PROJECT AMENDMENT REQUEST - Maricopa Forms/Attachments...Project Scope Proposed ... The R12 Upgrade...

PROJECT AMENDMENT REQUEST

MCCCD Project Amendment Request 800017 CFS R12 Upgrade 9/13/2010,

PROJECT NAME 800017 CFS R12 Upgrade

DATE 9/3/2010

CLIENT Business Services

EXECUTIVE CHAMPION George Kahkedjian, Debra Thompson

PROJECT MANAGER Philip Cram

AFFECTED AREAS (please check all that apply)

Project Start Date Project End Date Development Costs Total Costs

Project Scope Proposed Technology Major Deliverables/Outcomes Roles/Responsibilities

NOTE: If there are changes in the project cost you must provide:

• REVISED Funding Source: 774420 - Enterprise Applications

• REVISED Funding Timeline:

o September ITC

o October Governing Board

• Project Sponsor Signatures:

o George Kahkedjian

o Debra Thompson

Current Recorded Dates/Costs Requested Revisions to Dates/Costs

Start Date

10/2009

End Date

3/2011

Development Cost ($000)

Total Cost ($000)

$530,000

Start Date

End Date

3/2012

Development Cost ($000)

Total Cost ($000)

$2,092,400

Justification Summary

The R12 Upgrade Project has been working over the past year to upgrade CFS to Release 12 of Oracle Applications. The project began with the pre-upgrade readiness assessment from Solution Beacon in the Fall of 2009. This year, a vendor was selected, HighPoint Consulting, to partner with MCCCD to complete the upgrade project. The vendor selection process was based on a RFQ issued to qualified vendors under RFP# 2977-10.

Following best practices and configuration suggestions from Solution Beacon, HighPoint, and Oracle, it has become evident that additional funds are needed for the project. These additional funds can be broken into three separate categories: Hardware, Additional R12 Upgrade Costs and New Application Modules. Hardware includes the new hardware and operating software support. The Additional R12 Upgrade Costs includes consulting and training dollars. The New Application Modules includes the upgrade of the application software license along with the costs for implementation of three new modules for Business Services.

Hardware and Operating System

The hardware that hosts the CFS application needs to be replaced. This will allow CFS to separate the database and the application server tiers to provide for better system performance, as recommended by Solution Beacon. It will also position CFS for external access to the application for such services as iSupplier, an application module that allows external suppliers to maintain their own supplier record with MCCCD. Additionally, the new hardware will provide a more robust development environment so that more instances can be created for testing and developmental purposes. As with the current system, an upgrade



in production hardware also requires an upgrade to the disaster recovery hardware, and that is included. Also included is three years of support for the operating systems for the database and application servers. Total cost for the Hardware and Operating System Upgrade is $120,000

R12 Upgrade Additional Consulting and Training

The original budget request for the R12 Upgrade Project was based on research on other public and governmental agencies that had allocated monies for an R12 upgrade; those estimates ranged from a low of $837,000 and a high of $1,901,000. An optimistic request of $540,000 was submitted, but after a year of working with consultants and vendors, it seems that the original request was lacking. The estimate for consulting for the project from the vendor selected to perform the upgrade shows that we will need additional monies for services including a fixed-price performance tuning engagement and additional dollars for customization/modification development and remediation to the new software version. Along with UPK for the users, the DBA’s and developers will need to update their skills to maintain the new version of CFS once the upgrade is complete. Under the original project request, there was an $84,000 line item for training, but those dollars were absorbed by the consulting required for the upgrade project, so training dollars need to be added back into the project budget. Total cost for the R12 Upgrade Additional Consulting and training is $295,000.

UPK Content

Project discussions with various vendors have uncovered a method that will allow for better training of our on-line users. UPK, or User Productivity Kit, is an interactive product that users can access while in the application for documentation of application processes. MCCCD owns UPK developer licenses that can be used to customize content, and Oracle provides already-built content for the eBusiness suite modules. Total cost for UPK Content is $152,000.

New Application Modules

Solution Beacon, the company that performed the pre-upgrade readiness assessment, included a future footprint in their report that included recommendations on additional modules for Oracle eBusiness. These additional modules align closely with 21

st Century goals for effectiveness and efficiency, including modules

such as iExpense, which will allow for the automation of the expense reporting process and iSupplier, a product that enables MCCCD suppliers to actively maintain their supplier record within CFS. iExpense will save MCCCD dollars on processing expense reports and payments, and iSupplier will free up Purchasing Office employee time spent maintaining the supplier records. In addition to these two modules, Business Services has been interested in implementing the Treasury module for a number of years, which will provide efficiencies for the management of MCCCD’s monetary and bond accounts. These new application modules will require an upgrade to the application software license and implementation consulting costs.

