Enterprise Resource Planning (ERP) Project Recommendation and Contract Approval Copyrighted
April 19, 2021
City of Dubuque Action Items # 8.
City Council Meeting
ITEM TITLE: Enterprise Resource Planning (ERP) Project Recommendation and
Contract Approval
SUM MARY: City Manager recommending City Council approval of Tyler
Technologies cloud-hosted Munis and EnerGov systems for the
Enterprise Resource Planning (ERP)system.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
SaaS Agreement Supporting Documentation
Statement of Work Supporting Documentation
Tyler Sales Quotation Supporting Documentation
Dubuque
THE CITY OF �
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Enterprise Resource Planning (ERP) Project Recommendation and
Contract Approval
DATE: April 13, 2021
Director of Finance and Budget Jennifer Larson is recommending the approval of Tyler
Technologies cloud-hosted Munis and EnerGov systems for the Enterprise Resource
Planning (ERP) system. The Fiscal Year 2021 and 2022 planned capital budget
includes $2,395,595 to purchase and implement a new ERP financial system. The ERP
financial system includes financials (accounting, procurement, payables, receivables,
capital assets, business licenses, and budget), human resources and payroll, utility
billing, community development (permitting, plan review, inspections, code enforcement,
customer relationship management), and asset management. The ERP implementation
will take an estimated 24 months, beginning in April 2021 with estimated completion in
March 2023.
Contract negotiations resulted in a 20% discount for recurring annual software
maintenance, which is an estimated savings of $335,000 over 5 years. The estimated
cost of implementation is $2,527,002, which is $131,407 over budget. The additional
cost will be funded by Fiscal Year 2021 budget savings and included in a Fiscal Year
2022 budget amendment. The annual software maintenance cost is estimated to be
$582,728.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
MCVM/jml
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Jennifer Larson, Director of Finance and Budget
Chris Kohlmann, Information Services Manager
2
Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Director of Finance and Budget
SUBJECT: Enterprise Resource Planning (ERP) Project Recommendation and
Contract Approval
DATE: April 14, 2021
INTRODUCTION
The purpose of this memorandum is to recommend a software vendor for the Enterprise
Resource Planning (ERP) Project and respectfully request approval of the contract.
BACKGROUND
The Fiscal Year 2021 and 2022 planned capital budget includes $2,395,595 to
purchase and implement a new ERP financial system. The current system is 15 years
old and is experiencing several ongoing issues. The current provider has been
purchased by other entities multiple times the past 5 years and software support has
deteriorated in direct correlation to this. Support cases can take months or years to
resolve, resulting in City staff spending hours if not days fixing issues versus waiting for
paid support. The current software is based on programming language that is over 30
years old making it difficult for any other purchased software to connect to the current
system via an interface because of the older underlying language and technology. This
lack of the inability to interface, results in staff having to perform multiple steps through
multiple pieces of software potentially increasing the chance of errors. The current
software also does not contain many of the newer features and functionality that a
modern ERP system would contain for staff or for citizen interaction.
The planning process for a new ERP financial system began on January 28, 2020.
From February through July 2020 staff reviewed and revised business processes for
process mapping purposes. Then in August 2020 through January 2021 staff focused
on determining what is needed in the new ERP system, writing the Request for
Proposal (RFP), completing software demonstrations, and recommending a software
vendor. The software implementation process is projected to take approximately 24
months.
Due to the highly technical and intricate mechanisms of reviewing City business
processes, determining organization readiness for implementation, evaluating the
necessary components of a successful ERP system, writing an RFP and selecting and
implementing software, the City selected Government Finance Officers Association
Research and Consulting Center (GFOA) to provide ERP selection advisory services.
Approximately 20 years ago, GFOA began consulting for enterprise resource planning
(ERP) system assessments, procurement, contract negotiation, and implementation
advisory services. This practice now represents the majority of all GFOA engagements
and GFOA has built a reputation as the unparalleled leader in the field of providing
objective, independent advice for ERP procurement and implementation projects.
GFOA focuses on business process improvement, effective governance, and building
organizational readiness throughout each stage of the ERP procurement process.
The City's plan for implementing a new ERP system addresses common
implementation risks:
1. Vision and Focus on Business Process
a. Identify project goals.
b. "Why are we doing this questions."
c. Adopt process improvements and best practices.
2. Planning and Governance
a. Governance/Project Management
b. Staffing
3. Documentation of Detailed Requirements
a. Request for Proposal (RFP)
b. Requirements
c. Business Process
4. Accountability
a. Requirements traceability
b. Testing
c. Quality Assurance
DISCUSSION
The ERP financial system project scope includes:
1. Financials (Accounting, Procurement, Payables, Receivables, Capital Assets,
Business Licenses, and Budget)
2. Human Resources/Payroll (Human Resources, Position Control, Benefits, Time
Entry, Payroll)
3. Utility Billing (Customer Accounts, Meter Reads, Billing, Payment Process)
4. Community Development (Permitting, Plan Review, Inspections, Code
Enforcement, Customer Relationship Management)
Thus far all milestones have been met for the ERP financial system planning process
and are as follows:
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Date Milestone
September 2, 2019 City Council approval of contract with
Government Finance Officers Association
Research and Consulting Center for ERP
selection adviso services
December 6, 2019 Initial Meetin with GFOA
Janua 28, 2020 Kick-Off Meetin with all de artments
January 29 — February 20, 2020 Current Process Mapping: Accounting,
Budget, Asset Management, Procure to
Pay, Utility Billing, Customer Billing,
Treasury, Human Resources,
Payroll/Time Entry, Community
Develo ment/Permittin
February 24, 2020 ERP Project Update to City Council as
art of Finance bud et resentation
April 23 — April 30, 2020 Future Process Mapping: Accounting,
Budget, Asset Management, Procure to
Pay, Utility Billing, Customer Billing,
Treasury, Human Resources,
Payroll/Time Entry, Community
Develo ment/Permittin
Ma 4 — Ma 7, 2020 Review of final future rocess ma s
June 22-July 2, 2020 Virtual Meet and Greet with software
companies. Software vendors contacting
the Cit in advance of RFP oing out.
June 25-July 28, 2020 Development of ERP Request for
Pro osal
July 20, 2020 Work Session with City Council on ERP
Pro'ect u date
Jul 29, 2020 Release of Re uest for Pro osal
Au ust 13, 2020 Pre-Bid Meetin with Vendors
Au ust 20, 2020 ERP Pro osal Evaluation Trainin
Au ust 31, 2020 ERP Pro osals due
September 10-28, 2020 Review and Discussion of proposals
submitted
September 29, 2020 Discussion of procedures to select
vendors for software demonstrations
October 12 — 14, 2020 Implementation interviews with Oracle
software implementors to narrow down to
one Oracle vendor for demonstration
October 15, 2020 Selection of vendors for software
demonstrations
November 3-5, 2020 Tyler Software Demonstration
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Date Milestone
November 17-19, 2020 Highstreet (Oracle) Software
Demonstration
December 11, 2020 Discover call with T ler Technologies
December 17, 2020 Debrief of software demonstrations and
discovery meeting and recommendation
of software vendor
January 13, 2021 Recommendation of software vendor to
City Manager and approval to negotiate a
contract to brin back to the Cit Council
March 4, 2021 ERP Project Update to City Council as
art of Finance Bud et resentation
March 2021 T ler Munis client reference checks
March 2021 Additional Tyler Munis and EnerGov
Software Demonstrations
April 7, 2021 Process Improvement Team (PIT)
trainin for software ower users
April 8, 2021 Final contract negotiation meeting with
Tyler
To help ensure a successful ERP implementation and system, city-wide department
representation was included in the following milestones of the ERP system planning
process:
1. Project kick-off presentation: all departments
2. Current process mapping: Finance, Budget, Utility Billing, Human Resources,
Information Services, Public Works, Water, Engineering, Leisure Services,
Building Services, City Clerk, Planning, and Housing
3. Future process mapping: Finance, Budget, Utility Billing, Human Resources,
Information Services, Public Works, Water, Engineering, Leisure Services,
Building Services, City Clerk, Planning, Housing, Airport, and W&RRC
4. Discussion of ERP system requirements: Finance, Budget, Utility Billing, Human
Resources, Information Services, Public Works, Water, Engineering, Leisure
Services, Building Services, City Clerk, Planning, Housing, Airport, and W&RRC
5. Software demonstrations: Finance, Budget, Utility Billing, Human Resources,
Information Services, City Manager's Office, Public Information Office, Human
Rights, Health Services, Economic Development, Library, Legal, Fire,
Emergency Communications, Police, Public Works, Transportation Services,
Water, Engineering, Leisure Services, Building Services, City Clerk, Planning,
Housing, Airport, and W&RRC
6. Process Improvement Team Training: Airport, City Clerk, City Manager's Office,
Emergency Communications, Economic Development, Engineering, Finance,
Fire, Health Services, Housing, Human Resources, Human Rights, Information
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Services, Legal, Leisure Services, Library, Planning Services, Police, Public
Works, Transportation, Water & Resource Recovery, and Water.
All department representatives that participated in the software demonstrations were
asked to submit feedback forms on the software modules demonstrated. This
information was taken into consideration and shared with the core team in the final
vendor selection decision process.
The City received numerous proposals for the ERP system. Vendors who submitted
proposals are as follows:
1. CentralSquare, software company (current ERP financial system)
2. Ciber Global, LLC, implementor for: Oracle America, GovSense (Utility Billing),
SymPro (Treasury)
3. Gravitron Consulting Services, Inc., implementor for: Oracle, and TruePoint
(Utility Billing)
4. Highstreet IT Solutions, implementor for: Oracle, NorthStar (Utility Billing) and
ADP (payroll)
5. iKW Global, LLC, implementor for: Oracle America (JD Edwards EnterpriseOne),
Blue Hill Data Services, Fisery WI, ReportsNow! Emphasys SymPro, MSS
Technologies and Utilibill
6. Phoenix Business Consulting, implementor for: SAP
7. Sparkrock, implementor for: Microsoft Business
8. Tyler Technologies, software company. Proposing Munis (Finance, Human
Resources, and Payroll) and EnerGov (Community Development) Version
2020.1, Sympro, and ExecuTime.
9. Unify Dots Technology, implementor for Microsoft Dynamics 365, SK Global
Software, Yavica (Utility Billing), and Symmetry (Payroll)
The core team that reviewed all proposals included:
1. Katie Ludwig, Senior Manager, Government Finance Officers Association
2. Mark Mack, Manager, Government Finance Officers Association
3. Jennifer Larson, Director of Finance and Budget
4. Cassie Ross, Assistant Director of Finance
5. Tony Breitbach, Purchasing and Contracts Coordinator
6. Nathan Kelleher, Accountant
7. Rose Hoerner, Utility Billing Supervisor
8. Shelley Stickfort, Human Resources Director
9. Chris Kohlmann, Information Services Manager
10.Joe Pregler, Senior Network/Systems Administrator
11.Scott Schlichte, Lead Applications/Network Analyst
12.Dan Kroger, Recreation Division Manager
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Proposals were evaluated based on software functionality, implementation methodology
and approach, vendor capability and background, technology, and total cost of
ownership.
The proposal review team determined that Tyler Technologies and Highstreet IT
Solutions (Oracle) best met the functional and system requirements outlined in the RFP.
Both vendors performed virtual software demonstrations based on "scripts" written by
GFOA and reviewed by City staff. The script items included a request for vendors to
provide functional overview of the systems, overview of implementation approach,
general ledger/budget control set-up, budget preparation and forecasting, projects and
grants, accounts receivable, purchasing and contract administration, accounts payable,
capital assets, reporting, technology, utility billing, community development, employee
record, personnel action, open enrollment, leave management and time entry, payroll
processing, project management, deliverables, and 311 system during online meetings
conducted over several full days of presentations.
A second discovery call was held with Tyler Technologies to have additional software
capabilities demonstrated.
The proposal review team recommended Tyler Technologies for the ERP system based
on software functionality, significant dedication of their team during implementation, a
large lowa client base, and overall value of the modules offered as compared to the cost
of ownership.
Technoloqy Overview
The technical evaluation emphasized the need for a scalable, cloud-hosted solution
housed in secure, reliable, well-performing and resilient, redundant data centers. The
City's COVID-19 response including work from home procedures along with a need for
high availability cloud-hosted applications and superior support services has enhanced
these needs exponentially. Tyler technology back-end services, data management and
support services met if not exceeded the needs and requirements outlined in the RFP.
The Tyler Software as a Service (SaaS) solution provides hosted and managed Tyler
applications from their data centers accessible via the internet. Tyler will provide the
ongoing support, maintenance, and upgrades of applications, hardware, and operating
system. There are no code changes to the client or server without proper notification
and Tyler offers the City the option to choose when to perForm upgrades to the software
and hosting environment creating the least amount of operations disruption. The SaaS
hosted solution has complete hardware redundancy with no single point of failure.
Security to and from the hosted site utilizes data encryption in transit and Virtual Private
Networks (VPN) to transmit all data. The option to export and backup data bases to on-
premises for testing and archival is included.
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The intervention and support of Information services will not be eliminated but rather will
change to one that allows IS to concentrate on end-point user support versus delving
into back-end and database manipulation and scripting. The Tyler team is dedicated to
providing support and expertise versus relying on the user community to perform
support that the vendor should be providing. The service level agreements and
response met if not exceeded the City's requirements and contains escalation protocols
in the event any issue arise. Specifically, Tyler's solution will provide:
• System Administration. Tyler performs daily administrative tasks. This includes
the installation, upgrade, support and file maintenance of the Tyler application
and database servers, operating system, database and application files including
all server patches and updates.
• Security Administration. Tyler provides secure data transmission paths from each
client workstation to the Tyler servers. User lds, passwords and application
access rights for the VPN and the Tyler application are administered by Tyler
with the client's final approval.
• Hardware PerFormance Maintenance. Tyler supplies and maintains all necessary
hardware required to provide workstation access to the Tyler applications at
standard industry performance levels. All repairs, upgrades, and replacements to
server hardware are the responsibility of Tyler.
• Disaster Recovery & Fault Tolerance. Tyler backs up all system & data files and
stores them in a secure off-site location. Their data centers have fully redundant
telecommunications access, electrical power, and required hardware to provide
access to the Tyler applications in the event of a disaster or component failure.
The Tyler solutions provide enhanced usability through automated workflow, mobile
access, and built-in productivity tools. These tools provide users with operational
efficiency, real-time processing, elimination of duplicate entry, easy-to-perform tasks,
and the assurance their data is secure and up to date. Tyler solution has an "out of the
box" integration with Microsoft Office, giving users the option to export data directly to
Excel with ease— allowing them to manage and format their data as necessary along
with integration to Word or other Office applications. The ability to integrate data with
advanced analytics such as Microsoft Power BI are also included. Automated
programming interfaces (API's) to GIS are included to insure one source (the City's
ESRI GIS) is used for address validation, georeferencing and mapping.
Tyler has experience in performing data conversions from the City's current vendor
Central Square. From an Information Services standpoint this experience assists in
minimizing the need to provide extensive work on data mapping, explaining data
relationships to the vendor, and creating data extracts. Tyler did not limit the number of
data extracts and tests of conversions in this project. This is a very important factor for
City staff given the responsibility of quality control of data in the new system as it will
allow interaction and collaboration with Tyler assuring that the converted data is clean
and correct.
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BUDGETIMPACT
The Enterprise Resource Planning System would be implemented in five phases:
Phase Module Start Finish
1 Core Financials/Bud et 4/2021 4/2022
2 Human Capital Management 10/2021 10/2022
2a Excutime Advanced Schedulin 10/2022 01/2023
3 Utilit Billin 1/2022 1/2023
4 EnerGov 2/2022 2/2023
5 Enter rise Asset Maintenance 7/2022 3/2023
The City Manager approved the ERP core team to begin contract negotiations with
Tyler Technologies on January 13, 2021. This enabled us to further clarify the proposal,
request additional demos, and negotiate fees prior to the contract intentions becoming
public to Tyler Technologies. This enabled us to negotiate a 20% discount for recurring
annual software maintenance (estimated savings of $335,000 over 5 years). In addition,
additional items were identified and determined to be required for a successful software
implementation which include:
• Asset Management user license increase,
• EnerGov Community Development user license increase,
• EnerGov Business Management user license increase,
• EnerGov Workforce Aps user license increase,
• EnerGov view only licenses increase,
• Tyler GIS changed to a site license,
• Addition of Tyler's Planned Annual Continuing Education (PACE) program which
is designed to support clients committed to continual work process improvements
by adopting new features and technical enhancements made available with each
software update release,
• Addition of WaterSmart Interface for Utility Billing,
• Cash stations increased from 3 to 6,
• SymPro Annual Hosting,
• ExecuTime Advanced user license increase,
• ExecuTime Time and Attendance user license increase,
• Inventory Data conversion for Asset Management, and
• Human Resources and Talent data conversion.
City staff is also requesting a contract amendment with Government Finance Officers
Association to add project management services in a separate agenda item. City staff
have completed the selection and contract negotiation phases of the ERP project. The
8
ERP project is complex, and it will be necessary to have a third-party project manager
for City staff to dedicate time to implementation of modules and processes.
GFOA would provide a project oversight role throughout the City's project and work with
the City and Tyler Technologies to achieve the City's project goals. A project oversight
role with GFOA would enable the City to leverage the presence that GFOA has in the
public sector technology industry and would allow the City to benefit from ERP
implementation experience and research along with access to their nationwide
membership network. GFOA will also continue their role as lead in contract negotiations
for any contract amendments and project support to review milestones and invoices.
The contract amendment provides 888 hours at a rate of $225 per hour not to exceed
$200,000 over the 24-month implementation phase of the project.
The City may incur additional costs if other outside parties are involved to assist with
implementation. These outside parties may assist with data entry, revisions to the chart
of accounts, data conversion, or other parts of the implementation.
The ERP system is used by and will affect all City operations, including enterprise
funds. A funding plan for the ERP system implementation based on recharging 100% of
the Utility Billing system (phase 3) to the enterprise funds (Water, Sanitary Sewer,
Stormwater, and Refuse) and using the administrative overhead recharge rate to split
the cost of the remaining modules to the enterprise funds as follows:
Phase General Sanitary Stormwater Parking Water Refuse Landfill Total
Fund Sewer
Financials/Bud et $232,640 $78,067 $23,420 $10,149 $12,491 $72,603 $39,034 $468,404
Human Capital $131,270 $44,050 $13,215 $5,727 $7,048 $40,967 $22,025 $264,302
Utilit Billin $0 $84,236 $84,236 $0 $84,236 $84,236 $0 $336,944
Community $334,830 $96,216 $28,865 $12,508 $15,395 $89,481 $0 $577,295
Develo ment
Asset $113,886 $38,217 $11,465 $4,968 $6,115 $35,542 $19,109 $229,302
Mana ement
S stem Wide $323,208 $108,459 $32,538 $14,100 $17,353 $100,867 $54,230 $650,755
Total $1,135,834 $449,245 $193,739 $47,452 $142,638 $423,696 $134,398 $2,527,002
The available funding summary for implementation is as follows:
CIP Fund Descri tion Fund Amount
3501025 G.O. Debt Sales Tax Fund 20% - FY21 $250,000
3501025 G.O. Debt Sales Tax Fund 20%) - FY22 $813,509
7101025 Sanita Sewer Construction Fund - FY22 $420,457
7201025 Stormwater Construction Fund - FY22 $170,640
9
CIP Fund Descri tion Fund Amount
7301025 Parkin Construction Fund - FY22 $46,394
7401025 Water Construction Fund - FY22 $120,678
6701025 Refuse Fund - FY22 $395,476
9401025 Landfill Fund - FY22 $178,441
TOTAL $2,395,595
There is a funding shortfall of$131,407 for the Tyler software implementation. In addition,
the additional cost of the expanded Government Finance Officer Association contract for
project management is not included in the City's budget. The additional cost of
implementation will be funded through Fiscal Year 2021 budget savings and the Fiscal
Year 2022 budget will be amended to reflect the higher cost.
The annual software maintenance cost will be recharged as follows: 100% of the Utility
Billing to the enterprise funds (Water, Sanitary Sewer, Stormwater, and Refuse) and
using the administrative overhead recharge rate to split the cost of the remaining annual
software maintenance cost to the enterprise funds. The split of the annual software
maintenance cost for Fiscal Year 2022 - 2025 is as follows:
Software General Sanitary Stormwater Parking Water Refuse Landfill Total
Module Fund Sewer
Financials/Bud et $91,481 $30,698 $9,209 $3,991 $4,912 $28,549 $15,349 $184,189
Human Capital
$19,154 $6,428 $1,928 $836 $1,028 $5,978 $3,214 $38,566
Utility Billing
$0 $23,158 $23,158 $0 $23,158 $23,158 $0 $92,632
Community $100,264 $28,811 $8,643 $3,745 $4,610 $26,795 $0 $172,868
Develo ment
Asset
Mana ement $20,984 $7,042 $2,113 $915 $1,127 $6,549 $3,521 $42,251
System Wide
$25,937 $8,704 $2,611 $1,131 $1,393 $8,094 $4,352 $52,222
Total $257,820 $104,841 $47,662 $10,618 $36,228 $99,123 $26,436 $582,728
The City has the following annual software maintenance cost that could be eliminated
after the full implementation of the new ERP system: Additional saving opportunities are
expected and will be evaluated as implementation begins and is completed and staff
become familiar with the new system.
Descri tion Annual Fee
CentralS uare $62,204
Accela $72,868
Total Annual Fee $135,072
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RECOMMENDATION
I respectfully recommend the approval of Tyler Technologies as the ERP system
software vendor and approval of the contract.
Attachments
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Jennifer Larson, Director of Finance and Budget
Chris Kohlmann, Information Services Manager
Shelley Stickfort, Human Resources Director
Cassie Ross, Assistant Director of Finance
Tony Breitbach, Purchasing/Contracts Coordinator
Rose Hoerner, Utility Billing Supervisor
Nathan Kelleher, Accountant
Joe Pregler, Senior Network/Systems Administrator
Scott Schlichte, Lead Applications/Network Analyst
Dan Kroger, Recreation Division Manager
11
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oe•e tyler
• technologie_>
SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client.
WHEREAS, Client selected Tyler to provide certain products and services set forth in the Investment
Summary, including providing Client with access to Tyler's proprietary software products, and Tyler
desires to provide such products and services 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 Software as a 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 Dubuque.
• "Data" means your data necessary to utilize the Tyler Software.
• "Data Storage Capacity" means the contracted amount of storage capacity for your Data
identified in the Investment Summary.
• "Defect" means a failure of the Tyler Software to substantially conform to the functional
descriptions set forth in Tyler's responses to the Client's functional requirements set forth in
Exhibit F. 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.
• "Defined Users" means the number of concurrent users that are authorized to use the SaaS
Services. The Defined Users for the Agreement are as identified in the Investment Summary.
Limitations on Defined Users shall exclude any Client users accessing the Tyler Software or any
Third Party Software to use any self-service, reporting, or limited use end -user functions.
• "Deliverable" means the items identified in the Statement of Work and produced for the Client.
• "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 by which both your and our authorized representatives have
signed 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 products and services
••,. tyler
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.
• "SaaS Fees" means the fees for the SaaS Services identified in the Investment Summary.
• "SaaS Services" means software as a service consisting of system administration, system
management, and system monitoring activities that Tyler performs for the Tyler Software, and
includes the right to access and use the Tyler Software, receive maintenance and support on the
Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and
archiving. SaaS Services do not include support of an operating system or hardware, support
outside of our normal business hours, or training, consulting or other professional services.
• "SLA" means the service level agreement. A copy of our current SLA is attached hereto as
Exhibit C.
• "Statement of Work" means implementation plan describing how our professional services will
be provided for Client to implement the Tyler Software, and outlining your and our roles and
responsibilities in connection with that implementation. The Statement of Work is attached as
Exhibit E.
• "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 Hardware" means the third party hardware, if any, identified in the Investment
Summary.
• "Third Party Products" means the Third Party Software and Third Party Hardware.
• "Third Party Services" means the third party services, if any, identified in the Investment
Summary.
• "Third Party Software" means the third party software, if any, identified in the Investment
Summary.
• "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.
• "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 — SAAS SERVICES
1. Rights Granted. We grant to you the non-exclusive, non -assignable limited right to use the SaaS
Services solely for your internal business purposes for the number of Defined Users only. The Tyler
Software will be made available to you according to the terms of the SLA. You acknowledge that we
have no delivery obligations and we will not ship copies of the Tyler Software as part of the SaaS
Services. You may use the SaaS Services to access updates and enhancements to the Tyler Software,
as further described in Section C(9). Furthermore, your consultants, contractors, and business
partners may access the Tyler Software under your direction to the extent required for them to
provide services to you. Any such use by, or disclosure to, said third parties is strictly subject to the
terms and conditions of this Agreement. You shall be liable for any failure of any such third party
gaining access to the Tyler Software or Documentation to abide by the terms and conditions of this
••., tyler
Agreement.
SaaS Fees. You agree to pay us the SaaS Fees in exchange for the right to receive Tyler's SaaS
Services. Those amounts are payable in accordance with our Invoicing and Payment Policy. The
SaaS Fees are based on the number of Defined Users and amount of Data Storage Capacity. You
may add additional users or additional data storage capacity on the terms set forth in Section H(1).
In the event you regularly and/or meaningfully exceed the Defined Users or Data Storage Capacity,
we reserve the right to charge you additional fees commensurate with the overage(s). For the
avoidance of doubt, we will not retroactively increase SaaS Fees to cover prior use. SaaS fees will
only be increased, following written notice to you, for future periods.
3. Ownership.
3.1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software,
and anything developed by us under this Agreement. To the extent any Deliverable is created by
Tyler under this Agreement, Tyler shall grant a perpetual license for you to use, copy, modify,
and create derivative works from said Deliverable for your reasonable business purposes. Such
reasonable business purposes shall not include distribution or sale outside of your organization
or that of your consultants, contractors, and business partners. Your rights to use the
Deliverable are perpetual through the term of this Agreement, but may be revoked if you do not
comply with the terms of this Agreement. You do not acquire under this Agreement any license
to use the Tyler Software in excess of the scope and/or duration of the SaaS Services.
3.2 The Documentation is licensed to you and may be used and copied by for your employees and
agents for internal, business purposes only.
3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize
that except to the extent necessary to carry out our obligations contained in this Agreement, we
do not create or endorse any Data used in connection with the SaaS Services.
4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS
Services available in any manner to any third party for use in the third party's business operations;
(b) modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of
the SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a
third party in building or supporting, products or services competitive to us; or (d) license, sell, rent,
lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service
bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or
Documentation available to any third party other than as expressly permitted by this Agreement.
5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the
term of this Agreement. If the Tyler Software does not perform as warranted, we will use all
reasonable efforts, consistent with industry standards, to cure the Defect in accordance with the
maintenance and support process set forth in Section C(9), below, the SLA and our then current
Support Call Process.
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6. SaaS Services.
6.1 Our SaaS Services are audited at least yearly in accordance with the AICPA's Statement on
Standards for Attestation Engagements ("SSAE") No. 18. We have attained, and will maintain,
SOC 1 and SOC 2 compliance, or its equivalent, for so long as you are timely paying for SaaS
Services. the duration of this Agreement. Upon execution of a mutually agreeable Non -
Disclosure Agreement ("NDA"), we will provide you with a summary of our compliance report(s)
or its equivalent. Every year thereafter, for so long as the NDA is in effect and in which you
make a written request, we will provide that same information.
