Item 4.1 - Award of Contract for purchase and implementation of Tyler Munis Finance, H.R. and Payroll System and NextLevelCity of Poway
COUNCIL AGENDA REPORT
APPROVED d
APPROVED AS AMENDED 9
(SEE MINUTES)
DENIED 0
REMOVED 9
CONTINUED
RESOLUTION NO.
DATE: May 2, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Peter Moote, Acting Finance DirectoK1h
CONTACT: Brad Rosen, Information Technology \\ Manager
(858) 668-4452 or brosen@poway.org y�
SUBJECT:
Summary:
Approval of Agreement between the City of Poway and
Tyler Technologies, Inc. for the Purchase and
Implementation of a Finance, Human Resources and
Payroll System; Approval of Agreement with NexLevel
Information Technology, Inc. for Project Management
Services; Approval of Contingency Funds for Staffing
and Purchase of Hardware/Software.
The City's current business system software, Ellucian Banner (Banner), was implemented
in 1994. While the City has successfully used the Banner Finance and HR modules for
many years, the company's focus for the Banner product has been to develop primarily
for their higher education client base, which now represents the majority of Banner
deployments. In addition, Ellucian's changes to their higher education modules have
caused issues with Poway's Banner implementation. As a result, Banner upgrades have,
at times, been difficult to accomplish and have taken long periods to complete.
Additionally, the Banner system operates on a SUN Microsystems Unix server and an
Oracle database. While this has been an extremely stable computing environment, it
requires a specialized skillset to maintain, and the City has found it necessary to contract
with an outside vendor to provide technical support. Although our consultant has done
an excellent job with our environment, vendors that support the Banner software suite are
scarce. This is cause for concern as our system continues to age. Additionally, with
pending retirements in the Finance and Human Resources departments, the City will lose
in-house expertise in the Banner system, causing concern regarding its continued use.
Through the implementation of an up-to-date Enterprise Resource Planning (ERP)
system and best business practices, the City can gain operational efficiencies by
eliminating redundant processes, while improving business process workflow and
integration between applications. Examples of improved processes include the electronic
routing and processing of purchase requisitions, warrant requests, and human resources
actions, and enhanced department access to budget development, management and
reporting tools with minimal reliance on Finance staff. An important focus of this project
will be to reevaluate existing business processes, and revise procedures to fully leverage
a new system capable of facilitating the flow of information within a single unified system.
1 of 117 May 2, 2017, Item #4.1
Approval of an Agreement for ERP Implementation
May 2, 2017
Page 2
Based on the duration and comprehensive nature of this project and the City's current
staffin g level, staff recommends contracting for the expertise of an experienced
professional (i.e., consultant) to assist with the planning, managing and monitoring of the
system's implementation. Staff has found other agencies with comparable staffing and
resources that have successfully utilized a consultant to act as an ERP Project Manager,
and recommended that Poway take this approach.
Recommended Action:
Authorize the City Manager to enter into an agreement with Tyler Technologies Inc., for
purchase and implementation of the MUNIS ERP software; and an agreement with
NexLevel Information Technology, Inc. (NexLevel), for implementation project
management; and approval of contingency funds for overtime and /or additional temporary
staffing; and purchase of required hardware to support this application.
Discussion:
In selecting a preferred provider, staff worked with our consultant, NexLevel, to draft a
Request for Proposal (RFP) that included a detailed list of software functional
requirements across all desired applications. The requirements were developed in
consultation with key users from every City department. The City issued an RFP in May
2016 and received proposals from Tyler Technologies, Inc. (Tyler) and Cogsdale
Corporation (Cogsdale). The small number of proposals received was the result of a
recently changed marketplace for mid -sized local government ERP systems due to larger
companies acquiring their competition.
RFP cost results are as follows:
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P`ro oral Arnc unfi .. - .....
..........
Tyler Technolo ies
$502,433
Cogsdale
$913,174
With assistance from NexLevel consultants, staff engaged in a comprehensive multi -step
process to review and select a preferred vendor. The core evaluation team analyzed and
ranked responses based on the following factors: ability to meet City's functional
requirements, costs within budget, implementation methodology, compatibility with the
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City's technology standards, support availability, financial stability of the vendor, and the
overall RFP response submitted. From this analysis, Cogsdale was eliminated and Tyler
was selected.
A citywide evaluation team consisting of representatives from multiple departments was
formed to evaluate and score the proof of capabilities (POC) of the Munis system. Tyler
representatives presented their proposal following a City compiled script to demonstrate
their system's functionality compared to City requirements, and responded to questions.
Evaluation team members completed Evaluation Reports, rated the application as
presented, and scored Tyler based on pre- determined criteria, including reference
checks, site visits, risk mitigation, proof of concept ranking, total cost, product support,
and disaster recovery.
2 of 117 May 2, 2017, Item ##4.1
Approval of an Agreement for ERP Implementation
May 2, 2017
Page 3
Based on the findings of the evaluation team, staff is recommending Tyler as the highest
qualified vendor that best meets the needs of the City. Tyler distinguished itself during
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the selection process by offering a cost competitive system with comprehensive features
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including orkflow processing and advanced reporting capabilities, third party interface
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capabilities, excellent customer references, and qualified support and implementation
staff. Tyler has installed over 1,400 similar systems throughout the country, focusing
exclusively on the public sector. Additionally, Tyler's Munis software suite is currently
installed in over 80 public sector agencies in California, including the cities of Encinitas,
San Marcos Vista, El Cajon, Chino, Covina, Glendale, Mission Viejo, Newport Beach,
Pasadena Perris, Santa Barbara, Santa Monica, Simi Valley, Upland, Victorville and
Walnut Creek. The use of Tyler's Munis software by neighboring cities in San Diego
provides staff the ability to learn from their experiences and incorporate best practices in
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the implementation and ongoing use of the system.
Implementation of the project is expected to last approximately 18 months and will
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address the core functions of finance, payroll, and human resources. Total cost for the
Tyler software licenses, implementation, data conversion, training, and travel is $502,433.
Staff has identified several optional Tyler modules that could be implemented in the future
but are not required during the initial phase of the implementation. Total cost of the
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optional modules for possible future consideration is $66,537 and is requested as part of
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this approval. The FY17 -18 proposed budget will include requests to attend the Tyler
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users conference for enhanced staff training, best practices in use of the system, and to
learn about upcoming and enhanced features.
The annual maintenance and support fees for the first year have been waived. The
second Y ear annual maintenance, full -site licensing and support fees are anticipated to
The on be $44,065. annual support and maintenance costs will be absorbed by the
ongoing
elimination of comparable existing license, maintenance and support costs for the current
ERP system.
Based on the duration and comprehensive nature of the project, staff recommends
contractin g for the expertise of an experienced consultant to assist in planning, managing,
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monitoring nd executing the implementation of the ERP system. Input was requested
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from other agencies that have completed similar implementations, and the use of a project
implementation manager was strongly recommended. To address this need, the City
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recommends utilizin g NexLevel to continue to work with the City as an extension of their
current agreement. NexLevel has extensive experience in project management and
business p rocess analysis, including specific experience with the Tyler Munis system.
City nformation Technology staff will serve as the internal project manager, and provide
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oversight of the project in conjunction with NexLevel. Staff recommends entering into an
agreement with NexLevel for the duration of this project. The consultants responsibilities
will include:
• Analyzing and documenting miscellaneous notes, manual processes and
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independent data repositories.
• Workin g Y with the City's project manager and Tyler to develop a project plan,
monitor progress against the plan and update the plan as needed.
3 of 117 May 2, 2017, Item #4.1
Approval of an Agreement for ERP Implementation
May 2, 2017
Page 4
• Identifying and resolving project implementation and support issues.
• Performing assigned system administration tasks for Munis applications.
• Facilitating status meetings with the vendor and project team and department user
meetings as necessary.
• Performing assigned tasks related to user acceptance testing of the systems for
the above applications.
• Performing assigned tasks related to the documentation of business processes
and review with subject matter experts.
• Providing bi- weekly status reports for vendor status meetings.
Staff estimates the need for an average of 52 hours per month of consulting from
NexLevel to support this project. NexLevel will only bill for actual hours required as
determined by the City, under a contract not to exceed $163,800.
In addition to support from NexLevel, staff resources will be impacted for the duration of
this Jro'ect. Staff from Human Resources and Finance, as well as analyst and
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administrative staff from other departments, will be required to perform extensive testing
durin g the implementation of the software. Significant tasks include the building of a new
chart of accounts, data conversion, accuracy of employee data, benefit information,
deduction and pay codes, and reporting. Additionally, when the Tyler implementation
team is on -site, subject matter expert City staff will need to fully devote time to the project.
This effort will either require overtime or the need to backfill positions with temporary staff.
Staff is requesting contingency funds in the amount of $85,000 for this purpose.
The Tyler Munis system will be run on a Microsoft operating system and be housed in a
Microsoft SQL database. Per specifications provided by Tyler, additional server hardware
and Microsoft software must be purchased to support this environment. Total cost for
hardware and software is $29,500.
The entire cost of the project, including the Munis software suite, Tyler implementation
services, implementation consulting, overtime and additional temporary staffing
resources and server hardware is $847,270.
Environmental Review:
This item is not subject to CEQA review.
Fiscal Impact:
The FY 2016 -17 budget provides $785,000 toward the project, requiring an additional
appropriation ro riation of $62,270. The source of funding for the project is the Capital Replacement
Fund 0108 -611). To ensure sufficient funds are available in any given fiscal year for the
replacement of City equipment, vehicles, and major systems that have reached the end
of their useful life, annual operating budgets include an allocation towards anticipated
replacement costs based on projected useful life. Funding levels for the replacement
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allocations are adjusted with each budget cycle to ensure sustainability of the City's
replacement program.
4 of 117 May 2, 2017, Item #4.1
Approval of an Agreement for ERP Implementation
May 2, 2017
Page 5
Public Notification:
A co of this notice was provided to Tyler Technologies Inc., One Tyler Drive, Yarmouth,
copy �
ME 04096, and NexLevel Information Technology, Inc., 6829 Fair Oaks Blvd., Suite 100,
Carmichael, CA 95608.
Attachments:
A. Tyler Technologies License and Service Agreement
B. Solution Pricing Summary
C. Consulting Services Agreement with NexLevel Information Technology, Inc.
Reviewed /Approved By
Wend aserman
Assistant City Manager
Reviewed By:
Morgan Foley
City Attorney
Approved By:
Tina M. White
City Manager
5 of 117 May 2, 2017, Item #4.1
LICENSE AND SERVICES AGREEMENT
This License and Services Agreement is made between Tyler Technologies, Inc. a Delaware corporation (“Tyler”)
and the City of Poway, a general law city and municipal corporation (“Client”).
WHEREAS, Client selected Tyler to license the software products and perform the services set forth in the
Investment Summary and Tyler desires to perform such actions under the terms of this Agreement;
NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth in this
Agreement, Tyler and Client agree as follows:
SECTION A – DEFINITIONS
•“Agreement” means this License and Services Agreement.
•“Business Travel Policy” means our business travel policy. A copy of our current Business Travel Policy
is attached as Schedule 1 to Exhibit B.
•“Client” means City of Poway, CA.
•“Defect” means a failure of the Tyler Software to substantially conform to the functional descriptions
set forth in our written proposal to you, or their functional equivalent. Future functionality may be
updated, modified, or otherwise enhanced through our maintenance and support services, and the
governing functional descriptions for such future functionality will be set forth in our then-current
Documentation.
•“Developer” means a third party who owns the intellectual property rights to Third Party Software.
•“Documentation” means any online or written documentation related to the use or functionality of the
Tyler Software that we provide or otherwise make available to you, including instructions, user guides,
manuals and other training or self-help documentation.
•“Effective Date” means the date on which your authorized representative signs the Agreement.
•“Force Majeure” means an event beyond the reasonable control of you or us, including, without
limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other cause
that could not with reasonable diligence be foreseen or prevented by you or us.
•“Investment Summary” means the agreed upon cost proposal for the software, products, and services
attached as Exhibit A.
•“Invoicing and Payment Policy” means the invoicing and payment policy. A copy of our current
Invoicing and Payment Policy is attached as Exhibit B.
•“Maintenance and Support Agreement” means the terms and conditions governing the provision of
maintenance and support services to all of our customers. A copy of our current Maintenance and
Support Agreement is attached as Exhibit C.
•“Support Call Process” means the support call process applicable to all of our customers who have
licensed the Tyler Software. A copy of our current Support Call Process is attached as Schedule 1 to
Exhibit C.
•“Third Party Terms” means, if any, the end user license agreement(s) or similar terms for the Third Party
Software, as applicable and attached as Exhibit D.
•“Third Party Hardware” means the third party hardware, if any, identified in the Investment Summary.
ATTACHMENT A6 of 117 May 2, 2017, Item #4.1
•“Third Party Products” means the Third Party Software and Third Party Hardware.
•“Third Party Software” means the third party software, if any, identified in the Investment Summary.
•“Tyler” means Tyler Technologies, Inc., a Delaware corporation.
•“Tyler Software” means our proprietary software, including any integrations, custom modifications,
and/or other related interfaces identified in the Investment Summary and licensed by us to you through
this Agreement.
•“we”, “us”, “our” and similar terms mean Tyler.
•“you” and similar terms mean Client.
SECTION B – SOFTWARE LICENSE
1.License Grant and Restrictions.
1.1 We grant to you a license to use the Tyler Software for your internal business purposes only, in the
scope of the internal business purposes disclosed to us as of the Effective Date. You may make copies of
the Tyler Software for backup and testing purposes, so long as such copies are not used in production
and the testing is for internal use only. Your rights to use the Tyler Software are perpetual but may be
revoked if you do not comply with the terms of this Agreement.
1.2 Without limiting the terms of Section 1.1, you understand and agree that the Transparency Portal
modules set forth in the Investment Summary are licensed to you on a subscription basis. If you do not
pay the required annual fee in accordance with the Invoicing and Payment Policy, your license to use the
associated module will be suspended unless and until payment in full has been made.
1.3 The Documentation is licensed to you and may be used and copied by your employees for internal, non-
commercial reference purposes only.
1.4 You may not: (a) transfer or assign the Tyler Software to a third party; (b) reverse engineer, decompile,
or disassemble the Tyler Software; (c) rent, lease, lend, or provide commercial hosting services with the
Tyler Software; or (d) publish or otherwise disclose the Tyler Software or Documentation to third
parties.
1.5 The license terms in this Agreement apply to updates and enhancements we may provide to you or
make available to you through your Maintenance and Support Agreement.
1.6 The right to transfer the Tyler Software to a replacement hardware system is included in your license.
You will give us advance written notice of any such transfer and will pay us for any required or
requested technical assistance from us associated with such transfer.
1.7 We reserve all rights not expressly granted to you in this Agreement. The Tyler Software and
Documentation are protected by copyright and other intellectual property laws and treaties. We own
the title, copyright, and other intellectual property rights in the Tyler Software and the Documentation.
The Tyler Software is licensed, not sold.
2.License Fees. You agree to pay us the license fees in the amounts set forth in the Investment Summary.
Those amounts are payable in accordance with our Invoicing and Payment Policy.
3.Escrow. We maintain an escrow agreement with a third party under which we place the source code for
each major release of the Tyler Software. You may be added as a beneficiary to the escrow agreement by
7 of 117 May 2, 2017, Item #4.1
completing a standard beneficiary enrollment form and paying the annual beneficiary fee set forth in the
Investment Summary. You will be responsible for maintaining your ongoing status as a beneficiary, including
payment of the then-current annual beneficiary fees. Release of source code for the Tyler Software is
strictly governed by the terms of the escrow agreement.
4.Limited Warranty. We warrant that the Tyler Software will be without Defect(s) as long as you have a
Maintenance and Support Agreement in effect. If the Tyler Software does not perform as warranted, we will
use all reasonable efforts, consistent with industry standards, to cure the Defect as set forth in the
Maintenance and Support Agreement.
5.Tyler Software Data Dictionary. Tyler shall make available to the Client, upon request, after execution of this
Agreement, the data dictionary for the Munis database installed in connection with this Agreement,
including information about tables and views. Tyler specifically acknowledges and agrees that such data
dictionary contains tables (defaults and keys) and views. The Client specifically acknowledges and agrees
that the data dictionary contains proprietary Tyler Confidential Information as that term is defined in
Section 17 of this Agreement and shall only be disclosed if required by law and then, only after the
procedures set forth in Section 17 are complied with. The information should be rendered to Client in one
of the following generally acceptable formats, with the choice of format at Tyler’s option:
5.1 Desktop publishing quality document consistent with technical documentation presentations (e.g.
PDF, MS Word)
5.2 Spreadsheet workbook (e.g. OpenOffice, Excel)
5.3 Narratives with graphical supplements (e.g. Visio, PowerPoint)
5.4 Any other format mutually agreed upon by the Client and Tyler
SECTION C – PROFESSIONAL SERVICES
1.Services. We will provide you the various implementation-related services itemized in the Investment
Summary and described in our industry standard implementation plan. We will finalize that documentation
with you upon execution of this Agreement.
2.Professional Services Fees. You agree to pay us the professional services fees in the amounts set forth in the
Investment Summary. Those amounts are payable in accordance with our Invoicing and Payment Policy.
You acknowledge that the fees stated in the Investment Summary are good-faith estimates of the amount of
time and materials required for your implementation. We will bill you the actual fees incurred based on the
in-scope services provided to you. Any discrepancies in the total values set forth in the Investment
Summary will be resolved by multiplying the applicable hourly rate by the quoted hours.
3.Additional Services. The Investment Summary contains the scope of services and related costs (including
programming and/or interface estimates) required for the project based on our understanding of the
specifications you supplied. If additional work is required, or if you use or request additional services, we
will provide you with an addendum or change order, as applicable, outlining the costs for the additional
work. The price quotes in the addendum or change order will be valid for thirty (30) days from the date of
the quote.
4.Cancellation. We make all reasonable efforts to schedule our personnel for travel, including arranging travel
reservations, at least two (2) weeks in advance of commitments. Therefore, if you cancel services less than
two (2) weeks in advance (other than for Force Majeure or breach by us), you will be liable for all (a) non-
refundable expenses incurred by us on your behalf, and (b) daily fees associated with cancelled professional
8 of 117 May 2, 2017, Item #4.1
services if we are unable to reassign our personnel. We will make all reasonable efforts to reassign
personnel in the event you cancel within two (2) weeks of scheduled commitments.
5. Services Warranty. We will perform the services in a professional, workmanlike manner, consistent with
industry standards. In the event we provide services that do not conform to this warranty, we will re-
perform such services at no additional cost to you.
