Lawson and S &S Response: Lawson agrees to this request with the Understanding that Both parties will agree on criteria for acceptance prior to candidate interviews. B. The City shall have the right to unilaterally dismiss key personnel from the project. Lawson and S &S Response: Lawson understands and agrees with the City that the need to have a cohesive project team is essential to our mutual success. We also understand the need to deliver a project on time arid budget. Lawson requests this provision be amended to provide for due process based upon our agreed upon issue resolution and escalation procedures prior to the dismissal of any staff, both on the City team or the Lawson team. C. Contractor key personnel may not be removed from project without the City approval. Lawson and S &S Response: Lawson understands the City's concern regarding project continuity. We will make every effort to comply with this request, however some Situations may prevent us from doing so. These include, but are not limited to, terminations (due to code conduct violations and other 1IR- related issues), staff resignations, illness, family emergencies, and other personnel matters beyond our control. Lawson requests this provision to be reciprocal by berth parties. D. Contractor must replace any departed key personnel with a temporary replacement within 48 hours. Lawson and S &S Response: Lawson will use commercially reasonable efforts to replace key personnel so as not to affect the project timeline. We would also assume the City will make a similar effort if it incurs staff turnover. however, as noted above, sudden and unforeseen issues that may require replacement of project staff frrr both the City and Lawson may require more than 48 hours for resolution. Lawson recommends we discuss this issue further to come to a resolution that will be acceptable by both parties. E. Contractor must provide a no- charge ramp -up period for any replacement key personnel. This ramp - up period shall be equal to 80 hours for a replacement project manager and 40 hours for all other key personnel positions. Lawson and S &S Response: I -awson understands that the project timeline is important and that the team not loses momentum due to strtf turnover. Should a replacement staff from either Lawson or the City arrive at the City while the current staff member is still engaged employed at the City, there should be no charge for a "ramp up" period for either party. In the event that the replacement staff arrives Ibllowing the departure of key personnel, Lawson will agree to a ramp up period, providing the City will agree to a reciprocal arrangement. The ramp up period would vary based on project state as well as on project role. Therefore, each situation would need to be assessed within this context as it Lawson Software — Confidential 62 occurs. Lawson recommends the Citv consider this an issue that will be considered on a per case basis as the situation arises during the project, rather than set hours. 8) Limitations on Liability. A. The cap on damages for any claim arising from an agreement between the parties will be set at amount not to exceed twice the actual value of the fees paid for software and implementation services. Personal injury and property damage claims will be exempt from this cap. Lawson and S &S Response: Lawson can agree to exclude personal injury and property damage claims from the cap on damn -,es. However, Lawson �s unable to aigrce to a 2x multiple cap on damages and requests the t6ilowing, limitation ofliability provision: Linniianons of Liability. hr no event will Lawson, l...a),vson Group, Third Parties or Santa Ana be Gable for indirect. incidental, punitive, exemplary, special or consequential damages, or damages for loss of profits, revenue, data or use, incurred by either Party, whether in contract or tort, even if the other Party has been advised of the possibility of such damages. Neither Party will seek or apply for such dama(Tes. Other than indemnification by Lawson for third party claims for intellectual property infringement as described in Lawson's Master Terms and Conditions or bodily injury or direct damage to real or tangible