HomeMy WebLinkAboutCAG2019-479 - Change Order - #2 - Collaborative Solutions, LLC - Project 47494 - HCMA Post Architect Session Scope Change/Additional Hours - 06/19/2020Agreement Routing Form
For Approvals, Signatures and Records Management
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to Sign:
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Approval:
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Number:
Grant?
Type:
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Details:
Agreement
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Visit Documents.KentWA.gov to obtain copies of all agreements
This form combines & replaces the Request for Mayor’s Signature and Contract Cover Sheet forms.
(Print on pink or cherry colored paper)
Contract Number:
adccW22373_6_19
The net cost of this change order is $56,165. While additonal
hours were added (+ cost of $349,290), other line item costs
were cut or removed from scope of the contract (- cost of
$293,125). OK to sign, 6/26/2020, TW.
Project Change Order
March 16, 2020
Proprietary & Confidential 1
Project Change Order
This Project Change Order amends the November 21, 2019, Statement of Work for Workday Deployment
Project Change Order is used for requesting, documenting and approving changes to the Workday
deployment including but not limited to: changes to project scope; changes for a major configuration
element; project timeline/schedule changes; integration specifications changes; addition of resources; or
any other deliverable change from the originally planned Workday deployment. Upon execution, this
Project Change Order will become a part of the November 21, 2019, Statement of Work and Master
Services Agreement.
Summary
Customer: City of Kent
SOW/Project Name: PROJ_47494/City of Kent/pay
Change Order #: C02
Project Manager (Customer): Annette Pape, City of Kent
Project Sponsor (Customer): Teri Smith
Engagement Manager (CS): Wendy Landsiedel, Collaborative Solutions
Acceptance Due Date: June 19, 2020
Change Type: Post Architect Session Scope Change
Impact Assessed by: Wendy Landsiedel, Functional Leads
Business Purpose / Reason for Change
The proposed changes were identified during the Architect Sessions held in partnership with City of Kent. The
complexity and intricacy of the details involved in benefits, time keeping, absence, and payroll were unveiled
through detailed discussions surrounding current processes. In an effort to increase accuracy, focus on end-
user ease of transaction, and improve security the team made key business decisions that resulted in additional
scope and hours.
Request Description
Additional Scope as identified through the Architect stage of the Workday deployment in partnership with
Collaborative Solutions.
Function Scope Count
HCM Core Configuration of 1 additional financial organization for the use of
FUND, GRANT, PROGRAM, BU
Up to one (1)
Custom Object to track FTE on Position Up to one (1)
Compensation:
Core
Additional Compensation plans: Allowance Up to twenty-seven
(27)
Project Change Order
March 16, 2020
Proprietary & Confidential 2
Function Scope Count
Additional One-time payment plans Up to eight (8)
Additional Compensation steps Up to four hundred
ninety (490)
Benefits Additional Benefit plans: Group benefit plans into benefit plan
years
Up to sixty-seven (67)
Additional Benefit groups: Based on eligibility criteria Up to four (4)
Additional Enrollment events Up to seventeen (17)
Additional Enrollment rules Up to seven (7)
Configure tenant for the open enrollment cycle. Plan & provider
counts must adhere to the defined number of plans & providers
above
Performance
Management
Configuration of competencies and goals in Workday to be
completed by City of Kent. Up to eighty-five (85) competencies
to be delivered.
Up to eighty-five (85)
Conversion of Core Talent Data: Certifications Up to five (5)
Recruiting Additional Offer letter template(s) Up to one (1) (up to
eight (8) conditional
text blocks per letter)
Learning
Management
Removed from scope
Absence
Management
Additional Time-off plans (accruing) Up to nine (9)
Configuration: Maintain time-off types, eligibility, plans, accruals,
calculations, and balance periods.