6. Site Access and Requirements. At no cost to us, you agree to provide us with full and free access to your
personnel, facilities, and equipment as may be reasonably necessary for us to provide implementation
services, subject to any reasonable security protocols or other written policies provided to us as of the
Effective Date, and thereafter as mutually agreed to by you and us. You further agree to provide a
reasonably suitable environment, location, and space for the installation of the Tyler Software and any Third
Party Products, including, without limitation, sufficient electrical circuits, cables, and other reasonably
necessary items required for the installation and operation of the Tyler Software and any Third Party
Products.
7. Client Assistance. You acknowledge that the implementation of the Tyler Software is a cooperative process
requiring the time and resources of your personnel. You agree to use all reasonable efforts to cooperate
with and assist us as may be reasonably required to meet the agreed upon project deadlines and other
milestones for implementation. This cooperation includes at least working with us to schedule the
implementation-related services outlined in this Agreement. We will not be liable for failure to meet any
deadlines and milestones when such failure is due to Force Majeure or to the failure by your personnel to
provide such cooperation and assistance (either through action or omission).
8. Personnel
8.1 Project Manager. Each party shall appoint a project manager. The project managers shall meet as
needed to coordinate, review and ensure Tyler’s performance under the Agreement. Client’s project
manager will oversee the administration of Tyler’s tasks under this Agreement.
8.2 Personnel. Tyler shall exercise commercially reasonable efforts to not reassign its personnel assigned to
Client’s projects. Client may request personnel changes with or without cause. Client shall permit Tyler
reasonable opportunity to cure requests to remove personnel for cause. Any replacement personnel
assigned by Tyler shall have sufficient experience and familiarity with the Client’s project in order to
provide services in accordance with the requirements of this Agreement prior to Tyler designating
personnel. If Client disputes that Tyler personnel assigned to the Client have sufficient experience and
familiarity with the Client’s project in order to provide services in accordance with the requirements of
this Agreement, then the dispute will be resolved by proceeding with the dispute process set forth in
Section I, Subsection 3 below.
8.3 No Subcontractors. Tyler represents and warrants that it will not use subcontractors in performing this
Agreement.
SECTION D – MAINTENANCE AND SUPPORT
This Agreement includes the period of free maintenance and support services identified in the Invoicing and
Payment Policy. If you have purchased ongoing maintenance and support services, and continue to make
timely payments for them according to our Invoicing and Payment Policy, we will provide you with
maintenance and support services for the Tyler Software under the terms of our standard Maintenance and
Support Agreement.
9 of 117 May 2, 2017, Item #4.1
If you have opted not to purchase ongoing maintenance and support services for the Tyler Software, the
Maintenance and Support Agreement does not apply to you. Instead, you will only receive ongoing
maintenance and support on the Tyler Software on a time and materials basis. In addition, you will:
(i) receive the lowest priority under our Support Call Process;
(ii) be required to purchase new releases of the Tyler Software, including fixes, enhancements and
patches;
(iii) be charged our then-current rates for support services, or such other rates that we may
consider necessary to account for your lack of ongoing training on the Tyler Software;
(iv) be charged for a minimum of two (2) hours of support services for every support call; and
(v) not be granted access to the support website for the Tyler Software or the Tyler Community
Forum.
SECTION E – THIRD PARTY PRODUCTS
To the extent there are any Third Party Products set forth in the Investment Summary, the following terms and
conditions will apply:
1. Third Party Hardware. We will sell, deliver, and install onsite the Third Party Hardware, if you have
purchased any, for the price set forth in the Investment Summary. Those amounts are payable in
accordance with our Invoicing and Payment Policy.
2. Third Party Software. Upon payment in full of the Third Party Software license fees, you will receive a non-
transferable license to use the Third Party Software and related documentation for your internal business
purposes only. Your license rights to the Third Party Software will be governed by the Third Party Terms.
2.1 We will install onsite the Third Party Software. The installation cost is included in the installation fee in
the Investment Summary.
2.2 If the Developer charges a fee for future updates, releases, or other enhancements to the Third Party
Software, you will be required to pay such additional future fee.
2.3 The right to transfer the Third Party Software to a replacement hardware system is governed by the
Developer. You will give us advance written notice of any such transfer and will pay us for any required
or requested technical assistance from us associated with such transfer.
3. Third Party Products Warranties.
3.1 We are authorized by each Developer to grant or transfer the licenses to the Third Party Software.
3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive free and
clear title to the Third Party Hardware.
3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not warrant or
guarantee the performance of the Third Party Products. However, we grant and pass through to you
any warranty that we may receive from the Developer or supplier of the Third Party Products.
4. Maintenance. If you have a Maintenance and Support Agreement in effect, you may report defects and
other issues related to the Third Party Software directly to us, and we will (a) directly address the defect or
issue, to the extent it relates to our interface with the Third Party Software; and/or (b) facilitate resolution
10 of 117 May 2, 2017, Item #4.1
with the Developer, unless that Developer requires that you have a separate, direct maintenance agreement
in effect with that Developer. In all events, if you do not have a Maintenance and Support Agreement in
effect with us, you will be responsible for resolving defects and other issues related to the Third Party
Software directly with the Developer.
SECTION F – INVOICING AND PAYMENT; INVOICE DISPUTES
1. Invoicing and Payment. We will invoice you for all fees set forth in the Investment Summary per our
Invoicing and Payment Policy, subject to Section F(2).
2. Invoice Disputes. If you believe any delivered software or service does not conform to the warranties in this
Agreement, you will provide us with written notice within thirty (30) days of your receipt of the applicable
invoice. The written notice must contain reasonable detail of the issues you contend are in dispute so that
we can confirm the issue and respond to your notice with either a justification of the invoice, an adjustment
to the invoice, or a proposal addressing the issues presented in your notice. We will work with you as may
be necessary to develop an action plan that outlines reasonable steps to be taken by each of us to resolve
any issues presented in your notice. You may withhold payment of the amount(s) actually in dispute, and
only those amounts, until we complete the action items outlined in the plan. If we are unable to complete
the action items outlined in the action plan because of your failure to complete the items agreed to be done
by you, then you will remit full payment of the invoice. We reserve the right to suspend delivery of all
services, including maintenance and support services, if you fail to pay an invoice not disputed as described
above within fifteen (15) days of notice of our intent to do so.
SECTION G – TERMINATION
1. For Cause. If you believe we have materially breached this Agreement, you will invoke the Dispute
Resolution clause set forth in Section I(3). You may terminate this Agreement for cause in the event we do
not cure, or create a mutually agreeable action plan to address, a material breach of this Agreement within
the thirty (30) day window set forth in Section I(3). In the event of termination for cause, you will pay us for
all undisputed fees and expenses related to the software, products, and/or services you have received, or
we have incurred or delivered, prior to the effective date of termination.
2. Without Cause. You may unilaterally terminate this Agreement without cause upon thirty (30) days written
notice. In the event of such a termination, you will pay us for all undisputed fees and expenses related to
the software and/or services you have received, or we have incurred or delivered, prior to the effective date
of termination. Any disputed fees and expenses must have been submitted to the Invoice Dispute process
set forth in Section F(2) prior to the effective date of termination in order to be withheld at termination.
You will not be entitled to a refund or offset of previously paid license and other fees.
3. Lack of Appropriations. If you should not appropriate or otherwise receive funds sufficient to purchase,
lease, operate, or maintain the software or services set forth in this Agreement, you may unilaterally
terminate this Agreement effective on the final day of the fiscal year through which you have funding. You
will make every effort to give us at least thirty (30) days written notice prior to a termination for lack of
appropriations. In the event of termination due to a lack of appropriations, you will pay us for all
undisputed fees and expenses related to the software and/or services you have received, or we have
incurred or delivered, prior to the effective date of termination. Any disputed fees and expenses must have
been submitted to the Invoice Dispute process set forth in Section F(2) at the time of termination in order to
be withheld at termination. You will not be entitled to a refund or offset of previously paid license and
11 of 117 May 2, 2017, Item #4.1
other fees.
4. Force Majeure. Except for your payment obligations, either you or we may terminate this Agreement if a
Force Majeure event suspends performance of scheduled tasks for a period of forty-five (45) days or more.
In the event of termination due to Force Majeure, you will pay us for all undisputed fees and expenses
related to the software and/or services you have received, or we have incurred or delivered, prior to the
effective date of termination. Any disputed fees and expenses must have been submitted to the Invoice
Dispute process set forth in Section F(2) at the time of termination in order to be withheld at termination.
You will not be entitled to a refund or offset of previously paid license and other fees.
SECTION H – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE
1. Intellectual Property Infringement Indemnification.
1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation infringes
that third party’s patent, copyright, or trademark, or misappropriates its trade secrets, and will pay the
amount of any resulting adverse final judgment (or settlement to which we consent). You must notify us
promptly in writing of the claim and give us sole control over its defense or settlement. You agree to
provide us with reasonable assistance, cooperation, and information in defending the claim at our
expense.
1.2 Our obligations under this Section H(1) will not apply to the extent the claim or adverse final judgment is
based on your: (a) use of a previous version of the Tyler Software and the claim would have been
avoided had you installed and used the current version of the Tyler Software, and we provided notice of
that requirement to you; (b) combining the Tyler Software with any product or device not provided,
contemplated, or approved by us; (c) altering or modifying the Tyler Software, including any
modification by third parties at your direction or otherwise permitted by you; (d) use of the Tyler
Software in contradiction of this Agreement, including with non-licensed third parties; or (e) willful
infringement, including use of the Tyler Software after we notify you to discontinue use due to such a
claim.
1.3 If we receive information concerning an infringement or misappropriation claim related to the Tyler
Software, we may, at our expense and without obligation to do so, either: (a) procure for you the right
to continue its use; (b) modify it to make it non-infringing; or (c) replace it with a functional equivalent,
in which case you will stop running the allegedly infringing Tyler Software immediately. Alternatively,
we may decide to litigate the claim to judgment, in which case you may continue to use the Tyler
Software consistent with the terms of this Agreement.
1.4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software is
enjoined by a court of competent jurisdiction, in addition to paying any adverse final judgment (or
settlement to which we consent), we will, at our option, either: (a) procure the right to continue its use;
(b) modify it to make it non-infringing; (c) replace it with a functional equivalent; or (d) terminate your
license and refund the license fees paid for the infringing Tyler Software, as depreciated on a straight-
line basis measured over seven (7) years from the Effective Date. We will pursue those options in the
order listed herein. This section provides your exclusive remedy for third party copyright, patent, or
trademark infringement and trade secret misappropriation claims.
2. General Indemnification.
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2.1 We will indemnify and hold harmless you and your agents, officials, and employees from and against any
and all third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable
attorney's fees and costs) for (a) personal injury or property damage to the extent caused by our
negligence or willful misconduct; or (b) our violation of a law applicable to our performance under this
Agreement. You must notify us promptly in writing of the claim and give us sole control over its defense
or settlement. You agree to provide us with reasonable assistance, cooperation, and information in
defending the claim at our expense.
2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our agents,
officials, and employees from and against any and all third-party claims, losses, liabilities, damages,
costs, and expenses (including reasonable attorney's fees and costs) for personal injury or property
damage to the extent caused by your negligence or willful misconduct; or (b) your violation of a law
applicable to your performance under this Agreement. We will notify you promptly in writing of the
claim and will give you sole control over its defense or settlement. We agree to provide you with
reasonable assistance, cooperation, and information in defending the claim at your expense.
3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO THE
MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER WARRANTIES
AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT NOT LIMITED TO, ANY
IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE.
4. LIMITATION OF LIABILITY. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THIS AGREEMENT, OUR
LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER BASED ON A THEORY OF
CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO YOUR ACTUAL
DIRECT DAMAGES, NOT TO EXCEED (A) PRIOR TO FORMAL TRANSITION TO MAINTENANCE AND SUPPORT,
THE TOTAL ONE-TIME FEES SET FORTH IN THE INVESTMENT SUMMARY; OR (B) AFTER FORMAL
TRANSITION TO MAINTENANCE AND SUPPORT, THE THEN-CURRENT ANNUAL MAINTENANCE AND
SUPPORT FEE. THE PRICES SET FORTH IN THIS AGREEMENT ARE SET IN RELIANCE UPON THIS LIMITATION
OF LIABILITY. THE FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT
TO SECTIONS H(1) AND H(2).
5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO
EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR CONSEQUENTIAL
DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
6. Insurance. During the course of performing services under this Agreement, we agree to maintain the
following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b) Automobile Liability
of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d) Workers Compensation complying
with applicable statutory requirements; and (e) Excess/Umbrella Liability of at least $5,000,000. We will add
you as an additional insured to our Commercial General Liability and Automobile Liability policies, which will
automatically add you as an additional insured to our Excess/Umbrella Liability policy as well. We will
provide you with copies of additional insured endorsements and certificates of insurance upon your written
request.
SECTION I – GENERAL TERMS AND CONDITIONS
1. Additional Products and Services. You may purchase additional products and services at the rates set forth
in the Investment Summary for twelve (12) months from the Effective Date, and thereafter at our then-
13 of 117 May 2, 2017, Item #4.1
current list price, by executing a mutually agreed addendum. If no rate is provided in the Investment
Summary, or those twelve (12) months have expired, you may purchase additional products and services at
our then-current list price, also by executing a mutually agreed addendum. The terms of this Agreement will
control any such additional purchase(s), unless otherwise specifically provided in the addendum.
2. Optional Items. Pricing for any listed optional products and services in the Investment Summary will be valid
for twelve (12) months from the Effective Date.
3. Dispute Resolution. You agree to provide us with written notice within thirty (30) days of becoming aware
of a dispute. You agree to cooperate with us in trying to reasonably resolve all disputes, including, if
requested by either party, appointing a senior representative to meet and engage in good faith negotiations
with our appointed senior representative. Senior representatives will convene within thirty (30) days of the
written dispute notice, unless otherwise agreed. All meetings and discussions between senior
representatives will be deemed confidential settlement discussions not subject to disclosure under Federal
Rule of Evidence 408 or any similar applicable state rule. If we fail to resolve the dispute, either of us may
assert our respective rights and remedies in a court of competent jurisdiction. Nothing in this section shall
prevent you or us from seeking necessary injunctive relief during the dispute resolution procedures.
4. Taxes. The fees in the Investment Summary do not include any taxes, including, without limitation, sales,
use, or excise tax. If you are a tax-exempt entity, you agree to provide us with a tax-exempt certificate.
Otherwise, we will pay all applicable taxes to the proper authorities and you will reimburse us for such taxes.
If you have a valid direct-pay permit, you agree to provide us with a copy. For clarity, we are responsible for
paying our income taxes, both federal and state, as applicable, arising from our performance of this
Agreement.
5. Nondiscrimination. We will not discriminate against any person employed or applying for employment
concerning the performance of our responsibilities under this Agreement. This discrimination prohibition
will apply to all matters of initial employment, tenure, and terms of employment, or otherwise with respect
to any matter directly or indirectly relating to employment concerning race, color, religion, national origin,
age, sex, sexual orientation, ancestry, disability that is unrelated to the individual's ability to perform the
duties of a particular job or position, height, weight, marital status, or political affiliation. We will post,
where appropriate, all notices related to nondiscrimination as may be required by applicable law.
6. E-Verify. We have complied, and will comply, with the E-Verify procedures administered by the U.S.
Citizenship and Immigration Services Verification Division for all of our employees assigned to your project.
7. Subcontractors. We will not subcontract any services under this Agreement without your prior written
consent, not to be unreasonably withheld.
8. Binding Effect; No Assignment. This Agreement shall be binding on, and shall be for the benefit of, either
your or our successor(s) or permitted assign(s). Neither party may assign this Agreement without the prior
written consent of the other party; provided, however, your consent is not required for an assignment by us
as a result of a corporate reorganization, merger, acquisition, or purchase of substantially all of our assets.
9. Force Majeure. Except for your payment obligations, neither party will be liable for delays in performing its
obligations under this Agreement to the extent that the delay is caused by Force Majeure; provided,
however, that within ten (10) business days of the Force Majeure event, the party whose performance is
delayed provides the other party with written notice explaining the cause and extent thereof, as well as a
14 of 117 May 2, 2017, Item #4.1
request for a reasonable time extension equal to the estimated duration of the Force Majeure event.
10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you and us.
No third party will be deemed a beneficiary of this Agreement, and no third party will have the right to make
any claim or assert any right under this Agreement. This provision does not affect the rights of third parties
under any Third Party Terms.
11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and us with
respect to the subject matter hereof, and supersedes any prior agreements, understandings, and
representations, whether written, oral, expressed, implied, or statutory. Purchase orders submitted by you,
if any, are for your internal administrative purposes only, and the terms and conditions contained in those
purchase orders will have no force or effect. This Agreement may only be modified by a written amendment
signed by an authorized representative of each party.
12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the remainder of
this Agreement will be considered valid and enforceable to the fullest extent permitted by law.
13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced by either
party, such non-enforcement will not act as or be deemed to act as a waiver or modification of this
Agreement, nor will such non-enforcement prevent such party from enforcing each and every term of this
Agreement thereafter.
14. Independent Contractor. We are an independent contractor for all purposes under this Agreement.
15. Notices. All notices or communications required or permitted as a part of this Agreement, such as notice of
an alleged material breach for a termination for cause or a dispute that must be submitted to dispute
resolution, must be in writing and will be deemed delivered upon the earlier of the following: (a) actual
receipt by the receiving party; (b) upon receipt by sender of a certified mail, return receipt signed by an
employee or agent of the receiving party; (c) upon receipt by sender of proof of email delivery; or (d) if not
actually received, five (5) days after deposit with the United States Postal Service authorized mail center
with proper postage (certified mail, return receipt requested) affixed and addressed to the other party at
the address set forth on the signature page hereto or such other address as the party may have designated
by proper notice. The consequences for the failure to receive a notice due to improper notification by the
intended receiving party of a change in address will be borne by the intended receiving party.
16. Client Lists. You agree that we may identify you by name in client lists. We may only identify you in
marketing presentations and promotional materials after receiving your written consent.
17. Records and Confidentiality.
a. Records. Tyler shall maintain complete and accurate records with respect to services, sales,
costs, expenses, receipts and other such information directly related to the performance of
services under this Agreement. All such records shall be maintained in accordance with
generally accepted accounting principles and shall be clearly identified and readily accessible.
Tyler shall provide reasonable access to such records to the representatives of Client of its
designees at least annually, with one week advance written notice, and shall give Client the right
to examine and audit said records, shall permit Client to make transcripts therefrom as
necessary, and shall allow inspection of all work, data, documents, proceedings, and activities
directly related to this Agreement, subject to the requirement that the Client pay for such audit.