personal property to the extent caused by Lawson's gross negligence, Lawson, Lawson Group and its Third Parties' aggregate and cumulative hclbility for damages to Santa Ana: for the Products, the Product Warranty, Maintenance or the Maintenance Warranty, whether in contract or tort. will be limited to actual direct money damages in an amount riot to exceed: (1) the License fees paid by Santa Ana to Lawson for the Products subject to the damage claim if Santa Ana notifies Lawson of the claim within one year after the date of the carliest Order Form fir those Products or (2) the most recent annual Maintenance fees paid by Santa Ana to Lawson for the Products subject to the damage claim if Santa Ana notifies Lawson of the claim more than one year after the date of the earliest Order Form for those Products subject to the damage claim; and for the Services and Services Warranty, whether in contract or tort, will be limited to actual direct money damages in an amount not to exceed the Services Fees paid by Santa Ana to Lawson for the Services subject to the dama0e claim during the 18 month period prior to Santa Ana notifying Lawson of the claim. B. Vendor agrees to hold the City harmless from any and all damages. Lawson and S &S Response: Lawson Software cannot agree to this broad indemnification provision. However. Lawson will agree to hold the City of Santa Ana harmless for personal injury and property damage claims in accordance with the following provision: Injury. Property, or Other Damage. Lawson agrees to defend and indemnify Santa Ana and its respective officers, employees and agents from and against third party claims, actions and suits, for personal injury to, or death of, any person, or loss or damage to real or tangible personal property arising out of, or resulting from, the grossly negligent acts of Lawson. The provisions of this section shall survive the termination of this agreement. The parties will each use reasonable efforts to mitigate their damages. 9) Statement of Work. The City will require the development of detailed statement of work, including a high - level project plan, prior to contract signing. Lawson and S &S Response: Lawson's standard procedure is to develop a detailed Statement of Work. The Statement of Work is a required component of the contract documents and will require signature by the City and Lawson. Lawson will also include a high level project plan at the City's request; however, this is riot a contract document, as the Project Plan is to be a deliverable during the Planning Phase of the project and is completed by the Lawson, S &S and City Project Managers. Lawson Software — Confidential 63 Software License Agreement 1) Warranty. The City expects a warranty that provides it with assurances that the software will conform to the functional requirement responses represented by the vendor. Key points of the warranty provision include: 2) A. The vendor will warrant to the City's functional requirements matrix. [.awson and S &S Response: � e will warrant to the positive responses in the functional matrix document for a period ot'tinne should Lawson & S &S be selected N°endor of choice. B. The warranty will extend 24 months from the installation of the software. Lawson and S &S Response: The Software's Product Warranty is in effect as long as the City maintains a valid maintenance contract fbr the licensed product. Therefore, the Product Warranty can be indefinite with a renewal of the maintenance contract each year. Lawson Software — Confidential 64 CD 0) CD a v CD !D 0 O 3 (D O E p o � -n T 0'a C n o ii -n 0 z n c 0 a < o D Q m cQ p 0 m 3 m CD o cn a cQ < C CD o o 0 4 O zT CD -74, CD CD CD o m CD CD (n C: �0 0 o o Q CD n c C O_ y M Q CD �. 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'e- I CD CJ R ¢ O O O O C Q3 0 4 D -4 G) 0 CD CD N 03 n CD O O K CND O CD =3 7 O C1 a O (J) o CD v a Z co r m 7 Cn CD cORn o v 3 0 R O CD C (P — cn CL m m o CD 0 9J C to N O N < C "O -G "< „ O - I O O O t' QP N P- IV W O On F N CD LTI W O O n CD D ¢ -n C) co CD ' O O N ¢ O O O O C Q3 0 4 D -4 G) 0 CD CD N 03 n CD O O K CND O CD =3 7 O C1 a O (J) o CD v a Z co r m 7 Cn CD cORn o v 3 0 R -< 1-� N Z co r m a O �' v m R O CD C (P — cn CL m m o CD 0 9J C to N O N < wo CD n CD n N CD R tD CD � CD On CD 0 03 o CD W O- n CD D ¢ -< 1-� r v o R O CD C (P — CD 'TI p n) v -- C O N N CND CD n N � o 'Tti � CD (D 0 03 o CD 70 70 n CD D ¢ -n cr (P -.n ro UD T -< 1-� r r � r r ( � .