Application Software License Upgrade

MCCCD’s application license is for individual modules of the eBusiness Suite and is based on a licensing metric of named users. This license dates back 15 years when MCCCD first purchased the application from Oracle. Oracle has changed the metric by which the software is licensed, but they grandfathered MCCCD’s licensing structure as long as there were no changes to application license. Since MCCCD wants to license additional new modules, the licensing structure needs to be converted to what is called an Enterprise license which is based on annual budgets rather than named users. A by-product of this license conversion is that MCCCD will be licensed for the full version of eBusiness suite, which will allow unlimited access to all seven of the eBusiness modules instead of the four MCCCD currently licenses. The conversion cost will include the licensing for the three new modules and also include the first year of support. Total cost for the Application Software License Upgrade is $695,000.



New Module Implementation

MCCCD will require additional consulting for the new modules that will include the functional configuration and setup of the new modules as well as testing and validation of the software. The implementation of the new modules will be included as part of the R12 upgrade project and be completed in March 2012. Total cost for New Module Implementation is $226,000.

800017 CFS R12 Upgrade Project Budget

Original Budget Allocation $530,000

CFS R12 Upgrade Project Amendment

Hardware and Operating System

CFS Hardware $101,000

CFS Operating Systems $19,000

Subtotal Hardware and Operating System $120,000

Additional R12 Upgrade Costs

Additional Consulting and Training

Performance Tuning $75,000

CEMLI Development/Remediation $150,000

DBA/Developer Training $70,000

Total Additional Consulting and Training $295,000

UPK Content

UPK Content $125,000

Support Costs - 1st year $27,000

Total UPK Content $152,000

Subtotal Additional R12 Upgrade Costs $447,000

New Application Modules

Application Software License Upgrade

Conversion/Licensing $570,000

Support Costs - 1st year $125,000

Total Application Software License Upgrade $695,000

New Module Implementation

Consulting Services $226,000

Total New Module Implementation $226,000

Subtotal New Application Modules $921,000

Total CFS R12 Upgrade Project Amendment $1,488,000

5% Contigency $74,400

Amended Total 800017 CFS R12 Upgrade Project Budget $2,092,400



Note: Above figures include estimated taxes

Note: The VC Information Technology/CIO signature is required for this form.

Submitted By (Printed Name & Signature)

Philip Cram

Date:

VC Information Technology/CIO (Printed Name and Signature)

George Kahkedjian

Date:

IT Partners2828 N. Central Ave,Suite 1203Phoenix, AZ 85004

Richard Cook

[email protected]

Company:Attention:Phone:Address:

Email:

Bob Carrigan

[email protected]

Date:

Quote:

Prepared By:

Terms:

07/08/2010

Troy Wittrock

2411 West 14th StreetTempe, AZ 85281-6942

Maricopa County Community College District

Net 30

(602) 296-6111(602) 667-0384

(480) 731-8857

Phone:FAX:

CFS R12 - budgetary

Expires: 08/08/2010

307113

Budgetary Only Quotation

QTY MODEL DESCRIPTION List Price Net Price Extended Price

S.A.V.E. Cooperative Procurement 1 * City of Tempe Contract ID: IT10-132-01 $0.00 $0.00 $0.00

bl465G7 12-core 16GB Memory 6 518857-B21 HP BL465c G7 CTO Blade $1,571.00 $1,335.35 $8,012.10

6 518852-L21 HP BL465c G7 O6172 12C FIO Kit $1,249.00 $1,061.65 $6,369.90

6 518852-B21 HP BL465c G7 O6172 12C Kit $1,249.00 $1,061.65 $6,369.90

6 588184-B21 HP Smart Array BL465c/685c G7 FIO Cntrlr $399.00 $339.15 $2,034.90

24 604500-B21 HP 4GB 1Rx4 PC3L-10600R-9 Kit $275.00 $233.75 $5,610.00

12 507125-B21 HP 146GB 6G SAS 10K 2.5in DP ENT HDD $269.00 $228.65 $2,743.80

1 HA110A3 HP 3y Support Plus 24 SVC $0.00 $0.00 $0.00

6 HA110A3 7XE BL4xxc Svr Bld HW Support $482.00 $409.70 $2,458.20

HP DL385G7 12-core Large Memory Large 1 573122-B21 HP DL385G7 SFF CTO Chassis $1,511.00 $1,284.35 $1,284.35