Client has the right to request follow up audit visits related to initial audit findings as reasonably
15 of 117 May 2, 2017, Item #4.1
needed. Tyler shall not unreasonably refuse such requests. Such records, together with
supporting documents, shall be maintained for a period of three (3) years after receipt of final
payment from Client.
b.Confidentiality. Both parties recognize that their respective employees and agents, in the
course of performance of this Agreement, may be exposed to confidential information and that
disclosure of such information could violate rights to private individuals and entities, including
the parties. Confidential information is nonpublic information that a reasonable person would
believe to be confidential and includes, without limitation, personal identifying information
(e.g., social security numbers) and trade secrets, each as defined by applicable state law. Each
party agrees that it will not disclose any confidential information of the other party and further
agrees to take all reasonable and appropriate action to prevent such disclosure by its employees
or agents. The confidentiality covenants contained herein will survive the termination or
cancellation of this Agreement. This obligation of confidentiality will not apply to information
that:
1.is in the public domain, either at the time of disclosure or afterwards, except by breach
of this Agreement by a party or its employees or agents;
2.a party can establish by reasonable proof was in that party's possession at the time of
initial disclosure;
3.a party receives from a third party who has a right to disclose it to the receiving party; or
4.is the subject of a legitimate disclosure request under the open records laws or similar
applicable public disclosure laws governing this Agreement; provided, however, that in
the event you receive an open records or other similar applicable request, you will give
us prompt notice and otherwise perform the functions required by applicable law.
18.Business License. In the event a local business license is required for us to perform services hereunder, you
will promptly notify us and provide us with the necessary paperwork and/or contact information so that we
may timely obtain such license.
19.Governing Law. This Agreement will be governed by and construed in accordance with the laws of your
state of domicile, without regard to its rules on conflicts of law.
20.Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple originals, any of
which will be independently treated as an original document. Any electronic, faxed, scanned, photocopied,
or similarly reproduced signature on this Agreement or any amendment hereto will be deemed an original
signature and will be fully enforceable as if an original signature. Each party represents to the other that the
signatory set forth below is duly authorized to bind that party to this Agreement.
21.Cooperative Procurement. To the maximum extent permitted by applicable law, we agree that this
Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve the right
to negotiate and customize the terms and conditions set forth herein, including but not limited to pricing, to
the scope and circumstances of that cooperative procurement.
22.Contract Documents & Order of Precedence. This Agreement includes the following exhibits:
Exhibit A Investment Summary
Exhibit B Invoicing and Payment Policy
Schedule 1: Business Travel Policy
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Exhibit C Maintenance and Support Agreement
Schedule 1: Support Call Process
Exhibit D DocOrigin End User License Agreement
Exhibit E Tyler Technologies Statement of Work (SOW)
Exhibit F Tyler Technologies Proposal for Enterprise Resource Planning System and
Implementation Services dated 5/19/16 (Tyler “Proposal”)
Exhibit G City of Poway Request for Proposal for Enterprise Resource Planning System and
Implementation Services dated 4/14/2016 (Client “RFP”)
In the event any parts of this Agreement conflict, the following order of precedence shall be adhered to:
1. Agreement Sections A-I & Exhibits A-E
2. Exhibit F – Tyler’s Proposal
3. Exhibit G – Client’s RFP
IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as of the
date(s) set forth below.
Tyler Technologies, Inc. City of Poway
By: By:
Name: Name:
Title: Title:
Date: Date:
Address for Notices: Address for Notices:
Tyler Technologies, Inc. City of Poway
One Tyler Drive City of Poway Customer Service Division
Yarmouth, ME 04096 13325 Civic Center Drive
Attention: Associate General Counsel Poway, CA 92064
Attention:
17 of 117 May 2, 2017, Item #4.1
Exhibit A
Investment Summary
The following Investment Summary details the software, products, and services to be delivered by us to you
under the Agreement. This Investment Summary is effective as of the Effective Date. Capitalized terms not
otherwise defined will have the meaning assigned to such terms in the Agreement.
See Attachment B
18 of 117 May 2, 2017, Item #4.1
Exhibit B
Invoicing and Payment Policy
We will provide you with the software and services set forth in the Investment Summary. Capitalized terms not
otherwise defined will have the meaning assigned to such terms in the Agreement.
Invoicing: We will invoice you for the applicable license and services fees in the Investment Summary as set
forth below. Your rights to dispute any invoice are set forth in the Agreement.
1. Tyler Software.
1.1 License Fees: License fees totaling $219,375.00 (as set forth in Exhibit A – Investment Summary) will
be invoiced on the following payment milestones:
License Fee % License Fee
Amount
Payment Milestone
25% of total
Tyler Software
license fees
$54,843.75 Effective Date
50% of total
Tyler Software
License Fees
$109,687.50 On the date when we make the applicable Tyler
Software available to you for downloading (the
“Available Download Date”)
25% of total
Tyler Software
license fees
$54,843.75 Sixty (60) days following the earlier of (1) use of the Tyler
Software in live production for Phase 2, or (2) January 1,
2019.
*Phase designations for applications are specified in Section 1.2 Project Timeline in the Statement of
Work. To the extent a live date is delayed and such delay is solely due to Tyler’s failure to perform
its obligations under this Agreement, the payment may be delayed by an amount of time equal to
the delay so caused by Tyler.
1.2 Maintenance and Support Fees: Year 1 maintenance and support fees are waived through the earlier
of (a) availability of the Tyler Software for use in a live production environment; or (b) one (1) year
from the Effective Date. Year 2 maintenance and support fees will remain flat and are payable on
that earlier-of date, and subsequent maintenance and support fees are invoiced annually in advance
of each anniversary thereof. Annual maintenance and support fees for years 3 and 4 will increase no
more than 5%, year over year. Your fees for each subsequent year will be set at our then-current
rates.
2. Professional Services.
19 of 117 May 2, 2017, Item #4.1
2.1 Implementation and Other Professional Services (including training): Implementation and other
professional services (including training) are billed and invoiced as delivered, at the rates set forth in
the Investment Summary.
2.2 Consulting Services: If you have purchased any Business Process Consulting services, if they have
been quoted as fixed-fee services, they will be invoiced 50% upon your acceptance of the Business
System Design document, by module, and 50% upon your acceptance of custom desktop
procedures, by module. If you have purchased any Business Process Consulting services and they
are quoted as an estimate, then we will bill you the actual services delivered on a time and materials
basis.
2.3 Conversions: Fixed-fee conversions are invoiced 50% upon initial delivery of the converted data, by
conversion option, and 50% upon Client acceptance to load the converted data into Live/Production
environment, by conversion option. Where conversions are quoted as estimated, we will bill you
the actual services delivered on a time and materials basis.
2.4 Requested Modifications to the Tyler Software: Requested modifications to the Tyler Software are
invoiced 50% upon delivery of specifications and 50% upon delivery of the applicable modification.
You must report any failure of the modification to conform to the specifications within thirty (30)
days of delivery; otherwise, the modification will be deemed to be in compliance with the
specifications after the 30-day window has passed. You may still report Defects to us as set forth in
the Maintenance and Support Agreement.
2.5 Other Fixed Price Services: Except as otherwise provided, other fixed price services are invoiced
upon complete delivery of the service. For the avoidance of doubt, where “Project Planning
Services” are provided, payment will be due upon delivery of the Implementation Planning
document. Dedicated Project Management services, if any, will be billed monthly in arrears,
beginning on the first day of the month immediately following the project kick-off meeting.
2.6 Change Management Services: If you have purchased any change management services, those
services will be invoiced in the following amounts and upon the following milestones:
Acceptance of Change Management Discovery Analysis 15%
Delivery of Change Management Plan and Strategy Presentation 10%
Acceptance of Executive Playbook 15%
Acceptance of Resistance Management Plan 15%
Acceptance of Procedural Change Communications Plan 10%
Change Management Coach Training 20%
Change Management After-Action Review 15%
3. Third Party Products.
3.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced when
we make it available to you for downloading.
3.2 Third Party Software Maintenance: The first year maintenance fees for the Third Party Software, if
any, is invoiced when we make that Third Party Software available to you for downloading.
20 of 117 May 2, 2017, Item #4.1
3.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.
4. Expenses. The service rates in the Investment Summary do not include travel expenses. Expenses will
be billed as incurred and only in accordance with our then-current Business Travel Policy, plus a 10%
travel agency processing fee. Our current Business Travel Policy is attached to this Exhibit B at Schedule
1. Copies of receipts will be provided upon request. Receipts for miscellaneous items less than twenty-
five dollars and mileage logs are not available.
Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We prefer to
receive payments electronically. Our electronic payment information is:
Bank: Wells Fargo Bank, N.A.
420 Montgomery
San Francisco, CA 94104
ABA: 121000248
Account: 4124302472
Beneficiary: Tyler Technologies, Inc. – Operating
21 of 117 May 2, 2017, Item #4.1
Exhibit B
Schedule 1
Business Travel Policy
1. Air Travel
A. Reservations & Tickets
Tyler’s Travel Management Company (TMC) will provide an employee with a direct flight within two
hours before or after the requested departure time, assuming that flight does not add more than three
hours to the employee’s total trip duration and the fare is within $100 (each way) of the lowest logical
fare. If a net savings of $200 or more (each way) is possible through a connecting flight that is within
two hours before or after the requested departure time and that does not add more than three hours to
the employee’s total trip duration, the connecting flight should be accepted.
Employees are encouraged to make advanced reservations to take full advantage of discount opportunities.
Employees should use all reasonable efforts to make travel arrangements at least two (2) weeks in advance
of commitments. A seven day advance booking requirement is mandatory. When booking less than seven
days in advance, management approval will be required.
Except in the case of international travel where a segment of continuous air travel is scheduled to exceed six
hours, only economy or coach class seating is reimbursable.
B. Baggage Fees
Reimbursement of personal baggage charges are based on trip duration as follows:
• Up to five days = one checked bag
• Six or more days = two checked bags
Baggage fees for sports equipment are not reimbursable.
2. Ground Transportation
A. Private Automobile
Mileage Allowance – Business use of an employee’s private automobile will be reimbursed at the current
IRS allowable rate, plus out of pocket costs for tolls and parking. Mileage will be calculated by using the
employee's office as the starting and ending point, in compliance with IRS regulations. Employees who have
been designated a home office should calculate miles from their home.
22 of 117 May 2, 2017, Item #4.1
B. Rental Car
Employees are authorized to rent cars only in conjunction with air travel when cost, convenience, and the
specific situation reasonably require their use. When renting a car for Tyler business, employees should
select a “mid-size” or “intermediate” car. “Full” size cars may be rented when three or more employees are
traveling together. Tyler carries leased vehicle coverage for business car rentals; additional insurance on
the rental agreement should be declined.
C. Public Transportation
Taxi or airport limousine services may be considered when traveling in and around cities or to and from
airports when less expensive means of transportation are unavailable or impractical. The actual fare plus a
reasonable tip (15-18%) are reimbursable. In the case of a free hotel shuttle to the airport, tips are included
in the per diem rates and will not be reimbursed separately.
D. Parking & Tolls
When parking at the airport, employees must use longer term parking areas that are measured in days as
opposed to hours. Park and fly options located near some airports may also be used. For extended trips
that would result in excessive parking charges, public transportation to/from the airport should be
considered. Tolls will be reimbursed when receipts are presented.
3. Lodging
Tyler’s TMC will select hotel chains that are well established, reasonable in price, and conveniently located
in relation to the traveler's work assignment. Typical hotel chains include Courtyard, Fairfield Inn, Hampton
Inn, and Holiday Inn Express. If the employee has a discount rate with a local hotel, the hotel reservation
should note that discount and the employee should confirm the lower rate with the hotel upon arrival.
Employee memberships in travel clubs such as AAA should be noted in their travel profiles so that the
employee can take advantage of any lower club rates.
“No shows” or cancellation fees are not reimbursable if the employee does not comply with the hotel’s
cancellation policy.
Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed separately.
4. Meals and Incidental Expenses
Employee meals and incidental expenses while on travel status are in accordance with the federal per diem
rates published by the General Services Administration. Incidental expenses include tips to maids, hotel
staff, and shuttle drivers and other minor travel expenses. Per diem rates are available at
www.gsa.gov/perdiem.
A. Overnight Travel
For each full day of travel, all three meals are reimbursable. Per diems on the first and last day of a trip are
23 of 117 May 2, 2017, Item #4.1
governed as set forth below.
Departure Day
Depart before 12:00 noon Lunch and dinner
Depart after 12:00 noon Dinner
Return Day
Return before 12:00 noon Breakfast
Return between 12:00 noon & 7:00 p.m. Breakfast and lunch
Return after 7:00 p.m.* Breakfast, lunch and dinner
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner
The reimbursement rates for individual meals are calculated as a percentage of the full day per diem as
follows:
• Breakfast 15%
• Lunch 25%
• Dinner 60%
B. Same Day Travel
Employees traveling at least 100 miles to a site and returning in the same day are eligible to claim lunch on
an expense report. Employees on same day travel status are eligible to claim dinner in the event they
return home after 7:00 p.m.*
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner
5. Internet Access – Hotels and Airports
Employees who travel may need to access their e-mail at night. Many hotels provide free high speed
internet access and Tyler employees are encouraged to use such hotels whenever possible. If an
employee’s hotel charges for internet access it is reimbursable up to $10.00 per day. Charges for internet
access at airports are not reimbursable.
24 of 117 May 2, 2017, Item #4.1
Exhibit C
Maintenance and Support Agreement
We will provide you with the following maintenance and support services for the Tyler Software. Capitalized
terms not otherwise defined will have the meaning assigned to such terms in the Agreement.
1. Term. We provide maintenance and support services on an annual basis. The initial term commences on
the Effective Date, and remains in effect for one (1) year. The term will renew automatically for additional
one (1) year terms unless terminated in writing by either party at least thirty (30) days prior to the end of
the then-current term. We will adjust the term to match your first use of the Tyler Software in live
production if that event precedes the one (1) year anniversary of the Effective Date.
2. Maintenance and Support Fees. Your year 1 maintenance and support fees for the Tyler Software are listed
in the Investment Summary, and your payment obligations are set forth in the Invoicing and Payment Policy.
We reserve the right to suspend maintenance and support services if you fail to pay undisputed
maintenance and support fees within thirty (30) days of our written notice. We will reinstate maintenance
and support services only if you pay all past due maintenance and support fees, including all fees for the
periods during which services were suspended.
3. Maintenance and Support Services. As long as you are not using the Help Desk as a substitute for our
training services on the Tyler Software, and you timely pay your maintenance and support fees, we will,
consistent with our then-current Support Call Process:
3.1 perform our maintenance and support obligations in a professional, good, and workmanlike manner,
consistent with industry standards, to resolve Defects in the Tyler Software (limited to the then-current
version and the immediately prior version); provided, however, that if you modify the Tyler Software
without our consent, our obligation to provide maintenance and support services on and warrant the
Tyler Software will be void;
3.2 provide telephone support during our established support hours;
3.3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third Party
Software, if any, in order to provide maintenance and support services;
3.4 provide you with a copy of all major and minor releases to the Tyler Software (including updates and
enhancements) that we make generally available without additional charge to customers who have a
maintenance and support agreement in effect; and
3.5 provide non-Defect resolution support of prior releases of the Tyler Software in accordance with our
then-current release life cycle policy.
4. Client Responsibilities. We will use all reasonable efforts to perform any maintenance and support services
25 of 117 May 2, 2017, Item #4.1
remotely. Currently, we use a third-party secure unattended connectivity tool called Bomgar, as well as
GotoAssist by Citrix. Therefore, you agree to maintain a high-speed internet connection capable of
connecting us to your PCs and server(s). You agree to provide us with a login account and local
administrative privileges as we may reasonably require to perform remote services. We will, at our option,
use the secure connection to assist with proper diagnosis and resolution, subject to any reasonably
applicable security protocols. If we cannot resolve a support issue remotely, we may be required to provide
onsite services. In such event, we will be responsible for our travel expenses, unless it is determined that
the reason onsite support was required was a reason outside our control. Either way, you agree to provide
us with full and free access to the Tyler Software, working space, adequate facilities within a reasonable
distance from the equipment, and use of machines, attachments, features, or other equipment reasonably
necessary for us to provide the maintenance and support services, all at no charge to us. We strongly
recommend that you also maintain a VPN for backup connectivity purposes.
5. Hardware and Other Systems. If you are a self-hosted customer and, in the process of diagnosing a software
support issue, it is discovered that one of your peripheral systems or other software is the cause of the
issue, we will notify you so that you may contact the support agency for that peripheral system. We cannot
support or maintain Third Party Products except as expressly set forth in the Agreement.
In order for us to provide the highest level of software support, you bear the following responsibility related
to hardware and software:
(a) All infrastructure executing Tyler Software shall be managed by you;
(b) You will maintain support contracts for all non-Tyler software associated with Tyler Software (including
operating systems and database management systems, but excluding Third-Party Software, if any); and
(c) You will perform daily database backups and verify that those backups are successful.
6. Other Excluded Services. Maintenance and support fees do not include fees for the following services: (a)
initial installation or implementation of the Tyler Software; (b) onsite maintenance and support (unless Tyler
cannot remotely correct a Defect in the Tyler Software, as set forth above); (c) application design; (d) other
consulting services; (e) maintenance and support of an operating system or hardware, unless you are a
hosted customer; (f) support outside our normal business hours as listed in our then-current Support Call
Process; or (g) installation, training services, or third party product costs related to a new release.
Requested maintenance and support services such as those outlined in this section will be billed to you on a
time and materials basis at our then current rates. You must request those services with at least one (1)
weeks’ advance notice.
7. Current Support Call Process. Our current Support Call Process for the Tyler Software is attached to this
Exhibit C at Schedule 1.
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Exhibit C
Schedule 1
Support Call Process
Support Channels
Tyler Technologies, Inc. provides the following channels of software support:
(1) Tyler Community – an on-line resource, Tyler Community provides a venue for all Tyler clients with
current maintenance agreements to collaborate with one another, share best practices and resources,
and access documentation.
(2) On-line submission (portal) – for less urgent and functionality-based questions, users may create
unlimited support incidents through the customer relationship management portal available at the Tyler
Technologies website.
(3) Email – for less urgent situations, users may submit unlimited emails directly to the software support
group.
(4) Telephone – for urgent or complex questions, users receive toll-free, unlimited telephone software
support.
