Section 1: Background and Overview of Project - … for ERP...Section 1: Background and Overview of...

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Section 1: Background and Overview of Project Shelby County Schools has had a tumultuous four years with regard to its back office systems. On July 1, 2013 Memphis SCSD Schools and Shelby County Schools merged, requiring the newly formed Shelby County Schools to choose either the mainframe-based system previously utilized by Memphis SCSD Schools, or the system used by Shelby County Schools named “APECS. The district elected to use APECS, due in part to the success that the Shelby County Schools had enjoyed with the product to that point. The newly joined entity, Shelby County School District (SCSD or District henceforth), with the help of implementers, migrated and merged the two systems into APECS in only a few months. During this process, they quickly realized that, while flexible, APECS was never designed for the size and complexity presented by the newly merged SCSD. In addition to these moves, the District has purchased and implemented several “best of breed” systems, including Time and Attendance, Applicant Tracking, Substitute Deployment, Recruitment and Retention, and others. In 2016, SCSD de-merged back into two entities, with the resulting SCSD still retaining most of the student and employee population. This journey, while necessary for the overall effectiveness and viability of the District, has left SCSD with an ERP system that is not capable of meeting its needs for the next decade without expense and lost effectiveness. Additionally, there is significant risk to the organization in continuing to use an ERP system that only adapts to the future needs of the large, K-12 environment as SCSD realizes those needs and elects to pay for custom development. Currently Finance, Procurement, Payroll and HR provides Help Desk support for application specific questions for the ERP (APECS). The following is the current list of systems that are active in the District. There are interfaces that transfer data to and from the current ERP System APECS. Not all of the below systems have interfaces to APECS:

• ZOHO • SearchSoft • MyLearningPlan • OASYS Elevate • ICIMS Applicant Tracking • OneSource • MyPaymentPlus • NovaTime • SmartFindExpress • AMSI • PowerSchool SMS • Parent Connect 7 • Security Badge • Ed-Fi Data warehouse • E.J. Ward Fuel System • School Funds Online

SCSD desires to deploy and implement an Enterprise Resource Planning (ERP) System that meets the administrative and business management needs of the District including Financial Management, Procurement, Human Capital Management and Budgeting.

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1.1 Project Scope The functional project scope for implementation of the software covers the major financial, procurement, human capital management, and budgeting business area within SCSD. This includes:

• Human Resources • Recruitment • Benefits Administration • Payroll • Time and Attendance • Absence/Leave Management • Position Management • Certification Tracking • Professional Development • Employee Self Service • Manager Self Service • General Ledger • Purchasing • Accounts Payable • Accounts Receivable • Warehouse/Inventory • Financial Reporting (CAFR) • Budget/Forecasting • Asset Management • Retiree/Cobra Billing High

SCSD will be deploying and implementing these functions using an Oracle SaaS/Cloud based solution as described in Section 1.1.3 The functionality to be implemented will cover all functional areas that SCSD has outlined in the RFP Functionality Matrix included as Exhibit 5 in this SOW unless otherwise noted below. Items on the Functionality Matrix with a vendor response of 2 are not included in scope but can be accomplished via change request at an additional cost. 1.1.1 Key SCSD and K-12-specific capabilities to be implemented will include:

A. Procurement

1. Ability to have the contract amount reflect the Purchase Order amount hence when the PO reaches a zero amount no invoice should be able to be paid against the contract.

2. The system should have the ability to send notification to stakeholders who initiated a contract alerting them that the contracted amount does not match the Purchase Order to pay invoices.

B. Travel Authorizations

Travel Authorization functionality is very important to the district. Specifically, SCSD will need:

1. The ability for an employee to create a travel authorization request with the following:

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a. Description, location and purpose of the travel b. Travel dates (to and from dates) c. Anticipated expense detail with accounting and total authorized amount d. Ability to Encumber expense detail once approved per federal guidelines e. Ability to budget check the authorized amount f. Ability to cancel approved travel authorizations which liquidate the encumbrance

Solution in Scope: Travel Preauthorization Configuration As mentioned during the product demonstrations we will develop a “Smart Form” to capture details from the user/traveler about the upcoming trip. This would create a requisition that would go through approvals based on the rules SCS will define. Example: Must go to my boss for approval. Once approved, you can encumber funds if so desired. The system allows SCS to design and build the form to capture anything you need. You can have up to 50 attributes on a smart form and we have included three (3) smart forms within scope. An attribute can be of the following datatypes:

Supported Attributes The following attribute types are supported by DFFs: • Text: Text attributes can be setup using DFF to be added to an information template. For example, the procurement catalog administrator can create an information template called Business Card Information USA to be used for collecting related information when ordering business cards. Examples of text typed fields are Name, Title, Address and so on. • Number: Procurement catalog administrators can create number typed attributes using DFFs, to be used in an information template. For example, Zip Code, Telephone, and Area Code. • Standard Date, Standard Date Time and Time: Procurement catalog administrators are able to define date format attributes in DFFs, to be used in an information template. • List of Values: Value sets can be added to Information Templates through DFFs as List of Values. Implementing attributes as List of Values allows enforcement of values that can be populated in these fields. For example, as part of an address, the Country field can be implemented as list of values (LOV) containing only countries that are applicable. • Choicelists: Choicelists make use of value sets as well, similar to List of Values.

Sample screen shots of a user entering a travel preauthorization are below.

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Once the requisition for the Travel Preauthorization has been created and approved it will need to be associated with and canceled by the final expense report when submitted by the employee. This integration doesn’t exist in the application out of the box. The original requestor or other authorized user will be required to cancel the requisition to close out the encumbrance associated with the original request.

C. Warehouse

SCSD will need the following capabilities: 1. To have the ability to replenish stock for the warehouse 2. To have the ability to print a pick list for the warehouse 3. To have the ability to pick/deliver tickets for the warehouse 4. To have the ability to create requisitions for the warehouse 5. To have the ability to make adjustments 6. To export reports to excel 7. To search the warehouse catalog for an item based on the description 8. To search by vendor to locate the activity of that vendor to include requisitions and purchase

orders 9. To have the ability to process customer returns and vendor returns 10. To have an event log that provides details on every warehouse transaction

D. Teacher Contract Pay

All of the myriad situations with teacher contracts, multiple positions, multiple calendars, multiple employee groups, multiple pay cycles, multiple budget distributions, exempt/non-exempt, proration (e.g., 10 months paid over 12), late start/early termination, etc. need to be addressed within the software.

E. FLSA Overtime Blending across jobs

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F. Position Control – Ability to restrict hiring to positions with available FTE

All of the necessary controls to ensure hiring positions does not exceed available budget. The solution included in scope for this project utilizes delivered functionality within Position Control. Position Control is typically managed from within Oracle HCM Cloud. In order to ensure hiring into does not exceed available FTE budget, HCM Cloud provides “Incumbent Validation”. Incumbent Validation enables Shelby County Schools to define available FTE by position and then enforces that limit on any transaction related to movement into and out of positions including hires and transfers. Incumbent Validation in conjunction with other system controls will prevent hiring into positions with no available FTE in HCM Cloud.