� O can O m o m 7 7 o m � � � � o = � cn IW � r CD Q CD O_ Q7 0 CD C O n CD C N 7 Cn, n 7 0@ O C N O N. n ro O CD CD N to CD > 0 CD CD N N N to to Cl) o N CD m cD t!> CD m m s v ° J ° O (n (D 0 ^ O ° 3 N @ CD CD p ° J) CD a O CD O O Q Q O O O O Q P 4" O Q O Q Q O °o o C) o Q o o 0 CD r v o R O CD C (P — CD p n) v -- C O N N CND CD n N � o CD (D 0 03 o CD to N O� n CD D ¢ cr (P -.n ro UD r r � r r ( � .� O can O m o m 7 7 o m � � � � o = � cn IW � r CD Q CD O_ Q7 0 CD C O n CD C N 7 Cn, n 7 0@ O C N O N. n ro O CD CD N to CD > 0 CD CD N N N to to Cl) o N CD m cD t!> CD m m s v ° J ° O (n (D 0 ^ O ° 3 N @ CD CD p ° J) CD a O CD O O Q Q O O O O Q P 4" O Q O Q Q O °o o C) o Q o o 0 CD ACORDTM CERTIFICATE OF LIABILITY INSURANCE page 1 of 2 1128/2007 PRODUCER 877 - 945 -7378 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Willis North America, Inc. HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 26 Century Blvd. ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC# P. O. Box 305191 Nashville, TN 372305191 �INSURERA:St. INSURED Lawson Software, Inc. r�'2 ov �Vl! Paul Fire and Marine Insurance Compan 24767 -001 11/1/2007 11/1/2008 St. Paul, 55102t rO INSURERB: Travelers Casualty Insurance Company of A 19046-001 INSURER C: �INSURERD: DAMAGE TO RENTED PREMISES Ea occurence INSURER E: MED EXP(Anyone person) $ 10 000 COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. L7R N R TYPE OFINSURANCE POLICY NUMBER POLICY EFFECTIVE DATE MM /DD POLICY EXPIRATION DATE MM /DD/YY LIMITS A GENERALLIABILITY TE06305017 11/1/2007 11/1/2008 EACHOCCURRENCE $ 1 000 000 X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED PREMISES Ea occurence $ 1 0 0 0 000 MED EXP(Anyone person) $ 10 000 CLAIMSMADE aOCCUR PERSONAL &ADV INJURY $ 11000,000 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS- COMP /OP AGG $ 2,000,000 POLICY PRO- JECT LOC A AUTOMOBILE LIABILITY ANY AUTO TE06305017 11/1/2007 11/1/200$ COMBINED SINGLE LIMIT (Ea accident) $ 11000,000 ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per person) $ X X HIREDAUTOS NON- OWNEDAUTOS BODILY accident) (Per accident) $ PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC $ ANYAUTO $ AUTOONLY: AGG A EXCESS /UMBRELLA LIABILITY TE06305017 11/1/2007 11/1/2008 EACH OCCURRENCE $ 5 000 000 AGGREGATE $ 5.000.000 X OCCUR CLAIMS MADE DEDUCTIBLE $ X RETENTION $ 10.000 B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY HCUB7952C91007 11/1�2007 11�1�2008 X TORY LIAMITS OER E.L. EACH ACCIDENT $ 500 000 ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? If yes, describe under E.L. DISEASE - EA EMPLOYEE $ 500,000 E.L. DISEASE - POLICY LIMIT $ 500,000 SPECIAL PROVISIONS below OTHER DESCRIPTION OF OPERATIONS /LOCATIONSIVEHICLESIEXCLUSIONS ADDED BY ENDORSEMENT /SPECIAL PROVISIONS _ t+AINk rLLli I IUIV SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN F' NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR City of Santa Ana 20 Civic Center Plaza Santa Ana, CA 92701 ACORD 25 (2001/08) Co11:2185572 T>71:699539 Cf?rta9R4c;eni (rlAL'nDnf`nDDnDATInA14cloo Page 2 of 2 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. M%'URuza tZUUI /US) c011:2165572 Tp1:699539 Cert:9845601 ACORD,M CERTIFICATE OF LIABILITY INSURANCE page 1 of 2 11/28/2007 PRODUCER 877- 945 -7378 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Willis North America, Inc. HOLDER. TTH SOCERT FICATE DOES NOTOAMEND, EXTEND CERTIFICATE 26 Century Blvd. ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. P. O. Box 305191 Nashville, TN 372305191 INSURERS AFFORDING COVERAGE NAIC# INSURED LBwBOa Software, Inc. INSURERA:St. Paul Fire and Marine Insurance Compan 24767 -001 380 St. Peter Street St. Paul, MN 55102 INSURERB:Travelers Casualty Insurance Company of A 19046 -001 INSURER C: A / INSURER D: L a INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR DD' LTR NSR TYPE OF INSURANCE POLICY NUMBER DATE MFFE TIVE POLIC EXPI TI N A GENERAL LIABILITY TE06305017 LIMITS 11/1/2007 11/1/2008 EACHOCCURRENCE X COMMERCIAL GENERAL LIABILITY $ 1 000 000 PREMISES Ea occureDnce $ 1 OOO 000 CLAIMS MADE OCCUR MED EXP (Any one person) $ 10 000 PERSONAL &ADV INJURY $ 1 000 000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERALAGGREGATE $ 2 000 000 POLICY D PRO_ J ECT LOG PRODUCTS- COMP /OPAGG $ 2 000 000 A AUTOMOBILE LIABILITY TE06305017 11/1/2007 11/1/2008 ANYAUTO COMBINED SINGLE LIMIT (Ea accident) $ 11000,000 ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY person) $ X HIREDAUTOS X NON- OWNEDAUTOS BODILY INJURY (Per accident) $ PROPERTYDAMAGE (Per accident) $ GARAGE LIABILITY AUTO ONLY -EA ACCIDENT $ ANYAUTO OTHERTHAN EA ACC $ A EXCESS AUTOONLY: AGG $ /UMBRELLA LIABILITY TE06305017 11/1/2007 11/1/2008 EACHOCCURRENCE $ X OCCUR CLAIMS MADE 5 000 000 AGGREGATE $ 5 000 O O O DEDUCTIBLE X RETENTION $ 10 OO $ B WORKERS COMPENSATION AND EMPLOYERS'LIABILITY HCUB7952C91007 $ 11/1/2007 11/1/2008 X OER ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? TORYLIAMITS E.L. EACH ACCIDENT $ 5OO OOO If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE - EA EMPLOYEE $ 500 O O O OTHER E.L. DISEASE - POLICY LIMIT $ 500,000 DESCRIPTION OF OPERATIONS /LOCATIONSNEHICLES /EXCLUSIONS ADDED BY ENDORSEMENT /SPECIAL PROVISIONS CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN /- /a/Y%Ga '�i -',✓'• L�j n/�j- Z- NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL .^ p�VS-- -f �r IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR City Of Santa Ana REPRESENTATIV S. 20 Civic Center Plaza Santa Ana, CA 92701 AUTHO DE ESENTATIVE ACORD 25 (2001108) C011:2185572 Tp1:699539 Cert:9845601 ©ACORD CORPORATION 1988 Page 2 of 2 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 (2001/08) 0011:2185572 Tnl- FQQR.aa ao�� 37 A aoof-o3 7 o ACORD. CERTIFICATE OF LIABILITY INSURANCE page 1 of 2 IoouceF� 877- 945 -7379 THIS CERTIFICATE IS ISSUED AS A MATTE ONLY AND CONFERS NO RIGHTS UPON HOLDER. THIS CERTIFICATE DOES NOT A ]INSURED Willis North America, Inc. 26 Century Blvd. P. O. Box 305191 Nashville, IN 372305191 Lawson Software, Inc. 380 St. Peter Street St. Paul, MN 55102 INSURERS AFFORDING COVERAGE INSURERA: St. Paul Fire and Merin INSURERS: The Standard Fire Insur INSURER C: DATE 10/31/2008 NAIC# OR COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. POLICYEFFECTIVE POLICYEXPIRATION LIMITS INSR DD TYPEOF INSURANCE POLICYNUMBER A GENERAL LIABILRY TE06305017 11/1/2009 11/1/2009 EACHOCCURRENCE $ 1,000,000 OAMAGETO RENTED X COMMERCIAL GENERAL LIABILITY PREMISES Eeccarenca $ 1 000 OOO CLAIMS MADE OCCUR MED EXP(Anyone person) $ 10 ,000 PERSONAL& ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 G PRODUCTS- COMP/OPAGG $ Z 000 000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO LOD A AUTOMOBILELIABILITY TE06305017 11/1/2009 11/1/2009 COMBINED SINGLE LIMIT (Eaaccidant) $ 1,000,000 ANYAUTO ALLOWNEDAUTOS BODILY INJURY (Per person) $ SCHEDULEDAUTOS HIRED AUTOS BODILY INJURY (Peracudent) $ X �[ NON -OWNED AUTOS PROPERTYDAMAGE (Per accident) $ AUTO ONLY - EA ACCT DENT $ GARAGE UABILITY ANY AUTO OTHERTHAN EAACC AUTOONLY: AGO S S A EXCESSIUMBRELLA LIABILITY OCCUR CLAIMS MADE TE06305017 11/1/2009 11/1/2009 EACHOCCURRENCE $ 51000,000 AGGREGATE $ 5,000,000 $ B DEDUCTIBLE X RETENTION $ 10,00 WORKERS COMPENSATION AND EMPLOYERS'LIABILITY HCUB7952C91008 11/1/2008 11/1/2009 I WRY I IT- OTH X RY IT E.L. EACH ACCIDENT $ 500,000 E.L. DISEASE - EA EMPLOYEE S SOO OOO ANY PROPRIETORIPARTNERIEXECUTIVE OFFICERIMEMBER EXCLUDED? E.L. DISEASE - POLICY LIMIT $ 500,000 It yes, describe under SPECIAL PROVISIONS below OTHER DESCRIPTION OF OPERATIONS ILOCATIONSIVEHICLES /EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN ' J NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO 00 SO SHALL J^�^ A IJ DS y jN4 n l'42 —k IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR r1't l•, �T I� JT d REPRESENTATIV S. City of Santa Ana pUTHO D ESENTATIVE 20 Civic Center Plaza Santa Ana, CA 92701 ACORD 25(2001/08) Co11:2524793 TP1:852033 Cert:11576488 ®ACORD CORPORATION 1988 Page 2 of 2 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD25(2001108) Co11:2524793 Tp1:852033 Cert:11576488 A CERTIFICATE OF LIABILITY INSURANCE page 1 of 2 11/`0 /20 9 PRODUCER 877 - 945 -7378 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Willis of Minnesota, Inc. HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 26 Century Blvd. ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. P. O. Box 305191 Nashville, TN 37230 -5191 INSURERS AFFORDING COVERAGE NAIC# INSURED Lawson Software, Inc. INSURERA: The Phoenix Insurance Company 25623 -001 380 St. Peter Street INSURERB:Travelers Property Casualty Company of Am 25674 -005 St. Paul, MN 55102 INSURERC:The Standard Fire Insurance Company 19070 -001 d c h INSURER D: I� r •�ODa`�i37 INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR DD' IN SR TPE OF INSURANCE POLICY NUMBER CY EFFECTIVE POT LIM D YYY POLICY EXPIRATION LIMITS A GENERAL LIABILITY 6307952C910 11/1/2009 11/1/2010 EACHOCCURRENCE $ 1,000,00) GENERAL ][ COMMERCIAL GENE IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR City of Santa Ana DAMAGE TO RENTED PREMISES(Eaoccurence-).__ $__1,000.000__ _0_ 20 Civic Center CLAIMS MADE X_ l OCCUR REPRESENTATIV S. MED EXP (Anyone person) $ 10,000 PERSONAL& ADV INJURY $ 1,000,000 AUTHO D ESENTATIVE Santa Ana, CA 92701 S 7� ACORn 95 /9009 /n11 Cnl 1 e 2 R 51 GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP /OP AGG $ 2,000,000 POLICY PRO- LOC B AUTOMOBILE LIABILITY ANY AUTO BA7952C910 11/1/2009 11/1/2010 COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 BODILY INJURY (Per person) $ ALL OWNED AUTOS SCHEDULEDAUTOS X BODILY INJURY (Per accident) $ HIREDAUTOS NON -OWNED AUTOS A pt . X PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY - AUTO ONLY - EA ACCIDENT $ OTHERTHAN EA ACC AUTO ONLY: AGG $ ANY AUTO '. , ' - - $ EXCESS /UMBRELLA LIABILITY 13 EACH OCCURRENCE $ OCCUR CLAIMS MADE AGGREGATE $ $ DEDUCTIBLE $ RETENTION $ c WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y/ N ANY PROPRIETOR/PARTNER/EXECU I IVE HCUB7952C91009 11/1/2009 11/1/2010 WC RY IMT OTR X E.L. EACH ACCIDENT $ 500,000 CFFICER. /MEMBERCXCLUC[D^ � (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE F$ 500,000 If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE - POLICY LIMIT 1 $ 500,000 A OTHER TE06305395 11/l/2009 11/1/2010 Technology E &O $5,000,000 Aggregate Limit (Claims Made) $5,000,000 Each Event Limit 250,000 Deductible each Claim DESCRIPTION OF OPERATIONS/ LOCATIONS/ VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT/ SPECIAL PROVISIONS It is agreed that City of Santa Ana, its officers, employees and agents are included as Additional Insureds as respects to General Liability if required by written contract. UtFi I It-IUA I t MULUtK V i, UANUtLLA I IUN SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION ' W' /. L J DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 3 0 DAYS WRITTEN "' NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR City of Santa Ana 20 Civic Center Plaza REPRESENTATIV S. 8th Floor AUTHO D ESENTATIVE Santa Ana, CA 92701 S 7� ACORn 95 /9009 /n11 Cnl 1 e 2 R 51 241 Tnl e 1 001;1 ?C) Carte 3 3 2 1 4 3 (c719R8— 009 ACORD CORPORATION_ All rinhfc rPCPrvarl The ACORD name and logo are registered marks of ACORD Page 2 of 2 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER This Certificate of Insurance does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 (2009/01) C011:2851241 Tp1:1005129 Cert:13332343 v -1�110U J I N f O R" July 26, 012 Accounts Payable Citv Of Santa Ana 2U Civic Center Plaza Santa Ana, CA 02702 Re: Notice of Merger from Lawson Software Americas, Inc. into Lawson Software, Inc., Notice of Name Chan-re from Lawson Software, Inc. to Infor (US), Inc., and Remittance Address Change Notice and Remittance Instructions Dear Valued Customer, Effective December 31, 2011, Lawson Software Americas, Inc., a Delaware corporation, mer-ed with Lawson Software, Inc., a Delaware corporation. As a result of this merger, Lawson Sof varz, Inc. was the successor corporation to Lawson Soft rare Americas, Inc. Effective as of July 1, 2012, Lawson Software, Inc. changed its name to Infor (US), Inc. ( "In.for °). Please accept this letter as notice of Lawson's name change to hifor and the other changes noted above, and update your records accordingly with the following contact and payment