Support Resources
A number of additional resources are available to provide a comprehensive and complete support experience:
(1) Tyler Website – www.tylertech.com – for accessing client tools and other information including support
contact information.
(2) Tyler Community – available through login, Tyler Community provides a venue for clients to support one
another and share best practices and resources.
(3) Knowledgebase – A fully searchable depository of thousands of documents related to procedures, best
practices, release information, and job aides.
(4) Program Updates – where development activity is made available for client consumption
Support Availability
Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday – Friday) across
four US time zones (Pacific, Mountain, Central and Eastern). Clients may receive coverage across these time
zones. Tyler’s holiday schedule is outlined below. There will be no support coverage on these days.
New Year’s Day Thanksgiving Day
Memorial Day Day after Thanksgiving
Independence Day Christmas Day
Labor Day
27 of 117 May 2, 2017, Item #4.1
Issue Handling
Incident Tracking
Every support incident is logged into Tyler’s Customer Relationship Management System and given a unique
incident number. This system tracks the history of each incident. The incident tracking number is used to track
and reference open issues when clients contact support. Clients may track incidents, using the incident number,
through the portal at Tyler’s website or by calling software support directly.
Incident Priority
Each incident is assigned a priority number, which corresponds to the client’s needs and deadlines. The client is
responsible for reasonably setting the priority of the incident per the chart below. This chart is not intended to
address every type of support incident, and certain “characteristics” may or may not apply depending on
whether the Tyler software has been deployed on customer infrastructure or the Tyler cloud. The goal is to help
guide the client towards clearly understanding and communicating the importance of the issue and to describe
generally expected responses and resolutions.
Priority
Level Characteristics of Support Incident Resolution Targets
1
Critical
Support incident that causes (a)
complete application failure or
application unavailability; (b)
application failure or unavailability in
one or more of the client’s remote
location; or (c) systemic loss of multiple
essential system functions.
Tyler shall provide an initial response to Priority Level 1
incidents within one (1) business hour of receipt of the
support incident. Tyler shall use commercially
reasonable efforts to resolve such support incidents or
provide a circumvention procedure within one (1)
business day. For non-hosted customers, Tyler’s
responsibility for lost or corrupted data is limited to
assisting the client in restoring its last available
database.
2
High
Support incident that causes (a)
repeated, consistent failure of essential
functionality affecting more than one
user or (b) loss or corruption of data.
Tyler shall provide an initial response to Priority Level 2
incidents within four (4) business hours of receipt of
the support incident. Tyler shall use commercially
reasonable efforts to resolve such support incidents or
provide a circumvention procedure within ten (10)
business days. For non-hosted customers, Tyler’s
responsibility for loss or corrupted data is limited to
assisting the client in restoring its last available
database.
3
Medium
Priority Level 1 incident with an existing
circumvention procedure, or a Priority
Level 2 incident that affects only one
user or for which there is an existing
circumvention procedure.
Tyler shall provide an initial response to Priority Level 3
incidents within one (1) business day of receipt of the
support incident. Tyler shall use commercially
reasonable efforts to resolve such support incidents
without the need for a circumvention procedure with
the next published maintenance update or service
pack. For non-hosted customers, Tyler’s responsibility
for lost or corrupted data is limited to assisting the
client in restoring its last available database.
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Priority
Level Characteristics of Support Incident Resolution Targets
4
Non-
critical
Support incident that causes failure of
non-essential functionality or a
cosmetic or other issue that does not
qualify as any other Priority Level.
Tyler shall provide an initial response to Priority Level 4
incidents within two (2) business days. Tyler shall use
commercially reasonable efforts to resolve such
support incidents, as well as cosmetic issues, with a
future version release.
Incident Escalation
Tyler Technology’s software support consists of four levels of personnel:
(1) Level 1: front-line representatives
(2) Level 2: more senior in their support role, they assist front-line representatives and take on escalated
issues
(3) Level 3: assist in incident escalations and specialized client issues
(4) Level 4: responsible for the management of support teams for either a single product or a product group
If a client feels they are not receiving the service needed, they may contact the appropriate Software Support
Manager. After receiving the incident tracking number, the manager will follow up on the open issue and
determine the necessary action to meet the client’s needs.
On occasion, the priority or immediacy of a software support incident may change after initiation. Tyler
encourages clients to communicate the level of urgency or priority of software support issues so that we can
respond appropriately. A software support incident can be escalated by any of the following methods:
(1) Telephone – for immediate response, call toll-free to either escalate an incident’s priority or to escalate
an issue through management channels as described above.
(2) Email – clients can send an email to software support in order to escalate the priority of an issue
(3) On-line Support Incident Portal – clients can also escalate the priority of an issue by logging into the
client incident portal and referencing the appropriate incident tracking number.
Remote Support Tool
Some support calls require further analysis of the client’s database, process or setup to diagnose a problem or to
assist with a question. Tyler will, at its discretion, use an industry-standard remote support tool. Support is able
to quickly connect to the client’s desktop and view the site’s setup, diagnose problems, or assist with screen
navigation. More information about the remote support tool Tyler uses is available upon request.
29 of 117 May 2, 2017, Item #4.1
Exhibit D
DocOrigin End User License Agreement
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
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Exhibit E
Tyler Proposal
Tyler Technologies Proposal for Enterprise Resource Planning System and Implementation Services dated
5/19/16 (Tyler “Proposal”) incorporated by reference.
On file at City Clerk’s Office.
36 of 117 May 2, 2017, Item #4.1
Exhibit F
Client RFP
City of Poway Request for Proposal for Enterprise Resource Planning System and Implementation Services dated
4/14/2016 (Client “RFP”) incorporated by reference.
On file at City Clerk’s Office.
37 of 117 May 2, 2017, Item #4.1
Exhibit G
Statement of Work follows this page.
38 of 117 May 2, 2017, Item #4.1
Statement of Work
Enterprise Group, Tyler Technologies
Prepared for:
City of Poway, CA
13325 Civic Center Drive, Poway, CA 85866
Prepared by:
Jen Wahlbrink
One Tyler Drive, Yarmouth, ME 04096
Tyler Technologies, Inc.
www.tylertech.com
39 of 117 May 2, 2017, Item #4.1
Table of Contents
1 EXECUTIVE SUMMARY .................................................................................................................5
1.1 PROJECT OVERVIEW ............................................................................................................................ 5
1.2 PROJECT TIMELINE .............................................................................................................................. 5
1.3 PROJECT METHODOLOGY OVERVIEW ..................................................................................................... 6
2 PROJECT GOVERNANCE ...............................................................................................................7
2.1 CLIENT GOVERNANCE .......................................................................................................................... 7
2.1.1 Client Project Manager ........................................................................................................... 7
2.1.2 Steering Committee ................................................................................................................. 7
2.1.3 Executive Sponsor(s) ................................................................................................................ 8
2.2 TYLER GOVERNANCE ............................................................................................................................ 8
2.2.1 Tyler Project Manager ............................................................................................................. 8
2.2.2 Tyler Implementation Management ....................................................................................... 8
2.2.3 Tyler Executive Management .................................................................................................. 8
2.3 ACCEPTANCE AND ACKNOWLEDGMENT PROCESS ..................................................................................... 9
3 OVERALL PROJECT ASSUMPTIONS ............................................................................................. 10
3.1 PROJECT, RESOURCES AND SCHEDULING ............................................................................................... 10
3.2 DATA CONVERSION ........................................................................................................................... 10
3.3 DATA EXCHANGES, MODIFICATIONS, FORMS AND REPORTS ..................................................................... 11
3.4 HARDWARE AND SOFTWARE ............................................................................................................... 12
3.5 EDUCATION ...................................................................................................................................... 12
4 IMPLEMENTATION STAGES ........................................................................................................ 13
4.1 WORK BREAKDOWN STRUCTURE (WBS) .............................................................................................. 13
4.2 INITIATE & PLAN (STAGE 1) ................................................................................................................ 15
4.2.1 Tyler Internal Coordination & Planning ................................................................................. 15
4.2.2 System Infrastructure Planning ............................................................................................. 16
4.2.3 Project/Phase Planning ......................................................................................................... 17
4.2.4 Project Schedule .................................................................................................................... 18
4.2.5 Stakeholder Presentation ...................................................................................................... 19
4.2.6 Control Point 1: Initiate & Plan Stage Acceptance ................................................................ 20
4.3 ASSESS & DEFINE (STAGE 2) ............................................................................................................... 21
4.3.1 Fundamentals Review ........................................................................................................... 21
4.3.3 Current/Future State Analysis ............................................................................................... 22
4.3.4 Data Conversion Planning & Mapping .................................................................................. 23
4.3.5 Standard 3rd Party Data Exchange Planning ........................................................................ 24
4.3.6 Modification Analysis & Specification, if contracted ............................................................. 25
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4.3.7 Forms & Reports Planning ..................................................................................................... 26
4.3.8 System Deployment ............................................................................................................... 27
4.3.9 Control Point 2: Assess & Define Stage Acceptance .............................................................. 28
4.4 BUILD & VALIDATE (STAGE 3) ............................................................................................................. 30
4.4.1 Configuration & Power User Training ................................................................................... 30
4.4.2 Data Conversion & Validation ............................................................................................... 31
4.4.3 Standard 3rd Party Data Exchange Validation ..................................................................... 32
4.4.4 Modification Delivery & Validation, if contracted ................................................................. 33
4.4.5 Forms & Reports Validation .................................................................................................. 34
4.4.6 Control Point 3: Build & Validate Stage Acceptance ............................................................. 35
4.5 FINAL TESTING & TRAINING (STAGE 4) ................................................................................................. 36
4.5.1 Cutover Planning ................................................................................................................... 36
4.5.2 User Acceptance Testing (UAT) ............................................................................................. 37
4.5.3 End User Training .................................................................................................................. 38
4.5.4 Control Point 4: Final Testing & Training Stage Acceptance ................................................. 39
4.6 PRODUCTION CUTOVER (STAGE 5) ....................................................................................................... 40
4.6.1 Final Data Conversion, if applicable ...................................................................................... 40
4.6.2 Production Processing & Assistance ...................................................................................... 41
4.6.3 Transition to Tyler Support .................................................................................................... 42
4.6.4 Schedule Post-production Services, if applicable .................................................................. 43
4.6.5 Control Point 5: Production Cutover Stage Acceptance ........................................................ 44
4.7 PHASE/PROJECT CLOSURE (STAGE 6) ................................................................................................... 45
4.7.1 Close Phase/Project ............................................................................................................... 45
4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance .................................................... 46
5 ROLES AND RESPONSIBILITIES .................................................................................................... 47
5.1 TYLER ROLES AND RESPONSIBILITIES ..................................................................................................... 47
5.1.1 Tyler Executive Management ................................................................................................ 47
5.1.2 Tyler Implementation Management ..................................................................................... 47
5.1.3 Tyler Project Manager ........................................................................................................... 47
5.1.4 Tyler Implementation Consultant .......................................................................................... 48
5.1.5 Tyler Sales .............................................................................................................................. 49
5.1.6 Tyler Software Support .......................................................................................................... 49
5.2 CITY OF POWAY ROLES AND RESPONSIBILITIES ....................................................................................... 49
5.2.1 City of Poway Executive Sponsor ........................................................................................... 49
5.2.2 City of Poway Steering Committee ........................................................................................ 49
5.2.3 City of Poway Project Manager ............................................................................................. 50
5.2.4 City of Poway Functional Leads ............................................................................................. 51
5.2.5 City of Poway Power Users .................................................................................................... 52
5.2.6 City of Poway End Users ........................................................................................................ 52
5.2.7 City of Poway Technical Support ........................................................................................... 52
5.2.8 City of Poway Upgrade Coordinator ...................................................................................... 53
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5.2.9 City of Poway Project Toolset Coordinator ............................................................................ 53
5.2.10 City of Poway Change Management Lead ............................................................................ 53
6 GLOSSARY ................................................................................................................................. 54
7 MUNIS CONVERSION SUMMARY ............................................................................................... 57
7.1 ACCOUNTING COA ........................................................................................................................... 57
7.2 ACCOUNTING - ACTUALS .................................................................................................................... 57
7.3 ACCOUNTING - BUDGETS .................................................................................................................... 57
7.4 ACCOUNTS PAYABLE MASTER ............................................................................................................. 57
7.5 ACCOUNTS PAYABLE - CHECKS ............................................................................................................ 57
7.6 CONTRACTS ..................................................................................................................................... 57
7.7 FIXED ASSETS MASTER ....................................................................................................................... 57
7.8 FIXED ASSETS - HISTORY ..................................................................................................................... 58
7.9 GENERAL BILLING CID ....................................................................................................................... 58
7.10 GENERAL BILLING – RECURRING INVOICES ......................................................................................... 58
7.11 GENERAL BILLING – BILLS ............................................................................................................... 58
7.12 INVENTORY MASTER ...................................................................................................................... 58
7.13 INVENTORY – COMMODITY CODES ................................................................................................... 58
7.14 PROJECT GRANT ACCOUNTING ........................................................................................................ 58
7.15 PROJECT GRANT ACCOUNTING - ACTUALS ......................................................................................... 58
7.16 PROJECT GRANT ACCOUNTING – BUDGET ......................................................................................... 58
7.17 PURCHASE ORDERS ........................................................................................................................ 59
7.18 PAYROLL ...................................................................................................................................... 59
7.19 PAYROLL - DEDUCTIONS ................................................................................................................. 59
7.20 PAYROLL – ACCUMULATORS ............................................................................................................ 59
7.21 PAYROLL – ACCRUAL BALANCES ....................................................................................................... 59
7.22 PAYROLL – CHECK HISTORY ............................................................................................................. 59
7.23 PAYROLL – EARNING/DEDUCTION HIST. ............................................................................................ 59
7.24 PAYROLL – APPLICANT TRACKING ..................................................................................................... 59
7.25 PAYROLL – PM ACTION HISTORY ..................................................................................................... 60
7.26 PAYROLL – POSITION CONTROL ....................................................................................................... 60
7.27 PAYROLL – STATE RETIREMENT TABLES ............................................................................................. 60
7.28 PAYROLL – CERTIFICATIONS ............................................................................................................. 60
7.29 PAYROLL – EDUCATION .................................................................................................................. 60
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1 Executive Summary
1.1 Project Overview
The Statement of Work (SOW) documents the Project scope, methodology, roles and responsibilities,
implementation stages, and deliverables for the implementation of Tyler products.
The Project goals are to offer the City of Poway the opportunity to make the City of Poway more
accessible and responsive to external and internal customer needs and more efficient in its operations
through:
Streamlining, automating, and integrating business processes and practices
Providing tools to produce and access information in a real-time environment
Enabling and empowering users to become more efficient, productive and responsive
Successfully overcoming current challenges and meeting future goals
1.2 Project Timeline
The Project timeline establishes a start and end date for each Phase of the Project. Developed during the
Initiate & Plan Stage and revised as mutually agreed to, if needed, the timeline accounts for resource
availability, business goals, size and complexity of the Project, and task duration requirements.
Phase Functional Areas Modules Start
Date
Go-Live Date
1A Financials • Accounting General Ledger
• Budgeting
April
2017
Jan 2018
1B Financials
• Cash Management
• Project & Grant Accounting
• Requisitions
• Purchase Orders
• eProcurement
• Bid Management
• Contract Management
• Accounts Payable
• Accounts Receivable
• General Billing
• Fixed Assets
• CAFR Statement Builder
April
2017
July 2018
System Wide • Tyler Reporting Services
• Tyler Forms Processing
• Munis Office
• Role Tailored Dashboard
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Phase Functional Areas Modules Start
Date
Go-Live Date
• Tyler Content Manager SE
2 Core Human
Resources /
Payroll
• Payroll w/Employee Self
Service
• HR Management
• Risk Management
• Employee Expense
Reimbursement
January
2018
January
2019
1.3 Project Methodology Overview
Tyler bases its implementation methodology on the Project Management Institute’s (PMI) Process Groups
(Initiating, Planning, Executing, Monitoring & Controlling, and Closing). Using this model, Tyler developed
a 6-Stage Process specifically designed to focus on critical Project success measurement factors.
Tailored specifically for Tyler’s public sector clients, the Project methodology contains Stage acceptance
Control Points throughout each Phase to ensure adherence to Scope, budget, timeline controls, effective
communications, and quality standards. Clearly defined, the Project methodology repeats consistently
across Phases, and is scaled to meet the City of Poway’s complexity, and organizational needs.
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2 Project Governance
The purpose of this section is to define the resources required to adequately establish the business
needs, objectives, and priorities for the Project; communicate the goals to other Project participants; and
provide support and guidance to accomplish these goals. Project governance also defines the structure
for issue escalation and resolution, Change Control review and authority, and organizational change
management activities.
The preliminary governance structure establishes a clear escalation path when issues and risks require
escalation above the project manager level. Further refinement of the governance structure, related
processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage.
The path below illustrates an overall team perspective where Tyler and the City of Poway collaborate to
resolve Project challenges according to defined escalation paths. In the event project managers do not
possess authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation
management and the City of Poway steering committee become the escalation points to triage responses
prior to escalation to the City of Poway and Tyler executive sponsors. As part of the escalation process,
each Project governance tier presents recommendations and supporting information to facilitate
knowledge transfer and issue resolution. The City of Poway and Tyler executive sponsors serve as the final
escalation point.
2.1 Client Governance
Depending on the City of Poway’s organizational structure and size, the following governance roles may
be filled by one or more people:
2.1.1 Client Project Manager
The City of Poway’s project manager(s) coordinate Project team members, subject matter experts, and
the overall implementation schedule and serves as the primary point of contact with Tyler. The City of
Poway project manager(s) will be responsible for reporting to the City of Poway steering committee and
determining appropriate escalation points.
2.1.2 Steering Committee
The City of Poway steering committee understands and supports the cultural change necessary for the
Project and fosters an appreciation of the Project’s value throughout the organization. Oversees the City
of Poway project manager(s) and the Project as a whole and through participation in regular internal
meetings, the City of Poway steering committee remains updated on all Project progress, Project
decisions, and achievement of Project milestones. The City of Poway steering committee also provides
support to the City of Poway project manager(s) by communicating the importance of the Project to all
impacted departments. The City of Poway steering committee is responsible for ensuring the Project has
appropriate resources, provides strategic direction to the Project team, for making timely decisions on
critical Project issues or policy decisions. The City of Poway steering committee also serves as primary
level of issue resolution for the Project.
