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Home My WebLink AboutCAG2019-479 - Other - Collaborative Solutions, LLC - Human Capital Management & Automation (HCMA) Proposal - 08/08/2019 LENNON MCCARTNEY & & GATES ALLEN C-T- THEL.MA LOUISE & HOWARD ROBIN LONE RANGER TONTO MICK KEITH :j=jAjkjU;M=1=LA THElSMANN MONK � ` VENUS SERENA MADISON JEFFERSON SIMON GARFUNKEL COLLABORATIVE SOLUTIONS WORKDAY BATMAN ROBIN & ADAM EVE BEN TERRY CARROLL BOB • • FRED GINGER HOLMES WATSON & LARK = • : DAVE ANEEL r COLLABORATIVE 4v YOU ' BETTER TOGETHER 4 3 City of Kent Proposal for HR and Payroll Transformation August 8, 2019 . : • • Broc Zautner, Regional Sales Manager i bzautner@collaborativesolutions.com (262) 573-5930 Collaborative Solutions,LLC COLLABORATIVE 11190 Sunrise Valley Drive,Suite 110 lb SOLUTIONS Reston,VA 20191 Direct 888.S4S.5387-Fax 703.390.9289 www.collaborativesolutions.com 8 August 2019 Dear Mike: Collaborative Solutions, LLC. (Collaborative) is pleased to submit our proposal to the City of Kent(City)for HR and Payroll Transformation. The City can accelerate their business transformation by selecting a partner that has a proven track record of deploying HR and Payroll transformation services both successfully and comprehensively leveraging Cloud Technology.The professional services offered by Collaborative Solutions leverages our 16 years as a full-service Finance and HR transformation consultancy.The changes we've seen over those years along with the adjustments we've made to be out in front of the industry, appear to be in line with what you are looking for in a deployment partner. Collaborative Solutions is the partner for the City. Collaborative Solutions will help the City stay in front of this dynamic industry leveraging our industry experience, proven templates, cost reduction techniques as well as the Workday technology for proper execution of short term requirements and long-term growth and flexibility. Our success in delivering transformation solutions for our customers is built upon work with more than 625 customers in over 125 countries.As one of Workday's first customers and its longest tenured partner, we have been intimately involved in shaping their innovative solutions and have a unique perspective from both the customer and deployment side. More specifically, we have performed the deployment and optimization of Workday HCM and Payroll at institutions with similar complexities and objectives as the City. We have reviewed the City's requirements in detail and diligently crafted an approach that combines our understanding of the City's strategic needs and objectives as detailed in our discussions.We look forward to the opportunity to discuss this proposal and address any questions you may have. We are confident that our skills, abilities, and experience position us to meet and exceed your expectations. If you would like further information, please do not hesitate to contact me at (913) 231-5923 or via email at ahouts@collaborativesolution.com or your primary contact, Broc Zautner, Reginal Sales Manager (262) 573-5930 or via email at bzautner@collaborativesolutions.com. Sincerely, Andrew Houts National Vice President,Sales—Education &Government Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 Table of Contents ExecutiveSummary.......................................................................................................................................5 Introduction..............................................................................................................................................5 Publicsector Experience...........................................................................................................................6 We Have Partners, Not Just Customers....................................................................................................6 Conclusion.................................................................................................................................................7 CompanyOverview.......................................................................................................................................8 AboutUs ...................................................................................................................................................8 WorkdayRelationship...............................................................................................................................9 Differentiators...........................................................................................................................................9 Project Scope and Approach.......................................................................................................................12 ProjectApproach ....................................................................................................................................12 ImplementationMethodology................................................................................................................12 Scopeof Work.........................................................................................................................................13 FunctionalityScope.............................................................................................................................13 DataConversion..................................................................................................................................14 Integrations.........................................................................................................................................14 Reports................................................................................................................................................16 Organizational Change &Training......................................................... Error! Bookmark not defined. Assumptions........................................................................................................................................16 Timelines ................................................................................................................................................17 StaffingPlan................................................................................................................................................18 ResourceAllocation................................................................................................................................18 Collaborative Resources.........................................................................Error! Bookmark not defined. KentCity Resources ............................................................................................................................18 ProjectTeam Structure...........................................................................................................................19 Rolesand Responsibilities.......................................................................................................................20 CollaborativeSolutions Roles..............................................................................................................20 KentCity Roles....................................................................................................................................23 WorkdayRoles....................................................................................................................................26 CostEstimate..............................................................................................................................................27 Collaborative Solutions,LLC. Proprietary&Confidential 3 Kent City A COLLABORATIVE Proposal for HR and Finance Transformation \ SOLUTIONS August 6,2019 Recommended Services......................................................................... Error! Bookmark not defined. Project Summaries......................................................................................... Error! Bookmark not defined. Appendix A: CynergyTM Methodology.........................................................................................................29 CynergyT"^ Methodology by Stage...........................................................................................................31 PlanStage............................................................................................................................................31 ArchitectStage....................................................................................................................................32 Configure &Prototype Stage..............................................................................................................34 TestStage............................................................................................................................................37 DeployStage.......................................................................................................................................40 Collaborative Solutions,LLC. Proprietary&Confidential 4 Kent City COLLABORATIVE Proposal for HR and Finance Transformation 15 SOLUTIONS August 6,2019 Executive Summary The City of Kent can accelerate their business transformation goals by selecting a partner that has a proven track record of deploying Workday with 100%deployment success and a 98%customer satisfaction rate. Introduction Thank you for providing Collaborative Solutions with the opportunity to submit our proposal for HR and Finance Transformation.The enterprise cloud consulting services that we offer the City leverages our 16 years as a full-service Finance and HR transformation consultancy firm and address the specific business requirements to deploy Workday HCM and Financials successfully and comprehensively for your City. Collaborative is pleased to present our approach and qualifications to support the City on this strategic initiative. Collaborative started in 2003 and is the oldest and most experienced partner in the Workday ecosystem with 900+employees averaging 30% more Workday experience than the ecosystem average.As our name reflects, we work together with our customers,taking a truly"collaborative" approach in all elements of our projects. We strive to make each customer experience unique as well as successful, resulting in a 98%customer satisfaction rate. Collaborative takes special pride in ensuring that the project is delivered right the first time. We stand strong as the undisputed alternative to the large consulting services firms. Our strength lies in our ability to apply our"Big 4" skillset and project assurance, but with "boutique" nimbleness, personalization, and responsiveness.The Workday platform has mitigated the need for large SI players to be leveraged for deployments and simply requires that firms understand how to align the business needs of the customer and support them with the right configuration capabilities within Workday. We can Why Collaborative? provide the same results in a more cost-effective and • Workday Partner since 2007 streamlined project schedule than the larger firms. Therefore, many customers return to Collaborative again ' 30%More Experience per Consultant and again to extend the value of the Workday platform • 9• 625 Customer Satisfaction Rating +Workday Customers further. • 100%Deployment Success The success of our Workday practice has enabled us to • Frequent Workplace Award Winner continue investing in the growth and continuous improvement of our business. As a result,we offer unmatched services in the marketplace across Financials, HCM and Payroll deployments. Collaborative has worked with a variety of organizations similar in size, geographic distribution and business sector as the City. Working with the right partner who understands the nuances of global finance and HR business requirements and can also align technology to meet those needs can be the difference between an effort that truly maximizes value versus simply moving your organization to a single system. Collaborative Solutions,LLC. Proprietary&Confidential 5 Kent City n COLLABORATIVE Proposal for HR and Finance Transformation l SOLUTIONS August 6,2019 COLLABORATIVE & _, : BETTER TOGETHER Government and Public Sector Experience Collaborative has a strong and committed presence in the Public Sector industry. Collaborative has participated in Workday deployments across more than 625 customers, 25%of which are Public sector institutions.This broad experience in the public sector industry gives us a comprehensive base of expertise that we bring to the City. Public sector is a strategic priority at Collaborative and we are staffed to meet both current and future demand. Likewise, our dedicated Workday Government Product Leads help develop our knowledge and strategy,while coordinating key needs we see in the field with Workday's product management and strategy groups. As Workday has rolled out its Public sector Functionality,our Consultants and Product Leads have been working side by side with our customers to get the most out of their Workday deployment. Customers such as Buncombe City,Argonne National Lab, Harford County,Georgetown University, Brown University and the University of Southern California are notable examples of where our consultant and organizational change and adoption teams have helped Public sector customers successfully migrate to the Cloud with Workday. BILL&MELINDA� oint Argonne0 F"OAAMC BABSON GATESta"Q'«°n BrandelS bridge .. � g P,,�„o, Pan American Bllckllell C H alth UO NTY ! EMERSON Oerganization i UNIVERSITY �" ONTE�ie' COLLEGE J 1F Fertnl�ab THE I:NIVE0.SITY OF I ,��`� �USCU- OE Georgetown rm C H I CAG O �VV sit cam°` t,;y unwmiry w r Kansas City UN I VERSITY of hhmil.