information referenced below. There will be no interruption in operations as a result of this name- chance, and Infor will continue - to perform all of its obligations under any agreement that it may have with you. For your reference and to facilitate payment(s) to Infor (US), Inc., visit www.infor.com!LawsonUS/ for tints to the following: • Infor (US), Inc. Remittance Address Change Notice and Remittance Instructions • Infor (US), Inc. IRS form W -9 for your records • lnfor (US), Inc. sales tax Certificate of Exemption instructions • Certificate of Merger of Lawson Software Americas, Inc., a Delaware corporation, %N ith and into Lawson Sofri«re, Inc., a Delaware corporation • Certificate of Name Change from Lawson So, ftware, Inc. to In for (US), Inc. If uv3u have any questions regarding these chan,cs, please do not hesitate to contact the following: • Re�,arding the merger and -tor name change: fatty Elias, Associate General Counsel, Patricia. Eliasi'iNrlfor.com, phone: 651- 767 -4866. • Regarding, remittance address change notice or remittance instructions: Infor Cash Applications Department at 678 -317 -5000 or Cash.A opt ications(ii infar.com. tiin.:.rely. Int")r Le,!al. Finance, and Tax Departments % ^.- ;31 4 100, iarh,32tld. G- -" TA ? (i,i? to - ?° 3 1 i _t i e , 0,4 infor U ORDER FORM As it relates to the Component Systems specified herein,this Order Form is subject to the terms of the Master Terms and Conditions between Jnfor (US). Inc. (as successor-in-interest to Lawson Software Americas, Inc.) ('Infer") and citv of Santa Ana (`Licensee')with an effective date of March 03. 2008 (the 'License Agreement'), City agreement number A-2008.037. As it relates to Support for the Component Systems, this Order Form is subject to the applicable terms of the License Agreement (to the extent it concerns Support) or, if Support is the subject of a separate Support agreement related to the License Agreement, the terms of such Support Agreement (the "Support Agreement"). The License Agreement and related Support Agreement (if any) are referred to herein as the 'Agreement'. All terms of the Agreement are incorporated herein by reference. Capitalized terms not defined In this Order Form are defined in the Agreement. In the event of a conflict, the terms of this Order Form control over the terms of the Agreement. In the event the capitalized terms in this Order Form differ from the terminology used in the Agreement, references herein to: 'Component Systems' means the software products that are being licensed (and may be referred to in the Agreement as Products, Software Products, Software, Programs or Licensed Programs); "Support" means Infers current standard maintenance and support services (and may be referred to In the Agreement as Maintenance and Support, Annual Support, Support Services, On-Going Support or One Point Support); 'Order Form' means a mutually agreed upon ordering document (and may be referred to in the Agreement as Schedule, Supplement or Supplemental Schedule); 'User Restriction' means the license restriction applicable to the Component System in addition to any license restrictions In the Agreement; 'Annual Escalation Percentage Cap' means the maximum percentage increase in the annual Support Fee on an annual basis. In addition,based on the applicable Agreement, listed Component Systems herein owned by a third party may also be referred to in the Agreement as 'Additional Software'or'Third Party Software'. �p Effective date of this Order Form: /I I Ay 201q (the"Order Form Date") h Component Systems Newly Ucensed Component Systems-Production Pad# User Restriction' Support (if applicable) Component System Quantity Type level" I S3F-MRBACI Project Accounting Inquiry 100 NU XTP 2 53F-FINPROI Financial Procurement Inquiry 248 NU XTP Additional Quantities of Previously Licensed Component Systems-Production Part s! Component System User Restriction' Support (if applicable) Quantity Type level" S3F-MRBAC Project Accounting 20 NU XTP 2 S3F-FINPRO Financial Procurement Package 34 NU XTP Total License Fee: $159,610.00 'If specified in the User Restriction field: • NU — "Named Users" means the maximum number of Users designated