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2.1.3 Executive Sponsor(s)
The City of Poway’s executive sponsor provides support to the Project by allocating resources, providing
strategic direction, and communicating key issues about the Project and the Project’s overall importance
to the organization. When called upon, the executive sponsor also acts as the final authority on all
escalated Project issues. The executive sponsor engages in the Project, as needed, in order to provide
necessary support, oversight, guidance, and escalation, but does not participate in day-to-day Project
activities. The executive sponsor empowers the City of Poway steering committee, project manager(s),
and functional leads to make critical business decisions for the City of Poway.
2.2 Tyler Governance
2.2.1 Tyler Project Manager
The Tyler project manager(s) have direct involvement with the Project and coordinates Project team
members, implementation consultants, the overall implementation schedule, and serves as the primary
point of contact with the City of Poway. If requested, the Tyler project manager(s) provide regular
updates to the City of Poway’s steering committee and other Tyler governance members.
2.2.2 Tyler Implementation Management
Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. Tyler project manager(s) consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution with
the Tyler project manager(s) or with the City of Poway management, as appropriate. Tyler executive
management is the escalation point for any issues not resolved at this level. The name(s) and contact
information for this resource will be provided and available to the Project team.
2.2.3 Tyler Executive Management
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation
process. This team member offers additional support to the Project team and collaborates with other
Tyler department managers, as needed, in order to escalate and facilitate implementation Project tasks
and decisions. The name(s) and contact information for this resource will be provided and available to the
Project team.
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2.3 Acceptance and Acknowledgment Process
All Deliverables and Control Points must be accepted or acknowledged following the process below.
Acceptance requires a formal sign-off while acknowledgement may be provided without formal sign-off at
the time of delivery. The following process will be used for accepting or acknowledging Deliverables and
Control Points:
• The City of Poway shall have five (5) business days from the date of delivery, or as otherwise
mutually agreed upon by the parties in writing, to accept or acknowledge each Deliverable or
Control Point. If the City of Poway does not provide acceptance or acknowledgement within five
(5) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld,
Tyler deems the Deliverable or Control Point as accepted.
• If the City of Poway does not agree the particular Deliverable or Control Point meets
requirements, the City of Poway shall notify Tyler project manager(s), in writing, with reasoning
within five (5) business days, or the otherwise agreed-upon timeframe, not to be unreasonably
withheld, of receipt of the Deliverable.
• Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The City of
Poway shall then have five (5) business days from receipt of the redelivered Deliverable or
Control Point to accept or again submit written notification of reasons for rejecting the
milestone. If the City of Poway does not provide acceptance or acknowledgement within five (5)
business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler
deems the Deliverable or Control Point as accepted.
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3 Overall Project Assumptions
3.1 Project, Resources and Scheduling
• Project activities will begin after the Agreement has been fully executed.
• The City of Poway and Tyler have the ability to allocate additional internal resources if needed.
The City of Poway also ensures the alignment of their budget and Scope expectations.
• The City of Poway and Tyler ensure that the assigned resources are available, they buy-into the
change process, and they possess the required business knowledge to complete their assigned
tasks successfully. Should there be a change in resources, the replacement resource should have
a comparable level of availability, buy-in, and knowledge.
• Tyler and the City of Poway provide adequate resources to support the efforts to complete the
Project as scheduled and within the constraints of the Project budget.
• Abbreviated timelines and overlapped Phases can result in Project delays if there are not
sufficient resources assigned to complete all required work as scheduled.
• Changes to Project Plan, schedule, availability of resources or changes in Scope may result in
schedule delays, which may result in additional charges to the Project.
• Tyler provides a written agenda and notice of any prerequisites to the City of Poway project
manager(s) ten (10) business days prior to any scheduled on site or remote sessions.
• Tyler provides notice of any prerequisites to the City of Poway project manager(s) a minimum of
ten (10) business days prior to any key Deliverable due dates.
• City of Poway users complete prerequisites prior to applicable scheduled activities.
• Tyler provides options for configuration and processing options available within the Tyler
software. The City of Poway is responsible for making decisions based on the options available.
• In the event the City of Poway may elect to add and/or modify current business policies during
the course of this Project, such policy changes are solely the City of Poway’s responsibility to
define, document, and implement.
• The City of Poway makes timely Project related decisions in order to achieve scheduled due dates
on tasks and prepare for subsequent training sessions. Decisions left unmade may affect the
Project schedule, as each analysis and implementation session builds on the decisions made in
prior sessions.
• Tyler considers additional services beyond the budgeted hours out of Scope and requires
additional hours be requested via Change Request approved through the Change Control process.
• The City of Poway will respond to information requests in a comprehensive and timely manner, in
accordance with the Project schedule.
3.2 Data Conversion
• The City of Poway is readily able to produce the data needed for conversion from the Legacy
System in order to provide them to Tyler on the specified due date(s).
• Each Legacy System data file submitted for conversion includes all associated records in a single
approved file layout.
• .
• The City of Poway understands the Legacy System data file must be in the same format each time
unless changes are mutually agreed upon in advance. If not, negative impacts to the schedule,
budget, and resource availability may occur and/or data in the new system may be incorrect.
48 of 117 May 2, 2017, Item #4.1
• During this process, the City of Poway may need to correct data scenarios in their Legacy System
prior to the final data pull. This is a complex activity and requires due diligence by the City of
Poway to ensure all data pulled includes all required data and the Tyler system contains properly
mapped data.
• The Tyler Implementation Programmers are offsite resources responsible for:
o Validating customer data files are readable
o Developing customized conversion programs to convert legacy data into the Tyler
database for production use according to defined mapping.
o Providing custom conversion packages to be loaded into Tyler’s system via the Munis
Internet Update (MIU) utility.
o Providing error reports on unsupported data conditions and the merging or
normalization of data fields. Assisting Client with understanding and interpreting those
reports.
o Perform modifications and corrections to customized conversion programs as data
anomalies and exception conditions are discovered
•
3.3 Data Exchanges, Modifications, Forms and Reports
• The City of Poway ensures the 3rd party data received is in the correct format.
• The 3rd party possesses the knowledge of how to program their portion of the interaction and
understands how to manipulate the data received.
• Client is on a supported, compatible version of the 3rd party software or Tyler Standard Data
Exchange tools may not be available.
• The City of Poway is willing to make reasonable business process changes rather than expecting
the product to conform to every aspect of their current system/process.
• Any Modification requests not expressly stated in the contract are out of Scope. Modifications
requested after contract signing have the potential to change cost, Scope, schedule, and
production dates for Project Phases. Modification requests not in Scope must follow the Project
Change Request process.
• Tyler acknowledges that it has responded to the City’s Request for Proposal Appendix B Response
Requirements Template, and in particular Section 5.4 Interfaces, and has provided a response of
“M” for Meets/Exceeds for the following currently data exchange processes:
o Active.net
o Union Bank and US Bank
o TRAKiT
o NEOGOV
o CivicHR
o BeneTrac
o Cartegraph
o Wittman
For purposes of the above-listed interfaces, Tyler acknowledges that by responding with a
“Meets/Exceeds” response, it can provide an data exchange process between the Tyler Munis
financial system and the specialized sub-systems listed above at no additional cost to the City.
49 of 117 May 2, 2017, Item #4.1
3.4 Hardware and Software
• Tyler will initially install the most current generally available version of the purchased Tyler
software.
• The City of Poway will provide network access for Tyler modules, printers, and Internet access to
all applicable City of Poway and Tyler Project staff. Tyler staff will meet the City’s computer user
policy and security requirements.
• The City of Poway has in place all hardware, software, and technical infrastructure necessary to
support the Project.
• The City of Poway’s system hardware and software meet Tyler standards to ensure sufficient
speed and operability of Tyler software. Tyler will not support use of software if the City of Poway
does not meet minimum standards of Tyler’s published specifications.
3.5 Education
• During live and onsite training, the City of Poway provides a training room for Tyler staff to
transfer knowledge to the City of Poway’s resources, as well as a place for the City of Poway staff
to practice what they have learned without distraction. If Phases overlap, the City of Poway will
provide multiple training facilities to allow for independent sessions scheduling without conflict.
• The training room is set up in a classroom setting. The City of Poway determines the number of
workstations in the room. Tyler recommends every person attending a scheduled session with a
Tyler Consultant or Trainer have their own workstation. However, Tyler requires there be no
more than two people at a given workstation.
• The City of Poway provides a workstation which connects to the Tyler system for the Tyler trainer
conducting the session. The computer connects to a City of Poway provided projector, allowing
all attendees the ability to actively engage in the training session.
• The City of Poway testing database contains the Tyler software version required for delivery of
the Modification prior to the scheduled delivery date for testing.
• The City of Poway is responsible for verifying the performance of the Modification as defined by
the specification.
•
50 of 117 May 2, 2017, Item #4.1
4 Implementation Stages
4.1 Work Breakdown Structure (WBS)
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down
into smaller, more manageable components. The top level components are called “Stages” and the
second level components are called “work packages.” The work packages, shown below each Stage,
contain the high-level work to be done. The detailed Project Plan, developed during Initiate & Plan and
finalized during Assess & Define, will list the tasks to be completed within each work package. Each Stage
ends with a “Control Point”, confirming the work performed during that Stage of the Project.
51 of 117 May 2, 2017, Item #4.1
52 of 117 May 2, 2017, Item #4.1
4.2 Initiate & Plan (Stage 1)
The Initiate & Plan Stage creates a foundation for the Project through identification of City of Poway and
Tyler Project management teams, development of implementation management plans, and the provision
and discussion of system infrastructure requirements. City of Poway participation in gathering
information is critical. Tyler Project management teams present initial plans to stakeholder teams at
Stage end.
4.2.1 Tyler Internal Coordination & Planning
Prior to Project commencement, Tyler management staff assigns project manager(s). Tyler provides the
City of Poway with initial Project documents used in gathering basic information, which aids in preliminary
planning and scheduling. City of Poway participation in gathering requested information by provided
deadlines ensures the Project moves forward in a timely fashion. Internally, the Tyler project manager(s)
coordinate with Sales to ensure transfer of vital information from the sales process prior to scheduling a
Project Planning Meeting with the City of Poway’s team. During this step, Tyler will work with the Client to
establish the date(s) for the Project/Phase Planning session.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1 Tyler Internal Coordination & Planning
TYLER CLIENT
TASKS
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Assign Tyler project manager A R I I I
Provide initial Project documents to
Client A I R C I
Sales to Implementation knowledge
transfer A I R C
Internal planning and Phase
coordination A R C
53 of 117 May 2, 2017, Item #4.1
4.2.2 System Infrastructure Planning
The City of Poway provides, purchases or acquires hardware according to hardware specifications
provided by Tyler and ensures it is available at the City of Poway’s site. The City of Poway completes the
system infrastructure audit, ensuring vital system infrastructure information is available to the Tyler
implementation team, and verifies all hardware compatibility with Tyler solutions.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1 System Infrastructure Planning
TYLER CLIENT
TASKS
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Provide system hardware
specifications I R A I C
Make hardware available for
Installation I C A R
Install system hardware, if applicable I C A R
Complete system infrastructure audit I C A R
54 of 117 May 2, 2017, Item #4.1
4.2.3 Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions
and services purchased, identify Applications to implement in each Phase (if applicable), and discuss
implementation timeframes. The Tyler project manager(s) deliver an Implementation Management Plan,
which is mutually agreeable by the City of Poway and Tyler.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1 Project/Phase Planning
TYLER CLIENT
TASKS
Ty
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Perform Project/Phase Planning A R I C C I
Deliver implementation management
plan A R C C I
55 of 117 May 2, 2017, Item #4.1
4.2.4 Project Schedule
Client and Tyler will mutually develop an initial Project schedule. The initial schedule includes, at
minimum, enough detail to begin Project activities while the detailed Project Plan/schedule is being
developed and refined.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1 Project Schedule
TYLER CLIENT
TASKS
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Deliver Project Plan and schedule for
Project Phase A R I I I C C I I I
Client reviews Project Plan & initial
schedule C I A R C C C
Client approves Project Plan & initial
schedule I I A R C C I I I I I
56 of 117 May 2, 2017, Item #4.1
4.2.5 Stakeholder Presentation
The City of Poway stakeholders join Tyler Project Management to communicate successful Project
criteria, Project goals, Deliverables, a high-level milestone schedule, and roles and responsibilities of
Project participants.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 1 Stakeholder Presentation
TYLER CLIENT
TASKS
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Present overview of Project
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A R I I I I C I I I I I I I
Communicate successful Project
criteria and goals I R C A C I I C I I
57 of 117 May 2, 2017, Item #4.1
4.2.6 Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the
Assess & Define Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
4.2.6.1 Initiate & Plan Stage Deliverables
• Implementation Management Plan
o Objective: Update and deliver baseline management plans to reflect the approach to the
City of Poway’s Project.
o Scope: The Implementation Management Plan addresses how communication, quality
control, risks/issues, resources and schedules, and Software Upgrades (if applicable) will
be managed throughout the lifecycle of the Project.
o Acceptance criteria: the City of Poway reviews and acknowledges receipt of
Implementation Management Plan
• Project Plan/Schedule
o Objective: Provide a comprehensive list of tasks, timelines and assignments related to the
Deliverables of the Project.
o Scope: Task list, assignments and due dates
o Acceptance criteria: the City of Poway acceptance of schedule based on City of Poway
resource availability and Project budget and goals
4.2.6.2 Initiate & Plan Stage Control Point Acceptance Criteria
• Hardware Installed
• System infrastructure audit complete and verified
• Implementation Management Plan delivered
• Project Plan/schedule delivered; dates confirmed
• Stakeholder Presentation complete
58 of 117 May 2, 2017, Item #4.1
4.3 Assess & Define (Stage 2)
The primary objective of Assess & Define is to gather information about current the City of Poway
business processes and translate the material into future business processes using Tyler Applications.
Tyler uses a variety of methods for obtaining the information, all requiring City of Poway collaboration.
The City of Poway shall provide complete and accurate information to Tyler staff for analysis and
understanding of current workflows and business processes.
4.3.1 Fundamentals Review
Fundamentals Review provides functional leads and Power Users an overall understanding of software
capabilities prior to beginning current and future state analysis. The primary goal is to provide a basic
understanding of system functionality, which provides a foundation for upcoming conversations
regarding future state processing. Tyler utilizes a variety of methods for completing fundamentals training
including the use of eLearning, videos, documentation, and walkthroughs.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2 Fundamentals Review
TYLER CLIENT
TASKS
Ty
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Schedule fundamentals review &
provide fundamentals materials &
prerequisites, if applicable
A R I C I I I
Complete fundamentals materials
review and prerequisites I A R I C
Ensure all scheduled attendees are
present I I A R C I
Facilitate fundamentals review A R I I I
59 of 117 May 2, 2017, Item #4.1
4.3.3 Current/Future State Analysis
The City of Poway and Tyler will evaluate current state processes, options within the new software, pros
and cons of each option based on current or desired state, and make decisions about future state
configuration and processing.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2 Current/Future State Analysis
TYLER CLIENT
TASKS
Ty
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Provide Current/Future State analysis
materials to the City of Poway, as
applicable
A R I C I I
Conduct Current & Future State
analysis A R I C I C
Provide pros and cons of Tyler
software options A R I C I C
Make Future State Decisions
according to due date in the Project
Plan (provided Poway has accepted all
prior inputs to future state decisions)
I I C A R I C I
Record Future State decisions A R I C I C
60 of 117 May 2, 2017, Item #4.1
4.3.4 Data Conversion Planning & Mapping
This entails the activities performed to prepare to convert data from the City of Poway’s Legacy System
Applications to the Tyler system. Tyler staff and the City of Poway work together to complete Data
Mapping for each piece of data (as outlined in the Agreement) from the Legacy System to a location in
the Tyler system.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2 Data Conversion Planning & Mapping
TYLER CLIENT
TASKS
Ty
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Review contracted data conversion(s)
options A R I C C C C
Map data from Legacy System to Tyler
system I C I A C C R
Pull conversion data extract I I A C C R
Run balancing Reports for data pulled
and provide to Tyler I I A C R I
Review and approve initial data
extract A I C R I I
Correct issues with data extract, if
needed I C C A C C R
61 of 117 May 2, 2017, Item #4.1
4.3.5 Standard 3rd Party Data Exchange Planning
Standard Data Exchange tools are available to allow clients to get data in and out of the Tyler system with
external systems. Data exchange tools can take the form of Imports and Exports, and Interfaces.
A Standard Interface is a real-time or automated exchange of data between two systems. This could be
done programmatically or through an API. It is Tyler’s responsibility to ensure the Tyler programs operate
correctly. It is the City of Poway’s responsibility to ensure the third party program operates or accesses
the data correctly.
The City of Poway and Tyler project manager(s) will work together to define/confirm which Data
Exchanges are needed (if not outlined in the Agreement). Tyler will provide a file layout for each Standard
Data Exchange.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2 Standard 3rd Party Data Exchange Planning
TYLER CLIENT
TASKS
Ty
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Exchanges A R C I I C
Define or confirm needed Data
Exchanges I C A C C R
62 of 117 May 2, 2017, Item #4.1
4.3.6 Modification Analysis & Specification, if contracted
Tyler staff conducts additional analysis and develops specifications based on information discovered
during this Stage. The City of Poway reviews the specifications and confirms they meet the City of
Poway’s needs prior to acceptance. Out of Scope items or changes to specifications after acceptance may
require a Change Request.
Tyler’s intention is to minimize Modifications by using Standard functionality within the Application,
which may require a City of Poway business process change. It is the responsibility of the City of Poway to
detail all of their needs during the Assess and Define Stage. Tyler will write up specifications (for City of
Poway approval) for contracted program Modifications. Upon approval, Tyler will make the agreed upon
Modifications to the respective program(s). Once the Modifications have been delivered, the City of
Poway will test and approve those changes during the Build and Validate Stage.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2 Modification Analysis & Specification, if contracted
TYLER CLIENT
TASKS
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Analyze contracted custom program
requirements A C R C C I C C
Develop specification document(s) A I C R I I I I
Review specification document(s);
provide changes to Tyler, if applicable I C C A R I C C
Sign-off on specification document(s)
and authorize work I I A R C I I C
63 of 117 May 2, 2017, Item #4.1
4.3.7 Forms & Reports Planning
The City of Poway and Tyler project manager(s) review Forms and Reporting needs. Items that may be
included in the Agreement are either Standard Forms and Reports or known/included Modification(s).
Items not included in the Agreement could be either City of Poway-developed Reports or a newly
discovered Modification that will require a Change Request.