1 585324-L21 HP 6172 DL385G7 FIO Kit $1,249.00 $1,061.65 $1,061.65

1 585324-B21 HP 6172 DL385G7 Kit $1,249.00 $1,061.65 $1,061.65

8 604500-B21 HP 4GB 1Rx4 PC3L-10600R-9 Kit $275.00 $233.75 $1,870.00


1 481041-B21 HP Slim 12.7mm SATA DVD Optical Kit $90.00 $76.50 $76.50

1 534916-B21 HP 512MB Flash Backed Write Cache $429.00 $364.65 $364.65

2 512327-B21 HP 750W CS HE Power Supply Kit $299.00 $254.15 $508.30

1 534516-B21 HP PL Foundation Pk Single Rel FIO SW $1.00 $0.85 $0.85


1 HA110A3 7G3 Proliant ServerDL38x HWSupport $879.00 $747.15 $747.15

1 TC278AAE HP Insight Ctl ML/DL Bdl E-LTU 24x7 SW $449.00 $381.65 $381.65


1 HA110A3 4YD HP IC ML-DL-BL SW Sup $181.00 $153.85 $153.85

bl685G7 12-core Large Memory High 2 518878-B21 HP BL685c G7 CTO Blade $4,191.00 $3,562.35 $7,124.70

2 593675-L21 HP BL685c G7 O6172 12C 2P FIO Kit $2,500.00 $2,125.00 $4,250.00

Page 1 of 3

Quote #: Quote Date: 07/08/2010307113

QTY MODEL DESCRIPTION List Price Net Price Extended Price

2 593675-B21 HP BL685c G7 O6172 12C 2P Kit $2,499.00 $2,124.15 $4,248.30

2 588184-B21 HP Smart Array BL465c/685c G7 FIO Cntrlr $399.00 $339.15 $678.30

32 604500-B21 HP 4GB 1Rx4 PC3L-10600R-9 Kit $275.00 $233.75 $7,480.00


2 451871-B21 HP BLc QLogic QMH2562 8Gb FC HBA Opt $849.00 $721.65 $1,443.30


2 HA110A3 7XF BL6xxc Svr Bld HW Support $828.00 $703.80 $1,407.60

bl465G7 12-core 32GB Memory 1 518857-B21 HP BL465c G7 CTO Blade $1,571.00 $1,335.35 $1,335.35

1 518852-L21 HP BL465c G7 O6172 12C FIO Kit $1,249.00 $1,061.65 $1,061.65

1 518852-B21 HP BL465c G7 O6172 12C Kit $1,249.00 $1,061.65 $1,061.65

1 588184-B21 HP Smart Array BL465c/685c G7 FIO Cntrlr $399.00 $339.15 $339.15

8 604500-B21 HP 4GB 1Rx4 PC3L-10600R-9 Kit $275.00 $233.75 $1,870.00

2 507127-B21 HP 300GB 6G SAS 10K 2.5in DP ENT HDD $519.00 $441.15 $882.30


1 HA110A3 7XE BL4xxc Svr Bld HW Support $482.00 $409.70 $409.70

300GB EVA Drives 8 AG690B HP EVA M6412A 300GB 15K FC Drive $1,660.00 $1,411.00 $11,288.00


8 HA110A3 13H EVA 146-400GB HDD HW Supp $218.00 $185.30 $1,482.40

$92,765.60 Sub Total:

Estimated Shipping Fee:

Total:

TBD$92,765.60

Budgetary use only. Not for Orders

Page 2 of 3

Standard Sales Terms and Conditions1. PAYMENT:

(a) Checks are accepted subject to collection and the date of collection shall be deemed the date of payment. Any check received fr under's liability for any additional amounts owing by Buyer to Seller; and the acceptance by Seller of such

check shall not constitute a waiver of Seller's right to pursue the collection of any remaining balance.

(b) On any invoice not paid by maturity date (net thirty (30) days from the date of invoice), Buyer shall pay interest from maturity to date of payment at the annual percentage rate of 18% (or such lower rate as may

be the maximum allowable by law), together with Seller's costs of collection (including reasonable attorneys' fees).