` I 1 ,� University WASHINGTON ~®—f 11M MacArthur 7�E °� ' Foundation ) =J� ®TEXAS We Have Partners, Not Just Customers We build true partnerships. Even with the best tools and delivery techniques available,we know that service consulting is first and foremost a people-based business.Therefore,we employ individuals who demonstrate strong integrity, unmatched skills, and unwavering commitment to getting the job done right. We believe that a successful partnership goes beyond just making a good first impression — every impression counts.Thus,Collaborative looks to build partnerships with customers where a commitment to success is evident.We focus on the quality of outcomes that help our customers achieve their goals, Collaborative Solutions,LLC. Proprietary&Confidential 6 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 not the quantity of customers with whom we do business. It is this philosophy that allows us to develop very strong connections and meaningful relationships and turn new customers into repeat customers. /'"`''• workday. Success KENT wneH�nnraw. Conclusion Collaborative Solutions is the right partner for your City. We understand that the City seeks a true collaborator for this deployment—a trusted advisor who brings real-world global experience and best practices to the project and aligns with your organization's values of teamwork and excellence. As a go- to Workday consulting partner, Collaborative is best positioned to offer you the leadership and Workday expertise needed to support the deployment of Workday HCM and Financials. As your partner, we will be proactive in guiding the project from start to finish, reporting the facts on project progress, resolving issues, mitigating risks, and working collaboratively with the City to ensure the deployment is a complete success for the organization and its stakeholders. Collaborative Solutions,LLC. Proprietary&Confidential 7 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 Company Overview About Us Founded in 2003, Collaborative Solutions is a leading full-service global Finance and HR transformation consultancy boasting 100%deployment success and a 98%customer satisfaction rate.As one of the longest-tenured Workday partners,our consultants have successfully deployed Workday Financial Management,Workday Human Capital Management and Workday Payroll for more than 625 global Fortune 500 companies, medium-sized businesses and education and government institutions.We have deployed in more than 125 countries for organizations ranging from 1,000 to 200,000 employees, leveraging our in-house Change Management practice. Since the inception of our Workday partnership, we have experienced a period of sustained growth due to our ability to meet customer needs and execute successful Workday deployments. Our growth and brand recognition with the Workday community has enabled us to attract and retain the top talent in the industry.As our name reflects, we work together with our customers,taking a truly"collaborative" approach in all elements of our projects. We strive to make each customer experience unique and each outcome for our customers consistently successful. Our customers continue to drive ROI beyond deployment with our Continuous Value Services(CVS).We are proud to have developed long-term partnerships with customers to support them in extending and optimizing their Workday platform,while they remain fully self-sufficient on managing Workday's day-to-day operations. We are based in the Washington, D.C., metro area with offices in Pleasanton, CA; Chicago, IL;Atlanta, GA;Tampa, FL; New York City, NY;San Diego, CA;Toronto, Ontario; Dublin, Ireland; and London, England. Our solutions and services offerings include: II 3 Financial Management Strategic Pre-Planning to Set Up for Human Capital Managemen Success Payroll Proven CynergyTm Deployment Recruiting Methodology Big Data Managed Application Services&Lean- Global Deployment On Services ` Student � � �� `" Ensure User Adoption with Change Learning Management Services Professional Services Automat) , Extension and Optimization Services& Planning Business Event Support Services Collaborative Solutions,LLC. Proprietary&Confidential 8 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 Workday Relationship Collaborative Solutions is the longest-tenured Workday partner. In addition to SERVICES our partnership, we have a unique perspective as Workday Human Capital PARTNER Management(HCM)customer#26 and Workday Financial Management customer#3. We understand and contribute to the innovation of Workday from "' both points of view and are involved in product discussions and development workdoy. from both sides,which gives us a deeper understanding of our customers' perspectives and needs. Due to our strong partnership, Collaborative has supported Workday to develop and support some of its key tools and programs. We are proud to share that over the years, Collaborative: Helped design the current Workday methodology used by all partners Served as the first partner in Workday's Delivery Assurance role Served as the first partner in Workday's Engagement Manager role Due to the strength of our partnership and our dedication to continuous improvement, Collaborative Solutions: Staffs one of the largest populations of Certified Workday Payroll consultants Has extensive HCM and Financials deployment experiences with some of Workday's key customers Leads the Workday ecosystem in Product Leads Serves as one of the only partners with a dedicated Change Management practice whose consultants are both Workday-certified and Prosci-certified/trained Will continue its global expansion with the acquisition of Theory of Mind, the leading Workday consultancy in the Asia-Pacific region Wins dozens of culture and workplace awards each year, resulting in less turnover, stable projects, and happier employees Continues to innovate to drive increased accuracy and efficiency in its successful deployments • Named#1 out of all service partners in the Workday ecosystem through Workday's 2018 Annual Partner Survey Differentiators There are many companies that can take the City live but we believe that only Collaborative Solutions can help you meet your strategic goals for a project.To accomplish this,we have a unique combination of culture, execution, focus, and service offerings to strive for that success with every customer. As a boutique consulting firm, Collaborative's success over 16 years has been driven by our ability to produce strong partnerships and highly referenceable customers.To create a successful partnership, it is critical that we truly understand our customers and identify how we align with them. Listed below are several areas where we see a very strong alignment between our two organizations. The alignment not only applies to the immediate Workday HCM and Financials deployment in the short Collaborative Solutions,LLC. Proprietary&Confidential 9 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 term, but to the City's longterm vision on the Workday platform and our ability to support those initiatives. Collaborative is uniquely positioned to partner with the City as their premier Workday Services Partner, highlighted by the following: • Workday Partnership—Collaborative has been a Workday-only partner since 2007 and a long time Workday customer ourselves. • End-to-End Finance& HR Transformation—Collaborative offers a comprehensive set of services spanning all Workday product modules and actively promotes Knowledge Transfer as core to our offering. (Notable support customers include Facebook, Freddie Mac, MGM Resorts, and the Campbell Soup Company). • Tailored Approach—Collaborative offers a unique approach, capabilities and advantages that the legacy SI's can't. Being a smaller firm,focused exclusively on Workday,allows Collaborative to be much more flexible and able to make quick and effective decisions to support our customer's success. Bigger firms are bound to fixed models, exhaustive internal processes and additional red tape. Collaborative's team and structure is much nimbler, allowing us to be more responsive, creative, and innovative with how we respond to our customer's needs and ensuring their success. • Strategic Services—Collaborative cannot be summed up as simply a 'Workday deployment partner.' We are constantly striving to ensure our customers not only implement the platform successfully, but that they achieve their underlying goals.To that end,we offer strategic services that get to the heart of customer challenges and how to best address them with technology.As your trusted advisor, Collaborative is proud to offer these services to help customers with transformational strategy. • In-House Change Management Capabilities—In business, change is a constant factor. Communicating key process changes and training employees effectively are essential to the successful adoption and ongoing use of any new enterprise application. Enter your partner of choice, Collaborative Solutions:one of the only partners with an in-house,Workday-focused Organizational Change&Training practice(including Workday Financials and HCM Certified Change Management Consultants). We'll be with you every step of the way. • Proprietary Tools& Methods—As Workday's most tenured implementer,we've been at the forefront of innovations, methods and tools that can help better jumpstart project tasks and activities while lowering risks to the deployment. • Custom Tools for Financials—We have a methodology and tools that we've developed during our 10+years implementing Workday.These custom accelerators have been built and refined over the course of 70+financials engagements, utilizing our consultant's average of 3.7 full financials implementation lifecycles each to assist in optimizations. Data Conversion accelerators are examples of our tools.We have tools to facilitate and expedite data extraction, data mapping to the Workday format, and data reconciliation tools. We have a Payroll reconciliation tool that can process payroll results for 21,000 employees in — 10 minutes. It tracks the results while allowing for comments, and it retains this information for future payroll runs, which allows for an audit trail of test results in addition to expediting the process. • Experienced Team—We have 450+Workday-certified consultants holding 1,500+certifications with 30%more Workday experience than the ecosystem average. • Deployment Success—Collaborative Solutions boasts a 100%deployment success rate and a 98%customer approval rating. Collaborative Solutions,LLC. Proprietary&Confidential 10 