For purposes of clarification, the City of Poway and Tyler have previously worked to review specific
reports to determine whether they are, or are not, to be included as a part of “Standard
Reports”. Attached hereto as “Appendix 1: Reports”, which is made a part of this Agreement. The PDF
contains three categories of reports, including Finance (1-103), HR (1-24), and Payroll (1-47). The parties
agree that the total list of reports in the attached PDF that are marked “Standard Reports will be
provided to the City in the Tyler Munis version implemented, at no additional cost beyond the pricing
provided in the License and Services Agreement executed between the parties.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2 Forms & Reports Planning
TYLER CLIENT
TASKS
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Review required Forms output A R C I C I
Review and complete Forms options
and submit to Tyler I I A R C
Review in Scope Reports A R I C C
Identify additional Report needs I C A R C
Add applicable tasks to Project
schedule A R I C C I I I
64 of 117 May 2, 2017, Item #4.1
4.3.8 System Deployment
The Tyler technical services team Installs Tyler Applications on the server(hosted or on-premise) and
ensures the platform operates as expected.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 2 System Deployment
TYLER CLIENT
TASKS
Ty
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Install contracted software on server A I R I C
Ensure platform operates as expected A I R I C
65 of 117 May 2, 2017, Item #4.1
4.3.9 Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below. Advancement to the
Build & Validate Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
4.3.9.1 Assess & Define Stage Deliverables
• Completed analysis Questionnaire
o Objective: Gather and document information related to City of Poway business processes
for current/future state analysis as it relates to Tyler approach/solution.
o Scope: Provide comprehensive answers to all questions on Questionnaire(s).
o Acceptance criteria: City of Poway acceptance of completed Questionnaire based on
thoroughness of capturing all City of Poway business practices to be achieved through
Tyler solution.
• Data conversion summary and specification documents
o Objective: Define data conversion approach and strategy
o Scope: Data conversion approach defined, data extract strategy, conversion and
reconciliation strategy.
o Acceptance criteria: Data conversion document(s) delivered to the City of Poway,
reflecting complete and accurate conversion decisions.
• Modification specification documents, if contracted
o Objective: Provide comprehensive outline of identified gaps, and how the custom
program meets the City of Poway’s needs.
o Scope: Design solution for Modification.
o Acceptance criteria: City of Poway accepts Custom Specification Document(s) and agrees
that the proposed solution meets their requirements.
• Completed Forms options and/or packages
o Objective: Provide specifications for each City of Poway in Scope form, Report and output
requirements.
o Scope: Complete Forms package(s) included in agreement and identify Reporting needs.
o Acceptance criteria: Identify Forms choices and receive supporting documentation.
• Installation checklist
o Objective: Installation of purchased Tyler software
o Scope: Tyler will conduct an initial coordination call, perform an installation of the
software included in the Agreement, conduct follow up to ensure all tasks are complete,
and complete server system administration training, if required.
o Acceptance criteria: Tyler software is successfully installed and available to authorized
users, City of Poway team members are trained on applicable system administration
tasks.
4.3.9.2 Assess & Define Stage Control Point Acceptance Criteria
• Tyler software is Installed
66 of 117 May 2, 2017, Item #4.1
• Fundamentals review is complete
• Required Form information complete and provided to Tyler
• Current/Future state analysis completed; Questionnaires delivered and reviewed
• Data conversion mapping and extractions completed and provided to Tyler
67 of 117 May 2, 2017, Item #4.1
4.4 Build & Validate (Stage 3)
The objective of the Build & Validate Stage is to prepare the software for use in accordance with the City
of Poway’s needs identified during the Assess and Define Stage, preparing the City of Poway for Final
Testing and Training.
4.4.1 Configuration & Power User Training
Tyler staff collaborates with the City of Poway to complete software configuration based on the outputs
of the future state analysis performed during the Assess and Define Stage. Tyler staff will train the City of
Poway Power Users to prepare them for the validation of the software, and will provide the City with
appropriate documentation during the training to assist Power Users both during and after the training
sessions. Documentation will be generic and City will need to customize for policies & procedures. The
City of Poway collaborates with Tyler staff iteratively to validate software configuration.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3 Configuration & Power User Training
TYLER CLIENT
TASKS
Ty
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Perform configuration A R I R I
Power User process and Validation
training A R I C I C I
Validate configuration I C A C R C
68 of 117 May 2, 2017, Item #4.1
4.4.2 Data Conversion & Validation
Tyler completes an initial review of the converted data for errors. With assistance from the City of Poway,
the Tyler data conversion team addresses items within the conversion program to provide the most
efficient data conversion possible. With guidance from Tyler, the City of Poway reviews specific data
elements within the system and identifies and reports discrepancies in writing. Iteratively, Tyler
collaborates with the City of Poway to address conversion discrepancies prior to acceptance.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3 Data Conversion & Validation
TYLER CLIENT
TASKS
Ty
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Write and run data conversion
program against Client data A I C R C
Complete initial review of data errors A I C R I I C
Review data conversion and submit
needed corrections I C I A C R C
Revise conversion program(s) to
correct error(s) A I C R I I C C
69 of 117 May 2, 2017, Item #4.1
4.4.3 Standard 3rd Party Data Exchange Validation
Tyler provides training on Data Exchange(s) and the City of Poway tests each Data Exchange.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3 Standard 3rd Party Data Exchange Validation
TYLER CLIENT
TASKS
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Train Data Exchange(s) processing in
Tyler software A R C I I I C I
Coordinate 3rd Party Data Exchange
activities I I A C C R
Test all Standard 3rd party Data
Exchange(s) I C A C I R C
70 of 117 May 2, 2017, Item #4.1
4.4.4 Modification Delivery & Validation, if contracted
Tyler delivers in Scope Modification(s) to the City of Poway for preliminary testing. Final acceptance will
occur during the Final Testing and Training Stage.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3 Modification Delivery & Validation, if contracted
TYLER CLIENT
TASKS
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Develop and deliver contracted
custom program(s) A I C I R I C I C I C
Test contracted custom program(s) in
isolated database I C C A C R C
Report discrepancies between
specification and delivered contracted
custom program(s)
I I I A R C C
Make corrections to contracted
custom program(s) as required A I C I R I C C I
71 of 117 May 2, 2017, Item #4.1
4.4.5 Forms & Reports Validation
Tyler provides training on Standard Forms/Reports and the City of Poway tests each Standard
Form/Report.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 3 Forms & Reports Validation
TYLER CLIENT
TASKS
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Standard Forms & Report Training A R I C C I
Test Standard Forms & Reports I C C A C R C
72 of 117 May 2, 2017, Item #4.1
4.4.6 Control Point 3: Build & Validate Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Final Testing &
Training Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
4.4.6.1 Build & Validate Stage Deliverables
• Initial data conversion
o Objective: Convert Legacy System data into Tyler system.
o Scope: Data conversion program complete; deliver converted data for review.
o Acceptance criteria: Initial error log available for review.
• Data conversion verification document
o Objective: Provide instructions to the City of Poway to verify converted data for accuracy.
o Scope: Provide self-guided instructions to verify specific data components in Tyler
system.
o Acceptance criteria: the City of Poway acknowledges data conversion delivery; the City of
Poway completes data issues log.
• Installation of Modifications on the City of Poway’s server(s) or Tyler hosted servers.
o Objective: Deliver Modification(s) in Tyler software.
o Scope: Program for Modification is complete and available in Tyler software, Modification
testing.
o Acceptance criteria: the City of Poway acknowledges Delivery of Modification(s) meeting
objectives described in the City of Poway-signed specification.
• Standard Forms & Reports Delivered
o Objective: Provide Standard Forms & Reports for review.
o Scope: Installation of all Standard Forms & Reports included in the Agreement.
o Acceptance criteria: City of Poway acknowledges that Standard Forms & Reports
available in Tyler software for testing in Stage 4.
4.4.6.2 Build & Validate Stage Control Point Acceptance Criteria
• Application configuration completed
• Standard Forms & Reports delivered and available for testing in Stage 4
• Data conversions (except final pass) delivered
• Standard 3rd party Data Exchange training provided
• Modifications delivered and available for testing in Stage 4
• The City of Poway and Tyler have done a review of primary configuration areas to Validate
completeness and readiness for testing and acceptance in Stage 4.
73 of 117 May 2, 2017, Item #4.1
4.5 Final Testing & Training (Stage 4)
During Final Testing and Training, Tyler and the City of Poway review the final cutover plan. A critical
Project success factor is the City of Poway understanding the importance of Final Testing and Training and
dedicating the resources required for testing and training efforts in order to ensure a successful
Production Cutover.
4.5.1 Cutover Planning
The City of Poway and Tyler project manager(s) discuss final preparations and critical dates for Production
Cutover. Tyler delivers a Production Cutover Checklist to outline cutover tasks to help prepare the City of
Poway for success.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 4 Cutover Planning
TYLER CLIENT
TASKS
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Cutover Planning Session A R C I C C C C C C
Develop Production Cutover Checklist A R C I I C C I I C
74 of 117 May 2, 2017, Item #4.1
4.5.2 User Acceptance Testing (UAT)
The City of Poway performs User Acceptance Testing to verify software readiness for day-to-day business
processing. Tyler provides a Test Plan for users to follow to ensure proper Validation of the system.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 4 User Acceptance Testing (UAT)
TYLER CLIENT
TASKS
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Deliver Test Plan for User Acceptance
Testing A R C I I
Perform User Acceptance Testing I C A R C C C I I C I
Accept custom program(s), if
applicable I I I A R C I C C
Validate Report performance I C C A C R C
75 of 117 May 2, 2017, Item #4.1
4.5.3 End User Training
End Users attend training sessions to learn how to utilize Tyler software. Training focuses primarily on
day-to-day City of Poway processes that will be delivered via group training, webinar, eLearning and/or
live training sessions.
Unless stated otherwise in the Agreement, Tyler provides one occurrence of each scheduled training or
implementation topic with up to the maximum number of users as defined in the Agreement, or as
otherwise mutually agreed. City of Poway users who attended the Tyler sessions may train any City of
Poway users not able to attend the Tyler sessions or additional sessions may be contracted at the
applicable rates for training.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 4 End User Training
TYLER CLIENT
TASKS
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Conduct user training sessions A R C I I I I I
Conduct additional End User training
sessions I I A C I R I I I I
76 of 117 May 2, 2017, Item #4.1
4.5.4 Control Point 4: Final Testing & Training Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Production
Cutover Stage is dependent upon Tyler’s receipt of the Stage Acceptance.
4.5.4.1 Final Testing & Training Stage Deliverables
• Production Cutover checklist
o Objective: Provide a detailed checklist outlining tasks necessary for production Cutover.
o Scope: Dates for final conversion, date(s) to cease system processing in Legacy System,
date(s) for first processing in Tyler system, contingency plan for processing/
o Acceptance criteria: City of Poway acknowledges the checklist delivery including
definition of all pre-production tasks, assignment of owners and establishment of due
dates.
• User Acceptance Test Plan
o Objective: Provide testing steps to guide users through testing business processes in Tyler
software.
o Scope: Testing steps for Standard business processes.
o Acceptance criteria: City of Poway acknowledges that Testing steps have been provided
for Standard business processes.
4.5.4.2 Final Testing & Training Stage Acceptance Criteria
• Production Cutover Checklist delivered and reviewed
• Modification(s) tested and accepted, if applicable
• Standard 3rd party Data Exchange programs tested and accepted
• Standard Forms & Reports tested and accepted
• User acceptance testing completed
• End User training completed
77 of 117 May 2, 2017, Item #4.1
4.6 Production Cutover (Stage 5)
The City of Poway and Tyler resources complete tasks as outlined in the Production Cutover Plan and the
City of Poway begins processing day-to-day business transactions in the Tyler software. Following
production Cutover, the City of Poway transitions to the Tyler support team for ongoing support of the
Application.
4.6.1 Final Data Conversion, if applicable
The City of Poway provides final data extract and Reports from the Legacy System for data conversion and
Tyler executes final data conversion. The City of Poway may need to manually enter into the Tyler system
any data added to the Legacy System after final data extract.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 5 Final Data Conversion, if applicable
TYLER CLIENT
TASKS
Ty
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Provide final data extract C I I A C I I I I R
Provide final extract balancing Reports I I A C R I
Convert and deliver final pass of data A I I R I I I C
Validate final pass of data I C C I A C R C
Load final conversion pass to
Production environment I I I A C I C R
78 of 117 May 2, 2017, Item #4.1
4.6.2 Production Processing & Assistance
Tyler staff collaborates with the City of Poway during production cutover activities. The City of Poway
transitions to Tyler software for day-to day business processing.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 5 Production Processing & Assistance
TYLER CLIENT
TASKS
Ty
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Production processing C C I I A R R R R R R I I
Provide production assistance A R C I C C C C C C
79 of 117 May 2, 2017, Item #4.1
4.6.3 Transition to Tyler Support
Tyler project manager(s) introduce the City of Poway to the Tyler Support team, who provides the City of
Poway with day-to-day assistance following production Cutover.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 5 Transition to Tyler Support
TYLER CLIENT
TASKS
Ty
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Develop internal support plan I A R C C C C C C C
Conduct transfer to Support meeting A I C R C C C C I I C I I
80 of 117 May 2, 2017, Item #4.1
4.6.4 Schedule Post-production Services, if applicable
Tyler provides post-production services if included in the agreement. Prior to scheduling services, the
Tyler project manager(s) collaborate with the City of Poway project manager(s) to identify needs.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 5 Schedule Post-production Services, if applicable
TYLER CLIENT
TASKS
Ty
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Identify topics for post-production
services C C A R I C I
Schedule services for post-production
topics A R I C C I C I
81 of 117 May 2, 2017, Item #4.1
4.6.5 Control Point 5: Production Cutover Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. Advancement to the Phase/Project
Closure Stage is dependent upon Tyler’s receipt of this Stage Acceptance.
4.6.5.1 Production Cutover Stage Deliverables
• Final data conversion, if applicable
o Objective: Ensure (in Scope) Legacy System data is available in Tyler software in
preparation for production processing.
o Scope: Final passes of all conversions completed in this Phase
o Acceptance criteria: City of Poway acknowledges that data is available in production
environment.
• Support transition documents
o Objective: Define strategy for on-going Tyler support.
o Scope: Define support strategy for day-to-day processing, conference call with the City of
Poway project manager(s) and Tyler Support team, define roles and responsibilities,
define methods for contacting Support.
o Acceptance criteria: the City of Poway acknowledges receipt of tools to contact Support
and understands proper support procedures.
4.6.5.2 Production Cutover Stage Control Point Acceptance Criteria
• Final data conversion(s) delivered
• Processing is being done in Tyler production
• Transition to Tyler Support is completed
• Post-live services have been scheduled, if applicable
82 of 117 May 2, 2017, Item #4.1
4.7 Phase/Project Closure (Stage 6)
Project or Phase closure signifies full implementation of all products purchased and encompassed in the
Phase or Project. The City of Poway moves into the next cycle of their relationship with Tyler (next Phase
of implementation or long-term relationship with Tyler Support).
4.7.1 Close Phase/Project
The City of Poway and Tyler project manager(s) review the list of outstanding Project activities and
develop a plan to address them. The Tyler project manager(s) review the Project budget and status of
each contract Deliverable with the City of Poway project manager(s) prior to closing the Phase or Project.
RACI MATRIX KEY: R = Responsible A = Accountable C = Consulted I = Informed
STAGE 6 Close Phase/Project
TYLER CLIENT
TASKS
Ty
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Review outstanding Project activities
and develop action plan A R C C C I C I C
Review Project budget and status of
contract Deliverables A R I I C
83 of 117 May 2, 2017, Item #4.1
4.7.2 Control Point 6: Phase/Project Closure Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below. This is the final acceptance for the
Phase/Project.
4.7.2.1 Phase/Project Closure Stage Deliverables
• Phase/Project reconciliation report
o Objective: Provide comparison of contract Scope and Project budget.
o Scope: Contract Scope versus actual, analysis of services provided and remaining budget,
identify any necessary Change Requests or Project activity.
o Acceptance criteria: Acceptance of services and budget analysis and plan for changes, if
needed.
4.7.2.2 Phase/Project Closure Stage Control Point Acceptance Criteria
• Outstanding Phase or Project activities have been documented and assigned
• Phase/final Project budget has been reconciled
• Tyler Deliverables for the Phase/Project are complete
84 of 117 May 2, 2017, Item #4.1
5 Roles and Responsibilities
5.1 Tyler Roles and Responsibilities
Tyler assigns project managers prior to the start of each Phase of the Project. The project manager
assigns other Tyler resources as the schedule develops. One person may fill multiple Project roles.
5.1.1 Tyler Executive Management
• Provides clear direction for Tyler staff on exectuting on the Project Deliverables to align with
satisfying the City of Poway’s overall organizational strategy
• Authorizes required Project resources
• Resolves all decisions and/or issues not resolved at the implementation management level as part
of the escalation process
• Offers additional support to the Project team and is able to work with other Tyler department
managers in order to escalate and facilitate implementation Project tasks and decisions
• Acts as the counterpart to the City of Poway’s executive sponsor
5.1.2 Tyler Implementation Management
• Acts as the counterpart to the City of Poway steering committee.
• Assigns Tyler Project personnel
• Works to resolve all decisions and/or issues not resolved at the Project management level as part
of the escalation process
• Attends City of Poway steering committee meetings as necessary
• Provides support for the Project team
• Provides management support for the Project to ensure it is staffed appropriately and staff have
necessary resources
• Monitors Project progress including progress towards agreed upon goals and objectives
5.1.3 Tyler Project Manager
The Tyler project manager(s) provides oversight of the Project, coordination of resources between
departments, management of the Project schedule and budget, effective risk and issue management, and
is the primary point of contact for all Project related items.