G. Ability to track Duty Day Calendars and prorate everything for teachers based upon today’s day

of the calendar over total days in the calendar. 1.1.2 Key SCSD and K-12 specific capabilities requested to be implemented in original RFP

(RFP# 08-22-2016) that are out of scope due to limitations with current software include:

A. Ability to post the link with bids and RFPs on the SCS website

The functionality to post links to bids and RFPs within the system to an external website and allow viewers to automatically navigate to the document does not exist in this system. This information is all contained within the Supplier Portal which requires an invitation to access the bid or RFP. We can build a report that is posted on the SCS website that contains all open bids and RFPs as well as PDF versions of these documents however SCS web administrators would need to add the PDFs individually as they are approved. To utilize the delivered functionality, a Supplier (or Vendor) would first need to be registered and then invited to bid in order to gain access to the online documentation and bidding process.

B. Budget Transfers Routing for Approval - Budget transfers must have a standard routing

workflow tied to

This functionality does not exist today however is currently being planned for development with Oracle. If the functionality is available prior to the End User Training phase of the Financials implementation we will incorporate it into the system prior to the initial deployment. If it is not available prior to the start of the End User Training phase we will incorporate it during the Post-implementation support phase.

C. Requisitions against Warehouse Inventory

Requisitions against Inventory are limited to automated requisitions generated during the Min/Max Planning process only. Manual requisitions by users against Inventory items is not permissible in the current software release.

1.1.3 Functional / Module Scope

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SCSD will be deploying and implementing an Oracle SaaS/Cloud solution to meet the requirements of the new ERP System. The application module descriptions in this section provides an overview of each of the Oracle Cloud applications to be implemented. ORACLE ERP CLOUD SERVICE Oracle ERP Cloud Services modules to be implemented to meet SCSD’s requirements includes the following products: • Fusion Financials Cloud Service includes the following modules:

o Fusion General Ledger – The Fusion Financials General Leger applications is a comprehensive, flexible, and advanced general ledger solution that supports all accounting, financial reporting, allocation, and journal entry processes.

o Fusion Payables and Payments – Fusion Accounts Payable and Payments provides efficient invoicing capabilities and payment processes to address all vendor, employee and related payment activity.

o Fusion Receivables – Fusion Accounts Receivable manages and tracks all billing and cash collection activities along with a comprehensive Customer database, automated billing and statement generation, and multiple methods to record cash and revenue

o Fusion Assets – records, tracks, and manages all capital assets including accounting for those assets, depreciation, location tracking, and employee assignments.

o Fusion Cash Management – is a comprehensive cash accounting solution that supports full bank integration, cash planning and projections, and auto reconciliation with all cash related transactions.

• Fusion Expenses – is a travel and expense management solution that is fully integrated with accounts payable.

• Fusion Automated Invoice Cloud Service - provides out-of-the-box invoice imaging integration. Supplier invoices can be scanned with intelligent document recognition and then automatically routed to the appropriate finance personnel for faster completion, approval and payment processing. Invoice images can be viewed directly within Fusion Payables

• Fusion WebCenter Forms Recognition Cloud Service - is a learning-based intelligent document recognition (IDR) solution that can recognize, categorize and extract information from any type of document. Oracle WebCenter Forms Recognition uses intelligence - not templates - to effectively locate, extract, and link data to back-end systems and processes

• Fusion Purchasing – Oracle Fusion Purchasing automates purchasing transactions and provides a robust work area for buying professionals to manage exceptions. Organizations can execute routine transactions without manual intervention, increase productivity, and enforce compliance at every step. Supplier and agreement controls can be leveraged to automate purchase order creation from requisitions and communicate purchase orders to suppliers.

• Fusion Self-Service Procurement – Oracle Fusion Self-Service Procurement provides a user-friendly approach to managing employee requests for goods and services and automates and simplifies the receiving process.

• Fusion Sourcing - Oracle Sourcing is an electronic solicitation management application for both buyers and suppliers. It allows the buyers to create, manage, and publish their solicitations so that suppliers can view them electronically and respond online. It supports various types of solicitations including RFI (Request for Information), RFQ (Request for Quote), RFP (Request for Proposal), and

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ITB (Invitation to Bid). Buyers can create solicitations to include: Terms and conditions; Suppliers based on commodity codes; and Requirements, or questions, which can be weighted and scored

• Fusion Supplier Portal - An integral part of Oracle Fusion Procurement, Oracle Fusion Supplier Portal improves the way you interact and collaborate with suppliers. With Oracle Fusion Supplier Portal, your suppliers gain access to a secure, integrated work area that provides full visibility to transactions, offers closed loop collaboration, and enables electronic invoicing. Suppliers can be quickly on-boarded through a simple online registration process. And once they are active, suppliers can easily manage their contact information to ensure that you have up to date and accurate information. Suppliers can also manage their business classifications during registration.

• Fusion Procurement Contracts – Oracle Fusion Procurement Contracts helps an organization create quality contracts faster and reduce risk with consistent enterprise standards, policies that govern their use, and flexible tools.

• Fusion Supplier Qualification Management - Oracle Supplier Qualification Management Cloud, an integral part of the Oracle Procurement Cloud solution, provides a complete solution for managing your suppliers’ qualifications and capabilities, including monitoring compliance with your business policies, requirements, and storing any supporting documentation.

• Fusion Inventory Management - Oracle Fusion Inventory Cloud Service offers an integrated inventory and cost management suite that is designed to automate, streamline, and control inventory and cost processes end-to-end. Oracle Fusion Inventory Management enables organizations to effectively manage the inbound flow of goods, inventory storage, and outbound order fulfillment.

• Enterprise Planning and Budgeting – Oracle Planning and Budgeting Cloud Service is a flexible planning application based on Oracle Hyperion Planning that supports enterprise wide planning, budgeting, and forecasting in a cloud-based deployment model. Oracle Planning and Budgeting Cloud Service provides a Web and Microsoft Office enabled planning and modeling framework that supports driver based planning to help connect operational assumptions to financial outcomes.

• Enterprise Performance Reporting Cloud Service - Enterprise Performance Reporting Cloud is a secure, collaborative, and process driven service for defining, authoring, reviewing, and publishing financial and management report packages.

• Projects Financials Cloud Service – Project Financial Management applications in the Oracle Project Portfolio Management Cloud Service enable you to plan, organize, and manage activities, resources, cost, billing, and revenue to bring about the successful completion of specific project goals and objectives.

• Fusion Grants Management – Oracle Fusion Grants Management allows you to have complete visibility into the all aspects of your awards. Quickly visualize the current spending status and drill into funding, budget, commitment, and expenditure details, as well as all related conversations and documents

• Fusion Contracts Billing – Oracle Fusion Project Contract Billing delivers a highly flexible approach to project contract-based billing, segregating the planning and execution of project work with a comprehensive, integrated solution providing full control over contract terms, rates and limits including when and how to recognize revenue and generate invoices.