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 Global Experience—We've deployed Workday solutions in 125+countries to date. Employee Culture—Collaborative invests in their employee's professional development and overall well-being. We are proud that our workplace and company culture have achieved top honors from organizations including Fortune Magazine, SmartCEO,the Washington Post's Best Places to Work, and more. Deployment Methodology—Helped design the current Workday methodology used by all partners. Delivery Assurance—Served as the first partner in Workday's Delivery Assurance and Engagement Manager roles. Product Leads—Continues as one of the largest contributors to Workday's Product Lead program with 100+ Product Leads that cover 40+ product areas. Financial Product Leads—Collaborative has 10 Workday Financial Product Leads (more than any partner). Long term Financial Customer—Collaborative was the third customer of Workday Financials. Payroll Expertise—Staffs one of the largest populations of Certified Workday Payroll consultants. We have executed over 70+Workday Payroll deployments with 100%success and have a reputation for the highest payroll standards in the Workday ecosystem. Collaborative Solutions,LLC. Proprietary&Confidential 11 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 Project Scope and Approach Project Approach Collaborative Solutions employs a structured approach that enhances the Workday core methodology, in which we conduct up-front project planning, manage a well-defined scope, identify, and mitigate risks, and track and resolve issues. Our comprehensive list of deliverables along with a robust communication plan guides our efforts in all our designing,testing, building, and rollout activities while maintaining a nimble structure to deploy the Workday platform quickly.Seasoned project leadership with experience in the management and delivery of HCM, Payroll and Financials solutions drives the end-to-end execution of the project.We have obtained a tremendous amount of knowledge and experience during our 16+years as Workday Services Partner and look to bring all our skills and expertise to this partnership with Kent City. Implementation Methodology Collaborative developed our proprietary CynergyT' methodology using the knowledge and insight gained over 11 years of Workday --,' deployments and more than 15 years as an HR and Financial ynerov- C consultancy to large enterprise firms. CynergyTM was designed for efficient and effective implementation and represents the best WORKDAY MPLOYMf Nf AND BEYOND thinking from our expert consultants. Our goal with CynergyTM is to streamline the way we deploy Workday, enabling us to deliver leading solutions across every engagement with rapid progress. CynergyTM fully adheres to Workday requirements but goes several steps beyond. Using the Workday deployment methodology(That Collaborative helped develop with Workday) as a baseline for the standardized set of activities, we layered in our own set of best practices, deliverables,tools, and templates and embedded a subset of Change Management activities for each functional area to include in Workday engagements across each deployment stage.Within each stage,you will also see core implementation tasks and deliverables. The Workday methodology consists of five stages: Plan,Architect, Configure& Prototype,Test,and Deploy. During the Architect and Configure & Prototype stages, our project team will also conduct Integration Design and Integration Development(in the same tenant), returning to a single work-stream at the beginning of the Test stage. Please refer Appendix A—CynergyTM Methodology for a complete description of our phases and deliverables for each. Collaborative Solutions,LLC. Proprietary&Confidential 12 Kent City COLLABORATIVE Proposal for HR and Finance Transformation 00 SOLUTIONS August 6,2019 Scope of Work Functionality Scope Collaborative will design and configure generally available Workday functionality, as listed below. Each component listed below will be prioritized and designed during the Architecture stage of the project.All Workday functional areas and scope not presented in the table below are deemed out of scope for this proposal.As requested by the City,the functionality scope of this proposal is presented in two Options as shown below: Overview of Functional Scope—Option A Functional Area In Scope/ Phase 1 Out of scope/ Push to a Phase 2 Core HCM X Compensation Plans X Compensation Processing X Benefits X Absence Management(Leave of Absence) X Absence Management(Time Off) X Time Tracking X Payroll X Onboarding X Performance X Talent Management X Recruiting X Learning X Employee Self-Service X Manager Self-Service X Collaborative Solutions,LLC. Proprietary&Confidential 13 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 In 56ene / Phase 1 Out o ej Push to n Dh., a 'f COFe HGR X r, pe nsatie R PFeeessing X BeRefffits X Pa yTcn 1 X 9RbeaFdirig X D.e rrrr;•m=r"rrcnicc lzeamiRg X C.. ple ye,e.Self Se FV*e•e. X Ma Rage F Self Se,r.de•e. Data Conversion Collaborative will use its proprietary process to support the City's data conversion for the duration of the engagement. Workers that are active at time of Go-Live conversion extract will be included in the conversion process and have data loaded into the Workday transactional data objects.The City's workers who were terminated in the current and prior calendar year will be included in the data conversion to Workday to support rehires and reporting. Integrations The integrations listed below represent the initial understanding of the City's integrations that require review and updating. We have allocated the majority of this effort to Collaborative, in accordance to the City's request but if the City elects to handle more or less of this process internally,there would be a change in effort and cost. Collaborative Solutions,LLC. Proprietary&Confidential 14 Kent City COLLABORATIVE Proposal for HR and Finance Transformation 00 SOLUTIONS August 6,2019 Option A INT001 SSO Security Setup CSLLC 1 30 INT002 Active Directory Inbound HCM EIB/DTS Customer 1 80 INT003 Active Directory Outbound HCM Studio CSLLC 1 60 INT004 ACH Outbound US Bank Payroll CC CSLLC 1 40 INT005 Positive Pay without Voids US Bank Payroll EIB/DTS CSLLC 1 50 INT006 ICheckPrint US Bank Payroll CC JCSLLC 1 100 INT007 GL Outbound JDE Payroll EIB/DTS CSLLC 1 100 INT008 Wellness Vitality Benefits CC CSLLC 1 40 INT009 E-Verify HCM CC CSLLC 1 20 INT010 FSA Contributions Outbound Navia FSA Benefits CC CSLLC 1 40 INT011 HSA Contributions Outbound Optum Benefits EIB/DTS Customer 1 100 INT012 Medical Demographic Outbound Kaiser Benefits CC CSLLC 1 40 INT013 Medical Demographic Outbound Premera Benefits CC CSLLC 1 40 INT014 Dental Demographic Outbound Delta Dental Benefits CC CSLLC 1 40 INT015 Vision Demographic Outbound VSP Benefits CC CSLLC 1 40 INT016 Life/Voluntary/LTD Outbound Cigna Benefits EIB/DTS Customer 1 100 INT017 Retirements Savings Inbound WA Dept of Retirement Benefits Studio CSLLC 1 100 Savings INT018 Deferred Compensation Inbound ICMA Benefits Studio CSLLC 1 100 INT019 Telestaff Outbound-Demographic info Telestaff HCM EIB/DTS Customer 1 120 INT020 Telestaff Inbound-Time Schedules Telestaff Time Tracking Studio CSLLC 1 100 INT021 Background Checks Outbound Checkster Recruiting EIB/DTS Customer 1 100 INT022 Background Checks Inbound Checkster Recruiting Studio CSLLC 1 100 INT023 Job Scraping TBD Recruiting EIB/DTS Customer 1 70 INT000 Integrations Lead CSLLC 1 161 Collaborative Solutions,LLC. Proprietary&Confidential 15 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 tDi1 Integration Name Vendor nctional Area INT001 SSO Security Setup CSLLC 1 30 INT002 Active Directory Inbound HCM EIB/DTS Customer 1 80 INT003 Active Directory Outbound HCM Studio CSLLC 1 60 INT004 ACH Outbound US Bank Payroll cc CSLLC 1 40 INT005 Positive Pay without Voids US Bank Payroll EIB/DTS CSLLC 1 50 INT006 CheckPrint US Bank Payroll cc CSLLC 1 100 INT007 GL Outbound 1DE Payroll EIB/DTS CSLLC 1 100 INT008 Wellness Vitality Benefits cc CSLLC 1 40 INT009 NeoGov Demographics NeoGov HCM EIB/DTS Customer 1 90 I NT010 NeoGov Hires&Job Changes Inbound NeoGov Recruiting Studio CSLLC 1 160 INT011 NeoGov Positions Outbound NeoGov Recruiting EIB/DTS Customer 1 100 INT012 E-Verify HCM CC CSLLC 1 20 INT013 FSA Contributions Outbound Navia FSA Benefits cc CSLLC 1 40 INT014 HSA Contributions Outbound Optum Benefits EIB/DTS Customer 1 100 INT015 Medical Demographic Outbound Kaiser Benefits cc CSLLC 1 40 INT016 Medical Demographic Outbound Premera Benefits CC CSLLC 1 40 INT017 Dental Demographic Outbound Delta Dental Benefits cc CSLLC 1 40 INT018 Vision Demographic Outbound VSP Benefits CC CSLLC 1 40 INT019 Life/Voluntary/LTD Outbound Cigna Benefits EIB/DTS Customer 1 100 INT020 Retirements Savings Inbound WA Dept of RetirementBenefits Studio CSLLC 1 100 Savings INT021 IDeferred Compensation Inbound ICMA Benefits Studio CSLLC 1 100 INT022 Telestaff Outbound-Demographic info Telestaff HCM EIB/DTS Customer 1 120 INT023 Telestaff Inbound-Time Schedules Telestaff Time Tracking Studio CSLLC 1 100 INT000 11ritegrations Lead ICSLLC 1 169 Reports All Workday delivered standard reports are included in the scope of the project.The City is responsible for reviewing existing reports and confirming which Workday report will meet these needs and identifying any necessary custom reports as part of the Architect stage. Collaborative has included eighty(80) hours in the estimate for support of design and development of custom reports. Assumptions In determining the level of effort, Collaborative has made the following assumptions: • The City will have the necessary project and executive management support to review and make timely decisions as well as coordinate the activities of this project with other Customer projects that may be occurring simultaneously. • The City will have the necessary resources available in each stage, according to how they are identified in the staffing and project plans. Resources will be empowered and capable of making decisions on behalf of the organization. Resources will include, but not limited to,functional and technical leads, and applicable business process and subject matter experts. If resource and/or priority conflicts occur,they will be discussed and resolved with the project Steering Committee. • The City will provide the necessary hardware for the deployment, including all required technology needs and connectivity including a desk, internet connection, and network access to all relevant City applications.The consultants will have access to office space as well as the hardware and software including security rights and passwords where required in order to complete the deployment. Collaborative resources will provide their own laptops. Collaborative Solutions,LLC. Proprietary&Confidential 16 Kent City nIll COLLABORATIVE Proposal for HR and Finance Transformation NOF SOLUTIONS August 6,2019 The City's IT organization is responsible for workstation compliance to Workday's minimum requirements.The City has determined their technical needs will be met and internal systems and policies, as well as third party vendors, are compatible with Workday. Any technical issues with that may arise during implementation are to be resolved by the City. Should the City desire, Collaborative may assist in any due diligence or issue resolution with the City's internal teams, third party vendors and/or Workday with a Change Order. s. The City will lead the coordination with any the City's third-party vendor involvement required to complete the services.the City understands that some of their third-party vendors may charge fees for the completion of services and such fees are the sole responsibility of the City. rn The City will use Collaborative provided central repository solution for non-sensitive project document sharing. The City will use Collaborative provided SFTP (Secure File Transfer Protocol) site for the secure exchange of sensitive Customer employee data with the Collaborative project team. The City will be responsible for the maintenance and changes to the Design documents after the Design signoff. The City will be responsible for any necessary translations