Common use of Implementing Action Plans Clause in Contracts

Implementing Action Plans. After reviewing the Assessment documentation, the agency may need time to correct data, establish policies and practices, or provide additional resources to address the gaps discovered during the Assessment. For example, typical actions might include:  Purging obsolete or incorrect data  Re-configuring the Accela product  Eliminating duplicate records  Establishing reporting needs  Developing reports  Re-assigning tasks  Purchasing hardware, or IT infrastructure  Establishing feedback mechanisms If client requests additional work or changes scope that results in an increase of hours quoted under the Professional Services fee, client will be charged the following rate: $135/hr *Client will be notified before any additional work is started and will have the right to approve further work or conclude project EnvisionConnect Online is the web-based transaction and data-sharing system for regulated businesses, public constituents, and regional partner agencies. Project Manager-PM ▇▇▇▇▇ ▇▇▇▇▇▇  Manage project resources and deliverables  Identify project needs  Directly coordinate with Client Project Coordinator  Interact with IT team to ensure all server needs are communicated clearly  Provide all necessary info for agency to communicate with its financial data provider  Oversee System setup and configuration  Develop and deliver training  Schedule and attend project meetings/activities Director of Professional Services ▇▇▇▇▇ ▇▇▇▇▇  Oversee project team and deliverables  Develop project backlog  Escalate issues as needed The Agency is expected to provide the following team resources to ensure success of the project. Project Coordinator-  Available for all Project meetings and activities  Have a thorough understanding of Client operations and workflows  Communicate directly with Accela and Client Project Managers  Assist Accela Project Manager with training support materials  Participate in all activities outlined in project backlog  Obtain approval and signature on all required sign-off documents  Coordinate Client subject matter experts Department/Program Subject Matter Experts  Have thorough knowledge of business practices, agency policies, and department workflow  Define setup requirements  Participate in testing  Final acceptance review  Train-the-trainer(s) Project Kick-off Meeting Upgrade to EnvisionConnect 5.41 Procure or provision web server Download install Register domain and configure web server Configure firewall Create EnvisionConnect database account Identify email server (SMTP Server) Deploy install package and Configure database, e- mail, web server Test Admin Access Conduct web training Identify payments gateway / request interface details (Accela Web Payments recommended) Configure payment interface Create/test forms/workflows The EnvisionConnect Online Implementation Specialist will complete the following tasks remotely: Configure Web server Install software and components Define organizational roles and users Build online forms Customize web access privileges Pre-populate forms with existing data Implement submission review and acceptance criteria Administrator Training Timeline  June 2016 – Kick Off Meeting  July 2016 – Test System Available 1 EnvisionConnect 5.4 is necessary to receive all the benefits of the EnvisionConnect Online system. Otherwise, there is not normally a strong dependency between EnvisionConnect and EnvisionConnect Online versions.  August 2016 – Training and Testing  September 2016 – Pilot, Refining and Final Test  October 2016 – Go Live for Financials only  November 2016 – Transition Press Agent  December 2016 through February – Focus on Service Requests, Complaints and other functionality - Recommended Order: o Financial Payments first due to portal dependency o Press Agent Transition o Service Requests o Complaints The table below describes project responsibilities Named Implementation Specialist / Project Manager Accela Named Project Coordinator / Subject Matter Expert(s) Agency Named IT Liaison / Manager*** Agency Named EnvisionConnect Online Administrator / EnvisionConnect Account Agency Software License, Maintenance, and Support Accela EnvisionConnect Online Administrator's Guide Accela EnvisionConnect Online Software Installation*** Agency System Configuration (Initial Access, Database Connectivity, E-mail) Agency EnvisionConnect Online Server*** Agency SMTP Server/Services (for outgoing e-mail)*** Agency SQL Server Credentials (new account / limited access for web server)*** Agency Firewalled Database Connectivity from EnvisionConnect Online Server to EnvisionConnect SQL Server (e.g., port 1433)*** Agency Online and Remote Training Resources Accela ***If agency is hosted, IT responsibilities are assumed by ▇▇▇▇▇▇ Hardware & Network Requirements (Self Hosted) The following applies only to instances of EnvisionConnect / EnvisionConnect Online hosted by the implementing agency. A Windows server with the following characteristics must be provisioned and deployed in the agency’s “DMZ.” The server may be virtualized. The server may host both the Production and Test instances. Processor Intel Xeon or quad-core equivalent (required) Memory 8 GB (minimum) 16 GB (recommended) Hard Disk Best practices suggest using a disk configuration, which provides a balance of speed and redundancy (with at least 500GB of free disk space). Please contact Decade Software Company for additional support. Operating System Windows Server 2008 R2 Windows Server 2012 (recommended) Firewall The agency’s firewall must allow traffic from the EnvisionConnect Online Server and the existing EnvisionConnect database (Production and Test). Generally, this requires opening TCP Port 1433 between the two machines. SQL Server Account The agency’s SQL Server must be configured to implement a new named account by which EnvisionConnect Online communicates. This gateway integrates seamlessly with the EnvisionConnect data management back-end, and offers the following components: Once deployed and securely connected to the agency’s EnvisionConnect database, the system may be configured by the agency for any number of named workflows/input forms within the scope of Complaints (e.g., food, solid waste, abandoned pool, etc.) and Service Request (Plan check, application for a permit, public records request, etc.). The core configuration includes e-mail integration for submission notices, password confirmation, etc. The core deployment/configuration includes a Test and Production instance.