ORACLE HUMAN CAPITAL MANAGEMENT (HCM) CLOUD SERVICE The following modules in the HCM Cloud will be deployed and implemented for SCSD: • Fusion HCM Base Cloud Services – include the following modules:

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o Fusion Human Resources – delivers seamless management of employees, contingent workers and other persons across the enterprise that may have simple or complex work relationships with the organization. Human Resources provides a simple user interface to deliver relevant and secure information to users. Best-in practice processes, interactive organizational charts, collaborative tools, predictive analytics, and productive self-service are natively delivered out-of-the box.

o Fusion Benefits – Oracle Fusion Benefits is a rules-based benefits application that enables organizations to manage and deliver benefits programs to meet their mission, objectives, and strategic alignment to the organization. It supports the cafeteria style of choosing benefits as well as flex credits if required. Benefits self-service presents the employee with an intuitive process that guides them through selection of their eligible benefits. Employees can review and update their contacts as part of the enrollment guided process and also select dependents and beneficiaries in a separate step at the end of the enrollment process.

o Fusion Absence Management – As an integral part of the Oracle HCM Cloud Service solution, Absence Management enables organizations to create basic and complex as well as highly differentiated absence plans while providing simplified and smart absence transactions for employees, managers, and administrators.

• Fusion Payroll – Oracle Fusion Payroll is a rules-based payroll management system enabling workforce cost controls that ensure the entire workforce is paid on time and according to compensation rules. Fusion Payroll provides process flows that appear as checklists allowing users to configure payroll processing steps and assign owners and deadlines. Fusion Payroll also provides a Payroll Dashboard that proactively brings payroll information directly to the user in real-time

• Fusion Workforce Compensation – empowers organizations to attract, motivate, and retain talent through strategically planning, allocating, and communicating compensation. It allows organizations to tie compensation decisions directly to performance, ensuring that employees are paid appropriately and top performers are rewarded for their efforts.

• Fusion Performance Management - fully automates the performance process and provides executives, managers, and employees with valuable and immediate insight to workforce performance progression and its alignment with organizational objectives.

• Fusion Goal Management - enables the setting and tracking of goals across the various levels of an organization, supporting an ongoing performance conversation throughout the year. Business leaders communicate high‐level initiatives, and managers and employees can collaborate to set goals that align to the organization’s direction. Personal development plans are delivered to allow employees to track their personal growth and career development.

• Fusion Talent Review and Succession Management - leverages the power of the talent profile to provide the most complete, integrated talent review and succession solution. TRSM enables executives and HR professionals to assess talent, evaluate macro‐organizational trends, identify and mitigate talent risk, develop a leadership pipeline, and review individual talent details such as potential and risk of loss. Additionally, succession plans and talent pools can be created and viewed from within the context of the talent review dashboard.

• Fusion Career Development - Oracle Fusion Career Development provides a way for employees to identify career opportunities and maintain a development plan to bring them closer to their career goals. Employees can search for or be recommended career roles of interest, compare themselves to these roles, find other colleagues in these roles, and build a development plan to bring themselves closer to a future career of interest or to improve in their current role. Employees can track development intent by tying goals to roles, track development progress, and designate which are their active development goals.

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• Fusion Employee Wellness - Employee Wellness is part of the Work/Life set of Human Resource applications serving both Employees and Benefits Professionals. Employee Wellness allows employees to set wellness goals and gives employee feedback on progress towards their goals. It gives recommendations to employees on behaviors that can increase their well-being. Benefits professionals can create games and competitions to foster adoption and increase participation in wellness programs allowing employees, benefits providers and the deploying company to jointly participant and jointly take responsibility for employee well-being.

• Taleo Talent Acquisition - The Oracle Taleo Talent Acquisition Cloud Service helps organizations reach hard-to-find talent, hire the right people, and get them productive more quickly. The Oracle Taleo Cloud Service provides tools to help you source active and passive candidates across a variety of websites, job boards, referrals, and social media and onboard hired employees.

• Taleo Learn - Oracle Taleo Learn Cloud Service is a comprehensive learning solution that helps your organization perform at the highest levels by linking investments in people to bottom‐line business results. Based on a scalable and extensible cloud platform, Oracle Taleo Learn Cloud Service provides a system for delivering, managing, and tracking your learning initiatives. Featuring a flexible architecture that adapts to business requirements and learning cultures, it gives you the power to make the changes you need, when you need them.

ORACLE SERVICE CLOUD SERVICE The following modules in the Service Cloud will be deployed and implemented for SCSD:

• Oracle RightNow Enterprise Contact Center Dynamic Agent Desktop Cloud Service - This service is designed to help the HR organization service more employees with fewer resources. It does this by combining inquiry management, knowledge management and various other features to seamlessly manage, resolve, document and report on all employee interactions with HR, centralized in one location. The HR specialist will be equipped to communicate using various channels with their constituents/employees to deliver a better Human Resource Service Delivery for the modern organization. This service is the heart of the HR call process where the Human Resources department centrally manages all their primary communication issues. The service can be configured to handle disciplinary actions, employee relations and risk management. Risk management can be tracked with extended fields leveraging the input form and configuring a claims process that handles all aspects of the action required.

• Oracle RightNow Universal Tier 1 Sessions Monthly- Self-service access for employees is critical in today’s world. This service enables employee portal access for HR self-service questions to be submitted, employee using a knowledgebase to solve their own issues, chat interaction and the access and view of their current issues and further communication via web to their HR specialist. Submission of questions in self-service for issues such as grievances, incidents, injuries, or case related information can be communicated using this entry point. Employee can search the knowledgebase to understand what to do, when to do it and how they can proceed based on the organizations policies.

• Oracle RightNow Universal Tier 3 Sessions Monthly – This service enables employee portal access for HR self-service questions to be submitted, employee using a knowledgebase to solve their own issues, chat interaction and the access and view of their current issues and further communication via web to their HR specialist. The most important addition to the Tier 3 access is the ability to have an employee execute a policy or interview. This supports the capability for employee’s entering data into forms configured by the HR specialists deployed to the employee base. This expands the organizations capability to automate many archaic paper forms processes

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and modernize using an integrated rules engine with sophisticated design. With risk management the incident process input information can be configured for the required injury/illness process to gather all the required information needed to track health and safety information.

THIRD-PARTY PRODUCTS/APPLICATIONS The following third-party products/applications will be incorporated into the overall implementation of the new ERP System. • Vertex – Oracle Payroll Cloud Service in the United States includes delivery of the required Vertex

Tax Calculation Module • ADP – ADP will be utilized to provide employee payroll tax reporting and W-2 services via an

interface to Oracle Fusion Payroll. 1.1.4 Organizational Scope All Organizations/Departments in SCSD that interact with or are impacted by the new ERP System will be included in the scope of the project. 1.1.5 Data Conversion Scope The scope of data to be converted for SCSD’s ERP System has been summarized in Exhibit 1 – Conversions in this SOW.