or adaptations of change management, communications, or training materials and deliverables. If and where in-scope, Collaborative's change management&training deliverables will be produced and delivered in standard U.S. English only. Signoff at the completion of each stage. As the City plans to perform all Payroll functionality in house,taxes will be done via reporting and loaded by the City directly to the IRS and State, unless a third party vendor is chosen and integrations are added. We typically partner with ADP for this functionality and have a standard integration to them we've used at hundreds of organizations. Collaborative assumes the City has spoken to Workday about Retirees and Pensions as Workday does not support the 1099R or the W413 form. • Until such a point as the City chooses the path for Learning(outside vendor for housing content or internal loading), no integrations to third party vendors for Learning have been included. Timelines The below timeline is proposed for both Option A and Option B with the assumption that the City would like to start in January and go live by the end of Q2 2020, in time for Open Enrollment. Should those needs change, or any new information is brought to light during the SOW process, a new timeline can be agreed upon between Collaborative and the City. Timeline by Stage Go Live Configure& Plan Architect Prototype Test Parallel Deploy Post Go-Live 4 7 7 8 8 4 4 Estimated Start Date 6-Jan-20 3-Feb-20 23-Mar-20 11-May-20 6-Jul-20 31-Aug-20 28-Sep-20 Estimated End Date 31-Jan-20 20-Mar-20 8-May-20 3-Jul-20 28-Aug-20 25-Sep-20 23-Oct-20 Collaborative Solutions,LLC. Proprietary&Confidential 17 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 Staffing Plan Resource Allocation Provided below are the level of effort and staffing requirements for the City during this implementation. Please note,these are just estimates based on our current understanding of the City. Collaborative will work with the City during the planning phase to build out appropriate resource loading estimates. Kent City Resources Option A Go Live Configure& Architect Prototype Test Parallel Deploy Post Go-Live oal weeks 4 1 7 1 7 1 8 8 1 4 4 42 Engagement Manager 240 336 315 342 336 120 96 1785 HCM 48 189 285 264 96 96 60 1038 Recruiting 48 168 252 240 72 96 62 938 Compensation 36 84 147 120 53 36 24 500 Benefits 48 126 180 177 72 48 36 687 Payroll 60 294 348 312 324 120 96 1554 Time Tracking 36 84 147 144 66 36 24 537 Absence Management 36 96 168 168 72 48 24 612 Talent Management 24 42 66 72 48 24 24 300 Learning 48 105 161 168 72 48 36 638 Data Conversion 72 159 159 186 189 72 48 885 Reporting 6 21 32 36 12 8 6 120 Integrations 1 17 143 200 57 57 57 0 570 City of Kent �. Configure& , ect _ � . C&T Plan Archit Prototype Test Parallel De Io st 9211111111Yne T _— Weeks 4 7 7 1 8 8 4 4 42 Chan e Management 60 336 336 __ 96 96 48 12 984 336 Collaborative Solutions,LLC. Proprietary&Confidential 18 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 Configure& 7DEPL6T Plan Architect Prototype Test Para Deploy o-Live 47 7 8 8 4 4 42 240 273 252 240 240 96 96 1437 48 189 285 264 96 96 60 1038 Compensation 36 84 147 120 53 36 24 500 Benefits 48 126 180 177 72 48 36 687 Payroll 60 294 348 312 324 120 96 1554 Time Tracking 36 84 147 144 66 36 24 537 Absence Management 36 96 168 168 72 48 24 612 Data Conversion 69 126 126 150 138 69 42 720 Reporting 6 21 32 36 12 8 6 120 Integrations 18 148 207 59 59 59 0 590 2 MIS Go Live Configure& Plan Architect Prototy a Test P el Deploy Post Go-Live Weeks 4 7 J 8 8 4 4 42 Change Management 60 336 336 96 96 48 1 12 984 Project Team Structure Collaborative Solutions believes in a two in a box approach for a project team structure to ensure direct communication, more effective knowledge transfer, and faster decision making during the project.The effectiveness of this model is directly related to our 98%customer satisfaction rating and 100% deployment success. Collaborative proposes a project team structure that pairs Collaborative and the City resources as depicted in the graphic below. In addition to our services, Workday will provide Delivery Assurance throughout the project. Below is an example of the proposed team structure based on Option A, and if the City chooses to go with Option B would be similar, simply with the additional modules/roles removed: Collaborative Solutions,LLC. Proprietary&Confidential 19 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 COLLABORATIVE SOLUTIONS KENT City Of Kent 'A Collaborative Executive Spon sor Executive sponsor steering Committee ICity of Kent Collaborative) City of Kent Collaborative Project Manager Mill Engagement Manager i. Comp SMEs Data Change/ Conversion/ Data Ong-Change Recruiting Talent SM Testing Lead Ttaming/ Integrations/ Conversion &Training Talent Leads Comms Leads Peporting/ Lead Lead Security SME Organization Chart Roles and Responsibilities There are various roles that need to be filled on a deployment.The following is a description of the project team roles and responsibilities for Collaborative,the City and Workday resources. Collaborative Solutions Roles The extent of each Collaborative team member's involvement will vary by task as defined in the project plan. Collaborative will notify the City of any change in the Collaborative team mix that may be necessary from time to time. The Collaborative team listing below does not exclude other Collaborative staff from being involved in this project. Collaborative resources are process/software specialists and are responsible for providing functional and technical expertise to the project. Collaborative's core responsibilities include the following: Lead and drive business process configuration according to the City's requirements Set up and configure system as defined in the SOW Coach the City about the options and implications around each process/configuration decision ® Assist the City with the resolution of issues y Identify potential business process improvements Escalate project problems and risks to the project leadership and/or steering committee as appropriate Support the City during testing and validation activities Collaborative Solutions,LLC. Proprietary&Confidential 20 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 Assist the City with planning and managing the Organizational Change &Training Program (if in scope) Share Organizational Change and Training templates and coach the City on how to use and maintain (if in scope) Provide Organizational Change and Training support during the implementation (if in scope) Collaborative's responsibilities will be completed onsite in the City facilities when required. Team Member Description of Role Portfolio Delivery Director Collaborative provides a Portfolio Delivery Director to serve in an advisory role and escalation point on all Workday deployments to ensure success by working collaboratively with the City Executives,City Project Manager,Workday leadership and Collaborative's Engagement Manager.Supports Collaborative Engagement Manager to resolve any escalated issues in a timely manner and sign-off on key deliverables throughout the project per the Cynergy'"for Workday methodology. The Collaborative Portfolio Director is an active and visible resource on the project and is expected to participate in regularly scheduled Steering Committee meetings and milestone activities to ensure the project is meeting the goals/objectives and timeframes outlined at the beginning of the project. Solution Architect Collaborative provides a Solution Architect(SA)to work with the City in leading and driving the solution based on their broad Workday experience along with deep implementation expertise.The SA will work with the City to drive the City solutions guidance and design/strategy support.The SA is responsible for driving the design and business process sessions along with the Collaborative Consultants. Engagement Manager Collaborative provides a designated Engagement Manager(EM)who is responsible for working with the the City Project Manager to ensure the timely success of the project.The EM guides the project by providing Workday best practices as they relate to project management techniques,the use of Cynergy'"tools and templates, interaction with Workday Product Strategy and Development, and leveraging Collaborative Cynergy'" implementation methodology.The EM staffs the project and guides project activities to ensure the timely completion of the project in accordance with the project charter and project plan. The EM is liaison with Workday on project-related issues that may be outside the direct control of the project team (e.g.,coordinating the resolution of issues with product development). The EM partners with the Collaborative Consultants and the City project leads to provide additional guidance on Workday implementation best- practices, industry standards, and facilitate knowledge sharing among Workday customers as appropriate.The EM keeps the the City project team apprised of Workday updates,tenant changes, and can provide guidance on using the Workday Community. Executive Sponsor The point of contact for Collaborative's Executive Management team. Works with the Collaborative EM to ensure that escalated issues do not impact the project timeline. Collaborative Solutions,LLC. Proprietary&Confidential 21 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 Team Member Description of Role Functional Consultant(s) Responsible for working with the City to lead and drive the City business process design and integration requirements.The Principal Consultant(s) led business process workshops and workflow iterative development and develop business process templates that are a key input into the configuration of the solution.The Principal Consultant(s) configures Workday according to the City requirements and documents any areas where requirements are not met.They provide best practices to enhance the City access to the features/functions of the Workday solution.They support the testing, data conversion,and integration development efforts.They escalate issues that may impact the go-live date to the Collaborative EM. Integration Consultant(s) Responsible for working with the Collaborative Principal Consultant(s) and the City Business Analysts to gather and document integration requirements.The Integration Consultant(s) leads the configuration and supports the testing of Workday packaged integrations and the development of the City integrations as defined by the SOW. Data Conversion Consultant(s) Responsible for converting the City data into Workday based on the configuration and mapping done by the Collaborative Principal Consultant(s)and the the City Business Analysts.The Collaborative Data Conversion Consultant(s)works with the City Business Analysts to resolve data related issues.They work with the City to resolve loading errors and reload the appropriate tenants. Change Architect The Change Architect is a senior professional resource of the Organizational Change&Training(OC&T) practice who supports the OC&T Team to ensure the quality of consulting services and deliverables.The Change Architect provides leadership and expertise to both Collaborative's Organizational Change&Training Lead and the customer's organizational change,communications,and training resources. The Change Architect supports the customer relationship, ensures customer satisfaction throughout the duration of the project, and is the first point of escalation for risks and issues related to the OC&T workstream. Organizational Change&Training The Organizational Change&Training(OC&T) Lead is focused on Lead defining strategy,establishing plans,and driving execution of change management and end-user training activities. He or she provides guidance to the relevant counterparts on the City's OC&T team and guides the work stream through the specific methodology at each stage throughout the project,as defined in the project scope.The OC&T Lead is also responsible for the administration of the workstream, including timeline management and status reporting as defined by the overall project management team. Organizational Change Lead The Organizational Change Lead is focused on planning and executing the