Up to one hundred
forty-seven (147)
Additional Leave types with entitlement Up to eight (8)
Additional Leave types for intermittent enable Up to eight (8)
Time Tracking Additional Time entry codes Up to nine (9)
Additional Time calculations Up to thirty-five (35)
Additional Time tracking templates Up to three (3)
Additional Work schedule calendars to be completed by City of
Kent
Up to forty-five (45)
Payroll Additional Earning Codes Up to seventy-five (75)
Additional Deduction codes Up to fifty (50)
Additional payroll calculation rules proportionate to additional
earning and deduction codes
Establish new payroll accounting to depend on organization
structures and the use of FUND, PROGRAM, and GRANT
Up to one (1)
Payroll History: Additional support hours required to convert
current Year-To-Date wage and tax data (payroll) including
taxable wages and subject wages, for federal, state/province, and
local taxes reconciled to tax returns loaded as quarterly data due
to configuration complexity. (Active Employees and Employees
paid within current calendar(go-live) year and Retirees.
Reporting Creation of reports to support City of Kent in DRS, W2, and GL
reporting. Reports should contain the information necessary for
City of Kent to create agency specific reports. All hours
previously in scope for these integrations will be moved to
reporting (390).
Integrations See table immediately following (-190)
Project Change Order
March 16, 2020
Proprietary & Confidential 3
Impact Assessment
Project Activities
Affected:
Collaboration
Configuration
Migration from tenant to tenant
Testing
Data Conversion
Project Schedule
Impact: Project schedule impact has been adjusted as a separate change order.
Delays in change order approval for funding could add further schedule impacts.
Estimated Effort
and Costs:
wing
additional hours of dedicated work at the stated cost estimate:
Role Rate Hours Cost
Functional Architect $240 30 $7,200
Project Change Order
March 16, 2020
Proprietary & Confidential 4
HCM $185 30 $5,550
Learning $185 -423 ($78,255)
Recruiting $185 12 $2,220
Compensation $185 75 $13,875
Benefits $185 203 $37,555
Payroll $185 510 $94,350
Time Tracking $185 193 $35,705
Absence $185 216 $39,960
Talent $185 45 $8,325
Reporting $185 390 $72,150
Integrations $185 -190 ($35,150)
Analyst (HCM, Recruiting, Comp, Benefits, Talent,
Data Conversion)
$120 270 $32,400
Travel Budget Reduction (CCS & June Testing) ($37,000)
Meetings hours budget reduction from SOW* ($142,720)
Total $56,165
Payment Terms
This change order will be billed in accordance with Section 6 of the Master Services Agreement.
Assumptions
This change order is for additional hours dedicated as described in this SOW and attributed to the
schedule change only and does not include any additional hours for future changes that may be made
to scope, requirements, configuration, or unit testing.
All Assumptions from the Statement of Work dated November 21, 2019 apply to this Change Order
Authorization
City of Kent Authorization Signature
Dana Ralph
Collaborative Solutions, LLC Authorization Signature
Name
Mayor
Name
Title President
Date Date
06/30/2020
Project Change Order
March 16, 2020
Proprietary & Confidential 5
Attest:
Kent City Clerk
Approved as to Form:
Kent City Attorney
*Meetings hours budget detail:
Role Rate Hours Cost
John Gilman $185 36 $6,660
Vicki Stevenson $185 36 $6,660
Alecia Holmes $185 36 $6,660
Tracie Rogers $185 36 $6,660
Valerie Sneed $185 36 $6,660
Taylor Ehrlich $120 36 $4,320
Rachel Taylor $185 36 $6,660
Steph Mehmen $240 36 $6,660
Katja Schmidt $185 36 $6,660
Lauren McCombs $185 36 $6,660
Rachel Levy $185 36 $6,660
Wendy Landsiedel $185 28 $6,720
Lauren Drozynski $240 36 $8,640
Brennan Borunda $185 36 $6,660
Barbara Neel $185 36 $6,660
Jo Nading $185 36 $6,660
Ryan Roberts $280 28 $7,840
David Curtis $185 36 $6,660