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Conversion Responsibilities CherryRoad will provide the data mapping documents for application data conversions into the Cloud. CherryRoad will load the data provided in the format specified into the system and work closely with SCSD technical resources to answer any questions on how to format the data and identify where it is being loaded in the cloud. SCSD will be responsible for creating spreadsheet data or extract files for import into the cloud, using the data maps provided by CherryRoad, from external systems. This applies to all converted or interfaced data to Oracle Cloud and for any manual conversion efforts including data cleansing and conversion reconciliation that will be required for the new ERP System. SCSD’s responsibilities for conversion will include: • Assist CherryRoad staff in understanding current legacy system and data conversion requirements. • Supporting the CherryRoad Conversion Design efforts. • Reviewing automated File Loader and Spreadsheet loader processes and templates prepared by

CherryRoad to support conversions. • Extracting required conversion data from legacy systems and populating the conversion

spreadsheets and/or creating a file in the format desired by the File Loader processes. • Assisting CherryRoad in testing all conversions. • Completing all data cleansing and manual conversion activities. • Conducting conversion reconciliation and verification. 1.1.6 Interface Scope Anticipated Interfaces The scope of required Interfaces for SCSD’s ERP System has been summarized in Exhibit 2 – Interfaces to the SOW. Interface Responsibilities SCSD will be responsible for creating spreadsheet data or extract files of data from external systems to be interfaced to Oracle and will process data extracts created by CherryRoad for outbound interface data. CherryRoad will provide the cloud-side data maps and assist SCSD in understanding the integration points. In addition, SCSD will be responsible for all interface verification and reconciliation activities that will be required for the new ERP System. SCSD’s key responsibilities for Interfaces will include: • Assist CherryRoad staff in understanding current legacy system and interface requirements. • Supporting the CherryRoad Interface Design efforts. • Reviewing automated File Loader and Spreadsheet loader processes and template prepared by

CherryRoad. • Extracting required interface data from legacy systems and populating the interface spreadsheets

and/or creating a file in the format desired by the File Loader processes. • Processing a data extract created by CherryRoad and handling all outbound interface requirements

to legacy applications.

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• The creation of any integrations in SCSD legacy systems. CherryRoad will be responsible for the cloud side of the outbound integration and SCSD will be responsible for the legacy (or receiving) side of the integration.

• Assisting CherryRoad in testing all interfaces. • Completing all data cleansing needed for interfaces. • Conducting interface reconciliation and verification. 1.1.7 Modification / Enhancement Scope There are no “customizations, modifications or code enhancements” of the Oracle Cloud applications permitted in a SaaS/Cloud environment. The general approach for the ERP system implementation assumes that SCSD will adapt their business processes and use the delivered best practices, reports and workflows to meet their needs. To meet any unique requirements of SCSD, CherryRoad will: • Implement SCSD-specific configurations and business rules using standard delivered functionality. • Incorporate and configure the delivered and industry best practice workflows and business

processes in the applications. • Recommend any needed business process changes for SCSD to implement. 1.1.8 Custom Reports Scope The general approach for the ERP system implementation assumes that SCSD will adapt their business processes and use the delivered best practices, reports and workflows to meet their needs. In this regard: • Specific custom reports to be created by CherryRoad are not in scope • The Oracle Cloud/SaaS application products come complete with a large number of standard

reports for each module. • Any custom reports needed to meet unique SCSD reporting requirements will be identified during

the Gap Analysis and developed by SCSD using the ad-hoc reporting and workflow tools available with the Oracle Fusion/Cloud software.

• CherryRoad will provide training to SCSD in the use of Oracle Cloud report development tools and assist SCSD in identifying and designing any custom reports. 200 Hours of support will be provided to train and assist SCSD in custom reports development activities.

• CherryRoad will also develop 20 Custom Reports, Dashboards or KPIs that represent key and critical reporting requirements needed by SCSD at go live. These 20 reports will be selected after the Gap Analysis is complete.

1.1.9 Workflow Scope The general approach for the ERP system implementation assumes that SCSD will adapt their business processes and use the delivered best practices, reports and workflows to meet their needs. In this regard: • The Oracle Cloud/SaaS application products come complete with a large number of standard

workflows for each module.

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• Delivered workflows can be configured to support SCSD specific business rules and processing requirements.

• If delivered workflows require custom SQL configurations to meet unique SCSD workflow and approval requirements as supported by the Cloud applications – CherryRoad will include three (3) such configurations within our scope.

• SCSD will also adjust its workflow and approval business processes to meet unique workflow requirements as needed.

1.1.10 Application Security Scope The general approach for the ERP system security assumes that SCSD will adapt their business processes and use the delivered best practices built into the security model developed by Oracle. In this regard:

• Custom security roles, duties and policies will be the responsibility of the designated SCSD security administrators

• CherryRoad will be responsible for leading SCSD through the mapping of users to delivered roles and developing the initial security import load. Maintenance of the security file and user accounts in all environments after the initial import load will be the responsibility of the designated SCSD security administrators.

1.1.11 Deliverables As part of the implementation process, CherryRoad will produce a variety of deliverables and establish milestones for completion of tasks and activities. A description of the deliverables/milestones for SCSD’s ERP System implementation are included in Section 4.3 – Deliverables/Milestones.

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Section 2: Project Management and Governance SCSD’s ERP System project presents organizational, staffing, and managerial challenges to the project team. The need to work with representatives from multiple organizations and units within SCSD and the need to complete this effort in an aggressive timeframe demands a project structure that: • Facilitates communication with SCSD and within the project team. • Is organized into manageable teams, each whom have designated responsibilities for specific areas of

the project. • Provides for continuity in staff from analysis and planning through implementation. • Provides a thorough review and quality assurance mechanism. The project organization shown in the following exhibit, is designed to achieve all of these objectives.

SCSD – ERP System Implementation Proposed Project Organization

2.1 SCSD Project Structure and Responsibilities

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SCSD Steering Committee SCSD Steering Committee will have oversight responsibility for the entire project. The Steering Committee should generally consist of a diverse group of administrators and managers representing major functional areas of SCSD. The Steering Committee does not make decisions. The Steering Committee’s main responsibility is to ensure that the project is proceeding according to plan and major organizational issues related to the project are being adequately dealt with by the project team. This committee will be responsible for: • Coordination with SCSD executives; • Establishing quality control standards for use by the project teams; and, • Convening periodic quality assurance meetings to review progress-to-date. SCSD Project Manager SCSD will assign a dedicated project manager. The implementation vendor’s primary point of contact in matters of project management will be SCSD Project Manager. In his or her project management role, SCSD Project Manager will be responsible for: • Coordinating the reporting, review and quality control process; • Facilitating the effective participation of SCSD staff; • Resolving questions raised by CherryRoad requiring clarification of SCSD requirements, policies,

and procedures; • Monitoring the progress of all principal Project participants; • Facilitating the timely resolution of issues raised by the CherryRoad; and • Reviewing and accepting or rejecting Milestones, Deliverables, and the System. SCSD Project Manager shall be the person to whom the CherryRoad shall request review and Acceptance of Milestones and Deliverables. SCSD Functional Team Leads/Subject Matter Experts (SMEs) SCSD will assign individuals as Functional Team Leads for each of the modules or major business areas being implemented. One Functional Team Lead will be assigned to each of the Oracle modules. These individuals will work closely with CherryRoad during all activities and tasks, and will be SCSD’s primary point of contact relative to their particular module responsibilities. It is not expected that the Functional Team leads will be assigned full time, however, the implementation project will be their primary responsibility, during the implementation process. These individuals will participate in all aspects of the implementation including lead roles from SCSD side during • The Configuration/Map-Gap Analysis Sessions and Workshops. • Assistance and support to CherryRoad in the prototype system setup and configuration. • Participate in the prototype presentation sessions provided by CherryRoad. • Take a lead role in SCSD acceptance test of each module. • Participate in train-the-trainer and other training sessions. • May act as SCSD trainers to train end-user community. • Provide implementation and post implementation support to end users. SCSD Non-Lead Project Members