6.2 You will be hosted on shared hardware in a Tyler data center or in a third -party data center. Any
hosting in a third -party data center shall be subject to your approval, such approval not to be
unreasonably withheld. In either event, databases containing your Data will be dedicated to
you and inaccessible to our other customers.
6.3 Our Tyler data centers have fully -redundant telecommunications access, electrical power, and
the required hardware to provide access to the Tyler Software in the event of a disaster, security
incident, or component failure. In the event any of your Data has been lost or damaged due to
an act or omission of Tyler or its subcontractors or due to a defect in Tyler's software, or
security breach from third party, we will use best commercial efforts to restore all the Data on
servers in accordance with the architectural design's capabilities and with the goal of minimizing
any Data loss as greatly as possible. In no case shall the recovery point objective ("RPO") exceed
a maximum of twenty-four (24) hours from declaration of disaster. For purposes of this
subsection, a "disaster" shall be that point at which Tyler abandons data restoration efforts in
the hosting facility in which your data is located and commences the data restoration efforts in
an alternate hosting location. For purposes of this subsection, RPO represents the maximum
tolerable period during which your Data may be lost, measured in relation to a disaster we
declare, said declaration will not be unreasonably withheld.
6.4 In the event we declare a disaster, our Recovery Time Objective ("RTO") is twenty-four (24)
hours. For purposes of this subsection, RTO represents the amount of time, after we declare a
disaster, within which your access to the Tyler Software and your data must be restored.
6.5 We conduct annual penetration testing of either the production network and/or web
application to be performed. We will maintain industry standard intrusion detection and
prevention systems to monitor malicious activity in the network and to log and block any such
activity. We will provide you with a written or electronic record of the actions taken by us in the
event that any unauthorized access to your database(s) is detected as a result of our security
protocols. We will undertake an additional security audit, on terms and timing to be mutually
agreed to by the parties, at your written request. You may not attempt to bypass or subvert
security restrictions in the SaaS Services or environments related to the Tyler Software.
Unauthorized attempts to access files, passwords or other confidential information, and
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unauthorized vulnerability and penetration test scanning of our network and systems (hosted or
otherwise) is prohibited without the prior written approval of our IT Security Officer.
6.6 We test our disaster recovery plan on an annual basis. Our standard test is not client -specific.
Should you request a client -specific disaster recovery test, we will work with you to schedule
and execute such a test on a mutually agreeable schedule. At your written request, we will
provide test results to you within a commercially reasonable timeframe after receipt of the
request.
6.7 We will be responsible for importing back-up and verifying that you can log -in. You will be
responsible for running reports and testing critical processes to verify the returned Data.
6.8 We provide secure Data transmission paths between each of your workstations and our servers.
6.9 Tyler data centers are accessible only by authorized personnel with a unique key entry. All other
visitors to Tyler data centers must be signed in and accompanied by authorized personnel.
Entry attempts to the data center are regularly audited by internal staff and external auditors to
ensure no unauthorized access.
6.10 Where applicable with respect to our applications that take or process card payment data, we
are responsible for the security of cardholder data that we possess, including functions relating
to storing, processing, and transmitting of the cardholder data and affirm that, as of the
Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and
have performed the necessary steps to validate compliance with the PCI DSS. We agree to
supply the current status of our PCI DSS compliance program in the form of an official
Attestation of Compliance, which can be found at https://www.tylertech.com/about-
us/compliance, and in the event of any change in our status, will comply with applicable notice
requirements.
7. Functionality Replacement. For a period of ten (10) years from the Effective Date, if a new release
of the Tyler Software removes functionality that was originally licensed to you, we will provide
alternative means for performing the same function, at no additional cost to you beyond payment
of the SaaS Fees.
SECTION C —PROFESSIONAL SERVICES
1. Professional Services. We will provide you the various implementation -related services itemized in
the Investment Summary and described in the Statement of Work.
2. Professional Services Fees. You agree to pay us the professional services fees not -to -exceed
amounts listed in Exhibit B, Invoicing and Payment Policy, in exchange for accepted services
described in the Statement of Work. Those amounts are payable in accordance with our Invoicing
and Payment Policy upon acceptance of agreed upon milestones in accordance with this Agreement.
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3. Additional Services. The Investment Summary contains, and the Statement of Work describes, the
scope of services and related costs (including programming and/or interface estimates) required for
the project based on the scope defined in the SOW. If modifications to the work is required, or if
you use or request additional services or cancellation of planned services, we will provide you with
an addendum or change order, as applicable, outlining any changes to the SOW and impact on any
existing milestone payments. The price quotes in the addendum or change order will be valid for
thirty (30) days from the date of the quote. Client is not responsible for payment for any additional
services provided prior to a signed change order.
4. Cancellation. If travel is required, we will make all reasonable efforts to schedule travel for our
personnel, 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 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 and in compliance with all applicable laws and regulations. Consultant also
warrants that it shall staff the project with a sufficient number of skilled and experienced resources
to ensure completion of the project in a commercially reasonable timeframe and that Services will
conform to the specifications, and to the extent applicable, Tyler's responses to the functional
requirements as set forth in Exhibit G and other requirements of the SOW and this Agreement. 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.
7. Background Checks. For at least the past twelve (12) years, all of our employees have undergone
criminal background checks prior to hire. All employees sign our confidentiality agreement and
security policies. Tyler shall be responsible for ensuring that all employees are trained and
knowledgeable in current security and confidentiality standards that may apply to this agreement.
8. 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).
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9. Maintenance and Support. For so long as you timely pay your SaaS Fees according to the Invoicing
and Payment Policy, then in addition to the terms set forth in the SLA and the Support Call Process,
we will:
9.1 perform our maintenance and support obligations in a professional, good, and workmanlike
manner, consistent with industry standards, to resolve Defects in the Tyler Software (subject to
any applicable release life cycle policy);
9.2 provide support during our established support hours;
9.3 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;
9.4 make available to you all 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
9.5 provide non -Defect resolution support of prior releases of the Tyler Software in accordance with
any applicable release life cycle policy.
We will use all reasonable efforts to perform support services 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 subject to Tyler's compliance with reasonable Client security policies. We strongly
recommend that you also maintain your VPN for backup connectivity purposes.
For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support
(unless Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (b)
application design; (c) other consulting services; or (d) support outside our normal business hours as
listed in our then -current Support Call Process. Requested 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.
10. Tyler Software Acceptance. Both parties will use the following acceptance process for each Phase,
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as defined in the SOW: Client will have a maximum of a thirty (30) calendar days (the "Test Period")
to test the System in in a live production environment for and report documented Defects. If there
are no Defects reported during the Test Period the Client shall issue "Software Acceptance." Upon
Acceptance of the last Phase of the project, Client shall also grant "Final Software Acceptance." If
Client reports a documented Defect during the Test Period, Client will notify Tyler in writing. Tyler
will correct the Defect(s) or provide a mutually agreeable plan for future resolution of any Defect(s).
A dispute with respect to the plan shall be addressed pursuant to the Dispute Resolution Process of
this Agreement. Upon resolution of a Defect during the Test Period, Client may re -perform testing
for a maximum of fifteen (15) calendar days. This procedure shall repeat until all Defects have
either been resolved or the Client and Tyler, reasonably cooperating, have developed a mutually
agreeable solution for Defect resolution, at which point the Client shall issue Final Software
Acceptance.
SECTION D—THIRD PARTY PRODUCTS
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.
Third Party Software. As part of the SaaS Services, you will receive access to the Third Party
Software and related documentation for internal business purposes only. Your rights to the
Third Party Software will be governed by the Third Party Terms.
3. Third Party Products Warranties.
3.1 We are authorized by each Developer to grant access 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. Third Party Services. If you have purchased Third Party Services, those services will be provided
independent of Tyler by such third -party at the rates set forth in the Investment Summary and
in accordance with our Invoicing and Payment Policy.
5. DocOrigin Software. Tyler uses DocOrigin software as part of the Tyler Forms Processing Tyler
Software and whereas Tyler provides a site license for Tyler Forms Processing, Exhibit D, Schedule 1,
Section 1.4 of the EULA does not apply to the Client's use of the Software.
SECTION E - INVOICING AND PAYMENT; INVOICE DISPUTES
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1. Invoicing and Payment. We will invoice you the SaaS Fees and fees for other professional services in
the Investment Summary per our Invoicing and Payment Policy, subject to Section E(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. In the event of a dispute relating to only certain line
items in an invoice, we, at our option, may either (a) wait to collect on the full invoice until the
disputed line items are resolved according to the provisions of this Section E(2); or (b) void the initial
invoice, reissue an invoice for the undisputed line items only, and issue an invoice for the disputed
line items once those line items are resolved according to the provisions of this Section E(2). We
reserve the right to suspend delivery of all SaaS 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 F —TERM AND TERMINATION
Term. The initial term of this Agreement is five (5) years from the first day of the first month
following the Effective Date, unless earlier terminated as set forth below. Upon expiration of the
initial term, this Agreement will renew for additional one (1) year terms upon mutual agreement of
the parties at Tyler's then -current rates, which Tyler will communicate to Client at least ninety (90)
days prior to the end of the then -current term (the Renewal Period). Absent any renewal, your right
to access or use the Tyler Software and the SaaS Services will terminate, subject to requirements for
Disentanglement defined in section 2.6 of this section, at the end of this Agreement.
2. Termination. This Agreement may be terminated as set forth below. In the event of termination,
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. Disputed fees and expenses in all terminations other than your termination for cause
must have been submitted as invoice disputes in accordance with Section E(2).
2.1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is
contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we
may discontinue the SaaS Services and deny your access to the Tyler Software. We may also
terminate this Agreement if you don't cure such failure to pay within forty-five (45) days of
receiving written notice of our intent to terminate.
2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the
Dispute Resolution clause set forth in Section H(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
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breach of this Agreement within the thirty (30) day window set forth in Section H(3).
2.3 Force Maieure. Either party has the right to terminate this Agreement if a Force Majeure event
suspends performance of the SaaS Services for a period of forty-five (45) days or more.
2.4 Lack of Appropriations. If you should not appropriate or otherwise make available funds
sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty
(30) days written notice to us. You will not be entitled to a refund or offset of previously paid,
but unused SaaS Fees. You agree not to use termination for lack of appropriations as a
substitute for termination for convenience.
2.5 Public Interest. The Client may unilaterally terminate this Agreement upon thirty (30) days
written notice to us for any reason deemed to be in the public interest. You will not be entitled
to a refund or offset of previously paid, but unused SaaS Fees.
2.6 Disentanglement. In the event of any termination, Client and Tyler shall mutually agree upon
"wind down" disentanglement procedures to include, without limitation, the scope, staffing,
and costs required by such procedures and use of the Tyler Software on a month -to -month basis
through termination. Such services shall be paid to Tyler on a time and materials basis at Tyler's
then -current rates. In the event of any termination, Tyler shall deliver Client Data in a SQL or
other commercially reasonable form to Client at no additional cost.
2.7 Fees for Termination without Cause during Initial Term. If you terminate this Agreement during
the initial term for any reason other than cause, Force Majeure, or lack of appropriations, or if
we terminate this Agreement during the initial term for your failure to pay SaaS Fees, you shall
pay us the following early termination fees:
a. if you terminate during the first year of the initial term, 100% of the SaaS Fees through
the date of termination plus 25% of the SaaS Fees then due for the remainder of the
initial term;
if you terminate during the second year of the initial term, 100% of the SaaS Fees
through the date of termination plus 15% of the SaaS Fees then due for the remainder
of the initial term; and
c. if you terminate after the second year of the initial term, 100% of the SaaS Fees through
the date of termination plus 10% of the SaaS Fees then due for the remainder of the
initial term.
SECTION G — INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE
1. Intellectual Property Infringement Indemnification.
1.1 We will defend and indemnify 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
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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 G(1) will not apply to the extent the claim or adverse final
judgment is based on your use of the Tyler Software in contradiction of this Agreement,
including with non -licensed third parties, or your willful infringement.
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; or (c) replace it with a functional
equivalent. This section provides your exclusive remedy for third party copyright, patent, or
trademark infringement and trade secret misappropriation claims.
2. General Indemnification.
2.1 We will indemnify and hold harmless you and your agents, officials, and employees from and
against any and all claims, losses, liabilities, damages, costs, and expenses (including reasonable
attorney's fees and costs) for (a) personal injury or property damage to the extent wholly or
partially caused by our negligence or willful misconduct, (b) our violation of PC]-DSS
requirements or a law applicable to our performance under this Agreement or (c) violation of
our Confidentiality obligations as set forth in Section H.17. 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.
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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) DURING THE INITIAL TERM, AS SET FORTH
IN SECTION F(1), TWO (2) TIMES THE TOTAL SAAS FEES PAID OR PAYABLE IN THE INITIAL TERM OF
THE AGREEMENTOR (B) DURING ANY RENEWAL TERM, THE THEN -CURRENT ANNUAL SAAS FEES
PAYABLE IN THAT RENEWAL TERM. THE PARTIES ACKNOWLEDGE AND AGREE THAT THE PRICES
SET FORTH IN THIS AGREEMENT ARE SET IN RELIANCE UPON THIS LIMITATION OF LIABILITY AND
TO THE MAXIMUM EXTENT ALLOWED UNDER APPLICABLE LAW, THE EXCLUSION OF CERTAIN
DAMAGES, AND EACH SHALL APPLY REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF
ANY REMEDY. THE FOREGOING LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE
SUBJECT TO SECTIONS G(1) AND G(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.
Insurance. Tyler Technologies, Inc. and all subcontractors in providing the Services pursuant to the
terms of this Agreement shall obtain and maintain, at their sole expense, the insurance described in
the attached Exhibit G. Certificates of Insurance shall be provided to City by Tyler Technologies, Inc.
for itself and maintain copies for any subcontractors Tyler Technologies, Inc. utilizes. The terms of
this provision shall apply to Tyler Technologies, Inc. and all subcontractors used by Tyler
Technologies, Inc. throughout the Term of this Agreement.
SECTION H—GENERALTERMS AND CONDITIONS
Additional Products and Services. You may purchase additional products and services at the rates
set forth in the Investment Summary for twenty-four (24) months from the Effective Date 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 twenty-four (24) months from the Effective Date.
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, then the parties shall participate in non -binding mediation in an effort
to resolve the dispute. If the dispute remains unresolved after mediation, then either of us may
assert our respective rights and remedies in a court of competent jurisdiction. Nothing in this
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section shall prevent you or us from seeking necessary injunctive relief during the dispute resolution
procedures. Any controversy, claim or dispute between the parties, directly or indirectly, concerning
this Agreement or the breach hereof or the subject matter hereof which cannot be resolved
informally shall be adjudicated in the Iowa District Court for Dubuque County or the United States
District Court for the Northern District of Iowa.
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, gender identity,
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-Verifv. 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 Maieure. 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 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,
••... tyler
13
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, marketing presentations, and
promotional materials.
17. 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:
(a) 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;
(b) a party can establish by reasonable proof was in that party's possession at the time of initial
disclosure;
(c) a party receives from a third party who has a right to disclose it to the receiving party; or
(d) is the subject of a legitimate disclosure request under the open records laws or similar
applicable public disclosure laws governing this Agreement as determined by Client's legal
°•.; tyler
14
counsel; 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 shall be interpreted, construed, and enforced in accordance with
the laws of the State of Iowa.
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. This Agreement includes the following exhibits:
Exhibit A Investment Summary
Exhibit B Invoicing and Payment Policy
Schedule 1: Business Travel Policy
Exhibit C Service Level Agreement
Schedule 1: Support Call Process
Exhibit D Third Party Terms
Schedule 1: DocOrigins EULA
Schedule 2: BMI EULA
Exhibit E Statement of Work
Exhibit F Tyler Responses to the Functional Requirements
Exhibit G Insurance Schedule
SIGNATURE BLOCK ON THE FOLLOWING PAGE
tyler
15
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.
By:'�C
Name: Rob Kennedy -Jensen
Date: May 4, 2021
Address for Notices:
Tyler Technologies, Inc.
One Tyler Drive
Yarmouth, ME 04096
Attention: Chief Legal Officer
16
City of Dubuqu
Y
Name: Roy D . Buol
Title: Mayor
Date: M a i 4, 2021
Address for Notices:
City of Dubuque
50 W 13th Street
Dubuque, IA 52001
Attention: City Clerk
tyler
Exhibit A
° tyler
• technologies
Exhibit A
Investment Summary
The following Investment Summary details the software 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.
Tyler sales quotation to be inserted prior to Agreement execution.
In the event a comment in the following Investment Summary conflicts with a provision of the
Statement of Work, the Statement of Work shall control.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
• pe. tyler
Quoted By:
Gary Dube
Date:
tyl e r
4/30/2021
®
0 technologies Quote Expiration:
5/7/2021
Quote Name:
Dubuque-ERP-Munis
Quote Number:
2020-114268-12
Quote Description:
FINAL Contract Exhibit - SaaS 5
Sales Quotation For
City of Dubuque
50 W 13th St
720 Central Ave
Dubuque, IA 52001-4845
Phone+l (563) 589-4416
SaaS
Financial:
Accounting/GL
5.0
$47,486.00
0
$0.00
$15,300.00
Accounts Payable
5.0
$13,660.00
0
$0.00
$0.00
Bid Management
5.0
$5,809.00
0
$0.00
$0.00
BMI Asset Track Interface
5.0
$2,501.00
0
$0.00
$0.00
BMI CollectlT Interface
5.0
$2,501.00
0
$0.00
$0.00
Budgeting
5.0
$13,660.00
0
$0.00
$0.00
Capital Assets
5.0
$12.522.00
0
$0.00
$3,500.00
Cash Management
5.0
$9,366.00
0
$0.00
$0.00
Contract Management
5.0
$5,773.00
0
$0.00
$5,000.00
Employee Expense Reimbursement
5.0
$5,316.00
0
$0.00
$0.00
Inventory
5.0
$12,162.00
0
$0.00
$5,600.00
Project & Grant Accounting
5.0
$9,702.00
0
$0.00
$5,000.00
Purchasing
5.0
$21,855.00
0
$0.00
$3,000.00
Standard Fuel Interface - SeeComments
5.0
$2,501.00
0
$0.00
$0.00
Human Capital Management:
ExecuTime Advanced Scheduling
5.0
$11,107.00
0
$0.00
$0.00
2020-114268-12 - FINAL Contract Exhibit - SaaS 5
CONFIDENTIAL
1 of 12
SaaS
One Time Fees
D..
ExecuTime Advanced Scheduling Mobile Access
5.0
$2,352.00
0
$0.00
$0.00
ExecuTime Time & Attendance Mobile Access
5.0
$3,003.00
0
$0.00
$0.00
ExecuTime Time & Attendance
5.0
$16,714.00
0
$0.00
$0.00
Human Resources & Talent Management
5.0
$9,297.00
0
$0.00
$1,400.00
Payroll w/ESS
5.0
$11,683.00
0
$0.00
$10,400.00
Recruiting
5.0
$2.333.00
0
$0.00
$0.00
Risk Management
5.0
$2,619.00
0
$0.00
$0.00
Revenue:
Accounts Receivable
5.0
$10,969.00
0
$0.00
$0.00
Central Property File
5.0
$1,784.00
0
$0.00
$0.00
General Billing
5.0
$6,440.00
0
$0.00
$9,800.00
Tyler Cashiering
5.0
$18,021.00
0
$0.00
$0.00
UB Interface
5.0
$6,759.00
0
$0.00
$0.00
Utility Billing CIS
5.0
$25,811.00
0
$0.00
$25,900.00
Productivity:
Citizen Self Service
5.0
$10,969.00
0
$0.00
$0.00
eProcurement
5.0
$9,006.00
0
$0.00
$0.00
Munis Analytics & Reporting
5.0
$11,350.00
0
$0.00
$0.00
Tyler Content Manager Auto Indexing and Redaction (Enterprise Edition)
5.0
$2,857.00
0
$0.00
$0.00
Tyler Content Manager Enterprise
5.0
$29,618.00
0
$0.00
$0.00
Tyler Notify includes 91,000 Msgs and 3,000 Mins per year
5.0
$18,200.00
0
$0.00
$0.00
Tyler ReadyForms Processing (including Common Form Set)
5.0
$8,877.00
0
$0.00
$0.00
Additional:
3rd Party Asset Management API Connector for Munis
5.0
$4,439.00
0
$0.00
$0.00
3rd Party Citizen Portal API Connector for Munis
5.0
$4,439.00
0
$0.00
$0.00
Payroll Tax Table Updates
5.0
$1,000.00
0
$0.00
$0.00
Asset Maintenance (25)
5.0
$31,450.00
0
$0.00
$11,750.00
Comprehensive Annual Financial Report Statement Builder
5.0
$9,061.00
0
$0.00
$0.00
EnerGov Advanced Automation Bundle
5.0
$19,326.00
0
$0.00
$0.00
EnerGov Business Management Suite (10)
5.0
$17,750.00
0
$0.00
$11,750.00
EnerGov Citizen Self Service - Business Management
5.0
$12,128.00
0
$0.00
$0.00
2020-114268-12 - FINAL Contract Exhibit - SaaS 5
CONFIDENTIAL
2 of 12
SaaS
EnerGov Citizen Self Service - Community Development
EnerGov Community Development API Toolkit
EnerGov Community Development Suite (25)
EnerGov Core Foundation Bundle
EnerGov Decision Engine
EnerGov e-Reviews
EnerGov iG Workforce Apps (20)
EnerGov Report Toolkit
EnerGov View Only License (25)
MyCivic Bundle
Tyler 311/Incident Management
Tyler Enterprise Payments
Tyler GIS - Site License
Tyler Software and Related Services
5.0
$12,128.00
0
$0.00
$0.00
5.0
$9,469.00
0
$0.00
$0.00
5.0
$44,375.00
0
$0.00
$21,150.00
5.0
$2,959.00
0
$0.00
$0.00
5.0
$10,000.00
0
$0.00
$0.00
5.0
$20,603.00
0
$0.00
$0.00
5.0
$11,840.00
0
$0.00
$0.00
5.0
$2,959.00
0
$0.00
$0.00
5.0
$10,350.00
0
$0.00
$0.00
5.0
$14,000.00
0
$0.00
$0.00
5.0
$8,556.00
0
$0.00
$0.00
5.0
$0.00
0
$0.00
$0.00
5.0
$20,770.00
0
$0.00
$0.00
Sub -Total:
$652,185.00
$0.00
$129,550.00
Less Discount:
$132,811.00
$0.00
$000
TOTAL:
$519,374.00
0
$0.00
$129,550.00
Description
License Impl.Aours
Impl..
D.. Conversion
--Module..
• neJ112inlenanca
Additional:
TCM EE - EnerGov Conversion
$0.00
0
$0.00
$12,000.00
$12,000.00
$0.00
Custom Development - WaterSmart Interface
$12,000.00
0
$0.00
$0.00
$12,000.00
$0.00
PACE: Munis - 15 Days
$0.00
0
$0.00
$0.00
$0.00
$13,785.00
PACE: EnerGov - 30 Days
$0.00
0
$0,00
$0.00
$0.00
$27,570.00
Tyler Content Manager SE - EnerGov Business
$0.00
0
$0.00
$5,500.00
$5,500.00
$0.00
Management - E
Tyler Content Manager SE - EnerGov
$0.00
0
$0.00
$6,500.00
$6,500.00
$0.00
Community Development - E
Sub -Total: $12,000.00 $0.00 $24,000.00 $36,000.00 $41,355.00
Less Discount: $0.00 30.00 $0.00 $0.00 $41,355.00
2020-114268-12 - FINAL Contract Exhibit - SaaS 5 CONFIDENTIAL 3 of 12
Tyler Software and Related Services
Description License Impl.