Organizational Change activities. He or she provides guidance the relevant counterparts on the City's OC&T team and guides the workstream through the specific methodology stages throughout the project,as defined in the project scope.The Lead is also responsible for the administration of the workstream,including timeline Collaborative Solutions,LLC. Proprietary&Confidential 22 Kent City n COLLABORATIVE Proposal for HR and Finance Transformation ` SOLUTIONS August 6,2019 Team Member Description of Role monitoring/management and status reporting as defined by the overall project management team. Training Lead The Training Lead is focused on planning and executing the End-User Training-related activities.Similar to the Organizational Change lead,the Training lead provides guidance to his or her counterparts on the City's OC&T team and guides the Training workstream throughout the project as defined in the project scope. For the City's project,the Organizational Change Lead and Training Lead roles and responsibilities will be combined under a single resource. Organizational Change&Training As needed and specified by project scope,additional Organizational Developer(s)and Principal(s) Change Principal(s)and/or Training Developer(s)/Principal(s)will join the project team at key times during the project cycle.These resources are led by the OC&T Lead(s)and are responsible for understanding the Workday configuration and the City business processes to create and support the change management,communications,and training deliverables as specified in the project scope and/or subsequent strategies and plans,once they have been completed.These resources may also be called up on to support User Experience Testing,train-the- trainer, and/or training delivery as indicated by the project scope and the specific strategies designed for the City during the initial project stages. Test Manager The Test Manager develops and manages the overall City Test Strategy and Plan,overseeing overall execution of the prescribed End-to-End (including Integrations), UAT, and Parallel test process for either Workday Payroll or Payroll Interface from start to end of the test period. The Test Manager is responsible for successfully managing the reporting of defect resolutions;working with the project team to resolve test issues via coordination of the City and Collaborative test teams as required to complete testing of the tenant for successful completion of Workday testing. Kent City Roles The City personnel are experts on City business/technologies and as such will have responsibility for providing project management, non-Workday functional,technical, and culture expertise to the project. The City core responsibilities include the following: • Managing the non-Workday implementation components and resources • Assisting Collaborative by co-managing the Workday implementation • Providing the City data, documentation, and information in a timely manner as requested by Collaborative • Providing data extraction from the existing system • Managing design, development, and testing of all custom integrations • Analyzing, evaluating,testing,verifying, and making decisions as supported by Collaborative to deploy the new processes and system Collaborative Solutions,LLC. Proprietary&Confidential 23 Kent City n COLLABORATIVE Proposal for HR and Finance Transformation \ SOLUTIONS August 6,2019 • Developing and executing all change management,communications, and training strategies and plans—(if Collaborative's OC&T services are not in scope) • Taking long-term ownership of the overall Organizational Change &Training program • Leading deployment of project communications, end-user training, and the change champion network • Developing end-user communications and training materials as defined by the project scope The City project team members and cross-functionality representation are currently identified as follows: Team Member Description of Role Steering Committee,Senior Design The Steering Committee provides funding and support to the project. Reviewers,Key Stakeholders, Responsibilities include: Executive Sponsor • Obtaining appropriate funding and approvals. • Ensuring all appropriate resources are available for the project. • Resolving issues that are impeding the progress of the project. • Providing overall direction to the City Project Manager. • Sign-off on key deliverables/project milestones. • Assuring project delivery and quality control. Project Manager The City Project Manager is a dedicated resource focused specifically on the Workday implementation.While we understand there are many other activities linked to the implementation,this resource needs to be dedicated full-time to the project. Responsibilities include the following: • Establishing and managing the project details,deliverables, schedules,tasks,assignments,and execution. • Coordinating business teams and support teams. • Driving the implementation of the optimized processes. • Managing the resolution of issues. • Anticipating and resolving issues that could impact the project budget,schedule,scope,or quality. Functional Team Business Analysts are those familiar with the City business processes (Global Process Owners,Process and systems.These individuals provide information to the Collaborative Leads and SMEs/Business Analysts) Principal Consultant(s)to configure the Workday solution. Responsibilities include: • Communicate functional requirements that need to be configured in Workday. • Describe current business processes and work with team to simplify and improve. • Work with Collaborative Principal Consultant to help map and load data into Workday. • Actively participate in all testing activities. • Validate data converted into Workday solution. • Perform end-user training. Collaborative Solutions,LLC. Proprietary&Confidential 24 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 Team Member Description of Role Technical Team Technical resources perform the following: (Integration Lead,Integration . Support the conversion and loading of data contained in existing Engineers/Developers,and Data systems. Conversion Specialist) • Design and develop custom integrations as outlined within the Scope section above. • Develop custom reports. Internal Auditor The Internal Auditor works with the Project Team to ensure proper procedures are followed and proper documentation is created for the implementation of Workday.This person is responsible for providing compliance-related guidance and expertise to the Project Team. Test Lead The Test Lead develops and manages the overall City Test Strategy and Plan,conducting overall execution of the Customer prescribed End-to- End(including Integrations), UAT,and Parallel test process for either Workday Payroll or Payroll Interface from start to end of the test period. The Test Lead is responsible for successfully managing defect resolutions;resolving test issues via coordination of the City and Collaborative test teams as required to complete testing on tenant for successful completion of Workday test; and the overall test strategy outlines,test approach,roles and responsibilities,test tools,scenarios by tester and success criteria for each of the test stages.The Test Lead may also support the Collaborative Data Consultant with data validation activities associated with test and tenant development. Organizational Change Lead The Organizational Change Lead is focused on planning and executing the change management and communications activities for the City. He or she is the primary counterpart to the Collaborative Organizational Change lead and is responsible for providing primary insight into the City's culture,operations,and competing projects or interests.The Organizational Change Lead is the primary liaison between the project team and other internal resources needed to execute and deploy the various change management and communications activities. He or she is responsible for reviewing and approving all change management and communications-related deliverables. Training Lead The Training Lead is focused on planning and executing the end-user training activities for the City. He or she is the primary counterpart to the Collaborative Training lead and is responsible for providing primary insight into the City's training resources and preferences,as well as competing projects or interests related to end-user training.The Training Lead is the primary liaison between the project team and other internal resources needed to plan,execute,and deploy the various training activities for the deployment. He or she is responsible for reviewing and approving all training-related deliverables.As needed,the City may choose to assign the Organizational Change Lead and Training Lead roles and responsibilities to a single actual resource. Training,Communications,and Depending on the specific strategies and plans the City establishes as Change Management Support part of its Organizational Change&Training program, additional the City Resources resources will be needed at various times throughout the project Collaborative Solutions,LLC. Proprietary&Confidential 25 Kent City h COLLABORATIVE Proposal for HR and Finance Transformation \ SOLUTIONS August 6,2019 Team Member Description of Role lifecycle to support and execute the communications, change management,and training plans.These roles often include: • Training Developers responsible for developing and revising the end-user training collateral as defined in the Training Curriculum Plan. • Communications Leads/Developers responsible for developing, revising, and deploying the end-user communications collateral as defined in the Communications Plan. • Trainers and Super Users responsible for gaining advanced familiarity with the new systems and user support tools,and in turn planning and delivering pre-go-live and ongoing training to end-user audiences. • Change Champions responsible for generating awareness and support around future changes within their designated areas of influence. Workday Roles Workday under a separate contract,will provide Delivery Assurance services.Workday core responsibilities include: Team Member Description of Role Delivery Assurance Group Comprised of Workday Implementation Specialists,the Delivery Assurance Group works with the City toward the implementation of the Workday solution.The Delivery Assurance Group conducts a series of quality assurance reviews at major project milestones,where the group reviews project documentation, product configuration,and business processes.The Delivery Assurance Group is responsible for the development and enhancement of the Workday implementation methodology and works closely with product strategy and development in helping steer product direction. NOTE: Delivery Assurance will be a separate agreement to be contracted directly with Workday. Collaborative Solutions,LLC. Proprietary&Confidential 26 Kent City COLLABORATIVE Proposal for FIR and Finance Transformation , SOLUTIONS August 6,2019 Cost Estimate The estimates shown below represent the phased implementation approach and time and materials pricing for the Workday HCM and Financials deployments. Expenses are in addition and we typically estimate expenses to be—10%of the services costs. Option A Portfolio Director $ 280 124 $ 34,720 Functional Architect $ 240 208 $ 49,920 Engagement Manager $ 240 1190 $ 285,600 HCM $ 185 469 $ 86,765 Recruiting $ 185 547 $ 101,195 Compensation $ 185 284 $ 52,540 Benefits $ 185 401 $ 74,185 Payroll $ 185 1036 $ 191,660 Time Tracking $ 185 358 $ 66,230 Absence Management $ 185 408 $ 75,480 Talent Management $ 185 174 $ 32,190 Learning $ 185 425 $ 78,625 Data Conversion $ 185 499 $ 92,315 Reporting $ 185 80 $ 14,800 Integrations $ 185 851 $ 157,435 HCM Analyst $ 120 223 $ 26,760 Recruiting Analyst $ 120 78 $ 9,360 Compensation Analyst $ 120 49 $ 5,880 Benefits Analyst $ 120 57 $ 6,840 Talent Management Anal $ 120 26 $ 3,120 Data Conversion Analyst $ 120 91 $ 10,920 Technical Analyst $ 120 350 $ 42,000 Total 7,928 $ 1,498,540 Expenses $ 149,854 Total Estimate $ 1,648,394 Change Architect $ 240 106 $ 25,440 OC&T Lead $ 185 656 $ 121,360 Total 762 $ 146,800 Expenses $ 14,680 Total Estimate $ 161,480 Collaborative Solutions,LLC. Proprietary&Confidential 