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SCSD should also assign additional individuals to support the overall implementation team effort (as needed). These individuals will bring additional departmental and subject matter experience and insight and participate during the various stages of implementation. The exact number of Non-Lead Project Members to be assigned will be at the discretion of SCSD. CherryRoad recommends no more than 4-5 individuals per module or business area. Types of tasks that these individuals may participate in include: • Initial Project Team Training • Configuration/Map-Gap Analysis Sessions and Workshops • Prototype Workshops • Acceptance Testing • End User Training SCSD Technical Staff SCSD will assign a Technical Lead who will be responsible for coordinating all of SCSD technical responsibilities regarding this project. Particular responsibilities of this individual will be to: • Coordinate the installation and setup of SCSD system hardware (if any) • Coordinate SCSD efforts associated with the Oracle Cloud • Coordinate and oversee the duties of other SCSD technical team members assigned to the project,

for interface, conversion, security, workflow and report writing responsibilities. SCSD will assign other technical staff to the project on an as needed basis to complete SCSD’s responsibilities regarding interface and conversion file preparation and report writing. SCSD Change/Process Management Staff SCSD will assign a change management coordinator(s) who will be responsible for coordinating all of SCSD change and communications management activities regarding this project. Particular responsibilities of this individual will be to: • Assist the CherryRoad Change Management Coordinator in preparing a Change Management

Plan. • Leading Change Management activities by engaging SCSD departments and change agents in

those departments with communicating project goals, benefits. • Leading Communications activities to keep SCSD departments and staff informed of project status,

progress and training activities. • Facilitation and organizing meetings to obtain feedback for SCSD staff and department users on the

new system.

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SCSD will assign other change management staff in the departments to serve as change management agents on an as needed basis to complete SCSD’s responsibilities related to change management. 2.2 CherryRoad Project Roles and Responsibilities CherryRoad Project Manager An assigned CherryRoad Project Manager will have overall responsibility for the vendor efforts and the individual teams within our project organization. The CherryRoad Project Manager will report to an assigned SCSD Project Manager who will have overall responsibility for the project on behalf of SCSD. The CherryRoad Project Manager will be dedicated to SCSD ERP Implementation. In addition to managing staff and work efforts, our Project Managers are “working managers” and will provide significant guidance to the project team in terms of product functionality or public sector best practices. The CherryRoad Project Manager will be responsible for numerous management and coordination tasks including: • Developing project workplans, schedules, and budgets. • Supervising the day-to-day activities of the project team. • Developing and maintaining communication and involvement with key SCSD management

personnel. • Resolving project related issues. • Playing a lead role in key project/module design and implementation of best practices. • Reviewing all interim and final deliverables. • Monitoring progress against workplans, schedules, and budgets. • Reviewing final products prior to quality assurance reviews. Quality Assurance/Client Manager Assisting and supporting the Project Manager is a senior CherryRoad executive in a Quality Assurance/Client Management role. The QA/Client Management function will provide advisory services and periodic review of major project milestones and will assist the Project Team by reviewing major deliverables, identifying major issues and risks, and communicating the project direction and strategy. CherryRoad Functional Team In each of the phases of the effort, there will be a team of individuals working with the Project Manager and SCSD staff who will conduct the gap analysis and configuration for each functional area in order to ensure that the business needs and objectives of SCSD and the individual users in each department are being met. This team will work closely with SCSD management and end users to identify and validate requirements for the new system and simultaneously review and re-engineer business processes in order to meet these requirements. This team will then configure the software to meet business needs and prototype the new system with key users and management.

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Following this, the functional teams will prepare end users for migration to the new system through training, documentation, and implementation support. A separate but integrated component of the Functional Team will be change management activities provided by the CherryRoad Client Manager who will work with SCSD and other CherryRoad staff in developing and executing a change management process within SCSD. CherryRoad Technical Support Team The responsibility of the Technical Support Team is to translate the requirements and re-engineered business processes (from earlier efforts) from the analysis and configuration phase, work with SCSD staff in the design, development and testing of interface and conversion processes, and assist in the overall testing of the system. In addition, this team will be responsible for the coordination of all technical support and issue resolution activities with Oracle Cloud operations, as well as working with SCSD Technical staff to establish network connectivity to the Oracle Cloud and to ensure adequate performance and response times. 2.3 Third Party Vendors Oracle Payroll which is a proposed module, provides a comprehensive Cloud solution for configuring and calculating payroll including deductions and gross to net calculations. ADP will be required to handle the actual tax filings for Federal, State and Local taxes. Oracle Payroll will create and transmit a file to ADP each pay period to facilitate this tax filing. CherryRoad will manage this integration and interfacing requirement with ADP. 2.4 Project Management Project Management refers to those tasks accomplished by the management team to administer and control the overall project, manage project resources, and to track, document and communicate project issues. Key Project Management Activities associated with SCSD’s ERP implementation include: • Project Plan – where a Project Plan and Summary Project Dashboard is managed and maintained.

This detailed plan will also be used to monitor project progress during implementation. In this activity, we review the project plan on a periodic basis, usually weekly, and update it to reflect the current status of project tasks and deliverables.

• Staff and Resource Management – which includes day-to-day supervision and management of the Project Team, monitoring completion of tasks and activities, and resolving issues.

• Project Status Reporting – this includes both weekly Team Meetings and Monthly Steering Committee/Project Sponsor Meeting and Reports

• Issue Management – Given the importance of the issue or problem resolution process to our

methodology, we track and manage issues as part of our weekly project management meetings. Numerous tools are used including online Issue Logs and White Papers.

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• Quality Assurance – The basic goals for quality management of ERP technology projects are to assure:

o Project deliverables meet their stated requirements. o Project management processes are appropriately followed. o Project risks are being monitored and evaluated

While QA staff will be monitoring and reviewing Project Status Reports and Steering Committee Reports on an ongoing and routine basis, specific Quality Assurance Reviews will be conducted at key milestone points in the project.

2.4.1 Project Plan CherryRoad and SCSD will jointly prepare a final Project Plan as one of the first Deliverable of the implementation. The Project Plan will include the following components: • MS Projects Gantt Chart

o Tasks and Activities by Phase o Resources o Milestones/Deliverable

• Description of Project Phases • Description of Implementation Approach and Methodology • Project Management Tools 2.4.2 Project Documentation CherryRoad will establish a Project Documentation Library on SCSD’s network. This includes establishment of a shared network directory and workspace that contains all project documentation and deliverables to promote collaboration and communications between the Project Team members. 2.4.3 Project Status Reports CherryRoad will prepare the following Project Status reports: • Weekly Team Status Report – CherryRoad and SCSD Project Manager will jointly prepare a

weekly Project Status report and coordinate a weekly meeting with SCSD SME/ project staff to review and discuss project progress, issues, and up-coming activities. Current issues and resolution responsibilities will also be review and tracked during this meeting.

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• Monthly Steering Committee Report – CherryRoad and SCSD Project Manager will jointly prepare a Monthly Steering Committee report that provides project status and overall progress to SCSD Steering Committee. Specific issues requiring Steering Committee attention or other policy level information will also be provided.