Hours Imp]. Cost
Data Conversion
Module Total Year
One Maintenance
TOTAL: $12,000.00
0 $0.00
$24,000.00
$36,000.00
$0.00
Other Services
Description
Quantity
Unit Price
Unit Discount
Extended Price
EnerGov Business Management Forms Library (6 Forms)
1
$6,375.00
$0.00
$6,375.00
EnerGov Community Development Forms Library (5 Forms)
1
$5,100.00
$0.00
$5,100.00
EnerGov- Additional 5 Forms
5
$1,000.00
$0.00
$5,000.00
50% Dedicated Project Management - 24 months, without Travel
24
$24,050.00
$0.00
$577,200.00
Implementation Support without Travel
1
$1,175,095.00
$0.00
$1,175,095.00
SaaS Connectivity
1
$4,000.00
$0.00
$4,000.00
NTE Travel Expenses
1
$511,480.00
$0.00
$511,480.00
POS Cash Installation (Up to 3)
2
$1,000.00
$0.00
$2,000.00
TOTAL:
$2,286,250.00
3rd Party Hardware, Software and Services
Cash Drawer
Hand Held Scanner - Model 1950GSR
Hand Held Scanner Stand
ID Tech MiniMag USB Reader
Tyler Notify SMS Text Plan (25,000
Messages)
Printer (TM-S9000)
Tyler Secure Signature System with 2
Keys
3rd Party Hardware Sub -Total:
3rd Party Software Sub -Total.,
TOTAL:
Summary
Total Tyler Software
Total SaaS
Total Tyler Services
2020-114268.12 - FINAL Contract Exhibit - SaaS 5
6 $260.00
$0.00
$1,560.00
$0.00
$0.00
$0.00
6 $450.00
$0.00
$2,700.00
$0.00
$0.00
$0.00
6 $30.00
$0.00
$180.00
$0.00
$0.00
$0.00
6 $62.00
$0.00
$372.00
$0.00
$0.00
$0.00
1 $1,250.00
$0.00
$1,250.00
$0.00
$0.00
$0.00
6 $1,623.00
$0.00
$9,738.00
$0.00
$0.00
$0.00
1 $1,650.00
$0.00
$1,650.00
$0.00
$0.00
$0.00
$0.00 $16,200.00
$0.00 $1,250.00
$17,450.00
One Time Fees Recurring Fees
$12, 000.00 $0.00
$0.00 $519,374.00
$2,439,800.00 $0.00
CONFIDENTIAL
$0.00
$0.00 $0.00
$0.00
4 of 12
Summary
Total 3rd Party Hardware, Software and
Services
Summary Total
Contract Total
One Time Fees Recurring Fees
$17,450.00
$2,469,250.0
$5, 231, 540.00
$0.00
$519,374.00
2020.114268.12 - FINAL Contract Exhibit - SaaS 5 CONFIDENTIAL 5 of 12
Detailed Breakdown of Conversions (included in Contract Total)
Description
Unit Price
Unit Discount
Extended -
Accounting - Actuals up to 3 years
$1,500.00
$0.00
$1,500.00
Accounting - Budgets up to 3 years
$1,500.00
$0.00
$1,500.00
Accounting Standard COA
$2,000.00
$0.00
$2,000.00
Accounts Payable - Checks up to 5 years
$3,500.00
$0.00
$3,500.00
Accounts Payable - Invoice up to 5 years
$5,000.00
$0.00
$5,000.00
Accounts Payable Standard Master
$1,800.00
$0.00
$1,800.00
Asset Maintenance - Work Order Asset
$6,250.00
$0.00
$6,250.00
Asset Maintenance - Work Order History With Cost Data
$5,500.00
$0.00
$5,500.00
Capital Assets Std Master
$3,500.00
$0.00
$3,500.00
Contracts
$5,000.00
$0.00
$5,000.00
EnerGov Business Management - Conversion
$11,750.00
$0.00
$11,750.00
EnerGov Community Development - Conversion
$21,150.00
$0.00
$21,150.00
General Billing - Bills up to 5 years
$4,500.00
$0.00
$4,500.00
General Billing - Recurring Invoices
$3,500.00
$0.00
$3,500.00
General Billing Std CID
$1,800.00
$0.00
$1,800.00
Human Resources - Recruiting
$1,400.00
$0.00
$1,400.00
Inventory - Commodity Codes
$1,800.00
$0.00
$1,800.00
Inventory Std Master
$3,800.00
$0.00
$3,800.00
TCM EE - EnerGov Conversion
$12,000.00
$0.00
$12,000.00
Payroll -Accrual Balances
$1,500.00
$0.00
$1,500.00
Payroll -Accumulators up to 5 years
$1,400.00
$0.00
$1,400.00
Payroll - Check History up to 5 years
$1,200.00
$0.00
$1,200.00
Payroll - Deductions
$1,800.00
$0.00
$1,800.00
Payroll - Earning/Deduction Hist up to 5 years
$2,500.00
$0.00
$2,500.00
Payroll - Standard
$2,000.00
$0.00
$2,000.00
Project Grant Accounting - Actuals up to 3 years
$1,500.00
$0.00
$1,500.00
Project Grant Accounting - Budgets up to 3 years
$1,500.00
$0.00
$1,500.00
Project Grant Accounting Standard
$2,000.00
$0.00
$2,000.00
Purchasing - Purchase Orders - Standard Open PO's only
$3,000.00
$0.00
$3,000.00
Tyler Content Manager SE - EnerGov Business Management
$5,500.00
$0.00
$5,500.00
2020-114268.12 - FINAL Contract Exhibit - SaaS 5
CONFIDENTIAL
6 of 12
Detailed Breakdown of Conversions (included in Contract Total)
Description
.-. '
Tyler Content Manager SE - EnerGov Community Development
$6,500.00
$0.00
$6,500.00
Utility Billing - Balance Forward AR
$8,100.00
$0.00
$8,100.00
Utility Billing - Consumption History up to 5 years
$3,200.00
$0.00
$3,200.00
Utility Billing - Service Orders
$5,200.00
$0.00
$5,200.00
Utility Billing - Services
$4,300.00
$0.00
$4,300.00
Utility Billing - Standard
$5,100.00
$0.00
$5,100.00
TOTAL:
$153,550.00
2020-114268-12 - FINAL Contract Exhibit - SaaS 5 CONFIDENTIAL 7 of 12
Optional SaaS
Additional:
Tyler Detect
Optional Tyler Software & Related Services
5.0 $30,000.00 0 $0.00 $0.00
TOTAL: $30,000.00 0 $0.00 $0.00
lescription License Impl. Mours Imp[. Cost Data Conversion Module Total Year One MaintenanT
Additional:
Utility Billing - Assessments - E $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00
TOTAL: $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00
Optional Other Services
Description Quantity Unit Price Discount Extended Price:
Install Fee - Tyler Detect 1 $1,000.00 $0.00 $1,000.00
TOTAL: $1,000.00
Optional Conversion Details (Prices Reflected Above)
itescription I nit Price Unit Discount Extended Price Billing - Assessments $2,000.00 $0.00 $2,000.00
TOTAL: $2,000.00
Optional 3rd Party Hardware, Software and Services
Koa Hills - Chart of Accounts (COA) Re- 1 $57,500.00 $0.00 $57,500.00 $0.00 $0.00 $0.00
design Leadership
Koa Hills - Tyler Hosted Data Archive 1 $0.00 $0.00 $0.00 $16,430.00 $0.00 $16,430.00
Module - Financials (SaaS)
Koa Hills -Tyler Hosted Data Archive 1 $0.00 $0.00 $0.00 $13,145.00 $0.00 $13,145.00
Module - HCM (SaaS)
2020-114268-12 - FINAL Contract Exhibit - SaaS 5 CONFIDENTIAL 8 of 12
Koa Hills - Data Migration Leadership 1 $57,500.00 $0.00
$57,500.00 $0.00
$0.00 $0.00
Touchtime Timeclock: Biometric Reader 1 $2,495.00 $0.00
$2,495.00 $0.00
$0.00 $0.00
3rd Party Hardware Sub -Total: $0.00
$2,495.00
$0.00
3rd Party Software Sub -Total: $0.00
$0.00
$0.00 $29,575.00
3rd Party Services Sub -Total: $0.00
$115,000.00
$0.00
TOTAL:
$117,495.00
$29,575.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for
six (6) months from the Quote date or the Effective Date of the contract, whichever is later.
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in US Dollars
Tyler Discount Detail
Additional:
Custom Development - WaterSmart Interface
$12,000.00
$0.00
$12,000.00
$0.00
$0.00
$0.00
PACE: Munis - 15 Days
$0.00
$0.00
$0.00
$13,785.00
$13,785.00
$0.00
PACE: EnerGov - 30 Days
$0.00
$0.00
$0.00
$27,570.00
$27,570.00
$0.00
TOTAL:
$12,000.00
$0.00
$12,000.00
$41,355.00
$41,355.00
$0.00
2020-114268-12 - FINAL Contract Exhibit - SaaS 5 CONFIDENTIAL 9 of 12
Comments
Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MUMS Self Service applications if
hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors
who sell SSL Certificates, with all ranges of prices.
The Tyler Software Product Tyler ReadyForms Processing must be used in conjunction with a Hewlett Packard printer supported by Tyler for printing checks.
Conversion prices are based on a single occurrence of the database. If additional databases need to be converted, these will need to be quoted.
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the size and scope of your project. The actual amount of services
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.
Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then -current Business Travel Policy.
Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and
remitting. Installations are completed remotely, but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii)
daily fees associated with the cancelled services if Tyler is unable to re -assign its personnel.
Implementation hours are scheduled and delivered in four (4) or eight (8) hour increments.
Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a
class is needed, Tyler will either provide additional days at then -current rates for training or Tyler will utilize a Train -the -Trainer approach whereby the client designated attendees
of the initial training can thereafter train the remaining users.
Tyler's Standard Fuel Interface is available from several vendors. Fuehnan, FuelForce, Phoenix AFC, Phoenix SCC, Fuel Master, TRN85-Fuehman, Fuelmaster-Plus and Gasboy
CFN. If your vendor does not appear on this list, we will need to quote a Custom Interface in addition to the Standard Interface to cover the additional development costs.
Your use of Tyler Payments is subject to the terms found at: https://www.tylertech.com/terms/payment-card-processing-agreement. By signing this order or the agreement in which
it is included, you agree you have read, understand, and agree to such terms.
Payroll library includes: 1 PR check, 1 direct deposit, I vendor from payroll check, I vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R.
General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt.
Includes digitizing two signatures, additional charges will apply for additional signatures.
Personnel Actions Forms Library includes: 1 Personnel Action form - New and 1 Personnel Action Form - Change.
Tyler's pricing is based on the scope of proposed products and services being obtained from Tyler. Should portions of the scope of products or services be removed by the Client,
Tyler reserves the right to adjust prices for the remaining scope accordingly.
2020.114268.12 - FINAL Contract Exhibit - SaaS 5 CONFIDENTIAL 10 of 12
Comments
Tyler Content Manager Enterprise Edition includes up to 1 TB of storage. Should additional storage be needed it maybe purchased as needed at an annual fee of $5,000 per TB.
Financial library includes: I A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 10991NT, 1099S, and 1099G.
Utility billing library includes: I Utility bill, 1 UB receipt, I UB delinquent notice, I door hanger and 1 final utility bill.
The Munis SaaS fees are based on 150 concurrent users. Should the number of concurrent users be exceeded, Tyler reserves the right to re -negotiate the SaaS fees based upon any
resulting changes in the pricing categories.
EnerGov e-Reviews requires Bluebeam Studio Prime, at an estimated yearly subscription cost of $3,000/100 users. Further pricing detail is available by contacting Bluebeam at
https://www.bluebeam.com/solutions/studio-prime
Business Management Forms Library Includes: 1 Licensing - Business License, I Licensing - Business License Renewal, 1 Licensing - Business License Delinquent, 1 Licensing
- Profession License, 1 Licensing - Profession License Renewal, I Licensing --Profession License Delinquent.
Community Development Forms Library Includes: 1 Permits - Building, I Permits - Trade, 1 Planning - Certificate, 1 Permits - Occupancy/Completion, 1 Code - Violation
Notice.
Tyler Notify SaaS services will renew automatically for additional one (1) year terms at our then -current fee unless terminated in writing by either part at least thirty (30) days
prior to the end of the then -current tern. Unused minutes and texts expire at the end of each annual term.
Utility Billing CIS includes the Graphing Agent.
Development modifications, interfaces and services, where applicable, shall be invoiced to the client in the following manner: 50% of total upon authorized signature to proceed
on program specifications and the remaining 50% o£total upon delivery of modifications, interface and services.
Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to additional fees
not included in this quote. The additional fees would be quoted at the time of request, generally during the implementation of the forms. Please note that the form solution
provided requires the use of approved printers. You may contact Tyler's support team for the most current list of approved printers.
EnerGov Business Management: Tyler leads and owns the "Assess and Define" and "Configuration" of I unique business transactions, I template business transactions, 1 geo-
rules and I automation events. Configuration elements beyond this will be owned by the client.
EnerGov Community Development: Tyler leads and owns the "Assess and Define" and "Configuration" of 2 unique business transactions, 2 template business transactions, 1 geo-
rules and I automation events. Configuration elements beyond this will be owned by the client.
As a new Tyler client, you are entitled to a 30-day trial of the Tyler Detect cybersecurity service. Please reference https://www.tylertech.com/services/tyler-detect for more
information on the service and contact CybersecuritySales@tylertech.com tylertech.com to initiate the trial.
Each API Toolkit or Connector comes with 8 free hours of API Development Consulting hours. Each API Bundle comes with 16 free API Development Consulting hours.
2020-114268-12 - FINAL Contract Exhibit - SaaS 5 CONFIDENTIAL 11 of 12
Comments
Additional hours can be purchased beyond this standard offering.
Pace 15 Flex: Includes 15 PACE days and 3 passes to Tyler Connect annually, along with one Investment assessment for every three years of PACE services purchased. PACE
Flex provides the client with an option to consume PACE days and attend Tyler Connect either remotely or in -person at no additional cost. On -site PACE sessions must be
scheduled in 3-day increments, and the client will be responsible for all travel costs incurred. The first annual term for PACE Flex commences on the 1st day of the month
following the date of the client's signature on the applicable sales quotation, amendment, or purchase order. Upon expiration of the first annual term, the term will renew
automatically for an additional one (1) year tenor at the current rate plus the client's contracted annual maintenance increase percentage unless terminated in writing by either party
at least thirty (30) days prior to the end of the term. PACE days may only be utilized on live modules. Tyler Connect passes for the current year are available to clients with a cycle
start date on or before 03/01. Clients with a cycle start date of 04/01 or later will be eligible for Tyler Connect passes the following year. PACE Days may only be used on
modules that have been fully implemented. PACE Days, Investment Assessments, and Tyler Connect passes expire at the conclusion of the term. No credit will be granted for
unused days, assessments, or passes.
Your use of Tyler Payments is subject to the terms found here. By signing this order or the agreement in which it is included, you agree you have read, understand, and agree to
such terms.
2020-114268-12 - FINAL Contract Exhibit - SaaS 5 CONFIDENTIAL 12 of 12
Monthly & Annualized Costs
Monthly Cost —To brand, customize, access reports and payment data with
unlimited logins, support and upgrades to Tyler Payments
No Cost
Development Costs
One Time Cost— Complete integration into Tyler applications No Cost
Customized Marketing
Annual Cost— Assistance with the crafting of marketing materials to help
increase initial usage and continued adoption
No Cost
Training and Support
Cost — Initial training and support to ensure a successful launch and continued
success of the Tyler Payments platform
No Cost
Payer Electronic Payment Costs
If passing transaction costs to the payer
Paver Card Cost (convenience fee) — per card transaction with Visa,
MasterCard, Discover, and American Express for utility transactions
$4.95
$500 transaction cap
Paver Card Cost (service fee) — per card transaction with Visa, MasterCard,
Discover, and American Express for non -utility transactions
2.95%
$2.50 minimum
Paver eCheck Cost — per electronic check transaction
$1.00
Client Electronic Payment Costs
If absorbing the transaction costs
Client Cord Cost— per card transaction with Visa, MasterCard, Discover, and
American Express for transactions on top of bank and card brand fees
0.50% + $0.50
Client eCheck Cost — per electronic check transaction
1 $1.00
Miscellaneous Costs
Credit Card Charoebocks — if a card payer disputes a transaction at the card
issuing bank (e.g. stolen card)
$15.00
eCheck Rejects —when an eCheck transaction comes back as declined (e.g.
bounced check)
$5.00
Card Terminal Rental — per device, per month. Covers cost of PCI compliance,
service, maintenance, real-time integration and support
Lane 3000: $33
Lane 5000: $38
Includes $15 per month PCI fee
Card Terminal Purchase — PCI fee is per device, per month. Covers cost of PCI
compliance, service, maintenance, real-time Integration and support
Lane 3000: $419 (one-time fee)
Lane 5000: $529 (one-time fee)
Plus $15 per month, per device PCI fee
IVR - per transaction on top of Card fee passed to the payer or absorbed
$0.50
Exhibit B
• tyler
0 iE,chnologIeS
Exhibit B
Invoicing and Payment Policy
We will provide you with the software and services set forth in the Investment Summary of the
Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in
the Agreement.
Invoicing: We will invoice you for the applicable software and services in the Investment Summary as
set forth below. Your rights to dispute any invoice are set forth in the Agreement.
SaaS Fees: SaaS Fees are invoiced on an annual basis, beginning on the commencement of the initial
term as set forth in Section F (1) of this Agreement. Your annual SaaS fees for the initial term are set
forth in the Investment Summary and payments due under the initial term of this Agreement are
defined below. Upon expiration of the initial term, your annual SaaS fees will be at our then -current
rates.
Year 1
1 5/1/2021-4/30/2022
$519,374.00
Year 2
j 5/1/2022-4/30/2023
$519,374.00
Year
! 5/1/2023-4/30/2024
$519,374.00
Year 4
5/1/2024-4/30/2025
$519,374.00
Year 5
5/1/2025-4/30/2026
$519,374.00
Total
$2,596,870.00
Implementation and Other Professional Services (including training): Tyler will invoice Client for
implementation services on a milestone basis. Tyler will invoice Client for the milestone amount set
forth below upon completion and acceptance of the associated services in accordance with the
Agreement and/or SOW:
1-1
1
1
1
1
1
1
1
1.1
1.2
1.3
1.4
1.5!
1.6
1.7
Initiate and Plan Stage Acceptance
Chart of Accounts Design Acceptance
Assess & Define Stage Acceptance
Build and Validate Stage Acceptance
Final Training & Testing Stage Acceptance
Production Cutover Stage Acceptance
Phase Closure
$
$
$
$
$
$
$
26,107.50
39,161.25
45,688.13
51,735.00
32,634.38
39,161.25
26,107.50
1-2
1-3
1-4
1-5
1-6
1-7
i
1
1-8
1-9
1-10
1-11
1-12
1-13
1-14
1-15
1-16
1-17
1-18
1-19
1-20
1-21
1-22
1-23
1-24
1-25
1-26
1-27
1-28
1-29
1-30
1-31
1-32
1-33
1-34
1-35
1-36
1-37
1-38
1-39
1-40
1-41
1-42
1-43
2 2.1
2 2.2
2 2.3
2 2.4
2 2.5
2 2.6
3 3.1
3
3
3
3
3
4
4
4
4
4
4
5
5
5
5
- 5
5
- 6
6
6
6
6
6
7
7
7
7
7
- 7
Total
3.2
3.3
3.4
3.5
3.6
4.1
4.2
4.3
4.4
4.5
4.6
5.1
5.2
5.3
5.4
5.5
5.6
6.1
6.2
6.3
6.4
6.5
6.6
7.1
7.2
7.3
7.4 -
7.5 -
7.6
Initiate and Plan Stage Acceptance
Assess & Define Stage Acceptance
Build and Validate Stage Acceptance
Final Training & Testing Stage Acceptance
Production Cutover Stage Acceptance
Phase Closure
Initiate and Plan Stage Acceptance
Assess & Define Stage Acceptance
Build and Validate Stage Acceptance
Final Training & Testing Stage Acceptance
Production Cutover Stage Acceptance
Phase Closure
Initiate and Plan Stage Acceptance
Assess & Define Stage Acceptance
Build and Validate Stage Acceptance
Final Training & Testing Stage Acceptance
Production Cutover Stage Acceptance
Phase Closure
Initiate and Plan Stage Acceptance
Assess & Define Stage Acceptance
Build and Validate Stage Acceptance
Final Training & Testing Stage Acceptance
Production Cutover Stage Acceptance
Phase Closure
Initiate and Plan Stage Acceptance
Assess & Define Stage Acceptance
Build and Validate Stage Acceptance
Final Training & Testing Stage Acceptance
Production Cutover Stage Acceptance
Phase Closure _
Initiate and Plan Stage Acceptance
Assess & Define Stage Acceptance
Build and Validate Stage Acceptance
Final Training & Testing Stage Acceptance
Production Cutover Stage Acceptance
Phase and Project Closure
Exhibit B
17,700.00
35,400.00
44, 250.00
44, 250.00
17,700.00
17,700.00
17, 700.00
35,400.00
44, 250.00
44,250.00
17,700.00
17,700.00
34,957.50
69,915.00
87,393.75
87,393.75
34,957.50
34,957.50
18,437.50
36,875.00
46,093.75
- - - - - 46,093.75
18,437.50
18,437.50
1,327.50
2,655.00
3,318.75
3,318.75
1,327.50
1,327.50
1,327.50
2,655.00
3,318.75
3,318.75
1,327.50
1,327.50
1,175,095.00
Conversions. Fixed -fee conversions are invoiced 50% upon initial delivery of the converted Data (as
2
Exhibit B
outlined in SOW work package 6.3.4), by conversion option, and 50% upon Client acceptance to load the
converted Data into the Live/Production environment (as outlined in SOW work package 6.5.1), by
conversion option. The fixed -fee conversions in scope as of the Effective Date, and their associated cost,
are as set forth in the following table:
Payment
Milestone
Conversion
Cost
Number
C-1
Initial delivery of the
Accounting—Actuals up to 3
$750.00
converted Data
years
C-2
Client acceptance to load the
Accounting—Actuals up to 3
$750.00
converted Data into the
years
Live/Production environment _
C-3
Initial delivery of the
Accounting —Budgets up to 3
$750.00
converted Data
years
C-4
_!
Client acceptance to load the
Accounting —Budgets up to 3
$750.00
converted Data into the
years
Live/Production environment
C-5
Initial delivery of the
Accounting Standard COA
$1,000.00
converted Data
C-6
_
Client acceptance to load the
Accounting Standard COA—
$1,000.00
converted Data into the
Live/Production environment
C-7
Initial delivery of the
Accounts Payable —Checks up
$1,750.00
_
converted Data
to 5 years
C-8
Client acceptance to load the
Accounts Payable —Checks up
$1,750.00
converted Data into the
to 5 years
Live/Production environment
C-9
C-10
C-11
C-12
C-13
C-14
Initial delivery of the
converted Data
Client acceptance to load the
converted Data into the
Live/Production environment
Initial delivery of the
converted Data
Client acceptance to load the
--iconverted Data into the
Live/Production environment
Initial delivery of the
converted Data
Client acceptance to load the
converted Data into the
Live/Production environment
C-15 Initial delivery of the
converted Data
C-16 Client acceptance to load the
converted Data into the
Live/Production environment
Accounts Payable —Invoice up
to 5 years
Accounts Payable —Invoice up
to 5 years
Accounts Payable Standard
Master
Accounts Payable Standard
Master
Asset Maintenance —Work
Order Asset
Asset Maintenance —Work
Order Asset
Asset Maintenance Work
Order History with Cost Data
Asset Maintenance Work
Order History with Cost Data
3
$2,500.00
$2,500.00
$900.00
$900.00
$3,125.00
$3,125.00
$2,750.00
$2,750.00
•• tyler
C-17
Initial delivery of the
Capital Assets Standard
converted Data _
Master
C-18
Client acceptance to load the
! Capital Assets Standard
converted Data into the
Master
Live/Production environment
j
C-19
Initial delivery of the
Contracts
converted Data
C-20
Client acceptance to load the
Contracts
converted Data into the
Live/Production environment
C-21
Initial delivery of the
j EnerGov Business
converted Data
Management —Conversion_
C-22
Client acceptance to load the7
EnerGov Business
converted Data into the
Management —Conversion
Live/Production environment
1
C-23
Initial delivery of the
EnerGov Community
converted Data
j Development —Conversion
C-24
Client acceptance to load the
! EnerGov Community
converted Data into the
i Development —Conversion
Live/Production environment
C-25
Initial delivery of the
I General Billing —Bills up to 5
converted Data
years
C-26
Client acceptance to load the
General Billing —Bills up to 5
converted Data into the
years
Live/Production environment
C-27
Initial delivery of the
General Billing —Recurring
converted Data
Invoices
C-28
Client acceptance to load the
General Billing— Recurring
converted Data into the
Invoices
Live/Production environment
C-29
Initial delivery of the
General Billing Std CID
converted Data
C-30
Client acceptance to load the
General Billing Std CID
converted Data into the
Live/Production environment
C-31
Initial delivery of the
Human Resources —Recruiting
converted Data
C-32
Client acceptance to load the
Human Resources —Recruiting
converted Data into the
Live/Production environment
C-33
Initial delivery of the
Inventory —Commodity Codes
converted Data
C-34
Client acceptance to load the
Inventory —Commodity Codes
converted Data into the
Live/Production environment
C-35
Initial delivery of the
Inventory Std Master
converted Data
4
Exhibit B
$1,750.00
$1,750.00
$2,500.00
$2,500.00
$5,875.00
$5,875.00
$10,575.00
$10,575.00
$2,250.00
$2,250.00
$1,750.00
$1,750.00
$900.00
$900.00
$700.00
$700.00
$900.00
$900.00
$1,900.00
• tyler
C-36
Client acceptance to load the
Inventory Std Master
converted Data into the
Live/Production environment
C-37
Initial delivery of the
TCM EE—EnerGov Conversion
converted Data
C-38
Client acceptance to load the
! TCM EE—EnerGov Conversion
converted Data into the
Live/Production environment
C-39
Initial delivery of the
Payroll —Accrual Balances
converted Data
C-40
Client acceptance to load the
Payroll —Accrual Balances
converted Data into the
Live/Production environment
C-41
Initial delivery of the
Payroll —Accumulators up to 5
converted Data
years
C-42
Client acceptance to load the
Payroll —Accumulators up to 5
converted Data into the
years
Live/Production environment_
C-43
Initial delivery of the
_
Payroll —Check history up to 5
converted Data
years
C-44
Client acceptance to load the
7 Payroll —Check history up to 5
converted Data into the
I
years
Live/Production environment
J
C-45
Initial delivery of the
Payroll —Deductions
converted Data
C-46
Client acceptance to load the
Payroll —Deductions
converted Data into the
Live/Production environment
_
C-47
Initial delivery of the
Payroll—Earning/Deduction
converted Data
History up to 5 years
C-48
Client acceptance to load the
Payroll—Earning/Deduction i
I
converted Data into the
History up to 5 years
Live/Production environment
C-49
Initial delivery of the
_
Payroll —Standard
converted Data
C-50
_
Client acceptance to load the
Payroll —Standard
converted Data into the
Live/Production environment
Initial delivery of the
Project Grant Accounting —
C-51
Exhibit B
$1,900.00
$6,000.00
$6,000.00
— $750.00
$750.00
$ 700.00
$700.00
$ 600.00
$600.00
$900.00
$900.00
$1,250.00
$11250.00
$1, 000.00
converted Data
_ Actuals up to-3 years
Project Grant Accounting —
C-52
Client acceptance to load the
converted Data into the
Actuals up to 3 years
Live/Production environment
Initial delivery of the
Project Grant Accounting —
C-53
converted Data
Client acceptance to load the
Budgets up to 3 years
Project Grant Accounting —
C-54
converted Data into the
Budgets up to 3 years
5
$1,000.00
$750.00
$750.00
$750.00
$750.00
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1• lechnduK:__.
Exhibit B
Live/Production environment
C-55
Initial delivery of the
Project Grant Accounting—
$1,000.00
converted Data
Standard
C-56
Client acceptance to load the
Project Grant Accounting—
$1,000.00
converted Data into the
Standard
Live/Production environment
C-57
Initial delivery of the
Purchasing —Purchase
$1,500.00
converted Data
Orders —Standard Open PO's
only
C-58
Client acceptance to load the
Purchasing —Purchase
$1,500.00
converted Data into the
Orders —Standard Open PO's
Live/Production environment
only
C-59
Initial delivery of the
Tyler Content Manager SE—
$2,750.00
converted Data
EnerGov Business
Management
C-60
Client acceptance to load the
Tyler Content Manager SE —
converted Data into the
! EnerGov Business
Live/Production environment
Management
C-61
Initial delivery of the
Tyler Content Manager SE—
$3,250.00
converted Data
EnerGov Community
Development
C-62
Client acceptance to load the
Tyler Content Manager SE—
$3,250.00
converted Data into the
EnerGov Community
Live/Production environment_
Development
C-63
Initial delivery of the
Utility Billing —Balance
$4,050.00
converted Data
Forward AR
C-64
Client acceptance to load the
Utility Billing —Balance
$4,050.00
converted Data into the
Forward AR
Live/Production environment
C-65
Initial delivery of the
Utility Billing —Consumption
$1,600.00
converted Data
History up to 5 years
C-67
Client acceptance to load the
Utility Billing —Consumption
$1,600.00
converted Data into the
History up to 5 years
Live/Production environment
C-68
Initial delivery of the
Utility Billing —Service Orders
$2,600.00
converted Data
C-69
Client acceptance to load the
Utility Billing —Service Orders
$2,600.00
converted Data into the
Live/Production environment__
C-70
Initial delivery of the
i Utility Billing —Services
$2,150.00
converted Data
C-71
Client acceptance to load the
_
Utility Billing —Services
$2,150.00
converted Data into the
Live/Production environment
C-72
Initial delivery of the
Utility Billing —Standard
$2,550.00
converted Data
C-73
Client acceptance to load the
Utility Billing —Standard
$2,550.00
tyler
6
converted Data into the
Live/Production environment
Total
Exhibit B
$153,550.00
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 this Agreement.
Modifications in scope as of the Effective Date, and their cost, are set forth in the following table:
WS-1 Acceptance of
Interface
Specifications (DED-
15)
WS-2 i Delivery of
Inteeration Mod
WaterSmart Interface 6,000
!