27 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 Option B Portfolio Director $ 280 102 $ 28,560 Functional Architect $ 240 208 $ 49,920 Engagement Manager $ 240 958 $ 229,920 HCM $ 185 469 $ 86,765 Compensation $ 185 284 $ 52,540 Benefits $ 185 401 $ 74,185 Payroll $ 185 1036 $ 191,660 Time Tracking $ 185 358 $ 66,230 Absence Management $ 185 408 $ 75,480 Data Conversion $ 185 407 $ 75,295 Reporting $ 185 80 $ 14,800 Integrations $ 185 919 $ 170,015 HCM Analyst $ 120 223 $ 26,760 Compensation Analyst $ 120 49 $ 5,880 Benefits Analyst $ 120 57 $ 6,840 Data Conversion Analyst $ 120 73 $ 8,760 Technical Analyst $ 120 350 $ 42,000 Total 6,382 $ 1,205,610 Expenses $ 120,561 Total Estimate $ 1,326,171 Change Architect $ 240 106 $ 25,440 CC&T Lead $ 185 656 $ 121,360 Total 762 $ 146,800 Expenses $ 14,680 Total Estimate $ 161,480 *The OC&T scope/pricing is the same in both Option A and Option B due to the fact that the additional modules have a close synergy with the HCM consultant. Workday Pricing Option A: Work with Workday to determine these numbers for DA/Training Option B: Work with Workday to determine these numbers for DA/Training Training: • Adoption Kit-$TBD • Learn On-Demand (HCM Core, Payroll/Absence/TT, Financials,Technology)-$TBD • Training Credits—TBD Collaborative Solutions,LLC. Proprietary&Confidential 28 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 Appendix A: CynergyT"" Methodology =cyn r WORKDAY DEPLOYMENT AND RFYOND Collaborative developed our proprietary CynergyT"° methodology using the knowledge and insight gained over 11 years of Workday deployments and 15 years as a Financial and HR consultancy to large enterprise firms. CynergyTM was designed for efficient and effective implementation and represents the best thinking from our expert consultants. Our goal with CynergyT"' is to streamline the way we deploy Workday, enabling us to deliver top-notch solutions across every engagement with rapid progress. Project Management&Governance Post- Ptan Architect [Pro"pe Test Deploy Production . &Beyond Prepare Manage Reinforce Collaborative CynergyT"' Deployment Methodology CynergyT°"fully adheres to Workday requirements but goes several steps beyond. Using the Workday deployment methodology as a baseline for the standardized set of activities,we layered in our own set of best practices,deliverables, tools, and templates and embedded a subset of change management activities for each functional area to include in Workday engagements across each deployment stage. Within each stage,you will also see core implementation tasks and deliverables. The Workday methodology consists of five stages: Plan, Architect, Configure & Prototype,Test, and Deploy.The following table provides an overview of the tasks incorporated in the CynergyTm and Workday Methodology for a Phase 1 deployment. (Some details may vary based on the specifics of an agreed upon contract as well as for some Phase 2+deployments.): Collaborative Solutions,LLC. Proprietary&Confidential 29 Kent City n COLLABORATIVE Proposal for HR and Finance Transformation \ SOLUTIONS August 6,2019 000 0oe� 0oe� 0oe� + oe� PLAN ARCHITECT MW CONFIGURE& 111111111P TEST 01P DEPLOY PROTOTYPE • Project • Functional Architect • Integration • End-to-End Test • Final Data Preparation& Workshops Configuration/ (System/ Conversion Planning . Organizational Change Development Integrations) • Gold/Pre- • Project Plan, Architect Workshop • Unit Testing • Performance& Production Build Charter and . Global Business (configuration and Regression a Integrations Tenant Process&FDM Design integrations) Testing(if Scheduler Management Plan Conversion Discovery • Conduct Customer applicable) • Go-Live Events • Scope Discovery &Design Confirmation • User Acceptance • Collaborative CIA &Architect Sessions Testing Planning Sessions ' Configuration Review • Requirements Updated • User Experience • Final Go/No-Go • Data Conversion Documentation Requirements Testing &Validation Documentation& . Pilot Training and • Transition to Strategy Template ' Integrations Design Configuration Update Materials Production Support • Test Strategy • Sample Test Scenarios Tenant • Training • Deliver Train-the- Template& • Collaborative QA • Training Needs Trainer Sessions Evaluations Support Review Assessment& • Deploy Training Curriculum Plan • Provide Training • Workday Core • Final Scope Lock Reinforcement • Communications Team Training • Organizational Change • Training Recommendations • Develop &Training Strategy Prototypes &Change . Go-Live Champion Events Organizational • Communications Plan • Training Materials Communications • Payroll Parallel Change and Development • Sustainabilit TrainingProject ' Change Champion Plan Testing y • Prepare for Train- Strategy Workshop Timeline • Readiness • Go/No-Go the-Trainer • Adoption • OC&T Discover Assessments Overview Checkpoint y • Communications Measurement Session • Change Impact ange • Deployment • Stakeholder Analysis Champion Events Cutover Template ' Go-Live pChampion and Support Announcement Identification • Communications& pp • Integrations • Foundation Change Champion Operations Guides ' Collaborative QA Tenant Build Events Review • Configuration Tenant ' Collaborative QA • Integrations Review Tracker Build . End-to-End Tenant • Full Data Conversion& • Project Kickoff Build Data Validation • Collaborative QA Review Prepare Manage Reinforce KEY: Workday Customer Success Workday Delivery Assurance(DA) Collaborative QA Review Review Checkpoint Methodology Overview NOTE: The deliverables listed in green in the chart above are elements of our integrated Organizational Change&Training(OC&T)offerings. Collaborative Solutions,LLC. Proprietary&Confidential 30 Kent City n COLLABORATIVE Proposal for HR and Finance Transformation \ SOLUTIONS August 6,2019 CynergyT" Methodology by Stage Please note that this is our full deployment methodology,therefore all activities and deliverables may not be applicable to this project. The following sections describe high-level activities and unique deliverables associated with each stage for all projects. Ownership of each activity or deliverable may vary from project to project depending on the agreed-upon scope of work.The specific content of the deliverables and duration to complete these deliverables are discussed in the Project Charter and Project Schedule,which are developed jointly by the Collaborative Engagement Manager(EM) and the Customer Project Manager(PM). Plan Stage At project initiation,the Collaborative EM works with the Customer PM to collect and finalize information via discovery templates and document the project's objectives, measures, staffing, organization, and scope in the Project Charter.The team uses the Charter as a reference throughout the project, providing the basis for change control.The Charter also identifies Customer Subject Matter Experts(SME)for the Workday functionality included in scope.This group, called the "Business SMEs" will be the primary user group for the project and will be empowered to make application configuration decisions for Customer. SMEs will also be identified for Data Conversion and Integration support. In parallel, the team develops the Project Plan to reflect the tasks, staffing, and timeline for the project. The Collaborative EM also introduces the Customer to a sample Test Strategy/Planning Template for completion in the next stage. Specific actions in the Plan Stage include the following: Workday Delivery Assurance reviews the Charter and Project Plan and signs off on scope and approach Collaborative EM and Customer PM present Charter and Project Plan to the Customer Executive Sponsor and project steering committee for review and approval Collaborative EM o Schedules initial Project Planning meeting with Customer and Collaborative SMEs o Schedules monthly executive steering committee and weekly project team meetings for regular communications o Creates governance documentation and development standards o Stands up the CynergyTM Collaboration Suite with Share Point, Smartsheet&the SFTP o Reviews Statement of Work (SOW) and Charter with Collaborative team o Ensures the planned documentation meets requirements for all stakeholders o Meets with Customer SMEs along with Collaborative consultants to review Workday and Collaborative data gathering tools in preparation for Architect Workshops in the Architect stage o Participate and support Project Kickoff • Collaborative functional consultants facilitate initial discovery planning meetings and build a foundation tenant for viewing Customer data during Architect Workshops, if possible Collaborative Integrations Lead Collaborative Solutions,LLC. Proprietary&Confidential 31 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 o Creates or refines the Integrations Discovery List o Assists Customer with gathering interface requirements o Initiates process of sending vendor emails • Organizational Change&Training(OC&T)Team o Prepares and facilitates OC&T Kickoff and Discovery Session o Develops OC&T project timeline • Customer team members attend required Workday classroom or virtual training. (Note:Core team member training must be completed prior to the start of the Architect Workshops during the Architect Stage.) Plan Stage Responsibilities& Deliverables Collaborative Customer • Discovery Templates(Deployment Discovery • Provide Project SMEs Questionnaire, Integration Discovery) ! • Identify Stakeholders,Sponsors, and Super Users • Project Charter(Includes Change Control Process, . Complete Discovery Templates Communications and Risk Plan) . Approve and sign off Charter and Project Plan • Configuration Workbooks Provide worker data based on provided File • Data Conversion File Layout Templates Layout Templates for the Foundation Tenant • Internal Project Quality Reviews Send third-party vendor project notification e- • Recommended Customer Training Strategy for mails deployment by stage • Provide integrations requirements and sample • Initial Project Planning Meeting files • Data Conversion and Discovery and Planning • Complete Workday Core Team Training sessions • Jointly create Project Plan • Foundation Tenant Build • Jointly schedule onsite Architect Workshops • Executive presentation for Kickoff Meeting . Lead Project Kickoff Meeting • Jointly create Project Plan • Jointly schedule onsite Architect Workshops Organizational Change&Training* • Conduct Kickoff&Discovery Session • Introduce OC&T Data Gathering Workbook • Stakeholder Identification • Define OC&T project timeline *OC&T scope and division of responsibilities are assigned in the statement of work for each project. Architect Stage During the Architect Stage of a Workday deployment,the Customer and Collaborative team obtains a common understanding of Customer's business needs and analyzes how to deploy Workday best to meet those needs.This stage is organized into two components: discovery (gathering information on current business practices and integration needs)and analysis(documenting functional,technical,and Collaborative Solutions,LLC. Proprietary&Confidential 32 Kent City COLLABORATIVE Proposal for HR and Finance Transformation SOLUTIONS August 6,2019 business requirements, identifying gaps, and analyzing how Workday will be configured and deployed to meet business requirements). Architect Workshops At the start of the Architect stage,the Collaborative EM kicks off the Architect Workshops with leadership and SMEs from both Collaborative and Customer.The Collaborative consultants will lead on- site functional and integrations Architect Workshops with Customer conducting a walk-through of the Workday configuration options via a Foundation prototype tenant built using provided customer data collected in the Plan stage. During Architect Workshops,the team examines each functional configuration area (including each of the associated in-scope business processes in the Workday application)to collect Customer preferences,expectations, and requirements and to document where system needs are incomplete and may require an additional solution. Moreover,the Architect Integrations Workshops include an overview of Workday integrations,options, methodology, and a high-level overview of each