2.4.4 Steering Committee Meetings A monthly Steering Committee meeting will be held with CherryRoad and SCSD Management staff to review project progress and discuss any issues requiring Steering Committee attention or resolution. 2.4.5 Requirements Traceability Matrix CherryRoad will use the RFP Requirements Matrix to conduct a “gap analysis”, define a solution for each requirement, and prepare a Requirements Traceability Matrix. This Traceability Matrix will be used as the final and established requirements blueprint against which acceptance will be evaluated. 2.4.6 Issue Log CherryRoad will develop and manage an Issue Log that tracks all project issues during the implementation. This Issue Log will identify: • Issue Description • Identified By • Resolution Assignment Person • Resolution Due Date • Issue Status (Open, In-Process, Closed) • Issue Resolution Description 2.4.7 Decision Matrix CherryRoad will develop and manage a Decision Matrix that tracks all decision to be made during the implementation. Note this Decision Matrix can be incorporated into the Issue Log if required. This Decision Matrix will identify: • Decision Description • Decision Impact • Identified By • Assigned Person • Decision Due Date • Current Status (Open, In-Process, Closed) • Decision Description

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2.5 Acceptance 2.5.1 Deliverable / Milestone Acceptance A list and description of all expected deliverables/milestones has been included Section 4.3 – Deliverables/Milestones. The following process will be followed for review of all deliverables/milestones: • CherryRoad will submit the deliverable and/or indicate completion of a milestone by submitting a

Deliverable/Milestone Form. • SCSD will review the deliverable or completed milestone and provide feedback to CherryRoad

within 5 business days. • The deliverable/milestone Form will be signed-off by the Project Manager to indicate completion of

a deliverable/milestone. 2.5.2 ERP System / Phase Acceptance Acceptance of each phase will be a milestone event upon the “go-live” of each ERP Project Phase. 2.5.3 Acceptance Form A Sign-Off Form to signify completion of a Deliverable/Milestone will be mutually developed by CherryRoad and SCSD. 2.6 Issue Resolution CherryRoad will track all identified project issues using an Issue Log (see 2.4.6) 2.6.1 Issues Resolution Process The process to be followed for Issue Resolution includes: • Issues are identified by the Project Team members (CherryRoad and SCSD). • Issues are documented and tracked on the Issue Log where a team member (CherryRoad or

SCSD) is identified as the person responsible for resolution. • As, needed, individual meeting are held with appropriate team members to review and discuss

issues requiring resolution. • Issues requiring Steering Committee input or resolution and forwarded to Steering Committee

members along with impacts and options. Steering Committee issues are reviewed during the Monthly Steering Committee Meetings.

• Once a resolution is reached, the Issue Log is update and the Issue is closed.

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Section 3: Change/Project Management

CherryRoad will provide change management services to support SCSD’s change management and communications strategy for the new ERP System. The four major components of the CherryRoad OCM approach include:

• Change Governance • Communications • Readiness • Training

CherryRoad has recognized the importance of executing a Change Management strategy at SCSD. In this regard, we will provide a part-time (approximately 60-80 hours/month on average) Change Management/Process Specialist to work with a SCSD Change Management Coordinator to execute change management during the ERP project.

On-site vs. off-site presence of our Change/Process Management will vary by month but it is anticipated that approximately 25% of activities will be conducted on-site.

CherryRoad will develop and OCM plan during the first few weeks of the project, comprised of the four components described above. These components will be integrated into the CherryRoad project plan to not only support project activities but to create a foundation of user support that will continue well beyond Go Live. Additionally, to build SCSD ownership and expertise, CherryRoad will provide OCM guidance to SCSD staff throughout the project on all OCM related activities.

The following table summarizes the major OCM related activities during each stage of each project phase.

Phase Summary of OCM Activities CherryRoad SCSD Planning and Organizing • Create Governance

• Complete Stakeholder Analysis • Develop Communication Plan • Create Readiness Network

Advise Execute

Solution Configuration and Prototyping

• Facilitate Governance Meetings • Facilitate Readiness Activities • Execute Communications Plan • Document Change Impacts

Advise Execute

Solution Deployment and Testing • Facilitate Governance Meetings • Facilitate Readiness Activities • Execute Communications Plan • Development of Training

Advise Execute

Training and Implementation • Facilitate Governance Meetings • Facilitate Readiness Activities • Execute Communications Plan • Delivery of Training

Advise Execute

Support • Facilitate Governance Meetings • Facilitate Readiness Activities • Execute Communications Plan

Advise Execute

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Section 4: End User Training The core guiding principles for capability development involves two targeted training audiences. The two targeted audiences are: (1) project team members who will participate in the implementation process, and (2) end-users who will interact with the new system. Because the training requirements are different for each audience, two training methods are used. The two training methods are: Foundational Team Training (FTT) – This training is a conceptual overview of Oracle Cloud products depicting its look and feel and high level functionality for key business processes. System terminology and special features are also introduced. Team members will utilize this information to effectively participate in CherryRoad’s Discovery Sessions led by CherryRoad functional team members. End-User Training (EUT) – Methods for training end-users must ensure that learning experiences and supporting documentation are clear, concise, and user-friendly. Oracle Cloud was designed and developed using best business practices. Therefore CherryRoad EUT materials will reflect Oracle’s best business practice approach in a clear, concise, and user-friendly manner while incorporating SCSD specific tailored functionality. CherryRoad’s Cloud Training content provides role based training available online 24/7 for Employee, Manager, and Core user roles. Our materials are readily available through the CherryRoad Training Product Library. CherryRoad introduces SCSD specific functionality through the “View Detail” button which enables us to incorporate tailored or customized content to your learner’s experience. CherryRoad will plan and prepare Training Material for the “train-the-trainer/Subject Matter Experts (SME) training classes, train SCSD trainers/subject matter experts. SCSD will be responsible for executing the final end user training program with support from CherryRoad. The following table summarizes the responsibilities for the major tasks and activities associated with the training effort:

Training Activity CherryRoad SCSD Project team/FTT training delivery (courses are on-line vanilla off-the shelf)

Lead Assist

Development of Training Plan/Strategy document Lead Assist Train-the-Trainer course development for Trainers/SMEs Lead Assist Supporting Policy and Procedure Development Participate Lead Train-the-Trainer/SME delivery Lead Assist End-user training material development Assist Lead End-user training delivery – Module Training Assist Lead End-user training delivery Self Service Training Assist Lead Knowledge Transfer Lead Assist Logistics and training administration Assist Lead Training rooms and facilities (Whiteboards, projectors, copying for material, etc.)

N/A Lead

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4.1 Training Coordination All training activities will be planned and coordinated by CherryRoad in close cooperation with SCSD Project Manager. A formal Training Plan deliverable will be prepared that will be used as a guide to coordinate all training activities. This document presents the overall training strategy to be adopted for the ERP System implementation and presents an overview of the recommended training courses and schedule for the ERP System training program. The Training Plan will contain a detailed discussion of the following topics: • Training Assessment – Presents a review of the overall training needs of SCSD ERP System and

identifies the types of training needed. • Description of Training Courses – Provides a brief synopsis of the individual training courses, topics

to be presented, prerequisites, timing, etc. • Training Facilities – Discusses the facilities, equipment, and forms, needed to execute and manage

the ERP System training program. • Training Schedule – Presents a schedule and calendar for the ERP System training program (train-

the-trainer/SME and final end-user training) 4.2 Training Material Development Handout training material/documentation will be prepared for each course offered for the ERP System. Each Training Class Material will be developed by CherryRoad using an online Learning Management System (LMS) for basic navigation and process training, and standard MS Office Tools (Word, PowerPoint, etc.) for SCSD-specific custom content. This custom content will incorporate: • SCSD Business Rules • SCSD Data and Fields • Screen by Screen instructions Custom content will be built based on the final configured ERP system, so that users can be trained on the system they will see and use when they go live. For any technical training that may be needed, CherryRoad recommends that all technical training will be accomplished by Oracle Education, and training materials and facilities will be provided by Oracle. 4.3 Training Courses Project Team/Foundation Training Project Team/Foundation Training is typically conducted at the start of the project for each phase. CherryRoad will utilize an online LMS to conduct this training. Project Team/Foundation Training components include: • Management Orientation Training – This initial training will be conducted during the Project

Planning and Discovery phase of the project to orient users at all levels to basic system functionality, concepts and key goals and objectives of the effort.