WaterSmart Interface $6,000
Total $12,000.00
PACE: PACE services shall be billed upon written notification by Client of its intention to utilize said
services for the upcoming year. After Client notice of intention to utilize PACE, the Client shall have a
year period from the written notice to utilize said PACE services as desired by the Client. Subsequent
PACE years will only occur upon written notice, and will be subject to the same terms as above. The
PACE services in scope as of the Effective date are set forth below:
#
PCM-1
Service
PACE: Munis-15 Days
PeriodPayment
Year 1
Amount
$13,785.00
PCE-1
PACE: EnerGov-30 Days
Year 1
$27,570.00
! PCM-2
PACE: Munis-15 Days
Year 2
$13,785.00
PCE-2
PACE: EnerGov-30 Days
Year 2
$27,570.00
PCM-3
PACE: Munis-15 Days
Year 3
$13,785.00
PCE-3
PACE: EnerGov-30 Days
Year 3
$27,570.00
PCM-4 PACE: Munis-15 Days Year 4
PCE-4 PACE: EnerGov-30 Days Year 4
j Total
$13,785.00
$27,570.00
$165,420.00
Project Management: Dedicated project management services are billed monthly, in arrears, beginning
on the first day of the month immediately following initiation of project planning. The dedicated project
management services in scope as of the Effective Date are as set forth in the following table:
...:. tyler
Exhibit B
PM-2
2
Financials
$14,800.00
PM-3
3
Financials
$14,800.00
PM-4
4
Financials
$14,800.00
PM-5
5
Financials
$14,800.00
PM-6
6
Financials
$14,800.00
PM-7
7
Financials, HCM
$14,800.00
PM-8
8
Financials, HCM
$14,800.00
PM-9
9
Financials, HCM
$14,800.00
PM-10
10
Financials, HCM, UB
$29,600.00
PM-11
11
Financials, HCM, UB, EG
$37,000.00
PM-12
12
Financials, HCM, UB, EG
$29,600.00
PM-13
13
Financials, HCM, UB, EG
$29,600.00
PM-14
14
HCM, Budgeting, UB, EG
$29,600.00
PM-15
15
HCM, Budgeting, UB, EG
$29,600.00
PM-16
16
HCM, EAM, UB, EG
$29,600.00
PM-17
17
-HCM, EAM,_UB,_E-G_ _ _
$29,600.00
PM-18
18
HCM, EAM, UB, EG
$29,600.00
PM-19
19
HCM AS, EAM, UB, EG
$29,600.00
PM-20
20
HCM AS, EAM, UB, EG
$37,000.00
PM-21
21
HCM AS, EAM, UB, EG
$44,400.00
PM-22
22
EAM, EG
$29,600.00
PM-23
23
EAM
$14,800.00
PM-24
24
EAM
$14,800.00
$577,200.00
Other Tyler Services: Other Tyler fixed -price services shall be invoiced upon acceptance in amounts
defined below. Other Tyler services in scope as of the Effective Date are set forth below:
N
N
N
N
N
Amount
SC-1
SaaS Connectivity
$4,000.00
SC-2
POS Cash Installation
$2,000.00
SC-3
EnerGov—Additional 5 Forms
$5,000.00
SC-4
EnerGov—Business Management Forms Library (6 Forms)
$6,375.00
ISC-5
EnerGov—Community Development Forms Library (5 Forms)
$5,100.00
I T_L_1
dll A7G AA
Tyler Notify. Tyler Notify Minutes and Messages are invoiced when we make Tyler Notify available to
you. Subsequent fees for minutes and messages, at our then -current rates, will be due when you
request additional minutes and messages and they are made available to you. The messages currently
in scope as of the Effective Date are set forth in the table below:
r11►511
SMS Text Plan
8
••:;:•. tyler
Exhibit B
Messages)
Total $1,250.00
Third Party Hardware. Third Party Hardware costs are invoiced upon delivery. The Third Party
Hardware costs in scope as of the Effective Date, and their associated cost are set forth below:
H-1
Cash Drawer
6
$260.00
$1,560.00
H-2
Hand Held Scanner —Model 1950GSR
6
$450.00
$2,700.00
H-3 _
Hand Held Scanner Stand
6
$30.00
$180.00
H-4
ID Tech MiniMag USB Reader 6
Printer (TM-S9000) 6
Tyler Secure Signature System w/ 2 1
$62.00
$372.00
H-5
$1 623.00 $9,738.00
$1,650.00 $1,650.00
H-6
Total
Expenses. The service rates in the Investment Summary and above, including the PACE Services, do not
include travel expenses. Travel expenses for Tyler delivered services will be billed as incurred in
accordance with the Business Travel Policy attached hereto as Exhibit B, Schedule 1. Travel costs for all
services in scope as of the Effective Date of this Agreement, except travel related to PACE, if any, shall
not exceed 511,480.00.
CONTRACT TOTAL: $5,231,540.00
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 available by
contacting AR@tylertech.com.
••A tyler
.� technnloRie�
M
Exhibit B
Schedule 1
tyler
• technologies
Exhibit B
Schedule 1
Business Travel Policy
Air Travel
A. Reservations & Tickets
The Travel Management Company (TMC) used by Tyler 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 (7) day advance booking requirement is
mandatory. When booking less than seven (7) days in advance, management approval will be
required.
Except in the case of international travel where a segment of continuous air travel is six (6) or more
consecutive hours in length, only economy or coach class seating is reimbursable. Employees shall
not be reimbursed for "Basic Economy Fares" because these fares are non-refundable and have
many restrictions that outweigh the cost -savings.
B. Baggage Fees
Reimbursement of personal baggage charges are based on trip duration as follows:
• Up to five (5) days = one (1) checked bag
• Six (6) or more days = two (2) checked bags
Baggage fees for sports equipment are not reimbursable.
tyler
Exhibit B
Schedule 1
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.
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; except for employees traveling to Alaska and internationally (excluding Canada),
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.
••. tyler
Exhibit B
Schedule 1
Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed
separately.
Employees are not authorized to reserve non-traditional short-term lodging, such as Airbnb, VRBO,
and HomeAway. Employees who elect to make such reservations shall not be reimbursed.
4. Meals and Incidental Expenses
Employee meals and incidental expenses while on travel status within the continental U.S. 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.
Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided
separately by the Department of State and will be determined as required.
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 governed as set forth below.
Departure Day
Depart before 12:00 noon
Depart after 12:00 noon
Return Day
Return before 12:00 noon
Return between 12:00 noon & 7:00 p.m
Return after 7:00 p.m.*
Lunch and dinner
Dinner
Breakfast
Breakfast and lunch
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
3
• tyler
Exhibit B
Schedule 1
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.
6. International Travel
All international flights with the exception of flights between the U.S. and Canada should be
reserved through TMC using the "lowest practical coach fare" with the exception of flights that are
six (6) or more consecutive hours in length. In such event, the next available seating class above
coach shall be reimbursed.
When required to travel internationally for business, employees shall be reimbursed for photo fees,
application fees, and execution fees when obtaining a new passport book, but fees related to
passport renewals are not reimbursable. Visa application and legal fees, entry taxes and departure
taxes are reimbursable.
The cost of vaccinations that are either required for travel to specific countries or suggested by the
U.S. Department of Health & Human Services for travel to specific countries, is reimbursable.
Section 4, Meals & Incidental Expenses, and Section 2.b., Rental Car, shall apply to this section.
****v tyler
V
tyler
• technologies
Exhibit C
Service Level Agreement
1. Agreement Overview
Exhibit C
This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It
outlines the information technology service levels that we will provide to you to ensure the availability of
the application services that you have requested us to provide. All other support services are documented
in the Support Call Process.
H. Definitions. Except as defined below, all defined terms have the meaning set forth in the
Agreement.
Attainment: The percentage of time the Tyler Software is available during a calendar quarter. Attainment
is calculated as ((Service Availability — (Maintenance Windows + Client Error Incidents + Force Majeure))
/ (Total minute in a quarter— (Maintenance Windows + Client Error Incidents + Force Majeure))) X 100%.
Percentages are then rounded to the nearest whole number
Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or
the acts or omissions of any of your service users or third -party providers over whom we exercise no
control.
Downtime: Those minutes during which the Tyler Software is not available for your use. Downtime does
not include those instances in which only a Defect is present.
Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable
of receiving, processing, and responding to requests, excluding maintenance windows, Client Error
Incidents and Force Majeure.
III. Service Availability
The Service Availability of the Tyler Software is intended to be 24/7/365. We set Service Availability goals
and measures whether we have met those goals by tracking Attainment.
a. Your Responsibilities
Whenever you experience Downtime, you must make a support call according to the procedures outlined
in the Support Call Process. You will receive a support incident number.
You must document, in writing, all Downtime that you have experienced during a calendar quarter. You
must deliver such documentation to us within 30 days of a quarter's end.
The documentation you provide must evidence the Downtime clearly and convincingly. It must include,
for example, the support incident number(s) and the date, time and duration of the Downtime(s).
b. Our Responsibilities
1
tyler
Exhibit C
When our support team receives a call from you that Downtime has occurred or is occurring, we will work
with you to identify the cause of the Downtime (including whether it may be the result of a Client Error
Incident or Force Majeure). We will also work with you to resume normal operations.
Upon timely receipt of your Downtime report, we will compare that report to our own outage logs and
support tickets to confirm that Downtime for which we were responsible indeed occurred.
We will respond to your Downtime report within 30 day(s) of receipt. To the extent we have confirmed
Downtime for which we are responsible, we will provide you with the relief set forth below.
C. Client Relief
When a Service Availability goal is not met due to confirmed Downtime, we will provide you with relief
that corresponds to the percentage amount by which that goal was not achieved, as set forth in the Client
Relief Schedule below.
Notwithstanding the above, the total amount of all relief that would be due under this SLA per quarter
will not exceed 5% of one quarter of the then -current SaaS Fee. The total credits confirmed by us in one
or more quarters of a billing cycle will be applied to the SaaS Fee for the next billing cycle. Issuing of such
credit does not relieve us of our obligations under the Agreement to correct the problem which created
the service interruption.
Every quarter, we will compare confirmed Downtime to Service Availability. In the event actual
Attainment does not meet the targeted Attainment, the following Client relief will apply, on a quarterly
basis:
100%
98-99%
Remedial action will be taken. Client may address
any concerns using the Dispute Resolution Process
4% credit of fee for affected calendar quarter will
100%
95-97%
be posted to next billing cycle. Client may address
any concerns using the Dispute Resolution Process
5% credit of fee for affected calendar quarter will
100%
<95%
be posted to next billing cycle. Client may address
any concerns using the Dispute Resolution Process
You may request a report from us that documents the preceding quarter's Service Availability, Downtime,
any remedial actions that have been/will be taken, and any credits that may be issued.
IV. Applicability
The commitments set forth in this SLA do not apply during maintenance windows, Client Error Incidents,
and Force Majeure.
We perform maintenance during limited windows that are historically known to be reliably low -traffic
times. If and when maintenance is predicted to occur during periods of higher traffic, we will provide
advance notice of those windows and will coordinate to the greatest extent possible with you.
••., tyler
tyler
• technologies
Exhibit C
Schedule 1
Support Call Process
Support Channels
Exhibit C
Schedule 1
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
°•;. tyler
Exhibit C
Schedule 1
Labor Day
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
Support incident that causes (a)
Tyler shall provide an initial response to Priority Level 1
complete application failure or
incidents within one (1) business hour of receipt of the
application unavailability; (b)
support incident. Tyler shall use commercially
1
application failure or unavailability in
reasonable efforts to resolve such support incidents or
Critical
one or more of the client's remote
provide a circumvention procedure within one (1)
location; or (c) systemic loss of multiple
business day. For non -hosted customers, Tyler's
essential system functions.
responsibility for lost or corrupted Data is limited to
assisting the client in restoring its last available database.
Support incident that causes (a)
Tyler shall provide an initial response to Priority Level 2
repeated, consistent failure of essential
incidents within four (4) business hours of receipt of the
functionality affecting more than one
support incident. Tyler shall use commercially
2
user or (b) loss or corruption of Data.
reasonable efforts to resolve such support incidents or
High
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.
tyler
Exhibit C
Schedule 1
Priority
Level
Characteristics of Support Incident
Resolution Targets
Priority Level 1 incident with an existing
Tyler shall provide an initial response to Priority Level 3
circumvention procedure, or a Priority
incidents within one (1) business day of receipt of the
Level 2 incident that affects only one
support incident. Tyler shall use commercially
user or for which there is an existing
reasonable efforts to resolve such support incidents
3
circumvention procedure.
without the need for a circumvention procedure with the
Medium
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.
Support incident that causes failure of
Tyler shall provide an initial response to Priority Level 4
4
non -essential functionality or a
incidents within two (2) business days. Tyler shall use
Non-
cosmetic or other issue that does not
commercially reasonable efforts to resolve such support
critical
qualify as any other Priority Level.
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,
• tyler
Exhibit C
Schedule 1
diagnose problems, or assist with screen navigation. More information about the remote support tool
Tyler uses is available upon request.
•• tyler
Exhibit D
tyler
0 technologies
Exhibit D
Third Party Terms
The following schedules to Exhibit D contain certain terms related to third party software you have
purchased under the Agreement.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
tyier
•
•••'•• tyler
• technologies
Exhibit D
Schedule 1
DocOrigin End User License Agreement
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
Exhibit D
Schedule 1
••°•• tyler
Exhibit D
Schedule 1
ATTENTION: THE SOFTWARE PROVIDED UNDER THIS AGREEMENT IS BEING LICENSED TO YOU BY
ECLIPSE CORPORATION WSL, INC_ (Eclipse Corporation) AND IS NOT BEING SOLD_ THIS SOFTWARE IS
PRO)ADED UNDER THE FOLLOWING AGREEMENT THAT SPECIFIES WHAT YOU MAY DO WITH THE
SOFTWARE AND CONTAINS IMPORTANT LIMITATIONS ON REPRESENTATIONS, WARRANTIES,
CONDITIONS, REMEDIES, AND LIABILITIES.
DocOritrin
SOFTWARE LICENSE
IMPORTANT -READ CAREFULLY. This End -User License Agreement ('Agreement' or 'EULA') is a legal
agreement between you (either an individual person or a single legal entity, who will be referred to in this EULA as
You") and Eclipse Corporation WSL, Inc. referred to in this EULA as Eclipse Corporation, for the DocOrigin software
product that accompanies this EULA, including any associated media, printed materials and electronic documentation
(the "Software").. The Software also encompasses any software updates. add -on components, web services and/or
supplements that may be provided to you or made available to you after the date you obtain the initial copy of the
Software to the extent that such items are not accompanied by a separate license agreement or terns of use. If you
receive the Software under separate terms from your distributor, those terms will take precedence over any
conflicting terms of this EULA.
By insta€ling, copying, downloading, accessing or otherwise using the Software" you agree to be bound by the terms
of this EULA. If you do not agree to the terms of this EULA, do not install, access or use the Software: instead, you
should remove the Sofhvare from all systems and receive a full refund_
IF YOU ARE AN AGENT OR EMPLOYEE OF ANOTHER ENTITY YOU REPRESENT AND WARRANT THAT (I)
THE INDIVIDUAL ACCEPTING THIS AGREEMENT IS DULY AUTHORIZED TO ACCEPT THIS AGREEMENT ON
SUCH ENTITY'S BEHALF AND TO BIND SUCH ENTITY" AND (11) SUCH ENTITY HAS FULL POWER,
CORPORATE OR OTHERWISE, TO ENTER INTO THIS AGREEMENT AND PERFOR161 ITS OBLIGATIONS
HEREUNDER_
i_ LICENSETERMS
1-1 In this Agreement a 'License Key" means any license key, activation code, or similar installation, access or
usage control codes, including serial numbers digitally created and or provided by Eclipse
Corporation ,designed to provide unlocked access to the Software and its functionality_
1.2 Evaluation License. Subject to all of the terms and conditions of this Agreement, Eclipse Corporation
grants You a limited, royalty -free, non-exclusive, non -transferable license to download and install a copy of
the Software from wmv_docorigin.com on a single machine and use it on a royalty -free basis for no more
than 120 days from the date of installation (the 'Evaluation Period'). You may use the Software during the
Evaluation Period solely for the purpose of testing and evaluating it to determine if You wish to obtain a
commercial, production license for the Software. This evaluation license grant will automatically end on
expiry of the Evaluation Period and you acknowledge and agree that Eclipse Corporation will be under no
obligation to renew or extend the Evaluation Period. If you wish to continue using the Software You may, on
payment of the applicable fees, upgrade to a full license (as further described in section 1.3 below) on the
terms of this Agreement and will be issued with a License Key for the same. If you do not wish to continue
to license the Software after expiry of the Evaluation Period, then You agree to compty with the termination
obligations set out in section [7.31 of this Agreement_ For greater certainty, any document generated by you
under an evaluation license will have a 'spoiler' or watermark on the output document_ Documents
generated by DocOrigin software that has a valid license key file also installed will not have the 'spoiler
produced_ You are not permitted to remove the watermark or "spoiler' from documents generated using the
software under an evaluation license.
1.3 Development and Testing Licenses_ Development and testing licenses are available for purchase through
authorized distributors and resellers of Eclipse Corporation only. Subject to all of the terns and conditions
of this Agreement, Eclipse Corporation grants You, a perpetual (subject to termination by Eclipse
Corporation due to your breach of the terms of this Agreement), non-exclusive, non -transferable, worldwide
•. •l tyler
Exhibit D
Schedule 1
non -sub license able license to download and install a copy of the Software from www.docorigin.00m on a
singte machine and use for development and testing to create collateral deployable to Your production
system(s:.. You are not entitled to use a development and testing license for live production purposes.
1-4 Production Licenses_ Production licenses are available for purchase through authorized distributors and
resellers of Eclipse Corporation only. Subject to all of the terms and conditions of this Agreement, Eclipse
Corporation grants You. a perpetual (subject to termination by Eclipse Corporation due to your breach of the
terms of this Agreement), ran -exclusive, non -transferable, worldwide non -sub license able license to use the
Software in accordance with the license type purchased by you as set out on your purchase order as further
described below_ For greater certainty, unless otherwise agreed in a purchase order concluded with an
approved distributor of the Software. and approved by Eclipse Corporation, the default license to the
Softwaro is a per -CPU license as described in A_ below.
A. Per -CPU- The dotal number of CPUs on a computer used to operate the Software may not exceed
the licensed quantity of CPUs. For purposes of this license metric: (a) CPUs may contain more
than one processing) core, each group of two (2) processing cores is consider one (1) CPU., and
any remaining unpaired processing core, will be deemed a CPU_ (b) all CPUs on a computer on
which the Software is installed shall be deemed to operate the Software unless You configure that
computer (using a reliable and verifiable means of hardware or software partitioning) such that the
total number of CPUs that actually operate the Software is Bess than the total number on that
computer. Virtual Machines (VLI's") are considered as a server. Installing and configuring the
software on multiple Ws requires one license per VM server. An enterprise license is available
upon request. Pricing varies based on the size of the company.
B. Per -Document This is defined as a fee per document based on the total number of documents
generated annually by merging data with a template created by the Software. The combined data
and template produce documents of one or more pages_ A document may contain 1 or more
pages. For instance, a batch of invoices for 250 customers may contain I.D00 pages, this will be
counted as 250 documents which should correspond to 250 invoices.
C_ Per -Surface. This is defined as a fee per surface based on the total number of surfaces generated
annually by merging data with a template created by the Software. The combined data and
template produce documents of one or more pages, the pages may be printed one side (one
surface) or duplexed (2 surfaces). The documents may be rendered to a computer file (i_e. POF),
each page placed in the file is considered a surface. A document may contain 1 or more surfaces.
For instance, a batch of invoices for 250 customers may contain 500 pages duplexed, this will be
counted as 1OOD surfaces.
1.5 Disaster Recovery License. You may request a Disaster Recovery license of the Software for each
production license You have purchased as a failover in the event of loss of use of the production server(s).
This license is for disaster recovery purposes only and under no circumstance may the disaster recovery
license be used for production simultaneously with a production license with which it is paired.
1.6 Backup Copies_ After installation of the Software pursuant to this EULA, you may store a copy of the
installation files for the Software solely for backup or archival purposes. Except as expressly provided in this
EULA., you may not otherwise make copies of the Software or the printed materials accompanying the
Software.
1.7 Third -Party Software License Rights. If a separate license agreement pertaining to an item of third -party
software is: delivered to You with the Software, included in the Software download package, or referenced in
any material that is provided with the Software, then such separate license agreement shall govern Your use
of that item or version of Third -Party Software. Your rights in respect to any third -party software, third -party
data, third -party software or other third -party content provided with the Software shall be limited to those
rights necessary to operate the Software as permitted by this Agreement. No other rights in the Software or
third -party software are granted to You.
Exhibit D
Schedule 1
2. LICENSE RESTRICTIONS
Any copies of the Software shall include all trademarks, copyright notices, restricted rights legends, proprietary
markings and the like exactly as they appear on the copy of the Software originally provided to You. You; may
not remove or after any copyright, trademark andd'or proprietary, notices marked on any part of the Software or
related documentation and must reproduce all such notices on all authorized copies of the Software and related
documentation. You shall not sublicense., distribute or otherwise make the Software available to any third party
(including, without Fimitation, any contractor, franchisee, agent or dealer) without first obtaining the written
agreement of (a) Eclipse Corporation to that use, and (b) such third party to comply with this Agreement. You
further agree not to (i) rent, lease, sell, sublicense, assign, or otherwise transfer the Software to anyone ease; (ii)
directly or indirectly use the Software or any information about the Software in the development of any software
that is competitive with the Software, or (iyi) use the Software to operate or as a part of a time-sharing service,
outsourcing service, service bureau, application service provider or managed service provider offering_ You
further agree not to reverse engineer, decompile, airdisassemblethe Software.
3. UPDATES, MAINTENANCE AND SUPPORT
3.1 Dud ng the validity period of Your License Key, You will be entitled to download the latest version of the Software
from the DocOrigin website www.docorigin.com_ Use of any updates provided to You shall be governed by the
terms and conditions of this Agreement. Eclipse Corporation reserves the right at any time to not release or to
discontinue release of any Software and to alter prices, features, specifications, capabilities, functions, licensing
terms, release dates, general availability or other characteristics of the Software_
3.2 On expiry of your maintenance and support contract, you will have the right to continue using the current
version(s) of the Software which you downloaded prior to the date of expiry of your License Key_ However. you
will need to renew maintenance and support in order to receive a new License Key that will unlock the more
current version(s) of the Software_ For greater certainty, if you attempt to use an expired License Key to
download the latest version of the Software, the Software will revert to tieing a locked, evaluation copy of that
version of the Software.
4. INTELLECTUAL PROPERTY RIGHTS_
This EULA does not grant you any rights in connection with any trademarks or service marks of Eclipse
Corporation or DocOrigin_ All title and intellectual property rights in and to the Software, the accompanying
printed materials, and any copies of the Software are owned by Eclipse Corporation or its suppliers_ All title and
intellectual property rights in and to the content that is not contained in the Software, but may be accessed
through use of the Software, is the property of the respective content owners and may be protected by applicable
copyright or other intellectual property Laws and treaties_ This EULA grants you no rights to use such content. If
this Software contaiins documentation that is provided only in electronic form, you may print one copy of such
electronic documentation_
5. DISCLAIMER OF WARRANTIES_
TO THE GREATEST EXTENT PERMITTED BY LAW, THE LICENSED SOFTWARE AND TECHNICAL
SUPPORT PROVIDED BY ECLIPSE CORPORATION HEREUNDER ARE PROVIDED ON AN "AS IS" BASIS
AND THERE ARE NO WARRANTIES, REPRESENTATIONS OR CONDITIONS, EXPRESS OR IMPLIED,
WRITTEN OR ORAL, ARISING BY STATUTE, OPERATION OF LAW, COURSE OF DEALING, USAGE OF
TRADE OR OTHERWISE, REGARDING THEM OR ANY OTHER PRODUCT OR SERVICE PROVIDED
UNDER THIS AGREEMENT OR IN CONNECTION WITH THIS AGREEMENT BY ECLIPSE CORPORATION
ECLIPSE CORPORATION DISCLAIM ANY IMPLIED WARRAN71ES OR CONDITIONS OF QUALITY,
MERCHANTABILITY, MERCHANTABLE QUALITY. DURABILITY. FITNESS FOR A PARTICULAR PURPOSE
AND NON -INFRINGEMENT- ECLIPSE CORPORATION DOES NOT REPRESENT OR WARRANT THAT THE
SOFTWARE SHALL MEET ANY OR ALL OF YOUR. PARTICULAR REQUIREMENTS, THAT THE SOFTWARE
WILL OPERATE ERROR -FREE OR UNINTERRUPTED OR THAT ALL ERRORS OR DEFECTS IN THE
SOFTWARE CAN BE FOUND OR CORRECTED.
In certain jurisdictions, some or all of the provisions in this Section may not be effective or the applicable law may
mandate a more extensive warranty in which case the applicable law will prevail over this Agreement.
••:, tyler
Exhibit D
Schedule 1
8. INDEMNIFICATION & LIMITATIONS OF LIABILITY.
0.1 Eclipse Corporation shall defend and/or settle at its expense, any claims, actions, allegations or proceedings
against You to the extent arising out of or relating to misappropriation or infringement by the Software of any third
party's proprietary or intellectual property right (`Claims'), and Eclipse Corporation shall pay all damages finally
awarded by a court of competent jurisdiction to such third party against You, or any settlement amounts agreed
by Eclipse Corporation: subject to the conditions that. You shall notify Eclipse Corporation promptly of any You
Claims, permit Eclipse Corporation to control the defense and settlement of such Claims and ,assist Eclipse
Corporation, at Eclipse Corporation's expense, in defending or settling such Claims_ Eclipse Corporation shall
not be liable for any settlement amounts entered into by You without Eclipse Corporaton's prior written approval_
If Eclipse Corporation has reason to believe that it would be subject to an injunction or continuing damages
based on the Software, then Eclipse Corporation may (and if Eclipse Corporation or any of its customers or third
party software suppliers is subject to an injunction or continuing damages based on the Software), then
notwithstanding any other provision in this Agreement, Eclipse Corporation shall be entitled to either modify the
Software to make it non -infringing anWor remove the misappropriated material, replace the Software or portion
thereof with a service or materials that provide substantially the same functionality or information, or, if neither of
the foregoing is commercially practicable, require You to cease using the Software and refund to You (a) a pro
rata portion of any one (1) time fees (based on a three (3) year, straight-line depreciation schedule from the date
of payment), and (b) any fees that have been pre -paid by You but are unused. The foregoing notwithstanding,
Eclipse Corporation shall have no liablity for a claim of infringement or misappropriation to the extent caused by
(i) the oombination of the Software with any other service, software„ data or products not provided or approved
by Eclipse Corporation. or (ii) the use of any material provided by You or any end users, (in) any breach by You
of this Agreement. THE FOREGOING IS ECLIPSE CORPORATION'S, SOLE AND EXCLUSIVE LIABILITY, AND
YOUR SOLE AND EXCLUSIVE REMEDY FOR ANY INFRINGEMENT OR MISAPPROPRIATIONOF ANY
THIRD -PARTY INTELLECTUAL PROPERTY RIGHTS.
TO THE GREATEST EXTENT PERMITTED BY APPLICABLE LdMil, IN NO EVENT SHALL ECLIPSE
CORPORATION BE LIABLE TO YOU OR ANY OTHER PERSON' FOR ANY DIRECT, INDIRECT.
INCIDENTAL, SPECIAL, PUNITIVE. EXEMPLARY OR CONSEQUENTIAL DAMAGES 'WHATSOEVER.