by Licensee for each Product designated above as"NU". "Support Level; Infer Xtreme("XT")Support unless otherwise indicated. Descriptions of the Support levels can be found at rt••'s i for.c•m/co tent/brochuresrynfo- remesu'.ortplanfeatures.pdf/. It Applicable,"XTP'=Info!Xtreme Premium(240)and'XTE'=Inter Xtreme Elite(240)Plus Page I of 3 a II.Support Services 4 Additional Annual Support Fee:$31,922.00 1 Annual Escalation Percentage Cap: CPI plus 4%of the previous year's annual maintenance. "CPP' means the then current annual Consumer Price Index, All Urban Consumers percentage, or [equivalent index published by the United States Department of Labor. Initial Term of Support: June 1,2014,through May 31,2015 s , Fee for Initial Term of Support: $31,922.00 Total Amount Due(before applicable taxes): $191,532.00 Payment Terms: All amounts are in US Dollars unless otherwise specified. Payment is due within 30 daaof Order Form Date. Currency: United States Dollars Equipment(on which Component Systems will be installed): Licensee Account ID: 2149-L Computer Platform: Hewlett Packard Infor GL ID: USOAB _ Operating System: _Windows DBMS:_SQL Server Account Executive Name: Andrew Nelson/Rocky Ray ' Location:Same as Delivery Address ( Delivery Address: invoice Address: (If blank,the Delivery Address shall be used for Invoicing) .y 20 Civic Center Plaza,MIS M17 Santa Ana,CA 92701 Contact Name:Mr.Francisco Gutierrez Contact Name: Contact Title:Executive Director of Finance Contact Title: 1 _Contact Phone:714.647.5420 Contact Phone: Contact email:fgutierrez @santa-ana.org Contact email: Ill.Additional Terms 2 Delivery is FOB Shipping Point. Licensee's purchase of the licenses specified herein is not contingent or dependent upon the provision of any consulting services Licensee may choose to purchase from Infer contemporaneously with this Order Form or in the 4 future. 15 No changes or modifications of any kind to this Order Form shall be accepted after execution unless signed In writing by both parties. 3 Any purchase order or similar document (other than a mutually executed and delivered Order Form) that may be Issued by the undersigned Licensee in connection with this Order Form does not modify this Order Form or the Agreement to which it pertains. No such modification will be effective unless it is in writing, is signed by each party, and expressly provides that It amends this Order Form(or as applicable,the Agreement). For U.S.Government entities,the following restricted rights clause applies:This Component System is a"commercial component,'as this term is defined in 48 C.F.R.2.101,consisting of"commercial computer software'and"computer software documentation,' as such terms are defined In 48 C.F.R. 252.227-7014(a)(1) and 48 C.F.R. 252,227- + 7014(a)(5), respectively,and used in 48 C.F.R. 12.212 and 48 C.F.R. 227.2702, as applicable, and all as amended from time to time. Consistent with 48 C.F.R. 12.212 and 48 G.F.R.227.7202, and other relevant sections of the Code A of Federal Regulations,as applicable,and all as amended from time to time,all U.S.Government entities acquire this Component System only with those rights set forth In the license agreement accompanying this Component System. Use,duplication,reproduction,or transfer of this commercial software and accompanying documentation is restricted in accordance with FAR 12.212 and DFARS 227.7202 and by a license agreement. ti f Page 2 of 1 By signing this Order Form, Licensee represents and warrants that it has obtained all necessary authorizations and approvals including,but not limited to,appropriation of funds and budget approval. THE PARTIES have executed this Order Form through the signatures of their respective authorized representatives. For. In,i r US Inc. _ For: Ci of Santa Ana j Le.at Na w-. nsee n -4 .11 :Mature Signature _ 3 Patricia Elias David Cavazos r-T .ed or Printed Name T sect or Printed Name Associate General Counsel City Manager Title ,. Title May 9,2014 Date Date Ml -fife ri' ATTEST: "M_ , j ' Maria D.Huizar Clerk of the Council APPROVED AS TO FORM: . 