Kevin Hare $185 36 $6,660
Latrice Brown $185 36 $6,660
Meetings hours budget reduction
from SOW*
740 ($142,720)
City of Kent HR-pay CO2 REVISED
Final Audit Report 2020-06-23
Created: 2020-06-23
By: Dana Schools (dschools@collaborativesolutions.com)
Status: Signed
Transaction ID: CBJCHBCAABAAyBOgpOdKiuGToOc7zLKg7hffZOXDsdDR
"City of Kent HR-pay CO2 REVISED" History
s Document created by Dana Schools (dschools@collaborativesolutions.com)
2020-06-23 - 4:38:35 PM GMT- IP address: 74.217.93.154
Document emailed to Bob Mailer (rmaller@collaborativesolutions.com) for signature
2020-06-23 - 4:39:04 PM GMT
`1 Email viewed by Bob Mailer (rmaller@collaborativesolutions.com)
2020-06-23 - 5:44:27 PM GMT- IP address: 68.224.187.99
i�o. Document e-signed by Bob Mailer (rmaller@collaborativesoiutions.com)
Signature Date: 2020-06-23 - 5:44:39 PM GMT - Time Source: server- IP address: 68.224.187.99
® Signed document emaiied to Bob Mailer (rmaller@collaborativesoiutions.com) and Dana Schools
(dschools@collaborativesoiutions.com)
2020-06-23 - 5:44:39 PM GMT
COLLABORATIVE ,,.By
SOLUTIONS AdobeSlgn
City of Kent Purchase Order
Order number must appear on all invoices, packages, etc.
Order #
Order Date:
155771 OP
11/22/2019
This document is hereby deemed a valid purchase order and authorizes the procurement of
the materials and/or services indicated. Please let us know immediately if you are unable to
ship the complete order.
Ordered by:Sandra Pedersen
Info Tech-Administration
253-856-4600
Ship to: City of Kent
Information Technology
400 West Gowe Street
Suite 122
Kent, WA 98032
Bill to: City of Kent
Accounts Payable
220 4th Avenue South
Kent, WA 98032
Phone: (253) 856-5230
Vendor: 2133649
Collaborative Solutions, LLC
11190 Sunrise Valley Dr Ste 110
Reston, VA 20191
Payment Terms: Net 30
Line Item #Description Quantity Unit Cost Ext. Cost Sales Tax Total Cost
29 Change Order 2 | Additional Professional Svcs 56,165.00 56,165.00
Approved by: Carrington, Michael Charles
Mayor's Signature: ________________________________________
(Required for contracts over $20,000)
Subtotal:56,165.00
Sales Tax:0.00
Total:56,165.00
DATE: June 2, 2020
TO: Kent City Council
SUBJECT: HCMA/Human Capital Management & Automation – Project
Budget, Contracts, and Change Orders - Authorize
MOTION: Establish a new budget for the HCMA project at $4.39 million;
authorize the Mayor to sign all contracts, change orders, and other
documents necessary to advance the HCMA project that cumulatively do
not exceed the project budget, subject to final terms and conditions
acceptable to City Administration and the City Attorney; ratify past actions
consistent with this motion; provide that future change orders beyond the
project budget, but within the overall City budget, be authorized according
to their amended contract values and in accordance with the Kent City
Code; and authorize the Mayor to sign contract renewals under the terms
of the project contracts within established budgets.
SUMMARY: The Human Capital Management and Automation (HCMA) project’s
primary objective is to systemically resolve the City’s human capital management
and automation “pay” related business process issues. Focus is placed on fixing and
improving Human Resources, Finance, Information Technology, and citywide
timekeeping workflows. Supporting this work will include the deployment of a new
business system technology platform - Workday, being implemented by
Collaborative Solutions, LLC, originally projected not to exceed $2.15 million. The
key business driver associated with HCMA is to minimize, and where possible
eliminate, sources of systemic process errors by implementing the necessary
measures to continually improve end-to-end personnel, employee benefits,
scheduling, timekeeping and payroll accuracy. This includes responsive time entry,
in-place and post-payroll processing.