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• Navigation Training – This training is provided to train the core team on the basic navigation,

menu, and related capabilities of the Oracle Cloud software. • Initial Module Training – CherryRoad will conduct overview training on each of the modules to be

implemented in each phase. This training will focus on a specific module and cover navigation concepts, baseline functionality, processing and workflow and other concepts specific to a given module. The goal of this training is to prepare core users of a module for the subsequent configuration and prototype(s) sessions.

Train-the-Trainer and End User Training The Train-the-Trainer (TTT) method is intended to prepare SCSD instructors for delivering instructor-led courses only. Key to the methodology is “Trainer Workshops” facilitated by CherryRoad training developers. Module leads (SCSD and CherryRoad) are scheduled to participate in trainer Workshop 3 listed below. The recommended TTT methodology involves four basic steps for assigned instructors. At a minimum, instructors should participate in steps 2 through 4. The four basic steps are: 1. Participate in materials testing and/or walk-thru review sessions. 2. Attend Trainer Workshop 1 – “Learn How to be a Successful Trainer.” The first half of the

workshop is designed to equip instructors with the knowledge needed to be successful in the classroom. CherryRoad uses a combination of two proven learning methodologies in the classroom in order to maximize the success rate of the instructor. The first method is known as the “Natural Learning Cycle”. The second method is the widely accepted Malcolm Knowles Adult Learning Principles.

The second half of the workshop is designed to bring added value to the classroom experience for both the instructor and the attendee. A workshop package is developed and provided for each instructor to assist them during their training delivery. It contains information other than the curriculum that is vital to the success of their training class. Examples may include:

• Classroom Protocol and Instructor Checklist • Training Schedule Assignments • Technical / Facility Troubleshooting and Contact Procedures • Enrollment and Attendance Procedures • Absence Procedures (Instructor and Student) • Evaluation Process • Accessing Training Material

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3. Attend Trainer Workshop 2 - Attend the course(s) that instructors are assigned to deliver. This course is taught by CherryRoad. Classroom instructional training covers the actual subject matter or curriculum that employees are expected to learn during a specific class. SCSD trainers attend class “as if” they were a student themselves. They will use the exact same training materials that were developed for the course as an employee would when they attend the course. This method teaches instructors the curriculum and allows them to experience the same apprehensions, or excitement that their fellow employees may also experience.

4. Study course materials on self-study basis.

In cases where train-the-trainer training is applicable, the following process will be followed: • CherryRoad will prepare training materials to be used using a combination of an LMS and

Custom Content for trainers/SMEs • CherryRoad will train “Trainers” as described above and SCSD SME’s • SCSD will use the CherryRoad Custom Content to prepare training materials for end-users • CherryRoad will support SCSD Trainer led efforts for end-user training.

4.4 Training Delivery All Project Team/FTT training described in 6.3 will be delivered by CherryRoad. All SME/Training-the-Trainer Training will be delivered by CherryRoad Any End-User Training will be delivered by SCSD. 4.5 Training Evaluation and Follow Up All user training will be evaluated to obtain feedback from participants and to determine if additional remedial training is necessary. CherryRoad may use as appropriate, several approaches to verify that knowledge transfer has taken place either though formal or informal training and mentoring: • Training Audit – CherryRoad may conduct a training audit after completion of end-user training to

evaluate the effectiveness of the training program • User Surveys – Users will complete a user survey so that we can assess training effectiveness and

knowledge transfer • Training Workshops – during the initial weeks of live operations, CherryRoad recommends a

centralized workshop facility where users can come and enter their initial transactions while having direct support from CherryRoad staff.

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Section 5: Quality Assurance The basic goals for quality management of ERP technology projects are to assure: • Project deliverables meet their stated requirements. • Project management processes are appropriately followed. • Project risks are being monitored and evaluated While QA staff will be monitoring and reviewing Project Status Reports and Steering Committee Reports on an ongoing and routine basis, specific Quality Assurance Reviews will be conducted at key milestone points in the project. The following are some of the key project milestones that will be reviewed by the QA Team: Final Project Plan – The QA team will review, assess and present recommendations to the Steering Committee on the Final Project Plan deliverable. Specifically, the QA team will highlight key milestone dates and potential risks areas and focus on: • Documentation standards • Issue Tracking Processes and Procedures • Status and Management Reporting Procedures Gap Analysis Documents Review – the QA team will review and provide an overall system assessment of the finalized Implementation Gap Analysis (Configuration Design) documents prepared by the project team. Specific emphasis will be given to a review of: • Workflows • Incorporation of Best Practices • Reporting Strategy System Prototype Review – the QA team will obtain and assess user feedback and comments on the system prototype and make recommendations for change and enhancement if required. Training and Change Management Plan – The QA team will review the overall Training Plan and strategy and provide an assessment of: • Communications strategy • The overall Training approach • Training evaluation Implementation/Roll-out Strategy Assessment – The QA team will conduct a detailed assessment of how “prepared” SCSD is for the final roll-out of applications and make recommendations for risk mitigation if required. Also the final Post-Implementation Support Plan is reviewed to ensure that the support strategy after the system is life is adequate and SCSD has the technical and organizational structure in place.

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EXHIBIT 1 – CONVERSION SCOPE Financials/Procurement/Projects/Grants • Reference Data – This includes the initial loading of the COA and other static financial data into the

new system. The following reference data will need to be loaded: o COA values, attributes, and roll-up o Vendors o Inventory Items/Commodities o Vendor-Commodity Lists o Miscellaneous Purchasing Codes o Employees/Positions for Approvals o Bank Information o Fixed Asset Information o Projects and Grant Information o Employee and related HR Data

• Budgets – This includes all approved budget balances and budget accounts for each department for the fiscal year.

• Balances – This includes the Fund level balance sheet account balances from existing systems at the point of conversion as well as inventory balances.

• Open Items – This includes open encumbrances and invoices (A/R) at the point of conversion. • Project/Grant Detail – This includes detail expenditure and revenue transactions for all open

projects and grants at the time of conversion. HR/Payroll • Locations – The conversion of work structures will include the conversion of all work site locations

with addresses within SCS. • Organizations – The conversion of Organizations will focus on a review and, if necessary, a clean-

up from the Oracle Financials conversion to ensure all Organizations related to Positions, are properly classified.

• Jobs – The Job conversion will consist of jobs for SCS. Associated with this conversion will be EEO information.

• Positions – The conversion of Position information will include the Organization, Job, FTE, Head Count, and work hours.

• Employee Demographics – All currently active employees and retirees who are paid out of SCS’s existing payroll system at the point of the conversion are converted over to Oracle HR.