(c) Buyer agrees to pay the entire net amount of each invoice rendered by Seller pursuant to the terms of each such invoice without offset or deduction.

(d) Prices for any undelivered Products may be increased by Seller in the event of any increase in Seller’s cost of supplies, raw m's

action or any other cause beyond Seller's control.

2. CREDIT:

Seller may at its sole discretion at any time and from time to time change the terms of Buyer's credit, require payment in cash before shipment of any or all of the Products specified herein, and/or require anticipated

payment of any or all amounts due or to become due under this contract. If Seller believes in good faith that Buyer's ability to make the payments called for by this contract is or may be impaired, Seller may cancel this

contract or any remaining balance thereof, Buyer remaining liable to pay for any Products already shipped.

3. DELIVERIES/TITLE:

(a) Subject to Seller's right of stoppage in transit, delivery of the Products to a carrier shall constitute delivery to Buyer, and risk of loss shall however,

makes payment in full under the contract. Products invoiced and held by Seller for any reason shall be at Buyer's risk and expense. Delivery route shall be the election of Seller unless specifically designated by Buyer.

.

(b) Should delivery of all or any part of the Products specified herein (or any other obligation of Seller) be delayed by events beyond Seller's control, Seller’s time for performance shall be extended by the period of

delay, or Seller may, at its option, cancel this contract without liability, Buyer remaining liable for shipments already made.

4. ORDERS:

(a) Each order for Products is subject to acceptance in writing by Seller.

(b) Orders may not be canceled or rescheduled after delivery by Seller to the carrier. In the event of allocation of Products, orders that are accepted by Seller will be accepted using a fair schedule method.

(c) Special Orders - Special orders for items not normally stocked are non-cancelable and non-returnable.

5. SELLER'S LIMITED WARRANTY AND LIMITATION OF LIABILITIES:

Seller warrants to Buyer that the Products will conform to the applicable manufacturer's specifications for such Products and that any value-added work performed by Seller on any such Products will conform to

applicable Buyer’s specifications relating to such work. Seller makes no other warranty, express or implied, with respect to the Products. MERCHANTABILITY However, Seller will transfer to Buyer

whatever transferable warranties and indemnities Seller receives from the manufacturer of the Products. With respect to Products which d value-added's specifications, Seller’s liability is limited (at Seller's election)to (1) Refund of Buyer's purchase price for such Products (without interest), 2) repair

of Products, or (3) replacement of such Products, provided, however, that such Products must be returned to Seller, along with acceptable evidence of purchase, within twenty (20) days from date of delivery,

transportation charges prepaid. BUYER SHALL NOT IN ANY EVENT BE ENTITLED TO, AND SELLER SHALL NOT BE LIABLE OR INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES

OF ANY NATURE INCLUDING, WITHOUT BEING LIMITED TO, LOSS OF PROFIT, OSS OF DATA, LOSS OF USE, PROMOTIONAL OR MANUFACTURING EXPENSEOVERHEAD,

REPUTATION OR LOSS OF CUSTOMERS, BUYER'S RECOVERY FROM SELLER FOR ANY CLAIM SHALL NOT EXCEED BUYER'S PURCHASE PRICE FOR THE PRODUCTS IRRESPECTIVE OF THE

NATURE OF THE CLAIM, WHETHER IN CONTRACT, TORT, WARRANTY, OR OTHERWISE.

6. USE OF PRODUCTS IN LIFE SUPPORT APPLICATIONS:

Products sold by Seller are not designed for use in life support or nuclear applications. Seller's customers using or selling products for use in life support or nuclear applications do so at their own risk, agree that Seller

and the Manufacturer of Products are not liable, in whole or in part, for any claim or damage arising from such use, and agree to floss, cost, expense or liability arising out of or in connection with the use or performance of Products in life support or nuclear applications. 7. CLAIMS: (a)

acceptance thereafter.

(b) Claims of late delivery are barred unless made prior to receipt of Products and the receipt of any Products shall constitute a waiver of any claim that they were delivered late.