There are two reasons for the increase in the project budget from the $2.15 million
Council established in October 2019 to the $4.39 million sought today: 1) actual
contract costs that came in higher than originally estimated, and 2) the reallocation
of planned (i.e. not unexpected) costs from other parts of the City budget to the
HCMA project budget.
The Council is familiar with public works projects, where an engineer or architect
estimates the cost, staff bids the project, and the low bid can come in under or over
the estimate. In addition, public works projects almost always have change orders
that increase costs during the construction phase and therefore the project budget
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usually includes a contingency. Technology projects are similar in that staff
estimates the cost, but actual contract costs can come in under or over the
estimate, resulting in projects that require change orders.
The original estimate for the Workday and Collaborative Solutions contracts was
$1.63 million and the actual contract costs came in at $2.79 million. A significant
reason for the contracts coming in over the original estimate is the vendors insisted
they include not only the cost of the capital project but future annual subscription
costs as well (3 full years). Therefore, staff needs to move expenses that were
expected to appear in future operating budgets into the HCMA capital project to
align with contract amounts.
The original estimate for change orders was $200,000 and change orders from
inception to date have totaled close to $300,000. The larger of the two change
orders moved the “go live” date from October to December 2020, in part due to
COVID-19-related scheduling challenges.
Other costs beyond ongoing subscriptions that staff did not expect to appear in the
project budget last fall include 1) a separate but closely related IT capital project
called Telestaff, and 2) costs associated with the IT project manager assigned to
the HCMA project. Telestaff at $106,400 integrates with Workday and makes the
system work more effectively for work groups with highly complex schedules and
pay calculations such as the City’s Police Department. The Mayor signed the
contract to originally acquire the Telestaff software, but Council approval is needed
to authorize the contract provisions that allow future renewals of the software at
the contracted for subscription cost. The IT project manager was originally included
in the IT operating budget. The position’s move into the HCMA capital project
budget is part of a larger reallocation that Council approved in the last budget
process that moved a portion of all IT project managers from the operating budget
to the appropriate capital project budgets consistent with best practices in
budgeting.
The original project budget also included funds to hire temporary limited term
and/or temporary staff to backfill current staff assigned to the project. The
estimate for this expense was $320,000 and the actual cost is forecasted at
$629,240. This includes partial coverage for the unexpected departure of the City’s
Accounting and Reporting Manager from the project/Finance department.
EXHIBITS:
1. Copies of the applicable change orders for Workday, Collaborative Solutions,
and Telestaff are included. The main contracts are voluminous and available
upon request.
2. US Communities Purchasing Cooperative Agreement
BUDGET IMPACT: The new budget for the HCMA project is being reestablished at
$4.39 million. Components of the budget include the Workday product at $982,763,
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Collaborative Solutions’ implementation services at $2,106,949 (including all
change orders to date), Telestaff at $106,400, staff backfill at $629,240, project
management at $160,000, and a contingency of $400,000. Funding will come from
a combination of IT Capital Fund Balance, IT Operating accounts along with several
other Capital resource funds.
SUPPORTS STRATEGIC PLAN GOAL:
Innovative Government - Delivering outstanding customer service, developing leaders, and
fostering innovation.
Evolving Infrastructure - Connecting people and places through strategic investments in physical
and technological infrastructure.
Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and
inviting parks and recreation.
Sustainable Services - Providing quality services through responsible financial management,
economic growth, and partnerships.
ATTACHMENTS:
1.Collaborative Solutions C01-City of Kent (DOCX)
2.Collaborative Solutions_C02-City of Kent Revised (002) (DOCX)
3.Kronos_47948 CO - CITY OF KENT, TSG, Telestaff (PDF)
4.USC MICPA 11-8-2018 (PDF)
05/26/20 Committee of the Whole RECOMMENDED TO
COUNCIL BY CONSENSUS
RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS
Next: 6/2/2020 7:00 PM
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