integration in scope. Customer OC&T resources are encouraged to attend a subset of the functional Architect Workshops to begin capturing configuration decisions,change impacts, and training needs.Additionally,Collaborative's OC&T team may conduct a dedicated OC&T Architect Workshop to help you synthesize your initial change impacts and begin crafting an overall organizational change strategy and program. Within weeks of the Architect Workshops,the Collaborative team presents the initial functional configuration set up, processes, and security requirements.This Collaborative deliverable is critical and requires timely Customer review and approval so that we may commence building the first complete tenant.After the Architect Workshops, Customer collects and submits all configuration and worker data using the provided templates for conversion,at which point the Collaborative consultants load the data to the Configuration Tenant build. Integration development occurs concurrently with the Architect and Configure &Prototype stages. Collaborative integration consultants work with the Customer SMEs as a primary point of contact.The Customer SMEs interact directly with third party vendors to gather interface data requirements, schedule and coordinate integration testing, and manage any vendor issues. Collaborative integration consultants create a design document for each integration in scope and then conducts a detailed review session with Customer. After the initial integration design, Collaborative and customer integration resources participate in the Workday Delivery Assurance Approach Review.The customer will then sign off on the integration design document and approves the integration as ready for the Configure& Prototype stage. Architect Stage Responsibilities& Deliverables Collaborative Customer • Functional and integrations Architect Workshops • Provide project SMEs for Architect Workshops • Functional design documents • Integrations Requirements and Sample Files • Data Conversion File Layout Templates • Worker and Configuration Data based on the • Integrations Delivery Assurance Approach Review provided Data Conversion File Layout Templates • Integrations Design Documents for the Configuration Tenant Build • Integrations Dashboard (Tracker) • Assist in clarifying configuration requirements • Tenant Management Plan • Data Conversion Strategy and Plan Collaborative solutions,LLC. Proprietary&Confidential 33 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 Architect Stage Responsibilities & Deliverables • Configuration Tenant Build • Architect Stage sign off • Sign off Integration Design Documents • SFTP site in place by vendor(s)for integrations Organizational Change&Training* • OC&T Architect Workshop • Change Impact Analysis • OC&T High-Level Strategy • Initial End-user Communications Plan • Initial Change Champion Plan • Readiness Assessments Overview • Initial Communications&Change Champion Events *OC&T scope and division of responsibilities are assigned in the statement of work for each project. Configure & Prototype Stage During the Configure & Prototype stage of a deployment,we complete the configuration of the Workday application based on the business process and functional/integrations design specifications. In this stage, Collaborative consultants complete all application configurations in Workday, execute full data conversions for both setup and worker-level information, and design and complete integration configurations(including detailed End-to-End testing). Collaborative provides internal Quality Assurance oversight during this and other critical points in the project. Once configuration and unit testing are completed, we review the prototype tenant solution with Customer. Collaborative experts provide custom validation reports during the data loading process for the Configuration tenant and co-lead Customer Confirmation Sessions with the Customer SMEs.The goal is to have Customer become knowledgeable in its Workday configuration set up,validate the tenant data, and jointly document any changes required based on Customer feedback—all in preparation for subsequent tenants to be developed in the upcoming Testing and Deploy(final tenant) stage. More is discussed in the following Customer Confirmation Session section. Collaborative also manages custom report design and support, to the extent listed in the Statement of Work, in this stage. The Collaborative team will build and unit test all integrations according to the approved design document in the configuration tenant.We will test inbound interfaces,which modify data, in the Customer's tenant, and will fully configure them in the configuration tenant.The Collaborative Integrations Lead will manage the Workday Delivery Assurance review of all design. Customer is responsible for obtaining SFTP site set-up for each vendor solution.This is required for Workday approvals of each test level for integrations. If delays in setting up the SFTP sites beyond the Architect stage occur, it may not be possible to enter End-to-End Testing on time,as it is a Collaborative requirement to have final SFTP sites in place. Concurrently,the Organizational Change&Training workstream finalizes the organizational change strategy and subsequent communications and change champion plans,all of which are validated with the broader project team during the OC&T Customer Confirmation session.After functional configurations are reviewed during Customer Confirmation sessions,the OC&T workstream begins Collaborative Solutions,LLC. Proprietary&Confidential 34 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 assembling a consolidated training needs assessment and curriculum plan.Change champion events and targeted communications also begin or continue during this stage, and the initial templates for and development of training materials may begin. Customer Confirmation Sessions The intent of the Customer Confirmation Sessions is to review each functional configuration area, including Customer data validation and each of the associated business processes in the Workday application,to ensure that they are configured per Customer requirements and operate to Customer's satisfaction. For any business process that is incomplete or incorrect,we record the item in the issue log for tracking and resolution.The functional configuration set up, processes, and security can be documented by running reports in the tenant.The review of the configuration includes functional reviews as well as in the context of a related business process and is a critical component of this stage in reviewing the Prototype. During the demonstration,the group identifies any changes,enhancements, or gaps in the Configuration tenant. Changes typically require regression testing and therefore should not made "on the fly" during sessions.Agreed upon changes will be made and tested as soon as practical after the Confirmation sessions.This means some changes may be demonstrated near the end of the planned sessions while others may be reviewed in subsequent workstream meetings. Some changes may not be possible in the current tenant and must be documented for modification in the End-to-End Test Tenant instead. Requested changes which represent a change in scope or newly discovered requirements will be documented and evaluated for priority and impact before proceeding with associated efforts. The Collaborative consultants then prepare any updated Configuration documentation that will highlight all the changes requested by the customer for the End-to-End Tenant.This document directs all changes to be made by the implementation team for the next iteration for Test.These documents also call out processes and functional requirements not satisfied by the Workday system, if any. Finally,the Collaborative consultants organize a Configure and Prototype Stage Signoff meeting where Customer reviews the updated Configuration documentation and formally signs off on the document as the basis for the End-to-End Tenant build requirements.After this final sign off, Customer will become responsible for documenting any further design changes in the configuration documentation. Test Preparation In Configure & Prototype stage,Collaborative's consultants provide a list of sample test scenarios and supply them along with converted Customer data, business processes, and security roles for Customer's consideration in its development of the final test scenarios for the Test stage.Customer also finalizes an overall test strategy/plan outlining test approach, roles and responsibilities,test tools, and confirms success criteria for each of the test stages(End-to-End, User Acceptance, Parallel.)The Collaborative EM leverages the sample test plan materials provided in the Plan stage and supports Customer's Test Lead in any final refinements to the Test Strategy and detailed test plan during this stage. Once Customer completes updates to the test strategy and further documents test scenarios in the Configure and Prototype stage,the Collaborative EM,Customer PM, Customer SME team, and Collaborative consultants conduct a final test scenario review meeting.The Customer Test Lead assigns each test scenario to one or more SMEs in advance of the Test stage to verify that the test executed successfully. Collaborative Solutions,LLC. Proprietary&Confidential 35 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 In addition, prior to opening the End-to-End Test Tenant for the Customer Test stage, Collaborative conducts a configuration and conversion data review with Workday Delivery Assurance to ensure that Workday features and functions are being used in alignment with Workday's guidelines.The Workday Delivery Assurance representative and the Collaborative team conduct a final review meeting with Customer to share any recommendations made by Workday prior to the start of Test stage. Knowledge Transfer Collaborative believes the best knowledge transfer happens organically by Customer SME's working alongside Collaborative resources throughout the course of a project. Knowledge transfer is not a substitute for training and happens in both formal and informal sessions,workstream meetings, one-off conversations,troubleshooting assistance, and many other interactions. Because of its embedded nature, we find it useful to document a schedule/record of knowledge transfer activities between the project team so that it is clear that all necessary knowledge transfer has happened during the project lifecycle.The functional team members will periodically review this document starting during the Configure& Prototype stage to keep an accurate running record of knowledge transfer topics covered. Final sign-off of the document is criteria for the authorization to move to production. Configure & Prototype Stage Responsibilities& Deliverables Collaborative Customer • Workday Functional Configuration Customer • Timely responses to all questions regarding Confirmation Session sessions Customer data • Updated Configuration Tenant • Validation of Configuration Tenant • Unit Test for functional and integrations build 9 SME participation in Customer Confirmation • Tenant Validation Reports Session sessions • Sample test scenarios • Completed custom reports requirements • Sample Defect Tracking Log • Sign-off on Updated Configuration/Design • Updated Configuration documentation for Document for building End-to-End Tenant building the final End-to-End Test Tenant • Updated data provided for End-to-End Tenant • Integration Operations Instructions Guide for Test • Interfacing and managing of all third-party stage vendors for integrations • Build End-to-End Test Tenant • SFTP site set up for all integrations • Complete Workday Functional Delivery Assurance • Participate in Workday Delivery Assurance Review Reviews Findings Meeting • Refinements to Test Strategy and Test Plan as needed Prepare and assign test scenarios Organizational Change&Training* • Conduct OC&T Customer Confirmation Session • Training Needs Assessment&Curriculum Plan • Training materials templates&prototypes • Continue communications&champion activities • Prepare for train-the-trainer(if applicable) *OC&T scope and division of responsibilities are assigned in the statement of