• Employee Contacts/Beneficiaries – Contacts and/or Beneficiaries for HR/Payroll conversion will include the following demographics, at a minimum: o Addresses – For both Employees and Contacts/Beneficiaries, an Address file will need to be

created. This will be loaded to the address tables. Multiple Addresses may exist for each employee or contact/beneficiary.

o Phones – For both Employees and Contacts/Beneficiaries, a Phone file will need to be created. This will be loaded to the phone tables. Multiple Phones may exist for each employee or contact/beneficiary.

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• Employee Assignments – Employee assignments will be converted to meet the needs of the new Oracle system. The employee assignment will be the identifier for processing the payroll and establishing the hourly rates/salary for each employee.

• Wages and Salaries – All employees’ wages and taxes, benefits, all employees’ voluntary and involuntary deductions, employer contributions, and all information required and necessary for payroll processing will be converted.

• W4 Data – W-4 Data will include both Federal and State withholding status, number of exemptions, and any additional taxes withheld.

• Payment Information – Payment Information will include any direct deposit information as well as any third party payment information, such as bank name, bank address, and account information (which may be multiple).

• Costing Information – Costing Information is tied to the assignment level of an employee. Costing information will indicate where the default cost for the employee is to be charged. The valid segments that will be tracked at the Assignment Level.

• Elements – Earnings and Deductions – Earnings and Deductions will consist of all recurring elements associated with an employee. This will include recurring earnings and deductions elements and all sub-category structures.

• Competencies and Qualifications – If SCS elects to convert Employee Training records, Competencies and Qualifications for those classes and/or employees may be converted as well.

• Grade/Step Tables – Grade/Step tables will be created to define SCS’s salaries and hourly rate structures. These tables must be associated to the employee assignment record.

• Special Information Types – Several Special Information Types (SITs) will most probably be used by SCS and will also need to be converted. SITs are organization definable and are used to track additional information as defined by SCS.

• Accrual Balances – Accrual balances for sick, vacation, and comp plans will be converted as of the last payroll in SCS’s current HR/Payroll system. Once these balances are extracted, they will be loaded to each individual employee as initial balances for the Oracle System.

• Approval Hierarchy – The routing of timecards and who will approve them will need to be converted/established as Approval Groups.

• Timekeeper Groups – Groups of employees and who will have access to those groups of employees will need to be converted/established.

• Assignment Time Information – For all employees whose will be entering, you must create a record for the Assignment Time Information. This record will associate the employee to a rotation plan, earning policy, shift differential policy, and an hour deduction policy.

• Benefit Enrollment – Benefit Plans that employees are enrolled in as of the last payroll processed in SCS’s existing HR/Payroll system will be converted as part of the Oracle System. The conversion process will emulate the enrollment process to allow for full process through the benefit plan validation process.

• Dependent Enrollment – As part of the Benefit Enrollment, the benefit plans need designation as to which dependents are covered under each plan.

Historical Data Only historical data required to support the ongoing, day-to-day business operations of SCSD after go live will be converted. Historical data used to only support reporting and inquiry of historical transaction activity will be retained in the existing legacy systems and is the responsibility of SCSD.

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EXHIBIT 2 INTEGRATION/INTERFACES SCOPE

Internal Interfaces Internal Interface/Integration Requirements are identified in the Functionality Matrix included as Exhibit 5 of this SOW. External Interfaces Active Directory EdPlan (EasyIEP) TN Dept of HR – New Hire Reporting TALX Weekly (Choicelinx) Monthly Great West file Retiree Database TCRS – Retiree Deductions Medicare Reimbursements (Retiree) TCRS – Active Employee Contributions PIRS (State Reporting) COBRA Utility Bill to MLGW TrueNorthLogic/PLZ (replacing MyLearningPlan) ChoiceLinx (third party benefit provider that interfaces with each of the individual benefit vendors) P-Cards (file from bank for expenses reconciliation) Positive Pay File to Bank(s) Cash Reconciliation File from Bank(s)

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EXHIBIT 3 SCSD STAFFING REQUIREMENTS

The following presents an estimate of the resource requirements for SCS during the implementation project.

Role Position

Description/ Responsibilities

Total number of employees

With which implementation tasks will this participant be

involved?

Estimated hours per employee, per task (include

duration of task)

Recommended Training/Background

ERP-Project Manager

See Project Organization and Staffing narrative

1 All Average of 120-160 hours per month – all phases

• Knowledge of SCSD environment

• Project management experience

SME/ Functional Lead-G/L


1 All Average of 80-100 hours per month in Phase II

• Detail knowledge of SCSD G/L environment

• Expertise in SCSD Accounting policy and procedure

SME/ Functional Lead-Procurement



• Detail knowledge of SCSD Procurement environment


SME/ Functional Lead-AP



• Detail knowledge of SCSD AP environment

• Expertise in SCSD AP policy and procedure

SME/ Functional Lead-A/R



• Detail knowledge of SCSD A/R environment

• Expertise in SCSD A/R policy and procedure

SME/ Functional Lead-Assets



• Detail knowledge of SCSD Assets environment


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Role Position




involved?


duration of task)


SME/ Functional Lead-Inventory



• Detail knowledge of SCSD Inventory environment


SME/ Functional Lead-Budget



• Detail knowledge of SCSD budget preparation environment


Financial, Procurement and Budget-Non Lead Team Members

See project Organization and Staffing narrative

4-6 in Phase II

All Average of 40-80 hours per month in Phase II and

• Detail knowledge of SCSD business areas

• Expertise in SCSD policy and procedure

SME/ Functional Lead-HR


1 All Average of 80-100 hours per month in Phase I

• Detail knowledge of SCSD HR environment

• Expertise in SCSD HR policy and procedure

HR-Non Lead Team Members


3-4 All Average of 40-80 hours per month in Phase I

• Detail knowledge of SCSD HR environment

• Expertise in SCSD HR policy and procedure

SME/ Functional Lead-Benefits



• Detail knowledge of SCSD benefits environment

• Expertise in SCSD benefits plans, policy, and procedure

Benefits-Non Lead Team Members


2-3 All Average of 20-40 hours per month in Phase I


• Expertise in SCSD benefits policy and procedure

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Role Position




involved?


duration of task)


SME/ Functional Lead-Payroll and Timekeeping



• Detail knowledge of SCSD payroll environment and rules

• Expertise in SCSD payroll policy and procedure

• Detail knowledge of SCSD timekeeping environment and rules

Timekeeping Non Lead Team Members


2-3 Analysis, prototyping, training and acceptance testing

Average of 20-40 hours per month in Phase I


• Expertise in SCSD benefits policy and procedure

SME-Team Lead Recruiting



• Detail knowledge of SCSD recruiting function

• Expertise in SCSD recruiting plans, policy, and procedure

SME-Team Lead Learning Management



• Detail knowledge of SCSD training and learning function

• Expertise in SCSD recruiting plans, policy, and procedure

SME-Team Lead Performance and Goal Management



• Detail knowledge of SCSD performance and evaluation processes

• Expertise in SCSD performance and evaluation policy and procedure

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Role Position




involved?


duration of task)


Technical Analysts


1-2 Conversion and interfaces

Average of 80-100 hours per month during conversion and interface tasks

• Detail knowledge of SCSD legacy systems to be replaced or interfaced

• Expertise in current technical environment

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