INCLUDING WITHOUT LIMITATION, LEGAL EXPENSES, LOSS OF BUSINESS, LOSS OF PROFITS. LOSS
OF REVENUE. LOST OR DAMAGED DATA, LOSS OF COMPUTER TIME. COST OF SUBSTITUTE GOODS
OR SERVICES, OR FAILURE TO REALIZE EXPECTED SAVINGS OR AN'Y OTHER 'COMMERCIAL OR
ECONOMIC LOSSES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, EVEN IF ECLIPSE
CORPORATION' HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGES, OR SUCH
LOSSES OR DAMAGES ARE FORESEEABLE.
6.2 'THE ENTIRE LIABILITY OF ECLIPSE CORPORATION AND YOUR EXCLUSIVE REMEDY WITH RESPECT
TO THE SOFTWARE AND TECHNICAL SUPPORT AND ANY OTHER PRODUCTS OR SERVICES SUPPLIED
BY ECLIPSE CORPORATION IN CONNECTION WITH THIS AGREEMENT FOR DAMAGES FOR ANY
CAUSE AND REGARDLESS OF THE CAUSE OF ACTION, WHETHER IN CONTRACT OR IN TORT,
INCLUDING FUNDAMENTAL BREACH OR NEGLIGENCE, WILL BE LIMITED IN THE AGGREGATE TO THE
AMOUNTS PAID BY YOU FOR THE SOFTWARE, TECHNICAL SUPPORT OR SERVICES GIVING RISE TO
THE CLAIM.
8.3 THE DISCLAIMER OF REPRESENTATIONS, WARRANTIES AND CONDITIONS AND LIMITATION OF
LIABILITY CONSTITUTE AN ESSENTIAL PART OF THIS AGREEMENT_ YOU ACKNOWLEDGE THAT BUT
FOR THE DISCLAIMER OF REPRESENTATIONS, WARRANTIES AND CONDITIONS AND LIMITATION OF
LIABILITY, NEIT14ER ECLIPSE CORPORATION NOR ANY OF ITS LICENSORS OR SUPPLIERS WOULD
GRANT THE RIGHTS GRANTED IN THIS AGREEMENT.
7. TERM AND TERMINATION
7.1 The term of this Agreement will begin on download of the Software and, in respect of an Evaluation License,
shall continue for the Evaluation Period, and in respect of all other license types defined in Section 1, shall
continue for as long as You use the Software, unless earlier terminated sooner under this section 7.
7.2 Eclipse Corporation may terminate this Agreement in the event of any breach by You if such breach has not
been cured within thirty (30) days of notice to You. No termination of this Agreement will entitle You to a refund
of any amounts paid by You to Eclipse Corporation or its applicable distributor or reseller or affect any obligations
You may have to pay any outstanding amounts owing to Eclipse Corporation or its distributor.
•
••:;:�. tyler
Ledmd.g
Exhibit D
Schedule 1
7_3 Your rights to use the Software will immediately terminate upon termination or expiration of this Agreement.
Within thirty (30) days of termination or expiration of this Agreement. You shall purge all Software and all copies
thereof from all computer systems and storage devices on which it was stored, and certify such to Eclipse
Corporation
8. GENERAL PROVISIONS
8.1 NoWaiver. No delay or failure in exercising any right under this agreement, or any partial or single exercise of
any right, will constitute a waiver of that right or any other rights under this Agreement. No consent to a breach
of any express or implied terra set out in this Agreement constitutes consent to any subsequent breach, whether
of the same or any other provision_
8.2 Severabilityr. If any provision of this Agreement is, or becomes, unenforceable, it will be severed from this
Agreement and the remainder of this Agreement will remain in full force and effect
8.3 Assignment. You may not transfer or assign this Agreement (whether voluntarily, by operation of law, or
otherwise) without Eclipse Corporation's prior written consent Eclipse Corporation may assign this Agreement
at any time without notice. This Agreement is binding upon and will inure to the benefit of both parties, and their
respective successors and permitted assigns.
BA Governing Law and Venue if You are located in the USA_ This Agreement shall be governed by the laws of
the State of Texas if You are located in the USA. No choice of laws rules of any jurisdiction shall ,apply to this
Agreement You consent and agree that the courts of the State of Texas shag have jurisdiction over any legal
action or proceeding brought by You arising out of or relating to this Agreement, and You consent to the
jurisdiction of such courts for any such action or proceeding.
8.5 Governing Law and Venue if You are not located in the USA. This Agreement shall be governed by the laws
of the Province of Ontario in Canada if You are not located in the USA . No choice of laws rules of any
jurisdiction shall apply to this Agreement You consent and agree that the courts of the Province of Ontario in
Canada shall have jurisdiction over any legal action or proceeding brought by You arising out of or relating to this
Agreement and You consent to the jurisdiction of such courts for any such action or proceeding_
8.6 Entire Agreement. This Agreement is the entire understanding and agreement between You and Eclipse
Corporation with respect to the subject matter hereof. and it supersedes all prior negotiations. commitments and
understandings, verbal or written, and purchase order issued by You. This Agreement may be amended or
otherwise modified by Eclipse Corporation from time to time and the most recent version of the Agreement will
be available on the Eclipse Corporation website www.docarigin.com_
Last Updated: July 22, 2017
M
••::�. tyler
Exhibit D
Schedule 2
• tyler
•❖
technologies
Exhibit D
Schedule 2
BMI End User License Agreements
End -User License Agreement (ELZA) for Collect -IT
(XISD) Mobile Scanning De,%ice
BIPORIAINT-READ CAREFULLY: This End -User License Agreement ("EULA') is a legal agreement between you (either an
individual or a single entity) and the Manufacturer (BMI System, Group) of the application software for the (NISD) Mobile Scanning
Device version of "Collect -IT.
Software Product License
The "Collect -IT MSD Sofhvare Product" is protected by copyright laws and international copyright treaties_ as tivell as other
intellectual property laws and treaties. The "Collect -IT MSD Software Product" is licensed, not sold-
1- GRANT OF LICENSE. This EULA grants you the follmving rights:
* Software_ You may insiall and use one copy of the "Collect-ri NISD Sofmwe Product" on (1) MSD per license.
DESCRIPTIO\ OF OTHER RIGHTS AND LLMIITATIONS
*Limitations of Reverse Engineering, Decompilation and Disassembly -You may not reverse engineer, decomp4 or disassemble the "Collect 1T MSD
Software Product", except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation
*Separation of components. The "Collect-1T NISD Soft -are Product' is licensed as a single product lrs componem parts may not be separated for use
on more than one Mobile Scanning Des -ice.
*Single Mobile ScBnniag Deice_ "Collect -rid MSD Software Product" is licensed with Is4obile Scanning Device as a single product.
*Software Transfer_ You may permanently transfer all of yourrights under this EULA only as pan of a transfer to anew Mobile Scanning Device
provided you retain the on.nual copies, you transfer all of the `Collect -IT MSD Software Product' (including all component pate, The media and printed
materials, any upgrades, this EUL4 and, if applicable, the CerTificate(s) or Authenticity), and the recipient agrees to the terms of this ELL4. If the
"Collect-rr MSD Software Product" is an upgrade. any Transfer must include all prior t-ersions of the "Collect -IT NISD Software Product'
* T ermination.Withow preiudice to any other rights &4[I System Group may terminate this EULA ifyou fail to comply with the terms and conditions of
this EULaa In such event, you must destroy all copies of the "Collect -IT NISD Software Product^ and all of its component pans.
3. C'OPI-RIGHT. ? ]l title and copyrights in and to the "Collecr-A NISD Software Product' (including but not limited to any images, photographs, animatons,
video, audio, music, text, Bud `apples' incorporated into the "Collect -IT NISD Software Product' the accompanying painted materials, and any copies of the
"Collect-rr MSD Software Product", are owned by BINH Systems Group or its suppliers. You may not copy the printed materials accompanying the "Collect -rid
bISD Software Product" All rigbts not specifically gramed under this EUL4 are resented by BNH Systems Group.
4. PRODUCT SUPPORT. Product Support for the "Collect-UMSD Software Product' is provided by BILE Systems Group or its subsidiaries. For product
support, please refer to BNlrs support number provided in the documentation for the software. Should you have any questions care tag this EULA, or if you
desire to contact BAQ Systems Group for any other reason, please refer to the address provided in the documentation for the "Collect -rill MSD Software Product".
?. Lt,S.GOA7ER7NNIENT RESTRICTED RIGHTS. The "Collect-Id'11SD Software Producf' and documentation are provided with RESTRICTED RIGHTS.
Use, duplication, or disclosure by the Gov erament is subject to restrictions asset forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and :Mobile
Scanning Device Software clause at DFARS 252277-7013 or sub -paragraphs (c)(1) and ("_m) of the Commercial Mobile Scanning Device Software -Restricted Rights
at #8 CFR 52.227-19, as applicable. 3fanufacturer is BMI Systems Group, P.O. Box 6290, Chandler, z 85246-6230
••5. tyler
Exhibit D
Schedule 2
r �1
taA
M A ROUP .
End -User License Agreement (EULA) for AssetTrak.ARS
Mobile Scanning Device
LIIPORTANT-READ CAREFULLY: This End -User License Agreement ("EULA") is a legal agreement between you (either an
indiizdual or a single entity) and the Manufacturer (BMI Systems Group) of the application software for the MSD (Mobile Scanning,
Device) version of AssetTrak ARS_
Software Product License
The "AssetTrak- ARS MSD Software Product' is protected by copyright lance and international copyright treaties, as well as other
intellectual property laws and treaties. The 'AssetTrak ARS MSD Software Product' is licensed, not sold-
1 - GRANT OF LICENSE. This EULA grants you the following rights:
Software. You may install and use one copy of the "AssetTrak ARS MSD Software Product" on (1) Mobile Scanning
Device per license.
DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS
'Limitations of Reverse Engineering. Deco mpiladon and Disassembly.You may not reverse engineer, decompile. or
disassemble the AssetTrak ARS DASD Sofhvare Product", except and only to the extent that such activity is expressly
permitted by applicable Iaw nomritlistanding this bmitatiom
"Separation of Components. The "AssetTrak ARS hISD Software Product" is licensed as a single product. Its component
parts may not be separated for use on more than one Mobile Scanning Device.
*Single Computer. `:AssetTrak ARS MSD S-oftvvare Product' is licensed -Mth a MSD (Mobile Scanning Device) as a
single product.
"Software Transfer. You may permanently transfer all of your rights under this EULA only as part of a transfer to a nen,
MSD if you transfer all of the "Assetirak ARS MSD Software Product' (including all component parts, the media and
printed materials if applicable, the Certificate(s) or Authenticity), and the recipient agrees to the terms of this EULA.
*Termination.Without prejudice to any other rights BhII System Group may terminate this EULA if you fail to comply
with the terms and conditions of this EULA. In such event, you must destroy all copies of the "AssetTrak ARS MSD
Software Product' and all of its component parts.
3_ COP1-RIGHT. All title and copyrights in and to the "AssetTrak ARS MSD Software Product" (including but not limited to any
images, photographs. animations, video. audio, music, text, and "apples" incorporated into the" AssetTrak ARS Software Product'
the accompanying printed materials, and any copies of the" AssetTrA ARS MSD Software Product', are owned by BMI Systems
Group or its suppliers. You may not copy the printed materials accompanying the "Asse#Trak ARS MSD Sofhvare Product"_ All
rights not specifically granted under this EL'L.A are resenred by BMI Systems Group.
4_ PRODUCT SUPPORT. Product Support for the `AssetTrak ARS MSD Software Product`_ is provided by BMI Systems Group
or its subsidiaries. For product support, please refer to BMI's support number provided in the documentation for the sofiware.
Should you have any questions concerning this EULA, or if you desire to contact BhII Systems Group for any other reason, please
refer to the address provided in the documentation for the -AssetTrak ARS MSD Software Product'_
5. U.S. GOVERNMENT RESTRICTED RIGHTS. The "AssetTrak ARS MSD Sofiveare Product' and documentation are
provided with RESTRICTED RIGHTS. Use, duplication, or disclosure by the Government is subject to restrictions as set forth in
subparagraph (c)(1)(ri) of the Fights in Technical Data and Computer Software clause at DFARS 252 277-7013 or sub -paragraphs
(c)(1) and (2) of the Commercial Computer Software -Restricted Rights at 48 CFR 52 227-19, as applicable- Manufacturer is BMI
Systems Group, P.O. Box 6280, Chandler, Az. 85 246-6280
°
• °'® tyler
•
•••'•• ty ler
• technologies
Exhibit E
Statement of Work
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
••. tyler
•• teChF*lOglee
SOW from Tyler Technologies, Inc.
4/28/2021
Presented to:
Jenny Larson
50 W 13th Street
Dubuque, IA 52001-4845
Contact:
Lisa Venditti
Email: Lisa.Venditti@TylerTech.com
One Tyler Drive, Yarmouth, ME 04096
Table of Contents--,—
PART1: EXECUTIVE SUMMARY...............................................................................................................1
1. Project Overview............................................................................................................................. 1
1.1 Introduction........................................................................................................................................ 1
1.2 Project Goals....................................................................................................................................... 1
1.3 Methodology.......................................................................................................................................1
PART2: PROJECT FOUNDATION.............................................................................................................6
2. Project Governance......................................................................................................................... 6
3. Project Scope Control.....................................................................................................................12
3.1 Managing Scope and Project Change............................................................................................... 12
3.2 Change Control................................................................................................................................. 12
3.3 Change Request Management.......................................................................................................... 12
4. Acceptance Process........................................................................................................................14
5. Roles and Responsibilities...............................................................................................................15
5.1 Tyler Roles & Responsibilities........................................................................................................... 15
5.1.1
Tyler Executive Sponsor................................................................Error!
Bookmark not defined.
5.1.2
Tyler Implementation Manager ....................................................
Error! Bookmark not defined.
5.1.3
Tyler Project Manager...................................................................Error!
Bookmark not defined.
5.1.4
Tyler Implementation Consultant..............................................................................................
15
5.1.5
Tyler Sales.................................................................................................................................
16 i
5.1.6
Tyler Technical Services............................................................................................................
16 i
5.1.7
Tyler API Services......................................................................................................................
16
5.2
City Roles & Responsibilities.............................................................................................................
16
5.2.1
City Executive Sponsor..................................................................
Error! Bookmark not defined.
5.2.2
City Steering Committee...............................................................Error!
Bookmark not defined.
5.2.3
City Project Manager....................................................................
Error! Bookmark not defined.
5.2.4
City Functional Leads................................................................................................................
16
5.2.5
City Power Users.......................................................................................................................
20
5.2.6
City End Users...........................................................................................................................
20
5.2.7
City Technical Lead....................................................................................................................
21
5.2.8
City Change Management Lead................................................................................................
21
PART3: PROJECT PLAN........................................................................................................................... 23
6. Project Stages.................................................................................................................................23
6.1 Initiate and Plan................................................................................................................................ 24
6.1.1 Initial Coordination................................................................................................................... 24
6.1.2 Project/Phase Planning............................................................................................................. 25
City of Dubuque, IA
Tyler Technologies, Inc. page / i
6.1.3 Infrastructure Planning............................................................................................................. 26
6.1.4
Stakeholder Meeting.................................................................................................................
27
6.1.5
GIS Preparation.........................................................................................................................
28
6.1.6
Control Point 1: Initiate & Plan Stage Acceptance....................................................................
29
6.2 Assess
& Define.................................................................................................................................
29
6.2.1
Solution Orientation..................................................................................................................
30
6.2.2
Current & Future State Analysis................................................................................................
30
6.2.3
Conversion Assessment............................................................................................................
32
6.2.4
Intentionally left blank..............................................................................................................
33
6.2.5
Intentionally left blank..............................................................................................................
34
6.2.6
Control Point 2: Assess & Define Stage Acceptance.................................................................
34
6.3 Prepare Solution...............................................................................................................................
35
6.3.1
Initial System Deployment........................................................................................................
35
6.3.2
Configuration............................................................................................................................
36
6.3.3
Process Refinement..................................................................................................................
37
6.3.4
Conversion Delivery ..................................................................................................................
39
6.3.5
Intentionally left blank..............................................................................................................
40
6.3.6
Intentionally left blank..................................................................Error! Bookmark not defined.
6.3.7
Control Point 3: Prepare Solution Stage Acceptance................................................................
42
6.4 Production
Readiness.......................................................................................................................
42
6.4.1
Solution Validation....................................................................................................................
42
6.4.2
Go -Live Readiness.....................................................................................................................
43
6.4.3
End User Training......................................................................................................................44
6.4.4
Control Point 4: Production Readiness Stage Acceptance........................................................
46
6.5 Production
.........................................................................................................................................46
6.5.1
Go-Live......................................................................................................................................
46
6.5.2
Transition to Client Services......................................................................................................
47
6.5.3
Post Go -Live Activities...............................................................................................................
48
6.5.4
Control Point 5: Production Stage Acceptance.........................................................................
49
6.6 Close..................................................................................................................................................50
6.6.1
Phase Closeout..........................................................................................................................
50
6.6.2
Project Closeout........................................................................................................................
51
6.6.3
Control Point 6: Close Stage Acceptance..................................................................................
52
7. General Assumptions..............................................................................Error! Bookmark not defined.
7.1 Project...............................................................................................................................................52
7.2 Organizational Change Management............................................................................................... 53
7.3 Resources and Scheduling................................................................................................................ 53
7.4 Data...................................................................................................................................................54
7.5 Facilities.............................................................................................................................................54
8. Glossary.........................................................................................................................................55
PART4: APPENDICES............................................................................................................................... 58
9. Conversion.....................................................................................................................................58
City of Dubuque, IA
Tyler Technologies, Inc. Page / ii
9.1 EnerGov Conversion Summary.........................................................................................................
58
9.1.1
Community Development.........................................................................................................
58
9.1.2
Business Management..............................................................................................................
58
9.2 Munis Conversion Summary .............................................................................................................
59
9.2.1
Accounting COA........................................................................................................................
59
9.2.2
Accounting - Actuals..................................................................................................................
59
9.2.3
Accounting- Budgets................................................................................................................
59
9.2.4
Accounts Payable Master..........................................................................................................
59
9.2.5
Accounts Payable - Checks........................................................................................................
60
9.2.6
Accounts Payable - Invoices......................................................................................................
60
9.2.7
Contracts...................................................................................................................................
60
9.2.8
Capital Assets Master................................................................................................................
60
9.2.9
General Billing CID.....................................................................................................................
60
9.2.10
General Billing — Bills.................................................................................................................
60
9.2.11
General Billing —Recurring Invoices..........................................................................................
60
9.2.12
Payroll.......................................................................................................................................60
9.2.13
Payroll —Accrual Balances.........................................................................................................61
9.2.14
Payroll — Accumulators.............................................................................................................
61
9.2.15
Payroll — Check History.............................................................................................................
61
9.2.16
Payroll - Deductions..................................................................................................................
61
9.2.17
Payroll — Earning/Deduction Hist..............................................................................................
61
9.2.18
Project Grant Accounting..........................................................................................................
61
9.2.19
Project Grant Accounting - Actuals...........................................................................................
61
9.2.20
Purchase Orders........................................................................................................................
61
9.2.21
Utility Billing..............................................................................................................................
62
9.2.22
Utility Billing—Assessments......................................................................................................
62
9.2.23
Utility Billing —Balance Forward AR...........................................................................................
62
9.2.24
Utility Billing —Consumption History.........................................................................................
62
9.2.25
Utility Billing — Work Orders.....................................................................................................
62
9.2.26
Utility Billing—Services..............................................................................................................
62
10. Additional Appendices................................................................................................................63
10.1 EnerGov Definitions.......................................................................................................................... 63
10.1.1 "Template Business Transactions"............................................................................................ 63
10.1.2 "Unique Business Transactions"............................................................................................... 63
10.1.3 "Geo-Rules................................................................................................................................. 63
10.1.4 "Intelligent Objects(10)............................................................................................................. 64
10.1.5 "Intelligent Automation Agents (IAA)„..................................................................................... 64
10.1.6 "EnerGov SDK/API (Toolkits)"................................................................................................... 64
10.2 Intentionally left blank...................................................................................................................... 64
11. Project Timeline..........................................................................................................................64
11.1 ERP Project Timeline......................................................................................................................... 64
11.2 Socrata Project Plan.......................................................................................................................... 67
11.3 MyCivic Timeline ...............................................................................................................................68
City of Dubuque, IA
Tyler Technologies, Inc. page l iii
Part 1: Executive Summary
1. Project Overview
1.1 Introduction
Tyler Technologies ("Tyler") is the largest and most established
provider of integrated software and technology services focused
solely on the public sector. Tyler's end -to -end solutions empower
public sector entities including local, state, provincial and federal
government, to operate more efficiently and connect more
transparently with their constituents and with each other. By
connecting data and processes across disparate systems, Tyler's
solutions transform how clients gain actionable insights that solve
problems in their communities. Project Goals
1.2 Project Goals
This Statement of Work ("SOW") documents the methodology, implementation stages, activities, and roles
and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler
and Client (collectively the "Project").
The City has defined their project goals for this project as follows:
■ Align existing processes in financial management with best business practices.
■ Reduce redundancy in systems and financial management processes (like budgeting and reporting)
while reducing process waste and increasing task automation.
■ Improve data integrity at the transaction level for enhanced improved internal financial control and
meaningful open data sharing, enhancing transparency and accountability.
■ Increased system flexibility to adapt to changing business needs stemming from changes in
regulation, technology disruption, and process improvement.
• Reduce the maintenance footprint and support of the system
• Enforce a service -oriented architecture, allowing simpler interfacing with an increasing number and
diversity of systems.
1.3 Methodology
This is accomplished by City and Tyler working as a partnership and Tyler utilizing its depth of implementation
experience. This Project will follow Tyler's six -stage methodology. Each of the six stages is comprised of
multiple work packages, and each work package is described in this SOW with a narrative description,
objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.
City of Dubuque, IA
Tyler Technologies, Inc. Poge I 1
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 Client's complexity and organizational needs.
Tyler's Six Stage Project Methodology
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Imp�ati=mem
The methodology adapts to both single-phase and multiple -phase projects.
To achieve Project success, it is imperative that both City and Tyler commit to including the necessary
i
leadership and governance. During each stage of the Project, it is expected that City and Tyler Project teams
work collaboratively to complete tasks. An underlying principle of Tyler's Implementation process is to
employ an iterative model where City's business processes are assessed, configured, validated, and refined
cyclically in line with the project budget. This approach is used in multiple stages and work packages as
illustrated in the graphic below.
Iterative Project Model
City of Dubuque, IA
Tyler Technologies, Inc. page / 2
The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As
illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to
efficiently and effectively complete the Project.
1.4 Project Scope
The project scope is comprised of the following modules, data conversions, interfaces, reports, workflows,
and deliverables defined in this SOW plus any related professional services described throughout this SOW.
Software Modules
The scope of modules included in this project includes the Tyler and Third party software products listed in
the investment summary (Exhibit X) to the Agreement and any products necessary to meet any of the
agreed upon functional requirements (Exhibit F to the Agreement).
Project Schedule and Functional Scope
Implementation for the following functional areas and each of the modules related to the functional areas
has been divided into the phases listed in Appendix 1. Each phase will include all requirements as indicated
in Exhibit F - Functional Requirements.
Organization Scope
Tyler will implement the functional scope and in -scope software modules for use across the entire County
including any component units or other entities under control of the County or where the County provides
administrative support.
Data Conversion Scope
The scope of data conversion includes all that are listed in Section 9 of this Statement of Work.
Interface / Import -Export Scope
The Client relies on several systems that are outside the scope of this project and will need to integrate
business process and data to the Munis application. The scope of interfaces is listed in Section 12 of this
Statement of Work. Tyler will work with the City throughout the project to analyze, document, and provide
solutions as part of project Deliverables to meet interface descriptions listed in Section 12.
Workflows
All of the available workflow functionality in the licensed modules shall be considered as in scope. Tyler
consultants will work the Client's project team to help identify, configure, and train on included workflow
processes including preparation of the System Design Document — DED 4
Reports / Forms
City of Dubuque, IA
Tyler Technologies, Inc. Page / 3
Tyler will provide training on standard reports and reporting tools such as Tyler Hub, Excel data cubes and
Munis reports. Tyler will provide training on the SSRS report writer tool to educate City of Dubuque
technical users how to develop custom reports. Custom reports are written by City of Dubuque staff unless
contracted by Tyler. Tyler will provide a quote and delivery timeframe for the custom report upon request.
Tyler ReadyForms includes standard configurable outputs for the following in -scope forms libraries:
Financials, Payroll, Personnel Actions, Utility Billing, Community Development, and General Billing. Included
forms are listed in the comments section of the investment summary in the Agreement. Tyler will provide a
quote for a custom form if deviations from the standard configurable formats are required.
Project Management
Tyler will provide project management services to guide and facilitate the project and all services identified
in this SOW, including identifying risks and issues, initiating project communications, and managing the
overall project plan and schedule. Project management services are listed in Section 2.1.1.3 of this SOW.
Quality Assurance / Control Points
Quality assurance is focused on the project's processes and, when executed properly, provides confidence
that quality requirements can be fulfilled. The iterative process for providing quality assurance will include
review and completion of the following for each phase of the project. Below are the control points requiring
acceptance before moving to the next implementation stage.
■ Control Point 1: Initiate & Plan Stage Acceptance
• Control Point 2: Assess & Define Stage Acceptance
■ Control Point 3: Prepare Solution Stage Acceptance
■ Control Point 4: Production Readiness Stage Acceptance
■ Control Point 5: Production Stage Acceptance
• Control Point 6: Close Stage Acceptance
Hardware
Tyler will work with the City to install any necessary hardware associated with the Tyler software products
that is in scope for the City including:
• Point of sale cashier station (6)
PACE (Planned Annual Continuing Education)
Tyler's Planned Annual Continuing Education (PACE) program is designed to support Munis® clients
committed to continual work process improvements by adopting new features and technical
City of Dubuque, IA
Tyler Technologies, Inc. Page / 4
enhancements made available with each Munis release. The PACE program offers ongoing education to
train staff on new features and functions as they become available, ensuring your Tyler solution
continues to meet the evolving needs of your organization. PACE combines discounted training,
participation in the annual Tyler Connect conference, and periodic utilization assessments to help you
maximize your Munis investment.
As Phase 1 reaches closure, Tyler will assign a PACE Project Manager to the client. This PM will work with
the client to schedule assistance for any additional training or post -live processing needs the client may have
beyond what is included in the implementation project plan. Products scheduled for subsequent phases will
become eligible for PACE upon the closure of that phase.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 5
Part 2: Project Foundation
2. Project Governance
Project governance is the management framework within which Project decisions are made. The role of
Project governance is to provide a decision -making approach that is logical, robust, and repeatable. This
allows organizations to have a structured approach for conducting its daily business in addition to project
related activities.
This section outlines the resources required to adequately meet 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 defines the structure for escalation of issues and risks, Change
Control review and authority, and Organizational Change Management activities. Throughout the Statement
of Work Tyler has provided RACI Matrices for activities to be completed throughout the implementation
which will further outline responsibilities of different roles in each stage. Further refinement of the
governance structure, related processes, and specific roles and responsibilities occurs during the Initiate &
Plan Stage.
The chart below illustrates an overall team perspective where Tyler and City collaborate to resolve Project
challenges according to defined escalation paths. In the event that project managers do not possess authority
to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management and City
Steering Committee become the escalation points to triage responses prior to escalation to City 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. City and
Tyler executive sponsors serve as the final escalation point.