4 A /A cL Sonia R.Carvaiho City Attorney b Lisa Storek,Assistant City Attorney RECOMMENDED FOR APP tOVAL: '4%`t11— ' _ Francisco Gutierrez 1 Executive Director Finance and Management Services Agen Page 3 of 3 in an amount not to exceed $620,000, for a 13-month term expiring on June 30, 2015 subject to non-substantive changes approved by the City Manager and City Attorney, 2. AGMT NO. 2014-118 - Authorize the City Manager and Clerk of the Council to execute an agreement with Southern California Edison, to provide no-cost funding through On-Bill Financing to implement advanced energy efficiency technology in City Hall and the Ross Annex, subject to non-substantive changes approved by the City Manager and City Attorney, 25F. FINANCIAL SYSTEM SOFTWARE LICENSES - Finance & Management Services MOTION: Authorize an order form with Infor (US) Inc., formerly Lawson Software Americas, Inc., against Agreement No. A-2008-037 for Lawson financial system software licenses in an amount not to exceed $159,610 • and maintenance not to exceed $31,922, with two one year maintenance renewals in accordance with the terms of the order form, subject to non- substantive changes approved by the City Manager and City Attorney. 25G. AGMT NO. 2014-119 - - PURCHASE AND INSTALLATION OF CREDIT CARD ENABLED PARKING METERS AND GROUND SENSORS FOR DOWNTOWN - Community Development Agency MOTION: Authorize the City Manager and the Clerk of the Council to execute an agreement with IPS Group, Inc. for the purchase of smart parking meters, parking sensors, and data management to replace regular on-street meters in Downtown Santa Ana, in an amount not to exceed $500,000, subject to non-substantive changes approved by the City Manager and City Attorney. MOTION: Martinez SECOND: Sarmiento VOTE: AYES: Amezcua, Benavides, Martinez, Pulido, Reyna, Sarmiento, Tinajero (7) NOES: None (0) ABSTAIN: None (0) ABSENT: None (0) LAND USE MATTERS CITY COUNCIL MINUTES 10 MAY 20, 2014 REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: µa ~ CLERK OF COUNCIL USE ONLY: MAY 20, 2014 TITLE: APPROVED ❑ As Recommended ORDER FORM WITH INFOR (US) INC ❑ As Amended FOR FINANCIAL SYSTEM SOFTWARE ❑ Ordinance on n Reading 2 ❑ Ordinance on tl Reading LICENSES (A-2008-037) ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER CITY MANAGER /J RECOMMENDED ACTION Authorize an order form with Infor (US) Inc., formerly Lawson Software Americas, Inc., against agreement no. A-2008-037 for Lawson financial system software licenses in an amount not to exceed $159,610 and maintenance not to exceed $31,922, with two one year maintenance renewals in accordance with the terms of the order form, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On March 3, 2008, the City Council approved an agreement with Lawson Software Americas, Inc. to purchase the Lawson financial system. The system went live in September 2009 and is used by all City departments to process, track, and report on the City's financial information and transactions. Key functions include general ledger, grant management, projects and activities, accounts payable, cash management, billing, accounts receivable, asset management, requisitions, purchase orders, inventory, business intelligence and reporting. In 2012, Lawson was purchased by Infor, a global provider of enterprise resource planning systems. In a recent collaborative system review between the City and Infor/Lawson, the review identified the need to purchase additional licenses to meet the current and future business needs of the City. As such, Staff recommends processing an order for additional Lawson software licenses required to meet City requirements. The master Lawson agreement (A-2008-037) and the order form provide for annual software maintenance and support that entitles the City to receive software updates and technical support services. The agreement maintains the current annual maintenance increase to not more than 4% plus the Consumer Price Index (CPI) rate. FISCAL IMPACT Funds are available in the Finance Management Lawson Accounting Unit 10910141 (account 66510 Computer Software $159,610 and account 62300 Contract Services $31,922). APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez 5ik Executive Director Finance and Management Services Agency Exhibit: 1. Infor Order Form