2020/12/02 Council Agenda Packet

On -Site Coaching (Go -Live support) Our team will provide three days (24 hours) of on -site assistance for the users in their day-to-day activities in using the Cityworks software. Once the software is on-line, the configuration staff will be on -site to assist users as they encounter day-to-day transactions. The purpose for this is to work with users on an individual basis as they use Cityworks in their daily duties to discover and resolve configuration problems, training lapses or other issues that are keeping users from getting the most from the software. Phase 10, Task 27: Go -Live and Project Close Out Having successfully completed all system upgrades, testing/acceptance procedures, production environment initialization and Go -Live preparation tasks specified above, the system is deemed prepared for Go -Live Once end -user access has been configured/re-directed to the newly initialized production environment, the system is deemed to be in "Live' status. The City's Cityworks users will now be executing work management tasks in a live configured Cityworks production environment. After thirty (30) consecutive days of initialization of the production environment, the City shall generate a certificate signifying the Cityworks application functionality and database configuration is operational in a "Live" production capacity. The City's Project Manager shall sign said "Go -live Certificate" and submit it to Timmons Group. The following will be deliverables of this task: 1) Go -Live and Stabilization Plan — detailed task plan including a readiness checklist and resource assignments to support moving the Cityworks software from test to production environments. 2) Technical Operations manual — detailed task plan including a readiness checklist and resource assignments to support moving the Cityworks software from test to production environments, including a data load, conversion plan and a contingency plan in the event that Go Live should fail 3) End User Manual — online or hard copy documentation that supports the City's specific use of the software and provides guidance for maintenance and configuration activities Phase 10, Task 27: City Responsibility: • Identify any issues in system and work with configuration team to modify as necessary. (40 FTE hours per participant) Phase 10, Task 27: Timmons Group Responsibilities and Deliverables: • Last minute configuration and document modifications. • Go -Live & Stabilization Plan • End user manual • Configured licensed Cityworks software in Production Use • 24 hours of on -site coaching for functional groups (Go Live support) • Transition Plan Phase 10, Task 27: Assumptions: • Work through the project portal to resolve and issues. • On -site Go -Live support will be dependent on travel policies regarding Covid-19 restrictions set by City of Everett, Timmons Group, and or States of Washington, Oregon, Virginia, Maryland and/or Louisiana depending on resources required. • If on -site Go -Live cannot occur, it will be replaced via virtual Go -Live support Phase 10, Task 27: Estimated Timeframe: • Go -Live and project close-out will require approximately 2-3 weeks Phase 10 Exit Criteria • All project documentation developed to date. • Last minute configuration and document modifications. • Go -Live & Stabilization Plan • End user manual • Configured licensed Cityworks software in Production Use • 24 hours of on -site coaching for functional groups (Go Live support) • Transition Plan 371Page