• Contract Management
o Validates contract compliance throughout the Project
o Ensures Deliverables meet contract requirements
o Acts as primary point of contact for all contract and invoicing questions
o Prepares and presents contract milestone sign-offs for acceptance by City of Poway project
manager(s)
o Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance
• Planning
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o Update and deliver Implementation Management Plan
o Defines Project tasks and resource requirements
o Develops initial and full scale Project schedule
o Collaborates with City of Poway project manager(s) to plan and schedule Project timelines to
achieve on-time implementation
• Implementation Management
o Tightly manages Scope and budget of Project; establishes process and approval matrix with the
City of Poway to ensure Scope changes and budget planned versus actual are transparent and
handled effectively and efficiently
o Establishes and manages a schedule and resource plan that properly supports the Project Plan as
a whole that is also in balance with Scope/budget
o Establishes risk/issue tracking/reporting process between the City of Poway and Tyler and takes
all necessary steps to proactively mitigate these items or communicates with transparency to the
City of Poway any items that may negatively impact the outcomes of the Project
o Collaborates with the City of Poway’s project manager(s) to establish key business drivers and
success indicators that will help to govern Project activities and key decisions to ensure a quality
outcome of the Project
o Sets a routine communication plan that will aide all Project team members, of both the City of
Poway and Tyler, in understanding the goals, objectives, current status and health of the Project
• Team Management
o Acts as liaison between project team and Tyler manager(s)
o Identifies and coordinates all Tyler resources across all modules, Phases, and activities including
development, conversions, Forms, Installation, Reporting, implementation, and billing
o Provides direction and support to Project team
o Builds partnerships among the various stakeholders, negotiating authority to move the Project
forward
o Manages the appropriate assignment and timely completion of tasks as defined in the Project
Plan, task list, and Production Cutover checklist
o Assesses team performance and adjusts as necessary
o Interfaces closely with Tyler developers to coordinate program Modification activities
o Coordinates with in Scope third party providers to align activities with ongoing Project tasks
5.1.4 Tyler Implementation Consultant
• Completes tasks as assigned by the Tyler project manager(s)
• Performs problem solving and troubleshooting
• Follows up on issues identified during sessions
• Documents activities for on site services performed by Tyler
• Provides conversion Validation and error resolution assistance
• Recommends guidance for testing Forms and Reports
• Tests software functionality with the City of Poway following configuration
• Assists during Cutover process and provides production support until the City of Poway
transitions to Tyler Support
• Provides product related education
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• Effectively facilitates training sessions and discussions with City of Poway and Tyler staff to ensure
adequate discussion of the appropriate agenda topics during the allotted time
• Conducts training (configuration, process, conversion Validation) for Power Users and the City of
Poway’s designated trainers for End Users
• Clearly documents homework tasks with specific due dates and owners, supporting and
reconciling with the final Project schedule
• Keeps Tyler project manager(s) proactively apprised of any and all issues which may result in the
need for additional training needs, change in schedule, change in process decisions, or which
have the potential to adversely impact the success of the Project prior to taking action
5.1.5 Tyler Sales
• Provide sales background information to implementation during Project Initiation
• Support sales transition to implementation
• Provide historical information, as needed, throughout implementation
5.1.6 Tyler Software Support
• Manages incoming client issues via phone, email, and online customer incident portal
• Documents and prioritizes issues in Tyler’s Customer Relationship Management (CRM) system
• Provides issue analysis and general product guidance
• Tracks issues and tickets to timely and effective resolution
• Identifies options for resolving reported issues
• Reports and escalates defects to Tyler Development
• Communicates with the City of Poway on the status and resolution of reported issues
5.2 City of Poway Roles and Responsibilities
City of Poway resources will be assigned prior to the start of each Phase of the Project. One person may
be assigned to multiple Project roles.
5.2.1 City of Poway Executive Sponsor
Provides clear direction for the Project and how it applies to the organization’s overall strategy
Champions the Project at the executive level to secure buy-in
Authorizes required Project Resources
Resolves all decisions and/or issues not resolved at the City of Poway Steering Committee level as
part of the escalation process
Actively participates in Organizational Change Communications
5.2.2 City of Poway Steering Committee
Works to resolve all decisions and/or issues not resolved at the Project Manager level as part of
the escalation process
Attends all scheduled Steering Committee meetings
Provides support for the Project team
Assists with communicating key Project messages throughout the organization
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Prioritizes the Project within the organization
Provides management support for the Project to ensure it is staffed appropriately and staff have
necessary resources
Monitors Project progress including progress towards agreed upon goals and objectives
Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o Project Goals
o City of Poway Policies
5.2.3 City of Poway Project Manager
The City of Poway shall assign Project Manager(s) prior to the start of this Project with overall
responsibility and authority to make decisions related to Project Scope, scheduling, and task assignment,
and communicates decisions and commitments to the Tyler Project Manager(s) in a timely and efficient
manner. When the City of Poway Project Manager(s) do not have the knowledge or authority to make
decisions, he or she engages the correct resources from City of Poway to participate in discussions and
make decisions in a timely fashion to avoid Project delays.
Contract Management
o Validates contract compliance throughout the Project
o Ensures invoicing and Deliverables meet contract requirements
o Acts as primary point of contact for all contract and invoicing questions
o Signs off on contract milestone acknowledgment documents
o Collaborates on and approves change requests, if needed, to ensure proper Scope and
budgetary compliance
Planning
o Review and acknowledge Implementation Management Plan
o Defines Project tasks and resource requirements for City of Poway Project team
o Collaborates in the development of and approval of the Project Plan and Project schedule
o Collaborates with Tyler Project Manager(s) to plan and schedule Project timelines to achieve
on-time implementation
Implementation Management
o Tightly manages Scope and budget of Project and collaborates with Tyler Project Manager to
establish a process and approval matrix to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently
o Collaborates with Tyler Project Manager to establish and manage a schedule and resource
plan that properly supports the Project Plan, as a whole, that is also in balance with
Scope/budget
o Collaborates with Tyler Project Manager to establishes risk/issue tracking/reporting process
between the City of Poway and Tyler and takes all necessary steps to proactively mitigate
these items or communicates with transparency to Tyler any items that may negatively
impact the outcomes of the Project
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o Collaborates with Tyler Project Manager(s) to establish key business drivers and success
indicators that will help to govern Project activities and key decisions to ensure a quality
outcome of the Project
o Routinely communicates with both City of Poway staff and Tyler, aiding in the understanding
of goals, objectives, current status, and health of the Project by all team members
Team Management
o Acts as liaison between Project Team and Stakeholders
o Identifies and coordinates all City of Poway resources across all modules, Phases, and
activities including data conversions, Forms design, hardware and software Installation,
reports building, and satisfying invoices
o Provides direction and support to Project team
o Builds partnerships among the various stakeholders, negotiating authority to move the
Project forward
o Manages the appropriate assignment and timely completion of tasks as defined in the Project
schedule, task list, and Production Cutover checklist
o Assesses team performance and takes corrective action, if needed
o Provides guidance to City of Poway technical teams to ensure appropriate response and
collaboration with Tyler Technical Support Teams to ensure timely response and appropriate
resolution
o Coordinates with in Scope third party providers to align activities with ongoing Project tasks
5.2.4 City of Poway Functional Leads
Makes business process change decisions under time sensitive conditions
Communicates existing business processes and procedures to Tyler consultants
Assists in identifying business process changes that may require escalation
Attends and contributes business process expertise for current/future state analysis sessions
Identifies and includes additional subject matter experts to participate in current/future state
analysis sessions
Provides business process change support during Power User and End User training
Completes performance tracking review with client Project team on End User competency on
trained topics
Provides Power and End Users with dedicated time to complete required homework tasks
Act as an ambassador/champion of change for the new process.
Identifies and communicates any additional training needs or scheduling conflicts to City of
Poway Project Manager
Prepares and Validates Forms
Actively participates in all aspects of the implementation, including, but not limited to, the
following key activities:
Task completion
Stakeholder Presentation
Implementation management plan development
Schedule development
Maintenance and monitoring of risk register
Escalation of issues
Communication with Tyler Project team
Coordination of City of Poway resources
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Attendance at scheduled sessions
Change Management activities
Customization specification, demonstrations, testing and approval assistance
Conversion Analysis and Verification Assistance
Decentralized End User Training
Process Testing
User Acceptance Testing
5.2.5 City of Poway Power Users
Participate in Project activities as required by the Project team and Project Manager(s)
Provide subject matter expertise on City of Poway business processes and requirements
Act as Subject Matter Experts and attending current/future state and Validation sessions as
needed
Attend all scheduled training sessions
Participate in all required post-training processes as needed throughout Project
Participate in conversion Validation
Test all Application configuration to ensure it satisfies business process requirements
Become Application experts
Participate in User Acceptance Testing
Adopt and support changed procedures
Complete all Deliverables by the due dates defined in the Project schedule
Demonstrate competency with Tyler products processing prior to Production Cutover
Provide knowledge transfer to City of Poway staff during and after implementation, as necessary
5.2.6 City of Poway End Users
Attend all scheduled training sessions
Become proficient in Application functions related to job duties
Adopt and utilize changed procedures
Complete all Deliverables by the due dates defined in the Project schedule
Utilize software to perform job functions at and beyond Production Cutover
5.2.7 City of Poway Technical Support
Coordinates updates and releases with Tyler as needed
Coordinates the copying of source databases to training/testing databases as needed for training
days
Extracts and transmits conversion data and control reports from City of Poway’s Legacy System
per the conversion schedule set forth in the Project schedule
Coordinates and adds new users and printers and other Peripherals as needed
Validates all users understand log-on process and have necessary permission for all training
sessions
Coordinates Interface development for City of Poway 3rd party Data Exchanges.
Develops or assists in creating Reports as needed
Ensures onsite system hardware meets specifications provided by Tyler
Assists with software deployment as needed
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5.2.8 City of Poway Upgrade Coordinator
Becomes familiar with the Software Upgrade process and required steps
Becomes familiar with Tyler’s releases and updates
Utilizes Tyler Community to stay abreast of the latest Tyler releases and updates, as well as the
latest helpful tools to manage the City of Poway’s Software Upgrade process
Assists with the Software Upgrade process, if required, during implementation
Manages Software Upgrade activities post-implementation
Manages Software Upgrade plan activities
Coordinates Software Upgrade plan activities with City of Poway and Tyler resources
Communicates changes affecting users and department stakeholders
Obtains department stakeholder sign-offs to upgrade Production environment
5.2.9 City of Poway Project Toolset Coordinator
Ensures users have appropriate access to Tyler Project Toolsets such as Tyler University, Tyler
Community, Tyler Product Knowledgebase, SharePoint, etc.
Conducts training on proper use of toolsets
Validates completion of required assignments using toolsets
5.2.10 City of Poway Change Management Lead
Validates users receive timely and thorough communication regarding process changes
Provides coaching to Supervisors to prepare them to support users through the Project changes
Identifies the impact areas resulting from Project activities and develops a plan to address them
proactively
Identifies areas of resistance and develops a plan to reinforce the change
Monitors post-production performance and new process adherence
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6 Glossary
Word or Term Definition
Accountable The person who is ultimately accountable for decisions being made on
a task.
Application A computer program designed to perform a group of coordinated
functions, tasks or activities for the benefit of the user.
Change Control A systematic approach for managing change governing how Change
Requests will be received, assessed and acted on.
Change Management An approach for ensuring that changes are thoroughly and smoothly
implemented and that the lasting benefits of change are achieved. The
focus is on the global impact of change with an intense focus on people
and how individuals and teams move from the current situation to the
new one.
Change Request A form used as part of the Change Control process whereby changes in
the Scope of work, timeline, resources, and/or budget are revised and
agreed upon by participating parties.
Consulted Anyone who must be consulted with prior to a decision being made
and/or the task being completed
Consumables Items that are used recurrently, usually by Peripherals. Examples: paper
stock or scanner cleaning kits.
Control Point Occurring at the end of each Stage, the Control Point serves as a formal
client review point. Project progress cannot continue until the client
acknowledges the agreed upon Deliverables of the Stage have been
met, or agree on an action plan to make the Deliverable acceptable and
move to next Stage while executing final steps of current Stage.
Cutover The point when a client begins using Tyler software in Production.
Data Exchange A term used to reference Imports and Exports, and Interfaces which
allow data to be exchanged between an external system and Tyler
software.
Data Mapping The process of mapping fields from the Legacy System to the
appropriate location in the new system from one or more sources.
Deliverable A tangible or intangible object/document produced as a result of the
Project that is intended to be delivered to a client (either internal or
external) at a specific time.
End User The person for whom the software is designed to use on a day-to-day
basis.
Forms A document which is typically printed on a template background and
only captures data for one record per page. Forms are provided to
entity customers whether internal (employees) or external (citizens).
Imports and Exports A process within the system that a user is expected to run to consume
(Import) or produce (Export) a specifically defined file format/layout.
Informed Anyone who will be updated when decisions are made or a task is
completed.
Interface A real-time or automated exchange of data between two systems.
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Install References the initial Installation of software files on client servers and
preparing the software for use during configuration. The version
currently available for general release will always be used during the
initial Install.
Legacy System The system from which a client is converting.
Modification Modification of software program package to provide individual client
requirements documented within the Scope of the Agreement.
Peripherals An auxiliary device that connects to and works with the computer in
some way. Examples: mouse, keyboard, scanner, external drive,
microphone, speaker, webcam, and digital camera.
Phase A portion of the Project in which specific set of related products are
typically implemented. Phases each have an independent start,
Production Cutover and closure dates but use the same
Implementation Plans as other Phases within the Project. Phases may
overlap or be sequential and may have the same Tyler Project manager
or different individual assigned.
Power User An experienced client person or group who is (are) an expert(s) in the
client business processes, as well as knowledgeable in the requirements
and acceptance criteria.
Production The City is using the Tyler software to conduct daily operations.
Project The Project includes all implementation activity from Plan & Initiate to
Closure for all products, Applications and functionality included in a
single Agreement. The Project may be broken down into multiple
Phases.
Project Plan The Project Plan serves as the master blueprint for the Project. As
developed, the Project schedule will become a part of the Project Plan
and outline specific details regarding tasks included in the Project Plan.
Project Planning Meeting Occurs during the Plan & Initiate Stage to coordinate with the client
Project manager to discuss Scope, information needed for Project
scheduling and resources.
Questionnaire A document containing a list of questions to be answered by the client
for the purpose of gathering information needed by Tyler to complete
the implementation.
RACI A chart describing level of participation by various roles in completing
tasks or Deliverables for a Project or process. Also known as a
responsibility assignment matrix (RAM) or linear responsibility chart
(LRC).
Reports Formatted to return information related to multiple records in a
structured format. Information is typically presented in both detail and
summary form for a user to consume.
Responsible The person who will be completing the task.
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Scope Products and services that are included in the Agreement.
Stage The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project and requires acknowledgement before
continuing to the next Stage. Some tasks in the next Stage may begin
before the prior Stage is complete.
Stakeholder Presentation Representatives of the Tyler implementation team will meet with key
client representatives to present high level Project expectations and
outline how Tyler and the client can successfully partner to create an
environment for a successful implementation.
Standard Included in the base software (out of the box) package.
Statement of Work (SOW) Document which will provide supporting detail to the Agreement
defining Project-specific activities and Deliverables Tyler will provide to
the client.
Test Plan Describes the testing process. Includes "Test Cases" to guide the users
through the testing process. Test cases are meant to be a baseline for
core processes; the client is expected to supplement with client specific
scenarios and processes.
Software Upgrade References the act of updating software files to a newer software
release.
Validation (or to validate) The process of testing and approving that a specific Deliverable,
process, program or product is working as expected.
Work Breakdown Structure
(WBS)
A hierarchical representation of a Project or Phase broken down into
smaller, more manageable components.
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7 Munis Conversion Summary
7.1 Accounting COA
Chart of Accounts segments, objects, character codes, project codes (if applicable), organization
codes (if applicable), control accounts budget rollups, fund attributes, due to/due from accounts
Requires the use of a Tyler provided spreadsheet for design and entry of the data to be converted
7.2 Accounting - Actuals
Summary account balances
Up to 3 years
7.3 Accounting - Budgets
Original budget, budget adjustments, revised budget summaries for accounts
Up to 3 years
7.4 Accounts Payable Master
Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers
Multiple remittance addresses
Year-to-date 1099 amounts
7.5 Accounts Payable - Checks
Check header data including vendor, warrant, check number, check date, overall check amount,
GL cash account and clearing information
Check detail data including related document and invoice numbers for each check
7.6 Contracts
Contract header detail with many fields available to convert including fiscal year and period,
vendor number, department code, description, enforcement method code, dates for award,
approval, entry and expiration, retention information, user-defined type and review codes, status
code, user id for entry and approver. Additional fields are also available.
Contract detail including line item account and amount detail
7.7 Fixed Assets Master
Asset description, status, acquisition quantity, date and amount, codes for asset class, subclass,
department, custodian, flags for capitalization and depreciation, estimated life, serial number,
model, model year, depreciation method, life-to-date depreciation amount, last depreciation
date, disposal information (if any), purchase information, if any (vendor, PO, Invoice)
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7.8 Fixed Assets - History
Transaction history data for acquisitions, disposals, transfers, etc.
7.9 General Billing CID
Customer information
7.10 General Billing – Recurring Invoices
General Billing Invoices that are sent on a regular basis
Header records with general information about the invoice
Detail records with line-specific information
7.11 General Billing – Bills
Unlimited history of open and closed invoices
General Ledger information so open invoices can be processed in Munis
7.12 Inventory Master
General master data includes item, description, commodity code, purchase vendor and date,
date received, GL information, hazard code, etc. Location master includes item, location, bin,
various quantities (on-hand, last, committed, standard purchase, re-order), lead time; count,
count date, and variance; GL information; plus many accumulator buckets
(MTD/YTD/SOY/SOM/LY received /issued /adjusted /cost /value), etc. FIFO data includes item,
location, date, qty-received, unit cost, and quantity on hand.
7.13 Inventory – Commodity Codes
Commodity master information, including codes and descriptions, commodity type, acquisition
type, unit of measure, vendor, buyer, approver, and various other codes and flags
7.14 Project Grant Accounting
Segments, account strings and fund string allocation table
Requires the use of a Tyler provided (Chart of Accounts) spreadsheet for design and entry of the
data to be converted
7.15 Project Grant Accounting - Actuals
Summary project ledger string balances
Up to 3 years
7.16 Project Grant Accounting – Budget
Original project ledger budget amounts
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Up to 3 years
7.17 Purchase Orders
Open purchase orders header data including vendor, buyer, date, accounting information, etc.
Open purchase orders detail data including line item descriptions, quantities, amounts, etc.
7.18 Payroll
Payroll Employee Master data including data such as name, address, SSN, legacy employee ID,
date of birth, hire date, activity status (such as active/inactive), leave/termination code and date,
phone(s), e-address, marital status, gender, race, personnel status (such as full-time, part-time,
etc.), highest degree, advice-delivery (print/email/both) and check location, plus primary group,
job, location, and account information
7.19 Payroll - Deductions
Employee Deductions - including employee ID, deduction codes, tax information, and direct
deposit information
7.20 Payroll – Accumulators
YTD, QTD, MTD amounts for employee pay and deductions
Needed for mid-calendar-year go-live
May not be needed if converting earnings/deductions history
7.21 Payroll – Accrual Balances
Employee Accrual Balances including Vacation, Holiday, and other Leave balances
Start of year balance, earned to date, used to date
7.22 Payroll – Check History
Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions
in employee check history, check number and date.