Project Governance Relationships
CLIENT LEADERSHIP TYLER LEADERSHIP- 11111i
EXECUTIVE SPONSOR
Champions the project. secures huy-in, provides EXECUTIVE SPONSOR
oversight and ultimate decision -making Provides oversight and ultimate decision -making,
STEERING COMMITTEE IMPLEMENTATION MANAGER
Monitors progress. goals and objectives Monitors progress
A. Ak
PROJECT MANAGER PROJECT MANAGER
Oversees project schedule and tasks a Oversees project schedule and tasks
City of Dubuque, IA
Tyler Technologies, Inc. page / 6
2.1.1 Project Governance Roles and Responsibilities
2.1.1.1 Tyler Executive Sponsor
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.
■ Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying
City'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.
• Acts as the counterpart to City's executive sponsor.
Name
Job Title
Email
Phone
Carrie Giesy
Sr. Implementation
Director
Carrie.Giesy@tylertech.com
800-772-2260
x5233
Jennifer Turgeon
V.P. Implementation
Jennifer.Turgeon@tylertech.com
800-772-2260
x4404
2.1.1.2 Tyler Implementation Manager
■ Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. The Tyler project managers consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution
with the Tyler Project Manager or with City management as appropriate. Tyler executive
management is the escalation point for any issues not resolved at this level.
■ Assigns Tyler Project personnel.
■ 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.
Name
Job Title
Email
Phone
Lisa Venditti
Implementation
Director — FI N/HCM
Lisa.Venditti@tylertech.com
800-772-2260
x4385
Kathryn Morrilly
Implementation
Director— UB
Kathryn.Morrilly@tylertech.com
800-772-2260
x4385
Mike Dehghanian
Implementation
Director - EG
Mike.Dehghanian@tylertech.com
800-772-2260
x5888
2.1.1.3 Tyler Project Manager (50% dedicated)
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one
Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 7
The Tyler project manager(s) provides oversight of the Project, coordination of Tyler resources
between departments, management of the Project budget and schedule, effective risk and issue
management, and is the primary point of contact for all Project related items. As requested by the
client, the Tyler Project Manager provides regular updates to the client Steering Committee and
other Tyler governance members. Tyler Project Manager's role includes responsibilities in the
following areas:
2.1.1.3.1 Contract Management
■ Validates contract compliance throughout the Project.
■ Ensures Deliverables meet contract requirements.
■ Acts as primary point of contact for all contract and invoicing questions.
• Prepares and presents contract milestone sign -offs for acceptance by City project manager(s).
■ Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.
2.1.1.3.2 Planning
■ Delivers project planning documents.
■ Defines Project tasks and resource requirements.
■ Develops initial Project schedule and Project Management Plan.
■ Collaborates with City project manager(s) to plan and schedule Project timelines to achieve on -time
implementation.
2.1.1.3.3 Implementation Management
• On -site once (up to 2 days) per quarter when travel restrictions are lifted and it is safe to travel.
■ Attends steering committee meetings monthly (on -site if coinciding with scheduled quarterly visit)
■ Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently.
■ Establishes and manages a schedule and Tyler resources that properly support the Project Schedule
and are also in balance with Scope/budget.
■ Establishes risk/issue tracking/reporting process between City and Tyler and takes all necessary steps
to proactively mitigate these items or communicate with transparency to City any items that may
impact the outcomes of the Project.
■ Collaborates with City'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.
■ Collaborates with City's project manager(s) to set a routine communication plan that will aide all
Project team members, of both City and Tyler, in understanding the goals, objectives, current status,
and health of the Project.
2.1.1.3.4 Resource Management
■ Acts as liaison between Project team and Tyler manager(s).
■ Identifies and coordinates all Tyler resources across all applications, Phases, and activities including
development, forms, installation, reports, implementation, and billing.
■ Provides direction and support to Project team.
■ Manages the appropriate assignment and timely completion of tasks as defined in the Project
Schedule, task list, and Go -Live Checklist.
■ Assesses team performance and adjusts as necessary.
■ Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 8
■ Interfaces closely with Tyler developers to coordinate program Modification activities.
Name
Job Title
Email
Phone
Tammy Little
Team Lead
Project Manager -
FIN/HCM
TammV.Little@tylertech.com
800-772-2260
Zach Joy
Project Manager—
UB
Zach.Joy@tvlertech.com
800-772-2260
Carl Hockaday
Project Manager—
EnerGov
Carl.Hockaday@tylertech.com
800-772-2260
Assignment of project team is made upon contract signing. The named Project Manager and
Implementation Consultants will be assigned to the project if a contract is executed by April 19, 2021.
2.1.1.4 City Executive Sponsor
The City executive sponsor provides support to the Project by providing strategic direction and
communicating key issues about the Project and its 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
steering committee, project manager(s), and functional leads to make critical business decisions for the City.
■ Champions the project at the executive level to secure buy -in.
■ Authorizes required project resources.
■ Actively participates in organizational change communications.
Name
Job Title
Email
Phone
Chris Kohlmann
Information Services
Manager
ckohlman@cityofdubuque.org
563-589-4281
2.1.1.5 City Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and
fosters an appreciation for the Project's value throughout the organization. The steering committee oversees
the City project manager and Project as a whole through participation in regular internal meetings. The City
steering committee remains updated on all Project progress, Project decisions, and achievement of Project
milestones. The City steering committee also serves as primary level of issue resolution for the Project.
■ 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.
■ Prioritizes the project within the organization.
City of Dubuque, IA
Tyler Technologies, Inc. Page l 9
Ensures the project staffed appropriately and that 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 Policies
o Needs of other client projects
Name
Job Title
Email
Phone
Cassie Ross
Assistant Director of
Finance
cross@cityofdubuque.org
563-589-4133
Tony Breitbach
Purchasing and
Contracts
Coordinator
tbreitba@cityofdubuque.oEg
563-589-4131
Joe Pregler
Senior
Network/Systems
Administrator
ipregler@cityofdubugue.orR
563-589-4287
2.1.1.6 City Project Manager
City 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. City Project Manager should
communicate decisions and commitments to the Tyler project manager(s) in a timely and efficient manner.
When City project manager(s) do not have the knowledge or authority to make decisions, he or she engages
the necessary resources to participate in discussions and make decisions in a timely fashion to avoid Project
delays. The client project manager(s) are responsible for reporting to client steering committee and
determining appropriate escalation points.
2.1.1.6.1 Contract Management
■ Validates contract compliance throughout the project.
■ Ensures that invoicing and Deliverables meet contract requirements.
■ Acts as primary point of contact for all contract and invoicing questions. Collaborates on and
approves Change Requests, if needed, to ensure proper scope and budgetary compliance.
2.1.1.6.2 Planning
■ Reviews and accepts project planning documents.
■ Defines project tasks and resource requirements for City project team.
■ Collaborates in the development and approval of the project schedule.
■ Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on -time
implementation.
2.1.1.6.3 Implementation Management
■ Tightly manages project budget and scope.
City of Dubuque, 1A
Tyler Technologies, Inc. Page 110
■ Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that
scope changes and budget (planned versus actual) are transparent and handled effectively and
efficiently.
■ Collaborates with Tyler project manager to establish and manage a schedule and resource plan that
properly supports the project schedule as a whole and is also in balance with scope and budget.
■ Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process
between Dubuque and Tyler and takes all necessary steps to proactively mitigate these items or
communicate with transparency to Tyler any items that may impact the outcomes of the project.
■ 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.
■ Routinely communicates with both Dubuque staff and Tyler, aiding in the understanding of goals,
objectives, current status, and health of the project by all team members.
■ Manages the requirements gathering process and ensure timely and quality business requirements
are being provided to Tyler.
2.1.1.6.4 Resource Management
■ Acts as liaison between project team and stakeholders.
■ Identifies and coordinates all Dubuque resources across all modules, phases, and activities including
data conversions, forms design, hardware and software installation, reports building, and satisfying
invoices.
■ Provides direction and support to project team.
■ Builds partnerships among the various stakeholders, negotiating authority to move the project
forward.
■ Manages the appropriate assignment and timely completion of tasks as defined.
■ Assesses team performance and takes corrective action, if needed.
■ Provides guidance to Dubuque technical teams to ensure appropriate response and collaboration
with Tyler Technical Support Teams in order to ensure timely response and appropriate resolution.
■ Owns the relationship with in -Scope 3rd party providers and aligns activities with ongoing project
tasks.
■ Ensures that users have appropriate access to Tyler project toolsets as required.
■ Conducts training on proper use of toolsets.
■ Validates completion of required assignments using toolsets.
Name
Job Title
Email
Phone
Jennifer Larson
Director of Finance
and Budget
ilarson@cityofdubuque.org
563-589-4322
Cassie Ross
Assistant Director of
Finance
cross@cityofdubuque.org
563-589-4133
City of Dubuque, IA
Tyler Technologies, Inc. Page / 11
3. Project Scope Control and Project Change Management
3.1 Managing Scope and Project Change
Project Management governance principles contend that there are three connected constraints on a Project:
budget, timeline, and scope. These constraints, known as the 'triple constraints' or Project management
triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the
work performed to deliver a product, service or result with the specified features and functions, while time is
simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle,
the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased,
cost and time to complete will also need to increase. The Project and executive teams will need to remain
cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this
triangle is included here, showing the connection of each item and their relational impact to the overall
Scope.
Project Management Triangle
A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level
of flexibility to incorporate approved changes. Scope and changes within the project will be managed using
the change control process outlined in the following section.
3.2 Change Control
If it is necessary to change the scope of this Project Tyler and the Client will follow the change control process
specified in the final contract.
3.3 Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the
change will be brought to the attention of the Steering Committee and an assessment of the change will
occur. While such changes may result in additional costs and possible delays relative to the schedule, some
changes may result in less cost to City; for example, City may decide it no longer needs a deliverable originally
defined in the Project. The Change Request will include the following information:
■ The nature of the change.
City of Dubuque, lA
Tyler Technologies, Inc. page l 12
■ A good faith estimate of the additional cost or associated savings to City, if any.
■ The timetable for implementing the change.
■ The effect on and/or risk to the schedule, resource needs or resource responsibilities.
City will use its good faith efforts to either approve or disapprove any Change Request within ten (10)
Business Days (or other period as mutually agreeable between Tyler and City). Any changes to the Project
scope, budget, or timeline must be documented and approved in writing using a Change Request form. These
changes constitute a formal amendment to the Statement of Work and will supersede any conflicting term in
the Statement of Work.
Change Request Process
NEED
SCOPE
DETAILSr
2b
,
CLIENT IDENTIFIES
TYLER ASSESSES /
CLIENT DETAILS
IFTYLER AGREES
CLIENT AUTHORIZES
SCHEDULED ADJUSTED TO
NEED/ DESIRE FOR
DETERMINES OUT
NEED IN CHANGE
WITH THE REQUEST
OR DECLINES THE
ACCOMMODATE THE
CHANGE
OF SCOPE
REQUEST FORM
CHANGE
CHANGE IF NECESSARY
R Tyler Agrees with Request.
Estimate provided to clerd.
including addtlon of new tasks
otherwise reason for denial
that result from the change
provided
City of Dubuque, IA
Tyler Technologies, Inc. Page / 13
4. Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will
vary from higher level strategy decisions to smaller, detailed Project level decisions. Any formal acceptance
for the City will need to go through the project manager/steering committee. The project manager will
provide the acceptance and will get internal approval from steering committee if necessary.
Both Tyler and the City will identify representative project managers. These individuals will represent the
interests of all stakeholders and serve as the primary contacts between the two organizations.
The coordination of gaining client feedback and approval on Project deliverables will be critical to the success
of the Project. The City project manager will strive to gain deliverable and decision approvals from all
authorized City representatives. Given that the designated decision -maker for each department may not
always be available, there must be a designated proxy for each decision point in the Project. Assignment of
each proxy will be the responsibility of the leadership from each City department. The proxies will be named
individuals that have the authorization to make decisions on behalf of their department.
The following process will be used for accepting Deliverables and Control Points:
■ The City shall have five (5) business days from Tyler's notification to the Client of delivery, or as
otherwise mutually agreed upon by the parties in writing, to accept each Deliverable or Control Point.
If the City 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 does not agree the particular Deliverable or Control Point meets requirements, the City
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 shall then
have two (2) business days from Tyler's notification to the City of the redelivered Deliverable or
Control Point to accept or again submit written notification of reasons for rejecting the milestone. If
the City does not provide acceptance within two (2) business days, or the otherwise agreed upon
timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as
accepted.
■ Project Closure or Final Acceptance shall be provided by client when Tyler satisfies Software
Acceptance, as defined in the Agreement and has sign off on all Deliverables and Control Points in
this Agreement. In the event that some Control Points or Deliverables are not yet accepted when
Software Acceptance is provided, Tyler and Client shall mutually agree on any open issues and a
timeline for completion.
4.1 Deliverable Listing
This table lists the deliverables included in this project for each phase of the project. Each deliverable is
described in more detail in the Deliverables Explanation Document located in the Appendix of this Statement
of Work.
� Deliverable ID Deliverable Name
DED-01 Project Management Plan
DED-02 Project Operational Plan
City of Dubuque, IA
Tyler Technologies, Inc. Page / 14
DED-03
Initial Project Schedule / Project Plan
DED-04
System Design Document
DED-05
Requirements Traceability Matrix
DED-06
Data Conversion Plan
DED-07
Installation Checklist/System Document
DED-08
Solution Validation Test Plan
DED-09
Solution Validation Report
DED-10
Go Live Plan and Checklist
DED-11
Custom End User Training Guides
DED-12
Post Project Report
DED-13
Status Reports
DED-14
Site Reports
DED-15
Program Modification / Interface Design
Specifications
5. Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for City and Tyler. Roles and
responsibilities may not follow the organizational chart or position descriptions at City, but are roles defined
within the Project. It is common for individual resources on both the Tyler and client project teams to fill
multiple roles. Similarly, it is common for some roles to be filled by multiple people.
5.1 Tyler Rees & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one
Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.
5.1.1 Tyler Implementation Consultant
■ Completes tasks as assigned by the Tyler project manager(s).
• Documents activities for services performed by Tyler.
■ Guides City through software validation process following configuration.
■ Assists during Go -Live process and provides support until City transitions to Client Services.
■ Facilitates training sessions and discussions with City and Tyler staff to ensure adequate discussion of
the appropriate agenda topics during the allotted time.
• May provide conversion review and error resolution assistance.
• On -site training for 75% of the scheduled work once travel restrictions are lifted and it is safe to
travel. Remote (MS Teams) training for 25% of the scheduled work.
Name
Job Title
Email
Phone
Jen Turner
IC — Financials
Jennifer.Turner@tylertech.com
800-772-2260
Duane Dickey
IC — HCM
Duane. Dickey@tylertech.com
800-772-2260
Carolyn Surrell
IC — Utility Billing
Carolyn.Surrell@tylertech.com
800-772-2260
Cody Leland
IC — EnerGov
Cody. Leland@tylertech.com
800-772-2260
City of Dubuque, IA
Tyler Technologies, Inc. Page l 15
5.1.2 Tyler Sales
■ Supports Sales to Implementation knowledge transfer during Initiate & Plan.
■ Provides historical information, as needed, throughout implementation.
• Participates in oricine activities if additional licensing and/nr sPrvirPs arP nPPHPrl
Name
Job Title
Email
Phone
Gary Dube
Sr. Account Executive
Gary. Dube@tylertech.com
800-772-2260 x4130
Bill Lane
V.P. Sales
II.Lane@tylertech.com
925.323.0076
5.1.3 Tyler Technical Services
■ Maintains Tyler infrastructure requirements and design document(s).
■ Involved in system infrastructure planning/review(s).
■ Provides first installation of licensed software with initial database on servers.
■ Supports and assists the project team with technical/environmental issues/needs.
■ Deploys Tyler products.
■ Conducts GIS Planning.
• Reviews GIS data and provides feedback to the client.
■ Loads client provided GIS data into the system.
5.1.4 Tyler API Services
■ Provides training in the use of the API Toolkit.
■ Provides consulting services in the use of the API Toolkit to City, as City builds interfaces.
5.2 City Roles & Responsibilities
City 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 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.
■ Contributes business process expertise for Current & Future State Analysis.
■ Identifies and includes additional subject matter experts to participate in Current & Future State
Analysis.
■ Validates that necessary skills have been retained by end users.
■ Provides End Users with dedicated time to complete required homework tasks.
■ Acts as an ambassador/champion of change for the new process and provide business process
change support.
■ Identifies and communicates any additional training needs or scheduling conflicts to City project
manager.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 16
■ Actively participates in all aspects of the implementation, including, but not limited to, the following
key activities:
o Task completion
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of City resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance
o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation
Name
Job Title
Email
Phone
Jennifer Larson
Director of Finance and
budget
Ilarson@cityofdubuque.org
563-589-
4322
Cassie Ross
Assistant Director of
Finance
cross@cityofdubugue.org
563-589-
4133
Tony Breitbach
Purchasing/Contracts
Coordinator
tbreitba@cityofdubuque.org
563-589-
4131
Nathan Kelleher
AP Accountant
nkellehe@cityofdubuque.org
563-589-
4135
Rose Hoerner
Utility Billing Supervisor
rhoerner@cityofdubuque.org
563-589-
4143
Kayla Morrison
Budget/Financial Analyst
kmorriso@cityofdubuque.org
563-589-
4142
Cindy Schroeder
Account Clerk I (AR)
cschroed@cityofdubugue.org
563-589-
4130
Kate
Weidemann
Treasurer/Accountant
kweidema@cityofdubuque.org
563-589-
4132
Teresa Putchio
Senior Payroll Accountant
tputchio@cityofdubuque.org
563-589-
4140
Chris Kohlmann
Information Services
Manager
ckohIman@cityofdubuque.org
563-589-
4281
Joe Pregler
Senior Network/Systems
Administrator
Jpregler@cityofdubuque.org
563-589-
4287
Scott Schlichte
Lead
Applications/Network
Analyst
sschlich@cityofdubuque.org
563-589-
4286
Tony Steffen
Lead
Applications/Network
Analyst
Tsteffen@cityofdubuque.org
563-589-
4282
City of Dubuque, IA
Tyler Technologies, Inc. Poge 117
Shelley Stickfort
Human Resources
Director
Sstickfo@cityofdubugue.org
563-589-
4114
Gina Noel
Human Resources
Assistant
gnoel@cityofdubuque.org
563-589-
4115
Tusdee Blus
Secretary
tblus@cityofdubugue.org
563-589-
4125
Dan Kroger
Recreation Division
Manager
dkroger@cityofdubuque.org
563-589-
4310
Peggy Abidi
Confidential Account
Clerk
pabidi@cityofdubuque.org
563-589-
4317
Marie Ware
Leisure Services Manager
mware@cityofdubuque.org
563-589-
4264
Kristin Dietz
Lead Secretary
kdietz@cityofdubugue.org
563-589-
4262
Mary Rose
Corrigan
Health Services Specialist
mcorriga@cityofdubuque.org
563-589-
4184
Connie Mueller
Confidential Account
Clerk
cmueller@cityofdubuque.org
563-589-
4181
Wally
Werninmont
Planning Services
Manager
wwernimo@cityofdubuque.org
563-589-
4214
Jane Glennon
Secretary
iglennon@cityofdubuque.org
563-589-
4501
Dawn Young
Confidential Account
Clerk
dvoung@cityofdubugue.org
563-589-
4461
Jeremy Jensen
Assistant Police Chief
jjensen@cityofdubuque.org
563-589-
4444
Willie O'Brien
W&RRC Manager
wobrien@cityofdubuque.org
563-589-
4269
Cheryl Pregler
Confidential Account
Clerk
cpregler@cityofdubuque.org
563-589-
4601
Cheryl Sheldon
Accountant
csheldon@cityofdubuque.org
563-589-
4234
Todd Dalsing
Airport Manager
tdalsing@cityofdubugue.org
563-589-
4233
Steve Brown
Eng. Project Manager
sbrown@cityofdubuque.org
563-589-
4272
Bob Schiesl
Assistant City Engineer
bshiesl@cityofdubuque.org
563-589-
4273
Deron Muehring
Civil Engineer
dmuehrin@cityofdubugue.org
563-589-
4276
Jon Dienst
Civil Engineer
jdienst@cityofdubuque.org
563-589-
4104
Anita Gonyier
Confidential Account
Clerk
agonyier@cityofdubuque.org
563-589-
4271
Kerry Bradley
Secretary
kbradley@cityofdubuque.org
563-589-
4270
City of Dubuque, IA
Tyler Technologies, Inc. page / 18
Meggan Bennet
Confidential Account
Clerk
mbennet@cityofdubugue.org
563-690-
6270
Deb Searles
Confidential Account
Clerk
dsearles@cityofdubuque.org
563-589-
4587
Denise Ihrig
Water Manager
dihrig@cityofdubuque.org
563-589-
4290
Chris Lester
Community Development
Specialist
clester@cityofdubugue.org
563-690-
6102
Alexis Steger
Housing and Community
Development Director
asteger@citvofdubuque.org
563-690-
6072
Ben Pothoff
Rental Licensing and
Inspections Supervisor
bpothoff@cityofdubugue.org
563-690-
6075
Gina Hodgson
Assisted Housing
Supervisor
ghodgson@cityofdubugue.org
563-690-
6096
Jean Noel
Permit Clerk
(noel@cityofdubugue.org
563-589-
4115
Carol Spinoso
Intake Specialist
cspinoso@cityofdubuque.org
563-690-
8961
Kelly Larson
Human Rights Director
klarson@cityofdubuque.org
563-589-
4192
Randy Gehl
Public Information Officer
rgehl@cityofdubugue.org
563-589-
4151
Steph Valentine
Secretary
svalenti@cityofdubuque.org
563-589-
4110
Cori Burbach
Assistant City -Manager
cburbach@cityofdubuque_org
563-589-
4112
Chris Selchert
Public Works Stock Clerk
cselcher@cityofdubuque.org
563-589-
4274
Arielle Swift
Assistant Public Works
Director
aswift@cityofdubugue.org
563-589-
4344
Susan Henricks
Library Director
SHenricks@stout.dubugue.lib.ia.us
563-589-
4126
Denette Kellogg
Office Manager
dkellogg@stout.dubugue.lib.ia.us
563-589-
4313
Adrienne
Breitfelder
City Clerk
abreitfe@cityofdubuque.org
563-589-
4121
Trish Gleason
Assistant City Clerk
tgleason@cityofdubuque.org
563-589-
4120
Joni Medinger
Legal Assistant
Imedinge@cityofdubugue.org
563-589-
4113
Jenny Messerich
Paralegal
Imessere@cityofdubuque.org
563-589-
4381
Ian Hatch
Assistant Economic
Development Director
ihatch@cityofdubuque.org
563-589-
4105
Cindy Kramer
Confidential Account
Clerk
ckramer@cityofdubugue.org
563-589-
4393
City of Dubuque, IA
Tyler Technologies, Inc. Page / 19
Jill Connors
Economic Development
Director
iconnors@cityofdubuque.org
563-589-
4213
Mark Murphy
Emergency
Communications
Manager
mmurphy@cityofdubuque.org
563-589-
7856
Rick Steines
Fire Chief
rsteines@cityofdubuque.org
563-589-
4167
Jodi Lukens
Secretary
ilukens@cityofdubuque.org
563-589-
4160
Sam Jenecke
Ambulance Supervisor
sianecke@cityofdubuque.org
563-589-
4194
Lisa Valentine
Confidential Account
Clerk
Ivalenti@cityofdubugue.org
563-690-
6463
Holly Andresen
Confidential Account
clerk
handrese@cityofdubuque.org
563-589-
4586
Russ Stecklein
Transportation Field
Supervisor
rsteckle@cityofdubugue.org
563-589-
4197
Nikki Rosemeyer
GIS Coordinator
nrosemeyer@cityofdubuque.org
563-589-
4174
Jesse Bernhardt
GIS Specialist
ibernhar@cityofdubuque.org
563-690-
6050
5.2.2 City Power Users
■ Participate in project activities as required by the project team and project manager(s).
■ Provide subject matter expertise on City business processes and requirements.
• Act as subject matter experts and attend Current & Future State Analysis sessions as needed.
■ Attend all scheduled training sessions.
■ Participate in all required post -training processes as needed throughout project.
■ Test all application configuration to ensure it satisfies business process requirements.
• Become application experts.
■ Participate in Solution Validation.
■ 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 Go -live.
■ Provide knowledge transfer to City staff during and after implementation.
■ Participate in conversion review and validation.
5.2.3 City 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 Go -live.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 20
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5.2.4 City Technical Lead
■ Coordinates updates and releases with Tyler as needed.
■ Coordinates the copying of source databases to training/testing databases as needed for training
days.
■ Coordinates and adds new users, printers and other peripherals as needed.
■ Validates that all users understand log -on process and have necessary permission for all training
sessions.
■ Coordinates interface development for City third party interfaces.
■ Develops or assists in creating reports as needed.
■ Ensures on -site system meets specifications provided by Tyler.
■ Assists with software installation as needed.
■ Extracts and transmits conversion data and control reports from City's legacy system per the
conversion schedule set forth in the project schedule.
5.2.4.1 City GIS
■ Participates in GIS planning activities.
■ Responsible for management and maintenance of City GIs infrastructure and data.
■ Ensures GIS data/service endpoints are in alignment with Tyler software requirements.
■ Provides Tyler implementation team with GIS data/service access information.
5.2.4.2 City Upgrade Coordination
■ Becomes familiar with the software upgrade process and required steps.
■ Becomes familiar with Tyler's releases and updates.
■ Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest
helpful tools to manage City's software upgrade process.
■ Assists with the software upgrade process during implementation.
■ Manages software upgrade activities post -implementation.
■ Manages software upgrade plan activities.
■ Coordinates software upgrade plan activities with City and Tyler resources.
■ Communicates changes affecting users and department stakeholders.
■ obtains department stakeholder acceptance to upgrade production environment.
Name
Job Title
Email
Phone
Joe Pregler
Senior
Jpregler@cityofdubuque.org
563-589-4287
Network/Systems
Administrator
Scott Schlichte
Lead
sschlich@cityofdubuque.org
563-589-4286
Applications/Network
Analyst
5.2.5 City Change Management Lead
■ Validates that users receive timely and thorough communication regarding process changes.
■ Provides coaching to supervisors to prepare them to support users through the project changes.
City of Dubuque, IA
Tyler Technologies, Inc. Page l 21
■ 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.
Name
Job Title
Email
Phone
Chris Kohlmann
Information Services
Manager
ckohlman@citvofdubuque.org
563-589-4281
Tony Breitbach
Purchasing
Contracts/Coordinator
tbreitba@cityofdubuque.org
563-589-4131
City of Dubuque, IA
Tyler Technologies, Inc. Page / 22
Part 3: Project Plan
Project Stages
Work Breakdown Structure
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 Schedule, developed during Project/Phase Planning and finalized during
subsequent stages, lists 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 has been accepted by City.
Work Breakdown Structure (WBS)
*items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope
of the contract, these specific work packages will be noted as 'Intentionally Left Blank" in Section 6 of the Statement of Work.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 23
6.1 Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a
foundation for the Project by identifying and establishing sequence and timing for each Phase as well as
verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique
items being repeated for the additional Phases as needed.