(c) No return of Products will be accepted by Seller without a return material authorization number (RMA#), which will be issued in Seller's sole discretion. Returned Products must be in original shipping cartons, and

must be complete with all packing materials. All Products for return must be freight prepaid. Defective software will be replaced, b within(10) calendar days of receipt. A complete description regarding the nature of the defect must be included with all returned Product.transportation collect. 8. TAXES/FREIGHT: Unless's location and all taxes or other charges now or hereafter imposed by any government authority upon the sale, purchase, resale,

delivery, manufacture, production or possession of the Products specified herein, which maybe paid by Seller or for which Seller may be liable, shall Products. 9. ADVICE: Ifthen,

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From: Robert Carrigan <[email protected]>

Sent: Tuesday, August 17, 2010 5:33 PM

To: Philip Cram

Cc: Richard Lang

Subject: OEL Support for CFS R12 project

Phil,

I was a little off in my original estimate at the meeting, so see what

you think of the following - using Oracle online resources as a

starting point, budgetary pricing for basic 24x7 Oracle Enterprise

Linux support for the hardware being considered is:

$5,751.00 for the 1st year (we'd add renewals to our annual

renewals budget)

Or -

$17,253.00 for 3 years (we'd add subsequent renweals for our

annual renewals budget)

Derived from the following...

For the web / app / DR servers: Enterprise Linux Basic Limited

Support

$3,592.80 ($449.10 annually per system, qty = 8)

For the dev / prod database servers: Enterprise Linux Basic Support

$2,158.20 ($1,079.10 annually per system, qty = 2)

For reference, URLs to Oracle's OEL support options is the

following...

https://shop.oracle.com/pls/ostore/product?p1=EnterpriseLinux&sc=ocoml

ink_buynow_enterpriselinux

OEL Support for CFS R12 project.txt 9/13/2010 7:36 AM

Page 1 of 1

192.168.10.15

PIX firewall PIX firewall

ACE ACE

FWSM firewall FWSM fireall

ASA firewall ASA firewall

Internet

CFS R12 Upgrade - ProductionVersion 1.0 8/31/2010

Maricopa Computers

PerimeterFirewall

DatacenterFirewall

HP BL465Application and Web servers

Load Balancers HP BL465Apex Server

VPN concentrator

VPN

HP BL685Oracle Database Server

Dataguard to Airpark

B2B Client Connections

Storage on EVA4400 (approx 1T)

Other systems accessing the database server include: SIS,

HR, BOXI

Note, Imaging, stage1probably connect to

this subnet.

192.168.10.15

PIX firewall PIX firewall

ACE ACE

FWSM firewall FWSM fireall

CFS R12 Upgrade - DevelopmentVersion 1.0 8/31/2010

Maricopa Computers

DatacenterFirewall

HP BL465Application and Web servers

Load Balancers HP BL465Apex Server

VPN concentrator

VPN

HP BL685Oracle Database Server

Storage on Compellent (if it ever gets ordered)

Other systems accessing the database server include: dev

SIS, dev HR, dev BOXI

MCCCD Financials Pricing

License and Support Costs

License

Metric

License Qty

Enterprise

List Price

Net License

Fees

Net 1st Yr

Support Fees

Total

CORE SW

EB

S F

ina

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Bu

dg

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1,6

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5,6

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,97

55

19

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4

1

14

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8

6

33

,39

2

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CORE SW - SUBTOTAL

5,669,975

519,174

114,218

633,392

ADDITIONAL SW

Ora

cle

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usin

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G

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ADDITIONAL SW - SUBTOTAL

2,702,600

509,500

112,090

621,590

SOFTWARE - GRAND TOTAL

8,372,575

1,028,674

226,308

1,254,982

Oracle Corporation Confidential

8/1

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MCCCD Financials Pricing

License and Support Costs

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Oracle Corporation Confidential

8/1

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Maricopa County Community College DistrictBudgetary Estimate - eBusiness Suite Financials Upgrade & Implementation Project August 16, 2010

8/16/2010 2 | PageHighPoint Consulting Proprietary and Confidential

HighPoint Team ApproachTimeline & Budgetary Estimates for Phased Oct. 2011 Upgrade & March 2012 Implementation


T&M Functional Resources $481,600

Fixed Price EBS Upgrade (inc. 2 Upgrade

Migrations & Production Upgrade) $202,000

Total $683,600

Optional Services:

T&M CEMLI Remediation $100,000

T&M CEMLI Development $50,000

Fixed Price Tuning $75,000

Budgetary Estimate – EBS Financials Phased Oct. 2011 Upgrade & March 2012 Implementation

PROJECT AMENDMENT REQUEST - Maricopa Forms/Attachments...Project Scope Proposed ... The R12 Upgrade...

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Transcript of PROJECT AMENDMENT REQUEST - Maricopa Forms/Attachments...Project Scope Proposed ... The R12 Upgrade...