7.23 Payroll – Earning/Deduction Hist.
Up to 5 years, additional years must be quoted. Earning and deduction history broken down my
individual codes (earnings and deduction) and amounts per pay period, the detail of these lines,
sums the check history in opt 4.
7.24 Payroll – Applicant Tracking
Application requisition applicant master data, plus applicant references, certifications, education,
skills, tests, work history, and interviews
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7.25 Payroll – PM Action History
A variety of Personnel actions, such as job or salary changes and dates these events occurred.
7.26 Payroll – Position Control
Position, description, status, job code, bargaining group, location, number of employees allowed
for each, FTE percentage, GL account, and max/min grade and step
7.27 Payroll – State Retirement Tables
Specific state-required data, plus related service years information, when appropriate
Needed for some states
7.28 Payroll – Certifications
Certification area and certification type codes, certification number and effective date, expiration
date, and required-by date, codes for certification level and subjects
7.29 Payroll – Education
Codes, for institution, type of degree, and area(s) of study
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Appendix 1: Reports
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Solution Pricing Summary
6/22/2016 9:35 AM Poway Appendix C - Mandatory Pricing.xlsx Page 1 of 12
Proposer Name:
Solution Name:
Solution Pricing Summary One Time Year 1 Year 2 Year 3 Year 4 Grand Total
Total Software Licensing and Maintenance Costs 277,380$ -$ 64,666$ 67,899$ 71,294$ 481,240$
Total Implementation Services 216,775$ 216,775$
Total Interface Services -$ -$
Total Conversion Services 58,800$ 58,800$
Total Third Party Products 3,952$ -$ -$ -$ -$ 3,952$
Total Travel Expenses -$ -$
Total Solution Cost 556,907$ -$ 64,666$ 67,899$ 71,294$ 760,767$
Total Optional Ongoing Costs 34,650$ 27,834$ 35,463$ 37,236$ 39,098$ 174,280$
Total Solution Cost with Options 591,557$ 27,834$ 100,129$ 105,135$ 110,392$ 935,047$
Software Licensing and Maintenance Costs One Time Year 1 Year 2 Year 3 Year 4
Subtotal - Financial Modules 138,550$ -$ 33,939$ 35,636$ 37,418$
Subtotal - Payroll Modules 16,100$ -$ 2,898$ 3,043$ 3,195$
Subtotal - HR Modules 18,100$ -$ 3,258$ 3,421$ 3,592$
Subtotal - Other Modules 135,450$ -$ 24,571$ 25,800$ 27,090$
Total Software Licensing and Maintenance Costs 277,380$ -$ 64,666$ 67,899$ 71,294$
Implementation Services Days Impl Fee
Subtotal - Financial Module Impl Services 62 79,050$
Subtotal - Payroll Module Impl Services 28 35,700$
Subtotal - HR Module Impl Services 16 20,400$
Subtotal - Other Modules Impl Services 35 44,625$
Subtotal - Other Professional Impl Services - 37,000$
Total Implementation Services 141 216,775$
Tyler Technologies
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City of Poway
STANDARD AGREEMENT FOR SERVICES
This Agreement, entered into this 2nd day of May, 2017, by and between the
CITY OF POWAY (hereinafter referred to as "City") and NexLevel Information
Technology, Inc. (hereinafter referred to as "Consultant").
RECITALS
WHEREAS, City desires to obtain the services of a private consultant to perform
information technology consulting services for the Enterprise Resource Planning (ERP)
implementation; and
WHEREAS, Consultant is a(n) information technology consultant and has
represented that Consultant possesses the necessary qualifications to provide such
services; and
WHEREAS, City has authorized the preparation of an agreement to retain the
services of Consultant as hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY
RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS:
1.Scope of Services.
Consultant shall provide services as described in Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
2.Compensation and Reimbursement.
City shall compensate and reimburse Consultant as provided in Exhibit "A"
entitled "Special Provisions" attached hereto and made a part hereof.
3.Term of Agreement.
The term of this Agreement shall be as described on Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
4.Termination.
This Agreement may be terminated with or without cause by City.
Termination without cause shall be effective only upon 60-day written notice to
Consultant. During said 60-day period Consultant shall perform all consulting services
in accordance with this Agreement. This Agreement may be terminated by City for
ATTACHMENT C107 of 117 May 2, 2017, Item #4.1
cause in the event of a material breach of this Agreement, misrepresentation by
Consultant in connection with the formation of this Agreement or the performance of
services, or the failure to perform services as directed by City. Termination for cause
shall be effected by delivery of written notice of termination to Consultant. Such
termination shall be effective upon delivery of said notice.
5.Confidential Relationship.
City may from time to time communicate to Consultant certain information
to enable Consultant to effectively perform the services. Consultant shall treat all such
information as confidential, whether or not so identified, and shall not disclose any part
thereof without the prior written consent of the City. Consultant shall limit the use and
circulation of such information, even within its own organization, to the extent necessary
to perform the services. The foregoing obligation of this Paragraph 5, however, shall
not apply to any part of the information that (i) has been disclosed in publicly available
sources of information; (ii) is, through no fault of Consultant, hereafter disclosed in
publicly available sources of information; (iii) is now in the possession of Consultant
without any obligation of confidentiality; or (iv) has been or is hereafter rightfully
disclosed to Consultant by a third party, but only to the extent that the use or disclosure
thereof has been or is rightfully authorized by that third party.
Consultant shall not disclose any reports, recommendations, conclusions
or other results of the services or the existence of the subject matter of this contract
without the prior written consent of the City. In its performance hereunder, Consultant
shall comply with all legal obligations it may now or hereafter have respecting the
information or other property of any other person, firm or corporation.
6.Office Space and Clerical Support.
Consultant shall provide its own office space and clerical support at its
sole cost and expense.
7.Covenant Against Contingent Fees.
Consultant declares that it has not employed or retained any company or
person, other than a bona fide employee working for Consultant, to solicit or secure this
Agreement, that it has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or making of the Agreement.
For breach of violation of this warranty, City shall have the right to annul this Agreement
without liability, or, at its sole discretion, to deduct from the Agreement price or
consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
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8. Ownership of Documents.
All memoranda, reports, plans, specifications, maps and other documents
prepared or obtained under the terms of this Agreement shall be the property of City
and shall be delivered to City by Consultant upon demand.
9. Conflict of Interest and Political Reform Act Obligations.
During the term of this Agreement Consultant shall not act as consultant
or perform services of any kind for any person or entity whose interests conflict in any
way with those of the City of Poway. Consultant shall at all times comply with the terms
of the Political Reform Act and the local conflict of interest ordinance. Consultant shall
immediately disqualify itself and shall not use its official position to influence in any way
any matter coming before the City in which the Consultant has a financial interest as
defined in Government Code Section 87103. Consultant represents that it has no
knowledge of any financial interests which would require it to disqualify itself from any
matter on which it might perform services for the City.
“Consultant” means an individual who, pursuant to a contract with a state
or local agency:
(A) Makes a governmental decision whether to:
1. Approve a rate, rule or regulation;
2. Adopt or enforce a law;
3. Issue, deny, suspend, or revoke any permit, license,
application, certificate, approval, order, or similar
authorization or entitlement;
4. Authorize the City to enter into, modify, or renew a contract
provided it is the type of contract that requires City approval;
5. Grant City approval to a contract that requires City approval
and to which the City is a party, or to the specifications for
such a contract;
6. Grant City approval to a plan, design, report, study, or similar
item;
7. Adopt, or grant City approval of, policies, standards, or
guidelines for the City, or for any subdivision thereof; or
(B) Serves in a staff capacity with the City and in that capacity participates in
making a governmental decision as defined in Regulation 18702.2 or
performs the same or substantially all the same duties for the City that
would otherwise be performed by an individual holding a position specified
in the City’s Conflict of Interest Code.
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DISCLOSURE DETERMINATION:
□ 1. Consultant/Contractor will not be “making a government decision”
or “serving in a staff capacity” as defined in Sections A and B
above.
No disclosure required.
□ 2. Consultant/Contractor will be “making a government decision” or
“serving in a staff capacity” as defined in Sections A and B above.
As a result, Consultant/Contractor shall be required to file a
Statement of Economic Interest with the City Clerk of the City of
Poway in a timely manner as required by law.
_________________________________
DEPARTMENT DIRECTOR
10. No Assignments.
Neither any part nor all of this Agreement may be assigned or
subcontracted, except as otherwise specifically provided herein, or to which City, in its
sole discretion, consents to in advance thereof in writing. Any assignment or
subcontracting in violation of this provision shall be void.
11. Maintenance of Records.
Consultant shall maintain all books, documents, papers, employee time
sheets, accounting records, and other evidence pertaining to costs incurred and shall
make such materials available at its office at all reasonable times during the contract
period and for three (3) years from the date of final payment under this Agreement, for
inspection by City and copies thereof shall be furnished, if requested.
12. Independent Contractor.
At all times during the term of this Agreement, Consultant shall be an
independent contractor and shall not be an employee of the City of Poway. City shall
have the right to control Consultant only insofar as the results of Consultant's services
rendered pursuant to this Agreement; however, City shall not have the right to control
the means by which Consultant accomplishes such services.
13. Licenses, Permits, Etc.
Consultant represents and declares to City that it has all licenses, permits,
qualifications, and approvals of whatever nature that are legally required to practice its
profession. Consultant represents and warrants to City that Consultant shall, at its sole
cost and expense, keep in effect at all times during the term of this Agreement, any
110 of 117 May 2, 2017, Item #4.1
license, permit, or approval which is legally required for Consultant to practice its
profession.
14. Consultant's Insurance.
Consultant shall provide insurance as set forth in Exhibit "A" entitled
"Special Provisions" attached hereto and made a part hereof.
15. Indemnification.
(a) For Claims (as defined herein) other than those alleged to arise from
Consultant’s negligent performance of professional services, City and its respective
elected and appointed boards, officials, officers, agents, employees and volunteers
(individually and collectively, "Indemnitees") shall have no liability to Consultant or any
other person for, and Consultant shall indemnify, protect and hold harmless
Indemnitees from and against, any and all liabilities, claims, actions, causes of action,
proceedings, suits, damages, judgments, liens, levies, costs and expenses, including
reasonable attorneys' fees and disbursements (collectively "Claims"), which
Indemnitees may suffer or incur or to which Indemnitees may become subject by reason
of or arising out of any injury to or death of any person(s), damage to property, loss of
use of property, economic loss or otherwise occurring as a result of Consultant's
negligent performance under this Agreement, or by the negligent or willful acts or
omissions of Consultant, its agents, officers, directors, sub-consultants or employees.
(b) For Claims alleged to arise from Consultant’s negligent performance of
professional services, Indemnitees shall have no liability to Consultant or any other
person for, and Consultant shall indemnify and hold harmless Indemnitees from and
against, any and all Claims that Indemnitees may suffer or incur or to which
Indemnitees may become subject by reason of or arising out of any injury to or death of
any person(s), damage to property, loss of use of property, economic loss or otherwise
to the extent occurring as a result of Consultant's negligent performance of any
professional services under this Agreement, or by the negligent or willful acts or
omissions of Consultant, its agents, officers, directors, sub-consultants or employees,
committed in performing any of professional services under this Agreement. For Claims
alleged to arise from Consultant’s professional services, Consultant’s defense obligation
to Indemnitees shall include only the reimbursement of reasonable defense costs and
attorneys’ fees to the extent caused by Consultant’s negligence.
(c) The foregoing obligations of Consultant shall not apply to the extent that
the Claims arise from the sole negligence or willful misconduct of City or its elected and
appointed boards, officials, officers, agents, employees and volunteers.
(d) In any and all Claims against City by any employees of the Consultant,
anyone directly or indirectly employed by it or anyone for whose acts it may be liable,
the indemnification obligation under this Section 15 shall not be limited in any way by
any limitation on the amount or type of damages, compensation or benefits payable by
or for the Consultant under worker's compensation acts, disability benefit acts or other
employee benefit acts.
111 of 117 May 2, 2017, Item #4.1
16. Consultant Not an Agent.
Except as City may specify in writing, Consultant shall have no authority,
expressed or implied, to act on behalf of City in any capacity whatsoever as an agent.
Consultant shall have no authority, expressed or implied, pursuant to this Agreement to
bind City to any obligation whatsoever.
17. Personnel.
Consultant shall assign qualified and certified personnel to perform
requested services. The City shall have the right to review and disapprove personnel
for assignment to Poway projects.
City shall have the unrestricted right to order the removal of any person(s)
assigned by Consultant by giving oral or written notice to Consultant to such effect.
Consultant's personnel shall at all times comply with City's drug and
alcohol policies then in effect.
18. Notices.
Notices shall be given as described on Exhibit "A" entitled "Special
Provisions" attached hereto and made a part hereof.
19. Dispute Resolution.
In the event of a dispute between City and Consultant concerning the
terms of this Agreement or its performance, the parties agree to initially submit such
dispute to voluntary mediation before a mutually acceptable mediator prior to arbitration
or litigation. In the event that the subject of such action is compensation claimed by
Consultant in the event of termination, Consultant's damages shall be limited to
compensation for the 60-day period for which Consultant would have been entitled to
receive compensation if terminated without cause. In the event of arbitration, each
party shall bear its own attorneys' fees and costs incurred. Any action to enforce or
interpret the terms or conditions of this Agreement shall be brought in the Superior
Court in San Diego County, Central Division. Consultant hereby waives any right to
remove any such action from San Diego County as is otherwise permitted by California
Code of Civil Procedure section 394.
20. Gender.
Whether referred to in the masculine, feminine, or as "it," "Consultant"
shall mean the individual or corporate consultant and any and all employees of
consultant providing services hereunder.
112 of 117 May 2, 2017, Item #4.1
21. Counterparts.
This Agreement (and any amendments) may be executed in multiple
counterparts, each of which shall be deemed an original, but all of which, together, shall
constitute one and the same instrument. Documents delivered by telephonic facsimile
transmission shall be valid and binding.
22. Entire Agreement.
This Agreement shall constitute the entire understanding between
Consultant and City relating to the terms and conditions of the services to be performed
by Consultant. No agreements, representations or promises made by either party,
whether oral or in writing, shall be of any force or effect unless it is in writing and
executed by the party to be bound thereby.
23. Pension Reform Act of 2013
At all times during the term of the Agreement with the City, no officer,
director, shareholder, member, partner, employee, or contractor, providing services to
the City, will be a “retired annuitant,” under the City’s retirement system, ineligible for
temporary employment under section 7522.56 of the California Government Code,
which was added as a part of the Pension Reform Act of 2013. For the purposes of this
statement a “retired annuitant” is a person retired from the California Public Employees’
Retirement System (“CalPERS”). Any retired annuitant proposed to provide work on
behalf of the City must be eligible for appointment under the Pension Reform Act of
2013, and any other applicable laws, without any adverse financial impact to the City.
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113 of 117 May 2, 2017, Item #4.1
IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement
on the date first above written.
CITY OF POWAY CONSULTANT
By: _________________________ By: _______________________________
Tina White, City Manager Terry Hackelman, Managing Principal
Dated: ______________________ Dated: ____________________________
ATTEST:
Nancy Neufeld, City Clerk
APPROVED AS TO FORM:
By: _________________________
Morgan L. Foley, City Attorney
114 of 117 May 2, 2017, Item #4.1
"SPECIAL PROVISIONS"
EXHIBIT "A"
A. Scope of Services.
Consultant agrees to perform consulting services as required by City.
Consultant shall provide the necessary qualified personnel to perform the services. In
performance of the services Consultant shall provide information technology consulting
as detailed in the Scope of Services submitted with the proposal dated April 14, 2017,
which are included in this document as Attachment 1.
B. Compensation and Reimbursement.
City shall pay Consultant a fee in accordance with the Fee Proposals
submitted with the proposal dated April 14, 2017, which are included in this document
as Attachment 1. Total fee is not to exceed $163,800 and includes all expenses,
including lodging, telephone, and travel (air, auto, rail) necessarily incurred in
performance of the services. Consultant's fee shall include and Consultant shall be
responsible for the payment of all federal, state, and local taxes of any kind which are
attributable to the compensation received.
C. Term of Agreement.
This Agreement shall be effective from the period commencing May 2,
2017 and ending June 30, 2019, unless sooner terminated by City as provided in the
section of this Agreement entitled "Termination." Upon expiration or termination of this
Agreement, Consultant shall return to City any and all equipment, documents or
materials and all copies made thereof which Consultant received from City or produced
for City for the purposes of this Agreement.
D. Consultant's Insurance.
1. Coverages:
Consultant shall obtain and maintain during the life of this
Agreement all of the following insurance coverages:
(a) Comprehensive General Liability, including premises-
operations, products/completed, broad form property damage, and blanket contractual
liability with the following coverages: General Liability $1,000,000 Bodily Injury and
Property Damage combined each occurrence and $2,000,000 aggregate.
(b) Automobile Liability, including owned, hired, and non-owned
vehicles: $1,000,000 combined single limit.
115 of 117 May 2, 2017, Item #4.1
(c) Consultant shall obtain and maintain, during the life of the
Agreement, a policy of Professional Errors and Omissions Liability Insurance with policy
limits of not less than $1,000,000 combined single limits, per claim and annual
aggregate.
(d) Workers' Compensation insurance in statutory amount. All
of the endorsements which are required above shall be obtained for the policy of
Workers' Compensation insurance.
2. Endorsements:
Endorsements shall be obtained so that each policy contains the
following three provisions:
(a) Additional Insured. (Not required for Professional Errors and
Omissions Liability Insurance or Workers' Compensation.)
"City of Poway and its elected and appointed boards, officers,
agents, and employees are additional insureds with respect to this subject project and
contract with City."
(b) Notice.
"Said policy shall not terminate, nor shall it be canceled, until thirty
(30) days after written notice is given to City."
(c) Primary Coverage.
"The policy provides primary coverage to City and its elected and
appointed boards, officers, agents, and employees. It is not secondary or in any way
subordinate to any other insurance or coverage maintained by City."
3. Insurance Certificates:
Consultant shall provide City certificates of insurance showing the
insurance coverages described in the paragraphs above, in a form and content
approved by City, prior to beginning work under this Agreement.
E. Notices.
All notices, billings and payments hereunder shall be in writing and sent to
the following addresses:
To City: City of Poway
13325 Civic Center Drive
P.O. Box 789
116 of 117 May 2, 2017, Item #4.1
Poway, CA 92074
To Consultant: Terry Hackelman
NexLevel Information Technology, Inc.
6829 Fair Oaks Blvd., Suite 100
Carmichael, CA 95608
117 of 117 May 2, 2017, Item #4.1