6.1.1 Initial Coordination
Prior to Project commencement, Tyler management assigns project manager(s). Additional Project resources
will be assigned later in the Project as a Project schedule is developed. Tyler provides City with initial Project
documents used to gather names of key personnel, their functional role as it pertains to the Project, as well
as any blackout dates to consider for future planning. City gathers the information requested by the provided
deadline ensuring preliminary planning and scheduling can be conducted moving the Project 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 City's team. During
this step, Tyler will work with City to establish the date(s) for the Project and Phase Planning session.
Objectives:
■ Formally launch the project.
■ Establish project governance.
■ Define and communicate governance for Tyler.
• Identify client project team.
STAGE 1
Initial Coordination
Tyler
Client
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A
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documents to City
A
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requested
I
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knowledge transfer
A
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project artifacts and facilitate
A
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City of DUbugve, IA
Tyler Technologies, Inc. Page / 24
Inputs Contract documents
Statement of Work
Outputs/Deliverables Completed initial project documents
Project portal
Work package assumptions:
■ Project activities begin after the agreement has been fully executed.
6.1.2 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.
During this work package Tyler will work with City to coordinate and plan a formal Project planning
meeting(s). This meeting signifies the start of the Project and should be attended by all City Project team
members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its
implementation methodology, terminology, and Project management best practices to City's Project Team.
This will also present an opportunity for project managers and Project sponsors to begin to discuss Project
communication, metrics, status reporting and tools to be used to measure Project progress and manage
change.
Tyler will work with the City Project Team to prepare and deliver the Project Management Plan as an output
of the planning meeting. This plan will continue to evolve and grow as the Project progresses and will
describe how the project will be executed, monitored, and controlled.
During project planning, Tyler will introduce the tools that will be used throughout the implementation. Tyler
will familiarize the client with these tools during project planning and make them available for review and
maintenance as applicable throughout the project. Some examples are Solution validation plan, issue log, and
go -live checklist.
STAGE 1
Project/Phase Planning
Tyler
Client
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City of Dubuque, IA
Tyler Technologies, Inc. Page / 25
Schedule and
conduct planning
A
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session(s)
Develop Project
Management Plan
A
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I
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C
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project schedule
A
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Inputs Contract documents
Statement of Work
Guide to Starting Your Project
Outputs / Deliverables
Project Management Plan (DED-01)
Project Operational Plan (DED-02)
Initial Project Schedule (DED-03)
Work package assumptions:
City has reviewed and completed the Guide to Starting Your Project document.
6.1.3 Infrastructure Planning
i
Procuring required hardware and setting it up properly is a critical part of a successful implementation. This
task is especially important for Tyler-hosted/SaaS deployment models. Tyler will be responsible for building
the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement. Tyler will
install Licensed Software on application server(s) or train City to install License Software. The City is
responsible for the installation and setup of all peripheral devices.
i
Objectives: i
■ Ensure City's infrastructure meets Tyler's application requirements.
■ Ensure City's infrastructure is scheduled to be in place and available for use on time.
STAGE 1
Infrastructure Planning
Tyler
Client
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City of Dubuque, IA
Tyler Technologies, Inc. Page / 26
Provide Infrastructure
Requirements and Design
A
R
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1
I
Document
Initial Infrastructure
A
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Meeting
*Schedule SaaS
A
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*Schedule Hardware to
be Available for
I
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A
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Schedule Installation of
A
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All Licensed Software
Infrastructure Audit
A
I R
C
I
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Inputs I Initial Infrastructure Requirements and Design Document
Outputs /
Deliverables
Completed Infrastructure Requirements and
Design Document
Infrastructure Audit
6.1.4 Stakeholder Meeting
Communication of the Project planning outcomes to the City Project team, executives and other key
stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage, gain
commitment, and instill confidence in the City team. During the meeting, the goals and objectives of the
Project will be reviewed along with detail on Project scope, implementation methodology, roles and
responsibilities, Project timeline and schedule, and keys to Project success.
Objectives:
• Formally present and communicate the project activities and timeline.
® Communicate project expectations.
STAGE 1
Stakeholder Meeting
Tyler
Client
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City of Dubuque, IA
Tyler Technologies, Inc. Page / 27
Create Stakeholder I A I R I I I I C I
Meeting Presentation
Review Stakeholder
C
Meeting Presentation A R C
Perform Stakeholder I A R I I I I C I I I I I I
Meeting Presentation
Inputs Agreement
SOW
Project Management Plan
Outputs /
Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
■ None
6.1.5 GIS Preparation
GIS data is a core part of many Tyler applications. Other City offices/products may also use this data and have
different GIS requirements. A key focus of this preparation will be the process for developing the GIS data for
use with Tyler applications. This can be an iterative process, so it is important to begin preparation early.
Objectives:
■ Identify all City GIS data sources and formats.
■ Tyler to understand City's GIS needs and practices.
■ Ensure City's GIS data meets Tyler product requirements.
STAGE 1
GIS Preparation
Tyler
Client
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A
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I
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City of Dubuque, IA
Tyler Technologies, Inc. Page l 28
Review GIS Data and
Provide Feedback A R C I C
Inputs GIS Requirements Document
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Production Ready Map Data
Meets Tyler GIS Requirements.
Work package assumptions:
■ GIS data provided to Tyler is accurate and complete to the best of City's knowledge
■ GIS data provided to Tyler is current.
■ City is responsible for maintaining the GIS data.
6.1.6 Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.
Note: Advancement to the Assess & Define stage is not dependent upon Tyler's receipt of this stage
acceptance.
Initiate & Plan Stage Deliverables:
■ Project Management Plan (DED-01)
■ Project Operational Plan (DED-02)
■ Initial Project Schedule (DED-03)
Initiate & Plan stage acceptance criteria:
■ All stage deliverables accepted based on acceptance criteria previously defined
• Project governance defined
■ Project portal made available to City
■ Stakeholder meeting complete
• GIS Data Production Ready
■ Completed Infrastructure Requirements and Design Document
■ System Passes Infrastructure Audit (as applicable)
6.2 Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current City business
processes. This information will be used to identify and define business processes utilized with Tyler software.
City collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in
analysis, understanding current workflows and business processes.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 29
6.2.1 Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution
functionality prior to beginning the current and future state analysis. The primary goal is to establish a
foundation for upcoming conversations regarding the design and configuration of the solution.
Tyler utilizes a variety of tools for the Solution Orientation, focusing on City team knowledge transfer such as:
eLearning, documentation, or walkthroughs. The City team will gain a better understanding of the major
processes and focus on data flow, the connection between configuration options and outcome, integration,
and terminology that may be unique to Tyler's solution.
Objectives:
■ Provide a basic understanding of system functionality.
■ Prepare City for current and future state analysis.
STAGE 2
Solution Orientation
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6.2.2 Current & Future State Analysis
The Current & Future State Analysis provides the Project stakeholders and Tyler an understanding of process
changes that will be achieved with the new system.
City and Tyler will evaluate current state processes, options within the new software, pros and cons of each
based on current or desired state and make decisions about the future state configuration and processing.
This may occur before or within the same timeframe as the configuration work package. The options within
the new software will be limited to the scope of this implementation and will make use of standard Tyler
functionality.
The City will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk
from over customization of Tyler products. It is the client's responsibility to verify that in -scope requirements
City of Dubuque, IA
Tyler Technologies, Inc. Page / 30
are being met throughout the implementation if functional requirements are defined as part of the contract.
The following guidelines will be followed when evaluating if a modification to the product is required:
■ A reasonable business process change is available.
■ Functionality exists which satisfies the requirement.
■ Configuration of the application satisfies the requirement.
■ An in -scope modification satisfies the requirement.
Requirements that are not met will follow the agreed upon change control process and can have impacts on
the project schedule, scope, budget and resource availability.
STAGE 2
Current & Future State Analysis
Tyler
Client
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Inputs Client current state documentation
Solution Orientation completion
Outputs /
Deliverables
System Design Documents (DED-04)
RTM (DED-05)
Work package assumptions:
■ City attendees possess sufficient knowledge and authority to make future state decisions.
■ City is responsible for any documentation of current state business processes.
City of Dubuque, IA
Tyler Technologies, Inc. Page l 31
■ Client is able to effectively communicate current state processes.
6.2.3 Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler's conversion tools facilitate the
predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler
system. The first step in this process is to perform an assessment of the existing ("legacy') system(s), to
better understand the source data, risks, and options available. Once the data has been analyzed, the plan for
data conversion is completed and communicated to the appropriate stakeholders.
Objectives:
■ Communicate a common understanding of the project goals with respect to data.
• Ensure complete and accurate source data is available for review/transfer.
■ Map the data from the source to the Tyler system.
■ Document the data conversion/loading approach.
STAGE 2
Data Conversion Assessment
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Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Data Conversion Plan built/updated
Client Acceptance of Data Conversion Plan, if
(DED-06)
Applicable
City of Dubuque, lA
Tyler Technologies, Inc. Page / 32
Work package assumptions:
■ Tyler will be provided with data from the Legacy system(s) in a mutually agreed upon format.
■ Tyler will work with City representatives to identify business rules before writing the conversion.
■ City subject matter experts and resources most familiar with the current data will be involved in the
data conversion planning effort.
6.2.4 Modification Analysis
Tyler strives to provide robust, off -the -shelf solutions. Tyler can offer a comprehensive solution that allows
for the unique nature of each client's business processes. Though opportunities to enhance Tyler products
may exist, Tyler recommends Clients utilize existing functionality and, when necessary, adjust their business
practices to the products; application refinements and enhancements should only be considered when no
viable solution for a given process is available within the included Tyler products. We do recognize that some
Projects may require modifications to the solution(s) in order to meet certain client business needs, including
interfaces with 3rd party products, custom reports or other custom product modifications. Some Projects have
specific modifications included in the Project budget, others do not. If it's determined that additional, out of
scope modifications are necessary to meet client needs, a Change Request is needed and additional cost
estimate(s) will be provided by Tyler.
Objectives:
Identify and define in -scope modifications. (In scope modification for Watersmart Interface as
defined in the Investment Summary of the contract agreement.)
Identify and define out -of -scope modifications.
Approve all modifications.
STAGE 2
Modifications analysis
Tyler
Client
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City of Dubuque, IA
Tyler Technologies, Inc. Page / 33
Review/Approve
Business Requirements C C C A R C C
documents
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based on included A R I C C
modifications
Inputs Modification Requirements
Current & Future State Analysis Document
Project Budget/Financial documents
Project Schedule
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Modification Specifications (DED-15)
Meets City's business needs
Change Requests for out of scope
modifications
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Revised Project Schedule
Work package assumptions:
■ 3rd party interfaces — City is responsible for coordinating with the 3rd party.
6.2.5 Data Assessment
This work package is not applicable for this project. This section remains in this document for outline
numbering consistency with the WBS graphic shown previously.
6.2.6 Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Prepare Solution Stage is dependent upon Tyler's receipt of the Stage Acceptance.
Assess & Define Stage Deliverables:
■ Documentation of future state decisions and configuration options to support future state decisions.
■ Modification specification document (DED-15).
Assess & Define Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Solution Orientation is delivered.
■ Conversion data extracts are received by Tyler.
■ Data conversion plan built.
City of Dubuque, IA
Tyler Technologies, Inc. Page l 34
6.3 Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages
will be used to install and configure the Tyler software solution. Software configuration will be validated by
the client against future state decisions defined in previous stages and processes refined as needed to ensure
business requirements are met.
6.3.1 Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success
and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler
Licensed Software on an approved network and infrastructure. Delays in executing this work package can
affect the project schedule.
Objectives:
■ All licensed software is installed and operational.
• City is able to access the software.
STAGE 3
Initial System Deployment (Hosted/SaaS)*
Tyler
Client
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City of Dubuque, IA
Tyler Technologies, Inc. Page / 35
Outputs /
Deliverables
Licensed Software is Installed on the Server(s)
Software is accessible
Installation Checklist/System Document DED-
07)
Work package assumptions:
■ The most current generally available version of the Tyler Licensed Software will be installed.
■ City will provide network access for Tyler modules, printers, and Internet access to all applicable City
and Tyler Project staff.
6.3.2 Configuration
The purpose of Configuration is to prepare the software product for validation.
Tyler staff collaborates with City to complete software configuration based on the outputs of the future state
analysis performed during the Assess and Define Stage. City collaborates with Tyler staff iteratively to validate
software configuration.
Objectives:
■ Software is ready for validation.
■ Educate City SME how to configure and maintain software.
■ Prepare standard interfaces for process validation (if applicable).
STAGE 3
Configuration
Tyler
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City of Dubuque, IA
Tyler Technologies, Inc. Page l 36
Standard interfaces
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configuration and
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Inputs System Design Documents
Outputs /
Deliverables
Configured System
Work package assumptions:
■ Tyler provides guidance for configuration options available within the Tyler software. City is
responsible for making decisions when multiple options are available.
6.3.3 Process Refinement
Tyler will educate the City users on how to execute processes in the system to prepare them for the
validation of the software. City collaborates with Tyler staff iteratively to validate software configuration
options to support future state.
Tyler will provide standard process documentation that the City may customize throughout this stage with
instructions for their use of the software. Tyler will provide customized end user training guides for end
users, which are a subset of the standard process documentation. The specific processes that Tyler will
provide customized documentation for are outlined in the Deliverables Expectations Document at the end of
this Statement of Work. See DED-11.
Objectives:
■ Ensure that City understands future state processes and how to execute the processes in the
software.
■ Refine each process to meet the business requirements.
■ Validate standard interfaces, where applicable.
■ Validate forms and reports, where applicable.
STAGE 3 Process Refinement
Tyler Client
City of Dubuque, IA
Tyler Technologies, Inc. Page l 37
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Initial Configuration
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future state decisions.
Solution validation test plan
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Updated solution validation test plan (DED-
08)
Completed client -specific process
documentation (completed by City)
Work package assumptions:
■ None
City of Dubuque, IA
Tyler Technologies, Inc. Page / 38
6.3.4 Conversion Delivery
The purpose of this task is to transition the City's data from their source ("legacy') system(s) to the Tyler
system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A well -
executed data conversion is key to a successful cutover to the new system(s).
With guidance from Tyler, the City will review specific data elements within the system and identify / report
discrepancies. Iteratively, Tyler will collaborate with the City to address conversion discrepancies. This process
will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s). Reference
Conversion Appendix for additional detail.
Load Data
For Testing
Pull Data & Write & Run Conversion
Conversion Map validate Final
Reviews
Balancing Conversion Conversion Data CRe Reviews
Conversion
Reports Program a
Report &
Correct Errors
Objectives:
■ Data is ready for production (Conversion).
STAGE 3
Data Delivery & Conversion
Tyler
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City of Dubuque, IA
Tyler Technologies, Inc. Page l 39
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Deliverables
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■ The City subject matter experts and resources most familiar with the current data will be involved in
the data conversion effort.
• The City project team will be responsible for completing the code mapping activity, with assistance
from Tyler.
6.3.5 Modification Delivery
Tyler consistently recommends that our clients utilize the software out -of -the -box and adjust business
processes to conform, but we recognize there may be times when a modification of the software is requested
in order to meet reporting obligations, functionality desires, or integrations with external systems. This work
package focuses on the successful, high -quality delivery of the approved, in -scope modifications.
Objectives:
■ Deliver contracted software modifications. (WaterSmart Interface)
• Complete or update required configuration for the modifications.
■ Test the delivered modifications.
STAGE 3 Modifications Delivery
Tyler Client
City of Dubuque, IA
Tyler Technologies, Inc. Page / 40
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development for
A
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completion
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scope review sessions
A
C
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I
C
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(as applicable)
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Validation Plan (if
C
C
A
R
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applicable)
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production)
A
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I
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modifications for
testing
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I
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modifications
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(if applicable)
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documentation as
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needed
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modifications for
I
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Deliver modifications
A
I
I
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C
I
I
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to Production
Inputs
Modification specification
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Completed modifications
City approves modification per scope
Updated Modification Specification (if
applicable)
Updated Solution Validation Plan
Updated process documentation (if applicable)
Revised configuration (if applicable)
Modification passes testing/approved by City
after configuration is updated
Work package assumptions:
City of Dubuque, IA
Tyler Technologies, Inc. Page / 41
■ Only approved modifications with approved scope will be provided.
■ Only modifications approved for the current phase (if multi -phase) will be delivered.
■ Additional scope requests may require additional budget.
Modifications will be tested upon delivery.
6.3.6 Data Delivery
This work package is not applicable for this project. This section remains in this document for outline
numbering consistency with the WBS graphic shown previously.
6.3.7 Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.
Note: Advancement to the Production Readiness Stage is dependent upon Tyler's receipt of the Stage
Acceptance,
Prepare Solution Stage Deliverables:
■ Installation Checklist (DED-07)
■ Requirements Traceability Matrix (DED-05)
■ Completed modifications.
■ Revised configuration for modification (if applicable).
Prepare Solution Stage Acceptance Criteria:
• All stage deliverables accepted based on criteria previously defined.
■ Software is configured.
■ Solution validation test plan has been reviewed and updated if needed.
■ Requirements have been validated.
6.4 Production Readiness
Activities in the Production Readiness stage will prepare the client team for go -live through solution
validation, the development of a detailed go -live plan and end user training. A readiness assessment will be
conducted with the client to review the status of the project and the organizations readiness for go -live.
6.4.1 Solution Validation
Solution Validation is the end -to -end software testing activity to ensure that City verifies all aspects of the
Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all
features and functions per the contract have been deployed for system use.
Objectives:
■ Validate that the solution performs as indicated in the solution validation plan.
■ Ensure City organization is ready to move forward with go -live and training (if applicable).
City of Dubuque, IA
Tyler Technologies, Inc. Page / 42
STAGE 4
Solution Validation
Tyler
Client
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up on issues
Inputs Solution Validation plan
Completed work product from prior stages (configuration, business process, etc.)
Outputs /
Deliverables
Acceptance Criteria[only]for Deliverables
Solution Validation Report (DED-08)
City updates report with testing results
Work package assumptions:
■ Designated testing environment has been established.
■ Testing includes current phase activities or deliverables only.
6.4.2 Go -Live Readiness
Tyler and City will ensure that all requirements defined in Project planning have been completed and the Go -
Live event can occur, as planned. A go -live readiness assessment will be completed identifying risks or actions
items to be addressed to ensure the client has considered its ability to successfully Go -Live. Issues and
concerns will be discussed and mitigation options documented. Tyler and City will jointly agree to move
forward with transition to production. Expectations for final preparation and critical dates for the weeks
leading into and during the Go -Live week will be planned in detail and communicated to Project teams.
Objectives:
■ Action plan for go -live established.
■ Assess go -live readiness.
■ Stakeholders informed of go -live activities.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 43
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STAGE 4
Go -Live Readiness
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infrastructure review
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(where applicable)
Inputs system Design Document (DED-04)
Go -live checklist (DED-10)
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Go -Live Plan and Checklist (DED-10)
Updated Action plan and Checklist for go -live
delivered to City
Work package assumptions:
■ None
6.4.3 End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously
reviewed and approved, the Project team will organize and initiate the training activities.
Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. City
users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be
contracted at the applicable rates for training.
Tyler will provide customized end user training guides. Guides will be provided in MS Word format and may
be modified by the City of Dubuque for changes in functionality or process post go -live. The specific
City of Dubuque, 1A
Tyler Technologies, Inc. Page / 44
processes that will be documented are outlined in the Deliverable Expectations Document in the appendix of
this SOW under deliverable ID DED-11.
Objectives:
• End users are trained on how to use the software prior to go -live.
■ City is prepared for on -going training and support of the application.
STAGE 4
End User Training
Tyler
Client
RACI MATRIX KEY:
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A
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Inputs
Training Plan
List of End Users and their Roles / Job Duties
Configured Tyler System
Outputs /
Deliverables
End User Training
End User Training Guides (DED-11)
Work package assumptions:
The City project team will work with Tyler to jointly develop a training curriculum that identifies the
size, makeup, and subject -area of each of the training classes.
Tyler will work with City as much as possible to provide end -user training in a manner that minimizes
the impact to the daily operations of City departments.
City will be responsible for training new users after go -live (exception —previously planned or regular
training offerings by Tyler).
City of Dubuque, IA
Tyler Technologies, Inc. Page / 45
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6.4.4 Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is
dependent upon Tyler's receipt of the stage acceptance.
Production Readiness stage deliverables:
■ Solution Validation Report. (DED-08)
■ Go -live plan and checklist (DED-10).
■ End user training.
Production Readiness stage acceptance criteria:
• All stage deliverables accepted based on criteria previously defined.
■ Go -Live planning session conducted.
6.5 Production
Following end user training the production system will be fully enabled and made ready for daily operational
use as of the scheduled date. Tyler and City will follow the comprehensive action plan laid out during Go -Live
Readiness to support go -live activities and minimize risk to the Project during go -live. Following go -live, Tyler
will work with City to verify that implementation work is concluded, post go -live activities are scheduled, and
the transition to Client Services is complete for long-term operations and maintenance of the Tyler software.
6.5.1 Go -Live
Following the action plan for Go -Live, defined in the Production Readiness stage, City and Tyler will complete
work assigned to prepare for Go -Live.
City provides final data extract and Reports from the Legacy System for data conversion and Tyler executes
final conversion iteration, if applicable. If defined in the action plan, City manually enters any data added to
the Legacy System after final data extract into the Tyler system.
Tyler staff collaborates with City during Go -Live activities. City transitions to Tyler software for day -to day
business processing.
Some training topics are better addressed following Go -Live when additional data is available in the system or
based on timing of applicable business processes and will be scheduled following Go -Live per the Project
Schedule.
Objectives:
■ Execute day to day processing in Tyler software.
■ Client data available in Production environment.
STAGE 5 Go -Live
Tyler Client
City of Dubuque, IA
Tyler Technologies, Inc. Page l 46
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into production
A
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environment, if
applicable
Proof final converted
C
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data, if applicable
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activities as defined in
C
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the Go -Live action plan
Provide Go -Live
A
R
C
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assistance
Inputs Comprehensive Action Plan for Go -Live
Final source data (if applicable)
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Data is available in production environment
Client confirms data is available in production
environment
Work package assumptions:
■ City will complete activities documented in the action plan for Go -Live as scheduled.
■ External stakeholders will be available to assist in supporting the interfaces associated with the Go -
Live live process.
■ The Client business processes required for Go -Live are fully documented and tested.
■ The City Project team and subject matter experts are the primary point of contact for the end users
when reporting issues during Go -Live.
■ The City Project Team and SME's provide business process context to the end users during Go -Live.
■ The Tyler Go -Live support team is available to consult with the City teams as necessary.
■ The Tyler Go -Live support team provides standard functionality responses, which may not be tailored
to the local business processes.
6.5.2 Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the
exception of agreed -upon post Go -Live activities. The Tyler project manager(s) schedules a formal transition
City of Dubuque, IA
Tyler Technologies, Inc. Page / 47
of City onto the Tyler Client Services team, who provides City with assistance following Go -Live, officially
transitioning City to operations and maintenance.
Objectives:
■ Ensure no critical issues remain for the project teams to resolve.
■ Confirm proper knowledge transfer to City teams for key processes and subject areas.
STAGE 5
Transition to Client Services
Tyler
Client
RACI MATRIX KEY:
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Services and review
issue reporting and
I
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A
I
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I
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resolution processes
Review long term
maintenance and
A
R
C
C
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continuous
improvement
Inputs I Open item/issues List
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document
Work package assumptions:
• No material project issues remain without assignment and plan.
6.5.3 Post Go -Live Activities
Some implementation activities are provided post -production due to the timing of business processes, the
requirement of actual production data to complete the activities, or the requirement of the system being
used in a live production state.
Objectives:
■ Schedule activities that are planned for after Go -Live.
■ Ensure issues have been resolved or are planned for resolution before phase or project close.
City of Dubuque, 1A
Tyler Technologies, Inc. Page / 48
STAGE 5
Post Go -Live Activities
Tyler
Client
RACI MATRIX KEY:
R = Responsible
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A
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Inputs I List of post Go -Live activities
outputs / Acceptance Criteria [only] for
Deliverables Deliverables
Updated issues log
Work package assumptions:
■ System is being used in a live production state.
6.5.4 Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
■ Advancement to the Close stage is not dependent upon Tyler's receipt of this Stage Acceptance.
■ Converted data is available in production environment.
Production Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Go -Live activities defined in the Go -Live action plan completed.
■ Client services support document is provided.
City of Dubuque, IA
Tyler Technologies, Inc. Page l 49
6.6 Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or
Project. City transitions to the next cycle of their relationship with Tyler (next Phase of implementation or
long-term relationship with Tyler Client Services).
6.6.1 Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for
the Phase. The Tyler Client Services team will assume ongoing support of City for systems implemented in the
Phase.
Objectives:
■ Agreement from Tyler and City teams that activities within this phase are complete.
STAGE 6
Phase Close Out
Tyler
Client
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I
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Deliverables
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meeting
A
R
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dependent Tyler project
A
R
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resources
Participants
Tyler
Client
Project Leadership
Project Manager
Project Manager
Project Sponsor(s)
Implementation Consultants
Functional Leads, Power Users,
Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services
Inputs Contract
Statement of Work
Project artifacts
City of Dubuque, IA
Tyler Technologies, Inc. Page / 50
Outputs /
Deliverables
Acceptance Cr
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Work package assumptions:
■ Tyler deliverables for the phase have been completed.
6.6.2 Project Closeout
Completion of this work package signifies final acceptance and formal closi
At this time City may choose to begin working with Client Services to look
Projects, building on the completed solution.
Objectives:
Confirm no critical issues remain for the project teams to resolve.
Determine proper knowledge transfer to City teams for key processes and subject areas has
occurred.
Verify all deliverables included in the Agreement are delivered.
STAGE 6
Project Close Out
Tyler
Client
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A
R
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C
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review
Deliver post project
report to City and Tyler
I
A
R
I
I
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leadership
Release Tyler project
A
R
I I
I
resources
Inputs Contract
Statement of Work
City of Dubuque, IA
Tyler Technologies, Inc. Page / 51
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Post Project Report (DED-12)
Client acceptance; Completed report indicating
all project Deliverables and milestones have
been completed
Work package assumptions:
■ All project implementation activities have been completed and approved.
■ No critical project issues remain that have not been documented and assigned.
• Final project budget has been reconciled and invoiced.
■ All Tyler deliverables have been completed.
6.6.3 Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Close Stage is not dependent upon Tyler's receipt of this Stage Acceptance.
Close Stage Deliverables:
■ Post Project Report.(DED-12)
Close Stage Acceptance Criteria:
■ Completed report indicating all Project deliverables and milestones have been completed.
7. General Assumptions
Tyler and City will use this SOW as a guide for managing the implementation of the Tyler Project as provided
and described in the Agreement. There are a number of assumptions which, when acknowledged and
adhered to, will support a successful implementation. Assumptions related to specific work packages are
documented throughout the SOW. Included here are general assumptions which should be considered
throughout the overall implementation process. A failure of any of these assumptions will not automatically
void or alter this SOW or the Agreement, but may require discussion and may have material impacts. The
parties agree to work in good faith to mitigate such impacts.
7.1 Project
■ Project activities will begin after the Agreement has been fully executed.
■ The City Project Team will complete their necessary assignments in a mutually agreed upon
timeframe in order to meet the scheduled go -live date, as outlined in the Project Schedule. All tasks
deadlines, and prerequisite activities will be listed on the project plan.
■ Sessions will be scheduled and conducted at a mutually agreeable time.