work for each project. Collaborative Solutions,LLC. Proprietary&Confidential 36 Kent City n COLLABORATIVE Proposal for HR and Finance Transformation \ SOLUTIONS August 6,2019 Test Stage During the Test Stage,the team ensures the configured Workday system sufficiently meets the needs of the business.The Test Stage consists of three distinct threads of work: • End-to-End Test (includes integrations) • User Acceptance Test • Parallel Test(if Payroll or Payroll Interface are in scope) End-to-End Testing Customer conducts a complete test of the configured End-to-End Tenant functionality and integrations, executing each of the test scenarios while Collaborative consultants provide oversight and support. Collaborative will research any issues, reviewing and documenting any resulting configuration changes with Customer before completing them.The test scenarios will be re-executed by Customer until the designated SME Champions sign off that the test scenario was completed to their satisfaction.The test scenarios should include review and confirmation of interfaces output.The following items are tested: functional configurations, business processes, core integrations, reports,worklets, security configurations,test messages, notifications,to-dos, and event maintenance. Sign off on End-to-End Testing is an entrance criterion for Parallel Testing. End-to-End Testing Responsibilities & Deliverables Collaborative Customer • Participate in Test kickoff session 0 Lead Test kickoff session • Support End-to-End Test and provide issue • Execution of all System test scenarios and test resolution process per Customer-defined test strategy • Workday Payroll Delivery Assurance reviews(as • Maintain Testing Issue Log applicable) . Sign off all integration and functional area tests • Maintain any updates to configuration requirement documentation Organizational Change&Training* • Continue training materials development • Continue communications and champion activities Plan for train-the-trainer and/or training delivery *OC&T scope and division of responsibilities are assigned in the statement of work for each project. User Acceptance Testing User Acceptance Testing (UAT) is designed to certify the Workday application.The UAT stage also helps to ensure that Customer SMEs are confident in their ability to perform their daily tasks using Workday by allowing select business process owners(outside of the core Customer team)to provide final validation that the configured system is ready for Production. During UAT, each scenario is assigned to one or more SMEs to act as business process owners and verify that the test executed successfully. Collaborative Solutions,LLC. Proprietary&Confidential 37 Kent City COLLABORATIVE Proposal for HR and Finance Transformation lb SOLUTIONS August 6,2019 NOTE: The test list is a subset of End-to-End Test scenarios which represent high amounts of end-user system interaction.The SME business process owners will also conduct any ad-hoc testing they choose to ensure the system operates as defined and expected. Issues found will be triaged and resolved in the system by the Customer SME as part of knowledge transfer. Collaborative consultants provide minimal support for UAT testing and typically are the 2nd level support. Support level is defined in the Statement of Work. The Customer SME will document and research any issues with support from the Collaborative consultants,and any resulting configuration changes will be completed by the Customer SME as part of their knowledge transfer.The test scenarios will be re-executed until the designated SME Leads sign off that the test scenarios were completed to their satisfaction.The following items are tested: business processes, roles and routings, messages,to-dos, reports,worklets, executive dashboards and analytics, and go-live security provisioning(SSO, LDAP).The table below lists User Acceptance Testing deliverables. NOTE: Integrations are not a part of UAT testing as these have been signed off in End-to-End. As a subset of UAT, Customer may also choose to engage the Organizational Change &Training team to conduct User Experience Testing(UET).A UET cycle is deployed to give true end-users,traditionally employees and managers,the opportunity to explore the new system,express initial reactions, and provide feedback. During UET,testers do not have the ability to"not accept"the system, but they can provide inputs that may influence training materials, communications messaging, or in-system guidance like help text and notification language.The goal of UET is to pilot the system with a group of users who have had no prior exposure to gain an additional,candid perspective on how the new system will be received. Feedback from UET helps ensure that end-users will be confident in their ability to perform their necessary tasks at go-live. In the Test stage,the Collaborative EM will also provide Customer a sample Cutover Deployment Plan for Customer's use in creating their overall deployment plan.The Collaborative team will provide inputs to the plan and during Deploy to keep the Customer PM up to date on status and completion of the Collaborative activities. User Acceptance Testing Responsibilities& Deliverables Collaborative Customer • Support UAT execution • Develop sub-set or supplemental scenarios as • Sample Cutover Deployment Plan(for Customer's required for additional testing using main set use) • Execution of all UAT test scenarios per Customer defined test management strategy • Update system configuration as required • Sign off on UAT results • Develop and finalize Cutover Deployment Plan • Maintain any updates to configuration requirement documentation Organizational Change&Training* • Continue training materials development • Continue communications and champion activities Collaborative Solutions,LLC. Proprietary&Confidential 38 Kent City n COLLABORATIVE Proposal for HR and Finance Transformation \ SOLUTIONS August 6,2019 User Acceptance Testing Responsibilities& Deliverables • Plan for and conduct User Experience Testing • Plan for train-the-trainer and/or training delivery *OC&T scope and division of responsibilities are assigned in the statement of work for each project. Parallel Testing Payroll or Payroll Interface testing is the validation of same period processing compared against Customer's legacy system. In a newly configured Parallel Tenant Build, Customer enters validation data synchronization activities("catch up transactions") such as compensation and worker data changes (including new hires and current terminations)to reflect and validate payroll results and/or other third- party integration results in a predefined period. Often,these tests require third party environments. Integrations that impact core Payroll (ex:Workday hire/compensation change to Payroll interface or benefits integrations flow to Payroll provider) are tested, as well as YTD tax and tax integrations. Based on the training strategy,training deployment begins at this stage.The table below lists Parallel Testing Deliverables. Parallel Testing Responsibilities& Deliverables Collaborative Customer • Configured Parallel Test Build • Updated worker data for parallel tenant data • Three Parallel Tests Cycles for Workday Payroll, conversion/load (Two if Payroll Interface)) 0 Catch up data transaction entry • Fully functioning integrations to support parallel I • Execute Parallel per Customer defined Parallel testing(inbound to Workday payroll or outbound Test Management Strategy for payroll interface) . Deliver Payroll cycle certifications/complete for • Help support tracking system change Workday Payroll requirements and updates . Update system configuration as required • Facilitate Go-Live Checklist Review • Sign off on Parallel Test • Participate and Sign Off Go-Live Checklist • Maintain any updates to configuration requirement documentation Organizational Change&Training* • Complete training materials development • Continue communications and champion activities • Conduct User Experience Testing, if not completed during UAT • Conduct train-the-trainer and begin training delivery *OC&T scope and division of responsibilities are assigned in the statement of work for each project. Collaborative Solutions,LLC. Proprietary&Confidential 39 Kent City h COLLABORATIVE Proposal for HR and Finance Transformation \ SOLUTIONS August 6,2019 Deploy Stage This stage includes the steps necessary to move the Workday solution into production with the features, functionality, and integrations in scope. Once Testing is complete,the Collaborative team prepares the Gold/Pre-Production Tenant Build. Collaborative and Customer execute a final run of the data conversion from Customer production data, while the Collaborative team loads data and integrations into the Gold tenant and confirms that all audit reports reconcile correctly.Additionally,the Integrations Lead verifies a run start date for all first run integrations and their recurrences based on Customer specific cutover schedule input.The Customer SMEs and Customer PM will certify the final load as ready for production. Based on scope, specific areas may have an additional Workday Delivery Assurance review conducted in a copy of the Gold tenant at this point. The OC&T team is also active during this time,following their pre-established plans and preparing for various communications,training, and champion activities oriented around go-live. A Sustainability Strategy workshop may be conducted shortly before or after go-live to help determine how the change effort will continue after the initial deployment has been completed. The Collaborative EM provides Customer with the Workday Go-Live Checklist.The Collaborative team reviews the Workday Go-Live Authorization with Customer PM and Customer SMEs.Workday requires a signed Go-Live Authorization from Customer PM and Collaborative EM to make the move from Gold/Pre-Production Tenant Build into the Workday production environment.The Collaborative EM will direct Workday to move the Gold tenant to Production status with the signed Go-Live Checklist from Test Stage and the Go-Live Authorization document from Deploy Stage. The Collaborative EM also schedules an introduction of Customer team to the Workday Customer Success Group within two weeks after the go-live date as part of the transition to production. Once the Workday system is live and in production,the Workday Customer Support Group will be the primary contact for the production functionality. Customer is responsible for executing on its Workday Cutover Deployment Plan.The Collaborative team will provide updates on status for the Collaborative-owned deliverables in the overall Cutover Deployment Plan.The Collaborative EM will work with Customer PM to ensure cutover execution meetings are regularly scheduled to ensure timely status updates. Finally,to announce the Go-Live,the Collaborative EM will work Customer PM to prepare and finalize the official Go-Live Announcement for internal distribution within Collaborative and Workday. Deploy Stage Responsibilities& Deliverables Collaborative Customer • Delivery Assurance reviews(as applicable) • Deliver production-quality data • Go-Live Authorization • Manage and execute the Cutover Deployment • Integration Schedule and Recurrences Tracker Plan • Gold/Pre-Production Tenant Build • Conduct Gold tenant validation • Sign-off Knowledge Transfer record Collaborative Solutions,LLC. Proprietary&Confidential 40 Kent City A COLLABORATIVE Proposal for HR and Finance Transformation ` SOLUTIONS August 6,2019 Deploy Stage Responsibilities & Deliverables • Schedule Transition to Production Support • Approved Go-Live Authorization Meeting with Customer(held after go-live) • Approved Workday Go-Live Announcement • Workday Go-Live Announcement • Approve case study, use of Customer name and logo,and reference use Organizational Change&Training* • Deploy and evaluate trainings • Training reinforcement recommendations • Continue communications&champion activities for go-live • User adoption measurement • Sustainability Strategy workshop *OC&T scope and division of responsibilities are assigned in the statement of work for each project. Collaborative Solutions,LLC. Proprietary&Confidential 41