Implementing Action Plans. After reviewing the Assessment documentation, the agency may need time to correct data, establish policies and practices, or provide additional resources to address the gaps discovered during the Assessment. For example, typical actions might include:  Purging obsolete or incorrect data  Re-configuring the Accela product  Eliminating duplicate records  Establishing reporting needs  Developing reports  Re-assigning tasks  Purchasing hardware, or IT infrastructure  Establishing feedback mechanisms If client requests additional work or changes scope that results in an increase of hours quoted under the Professional Services fee, client will be charged the following rate: $135/hr *Client will be notified before any additional work is started and will have the right to approve further work or conclude project EnvisionConnect Online is the web-based transaction and data-sharing system for regulated businesses, public constituents, and regional partner agencies. Project Manager-PM ▇▇▇▇▇ ▇▇▇▇▇▇  Manage project resources and deliverables  Identify project needs  Directly coordinate with Client Project Coordinator  Interact with IT team to ensure all server needs are communicated clearly  Provide all necessary info for agency to communicate with its financial data provider  Oversee System setup and configuration  Develop and deliver training  Schedule and attend project meetings/activities Director of Professional Services ▇▇▇▇▇ ▇▇▇▇▇  Oversee project team and deliverables  Develop project backlog  Escalate issues as needed The Agency is expected to provide the following team resources to ensure success of the project. Project Coordinator-  Available for all Project meetings and activities  Have a thorough understanding of Client operations and workflows  Communicate directly with Accela and Client Project Managers  Assist Accela Project Manager with training support materials  Participate in all activities outlined in project backlog  Obtain approval and signature on all required sign-off documents  Coordinate Client subject matter experts Department/Program Subject Matter Experts  Have thorough knowledge of business practices, agency policies, and department workflow  Define setup requirements  Participate in testing  Final acceptance review  Train-the-trainer(s) Project Kick-off Meeting Upgrade to EnvisionConnect 5.41 Procure or provision web server Download install Register domain and configure web server Configure firewall Create EnvisionConnect database account Identify email server (SMTP Server) Deploy install package and Configure database, e- mail, web server Test Admin Access Conduct web training Identify payments gateway / request interface details (Accela Web Payments recommended) Configure payment interface Create/test forms/workflows The EnvisionConnect Online Implementation Specialist will complete the following tasks remotely: Configure Web server Install software and components Define organizational roles and users Build online forms Customize web access privileges Pre-populate forms with existing data Implement submission review and acceptance criteria Administrator Training Timeline  June 2016 – Kick Off Meeting  July 2016 – Test System Available  August 2016 – Training and Testing 1 EnvisionConnect 5.4 is necessary to receive all the benefits of the EnvisionConnect Online system. Otherwise, there is not normally a strong dependency between EnvisionConnect and EnvisionConnect Online versions.  August 2016 – Training and Testing  September 2016 – Pilot, Refining and Final Test  October 2016 – Go Live for Financials only  November 2016 – Transition Press Agent  December 2016 through February – Focus on Service Requests, Complaints and other functionality - Recommended Order: o Financial Payments first due to portal dependency o Press Agent Transition o Service Requests o Complaints The table below describes project responsibilities Named Implementation Specialist / Project Manager Accela Named Project Coordinator / Subject Matter Expert(s) Agency Named IT Liaison / Manager*** Agency Named EnvisionConnect Online Administrator / EnvisionConnect Account Agency Software License, Maintenance, and Support Accela EnvisionConnect Online Administrator's Guide Accela EnvisionConnect Online Software Installation*** Agency System Configuration (Initial Access, Database Connectivity, E-mail) Agency EnvisionConnect Online Server*** Agency SMTP Server/Services (for outgoing e-mail)*** Agency SQL Server Credentials (new account / limited access for web server)*** Agency Firewalled Database Connectivity from EnvisionConnect Online Server to EnvisionConnect SQL Server (e.g., port 1433)*** Agency Online and Remote Training Resources Accela ***If agency is hosted, IT responsibilities are assumed by ▇▇▇▇▇▇ Hardware & Network Requirements (Self Hosted) The following applies only to instances of EnvisionConnect / EnvisionConnect Online hosted by the implementing agency. A Windows server with the following characteristics must be provisioned and deployed in the agency’s “DMZ.” The server may be virtualized. The server may host both the Production and Test instances. Processor Intel Xeon or quad-core equivalent (required) Memory 8 GB (minimum) 16 GB (recommended) Hard Disk Best practices suggest using a disk configuration, which provides a balance of speed and redundancy (with at least 500GB of free disk space). Please contact Decade Software Company for additional support. Operating System Windows Server 2008 R2 Windows Server 2012 (recommended) Firewall The agency’s firewall must allow traffic from the EnvisionConnect Online Server and the existing EnvisionConnect database (Production and Test). Generally, this requires opening TCP Port 1433 between the two machines. SQL Server Account The agency’s SQL Server must be configured to implement a new named account by which EnvisionConnect Online communicates. This gateway integrates seamlessly with the EnvisionConnect data management back-end, and offers the following components: Once deployed and securely connected to the agency’s EnvisionConnect database, the system may be configured by the agency for any number of named workflows/input forms within the scope of Complaints (e.g., food, solid waste, abandoned pool, etc.) and Service Request (Plan check, application for a permit, public records request, etc.). The core configuration includes e-mail integration for submission notices, password confirmation, etc. The core deployment/configuration includes a Test and Production instance. Any number of EnvisionConnect Online workflows may feed into the Complaint Dispatch Center through forms and workflows specified/designed by the agency. Complaints may be anonymous and could include attachments (e.g., pictures).