City of Dubuque, IA
Tyler Technologies, Inc. Page l 52
■ Additional services, software modules and modifications not described in the SOW or Agreement will
be considered a change to this Project and will require a Change Request Form as previously
referenced in the definition of the Change Control Process.
■ Tyler will provide a written agenda and notice of any prerequisites to the City project manager(s) ten
(10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on -site or
remote sessions, as applicable.
■ Tyler will provide guidance for configuration and processing options available within the Tyler
software. If multiple options are presented by Tyler, City is responsible for making decisions based on
the options available.
• Implementation of new software may require changes to existing processes, both business and
technical, requiring City to make process changes.
■ City is responsible for defining, documenting and implementing their policies that result from any
business process changes.
7.2 Organizational Change Management
Unless otherwise contracted by Tyler, the City is responsible for managing Organizational Change. Impacted
Client resources will need consistent coaching and reassurance from their leadership team to embrace and
accept the changes being imposed by the move to new software. An important part of change is ensuring that
impacted client resources understand the value of the change, and why they are being asked to change.
7.3 Resources and Scheduling
■ City resources will participate in scheduled activities as assigned in the Project Schedule.
■ The City team will complete prerequisites prior to applicable scheduled activities. Failure to do so
may affect the schedule.
■ Tyler and City will provide resources to support the efforts to complete the Project as scheduled and
within the constraints of the Project budget.
■ Abbreviated timelines and overlapped Phases require sufficient resources to complete all required
work as scheduled.
■ Changes to the Project Schedule, availability of resources or changes in Scope will be requested
through a Change Request. Impacts to the triple constraints (scope, budget and schedule) will be
assessed and documented as part of the change control process.
■ City will ensure assigned resources will follow the change control process and 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, change control
process buy -in, and knowledge.
■ City makes timely Project related decisions in order to achieve scheduled due dates on tasks and
prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis
and implementation session is dependent on the decisions made in prior sessions.
■ City will respond to information requests in a comprehensive and timely manner, in accordance with
the Project Schedule.
■ City will provide adequate meeting space or facilities, including appropriate system connectivity, to
the project teams including Tyler team members.
■ For on -site visits, Tyler will identify a travel schedule that balances the needs of the project and the
employee.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 53
7A Data
■ Data will be converted as provided and Tyler will not create data that does not exist.
■ City is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy data.
■ Tyler will work closely with City representatives to identify business rules before writing the
conversion. City must confirm that all known data mapping from source to target have been
identified and documented before Tyler writes the conversion.
• All in -scope source data is in data extract(s).
■ Each legacy system data file submitted for conversion includes all associated records in a single
approved file layout.
■ The client will provide the legacy system data extract in the same format for each iteration 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.
■ The City Project Team is responsible for reviewing the converted data and reporting issues during
each iteration, with assistance from Tyler.
■ Client is responsible for providing or entering test data (e.g., data for training, testing interfaces, etc.)
7.5 Facilities
■ City will provide dedicated space for Tyler staff to work with City resources for both on -site and
remote sessions. If Phases overlap, City will provide multiple training facilities to allow for
independent sessions scheduling without conflict.
■ City will provide staff with a location to practice what they have learned without distraction.
City of Dubuque, IA
Tyler Technologies, Inc. Page l 54
8. Glossary
,, rd or Term
ke M
Acceptance
Confirming that the output or deliverable is suitable and
conforms to the agreed upon criteria.
Accountable
The one who ultimately ensures a task or deliverable is
completed; the one who ensures the prerequisites of the task are
met and who delegates the work to those responsible. [Also see
RACI]
Application
A computer program designed to perform a group of coordinated
functions, tasks or activities for the benefit of the user.
Application Programming Interface (API)
A defined set of tools/methods to pass data to and received data
from Tyler software products
Agreement
This executed legal contract that defines the products and
services to be implemented or performed.
Business Process
The practices, policy, procedure, guidelines, or functionality that
the client uses to complete a specific job function.
Business Requirements Document
A specification document used to describe Client requirements
for contracted software modifications.
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 documented and agreed upon by participating parties.
Change Management
Guides how we prepare, equip and support individuals to
successfully adopt change in order to drive organizational success
& outcomes
Code Mapping [where applicable]
An activity that occurs during the data conversion process
whereby users equate data (field level) values from the old
system to the values available in the new system. These may be
one to one or many to one. Example: Old System [Field = eye
color] [values = BL, Blu, Blue] maps to New Tyler System [Field =
Eye Color] [value = Blue].
Consulted
Those whose opinions are sought, typically subject matter
experts, and with whom there is two-way communication. [Also
see RACI]
Control Point
This activity occurs at the end of each stage and serves as a
formal and intentional opportunity to review stage deliverables
and required acceptance criteria for the stage have been met.
Data Mapping [where applicable]
The activity determining and documenting where data from the
legacy system will be placed in the new system; this typically
involves prior data analysis to understand how the data is
currently used in the legacy system and how it will be used in the
new system.
Deliverable
A verifiable document or service produced as part of the Project,
as defined in the work packages.
Go -Live
The point in time when the Client is using the Tyler software to
conduct daily operations in Production.
Informed
Those who are kept up-to-date on progress, often only on
completion of the task or deliverable, and with whom there is
just one-way communication. [Also see RACI]
City of Dubuque, IA
Tyler Technologies, Inc.
Pagel 55
___7777
Infrastructure
Interface
Integration
Legacy System
I
(-
Modification
L___
On -site
Organizational Change
Output
Peripheral devices
Phase
I
Project
RAC(
i
Remote
Responsible
Scope
City of Dubuque, IA
Tyler Technologies, Inc.
The composite hardware, network resources and services
required for the existence, operation and management of the
Tyler software.
A connection to and potential exchange of data with an external
system or application. Interfaces may be one way, with data
leaving the Tyler system to another system or data entering Tyler
from another system, or they may be bi-directional with data
both leaving and entering Tyler and another system.
A standard exchange or sharing of common data within the Tyler
system or between Tyler applications
The software from which a client is converting.
Custom enhancement of Tyler's existing software to provide
features or functions to meet individual client requirements
documented within the scope of the Agreement.
Indicates the work location is at one or more of the client's
physical office or work environments.
The process of changing an organization's strategies, processes,
procedures, technologies, and culture, as well as the effect of
such changes on the organization.
A product, result or service generated by a process.
An auxiliary device that connects to and works with the computer
in some way. Some examples: scanner, digital camera, printer.
A portion of the Project in which specific set of related
applications are typically implemented. Phases each have an
independent start, Go -Live and closure dates but use the same
Implementation Plans as other Phases of the Project. Phases may
overlap or be sequential and may have different Tyler resources
assigned.
The delivery of the software and services per the agreement and
the Statement of Work. A Project may be broken down into
multiple Phases.
A matrix describing the level of participation by various roles in
completing tasks or Deliverables for a Project or process.
Individuals or groups are assigned one and only one of the
following roles for a given task: Responsible (R), Accountable (A),
Consulted (C), or Informed (1). _
Indicates the work location is at one or more of Tyler's physical
offices or work environments.
Those who ensure a task is completed, either by themselves or
delegating to another resource. [Also see RACI]
Products and services that are included in the Agreement.
I
Page / 56
Solution
The implementation of the contracted software product(s)
resulting in the connected system allowing users to meet Project
goals and gain anticipated efficiencies.
Stage
The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project.
Standard
Software functionality that is included in the base software (off -
the -shelf) package; is not customized or modified.
Statement of Work (SOW)
Document which will provide supporting detail to the Agreement
defining Project -specific activities, services and Deliverables.
System
The collective group of software and hardware that is used by the
organization to conduct business.
Test Scripts
The steps or sequence of steps that will be used to validate or
confirm a piece of functionality, configuration, enhancement, or
Use Case Scenario.
Training Plan
Document(s) that indicate how and when users of the system will
be trained relevant to their role in the implementation or use of
the system.
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.
Work Package
A group of related tasks within a project.
City of Dubuque, IA
Tyler Technologies, Inc. Page 157
Part 4: Appendices
9. Conversion
9.1 EnerGov Conversion Summary
9.1.1 Community Development
■ Permit Master basic information
■ Plan Master basic information
■ Plan & Permit Contacts
■ Unique (keyed) contacts converted to global contacts
■ Non -keyed contacts converted to a Memo Custom Field or standard note
■ Sub -permit Associations —Visible in Workflow and Attached Records
■ Reviews and Approvals
■ Projects
■ Permit Renewals
• Bonds and Escrow
■ Contractors
■ Initialized Workflows
■ Inspections and Inspection Cases
■ Meetings and Hearings
■ Activities and Actions
■ Conditions
■ Fees
■ Holds
■ Notes
■ Parcels and Addresses
■ Payments and Fee History
• Zones
• Code Case Master basic information
• Code Requests
■ Code Case Contacts and Properties
■ Unique (keyed) contacts converted to global contacts
■ Non -keyed contacts converted to a Memo Custom Field or standard note
■ Violations
■ Fees
■ Payments
■ Notes
• Fleet Information (Assets, Maintenance History)
9.1.2 Business Management
■ Business Entity (Only for Business Licensing)
■ License Master basic information
■ License Contacts
City of Dubuque, IA
Tyler Technologies, Inc. page / 58
■ Unique (keyed) contacts converted to global contacts
■ Non -keyed contacts converted to a Memo Custom Field or standard note
■ Reviews and Approvals — Converted to Activity
■ Fees
• Bonds and Escrow
■ Activities and Actions
■ Conditions
■ Notes
■ Holds
■ Initialized Workflows
■ Contractors
■ Business Types and NAICS Codes
• Payment and Fee History
■ Code Case Master basic information
■ Code Requests
■ Code Case Contacts and Properties
• Unique (keyed) contacts converted to global contacts
■ Non -keyed contacts converted to a Memo Custom Field or standard note
• Parcels and Addresses
■ Meetings and Hearings
■ Violations
■ Fees
■ Payments
■ Notes
9.2 Munis Conversion Summary
9.2.1 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
9.2.2 Accounting - Actuals
■ Summary account balances
■ Up to 3 years
9.2.3 Accounting - Budgets
■ Original budget, budget adjustments, revised budget summaries for accounts
■ Up to 3 years
9.2.4 Accounts Payable Master
■ Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers
■ Multiple remittance addresses
■ Year-to-date 1099 amounts
City of Dubuque, IA
Tyler Technologies, Inc. Page l 59
9.2.5 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
■ Up to 5 years
9.2.6 Accounts Payable - Invoices
■ Invoice header data containing general information for the invoice
■ Invoice detail data containing line -specific information for the invoice
■ Up to 5 years
9.2.7 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. A balance forward contract amount is
converted, if original amount is required there will be an additional charge and contracts, po's and
invoices must be converted together.
9.2.8 Capital 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)
9.2.9 General Billing CID
■ Customer information
9.2.10General Billing— Bills
■ 5 years of open and closed invoices
■ General Ledger information so open invoices can be processed in Munis
9.2.11General 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
9.2.12 Payrol I
■ 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
City of Dubuque, IA
Tyler Technologies, Inc. Page l 60
degree, advice -delivery (print/email/both) and check location, plus primary group, job, location, and
account information
9.2.13 Payroll —Accrual Balances
■ Employee Accrual Balances including Vacation, Holiday, and other Leave balances
■ Start of year balance, earned to date, used to date
9.2.14Payroll — 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
■ Up to 5 years
9.2.15 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.
9.2.16Payroll - Deductions
■ Employee Deductions - including employee ID, deduction codes, tax information, and direct deposit
information
9.2.17Payroll — 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.
9.2.18Project 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
9.2.19Project Grant Accounting - Actuals
■ Summary project ledger string balances. If linking to GL, must be converted at the same time.
■ Up to 3 years
9.2.20Purchase 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.
City of Dubuque, lA
Tyler Technologies, Inc. Page / 61
9.2.21Utility Billing
■ Account Master data including previous and current customer owner information- address info,
phone, fax, SSN number, FID number, account status, parcel number, location street, apartment, city,
state, zip, book number, read sequence, account start and end date, EFT bank information
9.2.22Utility Billing —Assessments
■ Assessments are improvement costs that are spread across to property owner
■ Utility Billing conversion option 4 (balance forward AR) must also be purchased in order to convert
assessments
9.2.23Utility Billing —Balance Forward AR
■ Account balance forward information converted as total amount due. If the client's business practices
require current due and past due bills this can be broken into three balance forward bills(current
balance due and up to two past due balance bills).These can be converted to one balance forward
charge code or separate balance forward charge codes, and converted to the account/customer, if
the client's legacy data contains this information.
• If late penalties will be applied in Munis after the conversion, balance forward amounts must be
converted by charge code
9.2.24Utility Billing —Consumption History
■ History of meter readings, usage, read dates, usage days, bill amounts, bill dates, read codes
■ Up to 5 years
9.2.25UtiIity Billing— Work Orders
■ Work Orders data associated with accounts, including meter repairs, checks for leaky meter, reread a
meter due to high reading
9.2.26Utility Billing —Services
■ Current service codes, service status, type, factor, condo units, bill cycle codes, , current deposits
held on account including unpaid deposit amounts, winter usage, current meter(s) associated with
service, meter readings( current and previous), meter usage (current and previous) and sales tax
information.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 62
10. Additional Appendices
10.1 EnerGov Definitions
10.1.1"Template Business Transactions"
A pre -defined and pre -configured EnerGov business process from EnerGov's "Best Management
Template".
The following modifications to Template Business Transactions are considered within scope:
o Any changes to required inspections within the workflow
o Any changes to the required plan reviews within the workflow
o Adding up to 2 additional actions to the workflow
o Configuration of fees, allowing creation of up to 3 new fees to accommodate
o Any changes to custom field layouts that are directly related to fees or included reports
Customization/Configuration of any of these parameters beyond the scope listed above will require
the respective business process to be considered a "Unique Business Transaction", as described
below.
Note: All transaction counts are quantified in the comments of the Investment Summary.
10.1.2"Unique Business Transactions"
Unique configuration of workflow or business process steps & actions, including output actions
Unique Fee configuration
Unique Custom field configuration
10.1.3 "Geo-Rules"
■ An automation event that references GIS data. Current geo-rule action types are:
Alert
Displays a pop-up with a custom message to the user, notifying them of certain spatial data (i.e. noise
abatement zones; flood zones; etc.).
Block
Places a block on the case and prevents any progress or updates from occurring on the record (i.e. no
status changes can be completed, no fees can be paid, the workflow cannot be managed, etc.)
Block with
Places a block on the case and prevents any progress or updates from occurring on the record (i.e. no
Override
status changes can be completed, no fees can be paid, the workflow cannot be managed, etc.) However,
the block can be overridden by end -users who have been given the proper securities.
Fee Date
Populates the CPI vesting date on the record if vesting maps are used by the jurisdiction.
Field Mapping
A custom field or any field inherent in the EnerGov application can automatically populate with
information based on spatial data.
Required Action
A workflow action can automatically populate in the workflow details for the particular record (i.e. plan,
permit, code case, etc.) that requires the action based on certain spatial data related to the case.
Required Step
A workflow step can automatically populate in the workflow details for the particular record (i.e. plan,
permit, code case, etc.) that requires the step based on certain spatial data related to the case.
Zone Mapping
The zone(s) automatically populate on the "Zones' tab of the record (i.e. plan, permit, code case, etc.).
City of Dubuque, lA
Tyler Technologies, Inc. Page / 63
10.1.4"Intelligent Objects (10)"
■ Key components for automatically and reactively triggering geo-rules, computing fees, and generating
emails, alerts and other notifications.
10.1.5"Intelligent Automation Agents (IAA)"
■ A tool designed to automate task in a proactive manner by setting values and generating emails and
other tasks. On a nightly basis, a Windows service sweeps the EnerGov system looking for IAA tasks
that need to be run, then the associated actions are performed. The IAA does not generate alerts or
errors. Custom SQL queries are not Tyler deliverables.
10.1.E"EnerGov SDK/API (Toolkits)"
■ API's developed by Tyler Technologies for extending the EnerGov Framework and functionality to
external agencies and systems. Full documentation is available for each toolkit upon request.
Note: The EnerGov toolkits and related documentation are simply tools that allow clients to create
applications and integrations. The purchase of a toolkit/API does not imply any development related services
from Tyler Technologies. The client is responsible for working with their IT staff and VAR's to develop any
necessary applications and integrations except as otherwise noted in the Investment Summary or for any "in -
scope" integrations.
10.2 Intentionally left blank.
11. Project Timeline
11.1 ERP Project Timeline
The Project Timeline establishes a target start and end date for each Phase of the Project. The timeline needs
to account for resource availability, business goals, size and complexity of the Project, and task duration
requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to
the Project Stages section of this SOW for information on work packages associated with each stage of the
implementation.
The following dates may be revised based on the date the Agreement is signed and further refined during the
course of the project. Tyler requires up to forty-five (45) days to move from Agreement signing to the Initiate
& Plan Stage.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 64
PROJECT TIMELINE
2021 2022 2023
Jar Feb Mar Apr May Jun JJ Aug Sep Oct Nw Oee Jar Feb Ma Apr May Jun Jul Aup Sep Oct Nm Dec Jar Feb Mar Apr May
Financials
Human CapAal Management
N
Utility Billing
o
o EnerGov
Enterprise Asset Maint.
EFecuTime Adv Sched
Budgeting
Functional
Area(s)
modulesPhase
D.
Date
1
Core Financials
• Accounting/GL
April 2021
April 1, 2022
• Accounts Payable
• Bid Management
or as defined
(July 2022)
• Capital Assets
in the Project
• Cash Management
Plan and
defined
• Contract Management
mutually
n e Project
in the
• Employee Ex p
agreed upon;
Plan and
Reimbursement
Phase 1 starts
mutually
• Project & Grant Accounting
30-45 days
agreed upon
• Purchasing
after contract
• Accounts Receivable
• General Billing
is fully
• Tyler Cashiering
executed
• CAFR Statement Builder
• eProcurement
• Citizen Self Service
• BMI Asset Track Interface
• BMI CollectlT Interface
System Wide
• Munis Analytics & Reporting
• Tyler Content Manager
• Tyler Content Manager Auto
Indexing and Redaction SE
• Tyler ReadyForms Processing
City of Dubuque, IA
Tyler Technologies, Inc. Page l 65
2
Human Capital
• ExecuTime Time &
October 2021
October 2022
Management
Attendance (including Mobile
Access)
or as defined
(January
• Human Resources & Talent
in the Project
2023)
Management
Plan and
• Payroll w/ ESS
mutually
or as defined
• Recruiting
agreed upon
in the Project
• Risk Management
Plan and
mutually
agreed upon
3
Utility Billing
• Utility Billing CIS
January 2022
January 2023
• Utility Billing Interface
• Central Property File
or as defined
or as defined
• Tyler Notify
in the Project
in the Project
• Tyler GIS
Plan and
Plan and
• Tyler Payments Enterprise
mutually
mutually
• Incident Management/311
agreed upon
agreed upon
• 3`d Party Citizen Portal API
Connector for Munis
• WaterMeter Interface (mod)
4
EnerGov
• Energov Advanced
February 2022
February
Automation Bundle
2023
• EnerGov Business Mgmt Suite
or as defined
• EnerGov Citizen Self Service —
in the Project
or as defined
Business Management
Plan and
in the Project
• EnerGov Citizen Self Service —
mutually
Plan and
Community Development
agreed upon
mutually
• EnerGov Community
agreed upon
Development API Toolkit
• EnerGov Community
Development Suite
• EnerGov Core Foundation
Bundle
• EnerGov e-Reviews
• EnerGov iG Workforce Apps
• EnerGov Report Toolkit
• EnerGov View Only License
• MyCivic Bundle
• EnerGov Decision Engine
5
Enterprise Asset
• Asset Maintenance
July 2022
March 2023
Maintenance
• Inventory
• Standard Fuel Interface
or as defined
or as defined
in the Project
in the Project
Plan and
Plan and
City of Dubuque, IA
Tyler Technologies, Inc. Page l 66
mutually
agreed upon
mutually
agreed upon
6
Executime
• Executime Advanced
October 2022
January 2023
Advanced
Scheduling (including Mobile
(Post
Scheduling
Access)
or as defined
or as defined
HCM
in the Project
in the Project
Phase)
Plan and
Plan and
mutually
mutually
agreed upon
agreed upon
7
Budgeting
• Budgeting
May 2022
July 1, 2022
or as defined
or as defined
in the Project
in the Project
Plan and
Plan and
mutually
mutually
agreed upon;
agreed upon
Phase 1 starts
30-45 days
after contract
is fully
executed
11.2
Intentionally left blank.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 67
11.3 MyCivic Timeline
tyler Implementation Schedule: MyCivic Implementation
ID
Task Name
M-1 Ml I MZ M3 I M4 MS I M6 I M7 I MS I M9 I M10 I M11 M12 M13 M14 M15 M16
MyCivic
rJ.,
n!
n
Stage 1: Initiate and Plan (All applications)
Stage 2: Assess & Define
Stage 3: Prepare Solution
Stage 4: Production Readiness
Stage 5: Production
CloseProj
�Slag.e6:
Complete
This timeline is an example. Please use it as a general guide ONLY. Its purpose is to demonstrate the order in which various products are typically
implemented and the potential overlap of stages for each phase. The exact timing of each deliverable depends on many factors including, but not limited
to, the client's ability to commit resources to the project, client blackout dates, and the alignment of client business practices with Tyler implementation
methodology. Tyler makes no guarantees that implementation schedules will align with this example.
11.4 Deliverable Explanation Document
Deliverable Number: DED-01
Deliverable Name: Project Management Plan (x.1.2) Phase: 1, 2, 3, 4, 5
Objective: To provide procedures for project management and managing changes to the project scope,
schedule or budget.
Scope: Customized management plans to reflect Client's specific project approach. Management plans
will document specific project management processes that are agreed upon between Client and Tyler
Project Manager. As part of project planning, the Tyler Project Manager will review the SOW and
contract with Client. The management plan will include all information and procedures for all phases
of the project.
Format: Microsoft Word
City of Dubuque, IA
Tyler Technologies, Inc. Page / 68
Outline:
Scope Management Plan
• Scope Management Approach
• Scope Roles and Responsibilities
• Scope Verification
• Scope Control
• Scope Change
Communication Management Plan
• Purpose
• Communications Planning
• Information Distribution
• Roles and Responsibilities
• Communication Plan Matrix
Resource Management Plan
• Purpose
• Physical Resource Requirements
• Facility Resource Matrix
• Human Resources Requirements Matrix
Quality Management Plan
• Purpose
• Quality Approach
• Quality Planning
• Identify Quality Metrics
• Establish Quality Control Checklist
o Issue Resolution
• Quality Assurance
• Quality Control
Risk Management Plan
• Purpose
• Risk Assessment Procedures
• Risk Management Procedures
• Risk Measuring and Control Procedures
• Risk Register
• Risk Assessment
• SWOT Analysis
• Risk Evaluation
City of Dubuque, IA
Tyler Technologies, Inc. Page l 69
Deliverable Number: 1 1 1
• Probability and Impact Matrix
• Risk Management Planning
• Risk Measuring and Control
Client Role:
• Attend project planning sessions scheduled by Tyler
• All project team members will participate in the development of these plans.
Tyler Role:
• Tyler will lead development of the plans and will have responsibility for documenting all
decisions as part of the deliverable.
Acceptance Criteria:
• Client project team has read, understands, and agrees with the procedures and schedules
within the Implementation Management Plan
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
Deliverable Number: 1 1 1
Deliverable Name: Project Operational Plan (x.1.2) Phase: 1, 2, 3, 4,
5
Objective: To introduce and familiarize the client with the tools that will be used throughout the
implementation during project planning. To make the tools available for client review and
maintenance as applicable throughout the project.
Scope: Includes Training Plan, Data Conversion Plan, Solution Validation Plan, Go -live Plan
Format: MS Word
Outline:
• Training Plan
o Overview
o Training descriptions
o Classroom setup and resources
o Prerequisites
City of Dubuque, IA
Tyler Technologies, Inc. Page / 70
o Accompanying documents
• Data Conversion Plan
o Overview
o Logistics
o Prerequisites
o Process
o Accompanying documents
o Module/Phase specific conversion schedule and proofing instructions
• Solution Validation Plan
o Overview
o What to expect
o Acceptability
o Common misconceptions
o Identifying Power Users for testing
o Responsibilities
o Testing steps
o Accompanying documents
• Go -Live Plan
o Overview
o Benefits
o Prerequisites to cutover commencement
o Go -Live checklist
o Accompanying documents
• Appendix: Other accompanying documents
o Stage sign -off forms
o Change request form
o Analysis questionnaires
o Project phase reconciliation report
Client Role:
• Review the plans and accompanying documents
• Gain an understanding of how each plan is used and at what time in the project
• Distribute plans, as applicable, to project team members
Tyler Role:
Provide the Project Operational Plan and accompanying documents
• Review each plan and document with the client project team; discuss how each will be used
during the implementation, when it will be used, and who is responsible for each.
Acceptance Criteria:
• Delivery of document
City of Dubuque, IA
Tyler Technologies, Inc. Page / 71
Number:Deliverable 1
Deliverable Name: Initial Project Schedule / Project Plan (1.2) Phase: 1, 2, 3, 4,
5
Objective: Task list with owners and due dates for successful completion of the project phase.
Schedules are developed at the start of each phase.
Scope: Includes all tasks and scheduled activities, along with owners, due dates and dependencies.
Format: Developed in MS Project, then uploaded and maintained as the master project plan on the
Client Project SharePoint site.
Outline: The project plan will follow the Tyler Implementation WBS and contain all WBS tasks, tasks
necessary for completion of WBS tasks, deliverables, milestones, review/acceptance periods, and other
key project events.
The Project Plan will contain:
• Project's activities and tasks
• Dates of project activities and tasks
• Specific resources assigned to project tasks
• Detailed Project schedule / Work Breakdown Structure (WBS) featuring phases, deliverables,
and work packages
• Milestones and Deliverables
• Client Review Periods for Milestones and Deliverables
• Project Acceptance of Implementation Control Points
Client Role:
• Review project plan
• Contribute information necessary to complete and maintain project plan
• Adhere to due dates as defined in the project plan
• Inform the Project Managers of barriers to meeting the defined due dates
Tyler Role:
• Provide initial on -site and remote session schedule to client for approval
• Create project plan
• Post project plan to Project SharePoint site
• Maintain and update the project plan throughout the project
Acceptance Criteria:
• The client signs off on the project plan and schedule
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
City of Dubuque, IA
Tyler Technologies, Inc. page / 72
• The deliverable is free of formatting and spelling errors.
Deliverable Number: 04
Deliverable Name: System Design Document (2.2) Phase: 1, 2, 3, 4,
5
Objective: To document the decisions and processes resulting from analysis and identify how Client
will use the Tyler system.
Scope: Spreadsheet questionnaire outlining processing, workflow and setup decisions
Format: MS Excel
Outline:
Current Needs:
• Identification of current process
• Analysis of interfaces
Client Decision Making:
• Process Decisions
• Setup Decisions
• Workflow Decisions utilizing Workflow Matrix
• Interface plan
• Follow Up Items
Detailed Munis set-up considerations
• Set up details
• Modifications (if applicable)
• Imports/Export
• Workflow
Interface Plan
• Overview of Interface options
• Interface requirements and documentation
• Interface detailed requirements
• Interface test criteria
• Interface operational procedures
City of Dubuque, IA
Tyler Technologies, Inc. Page / 73
Deliverable04
Client Role:
• Participate in all meetings and make decisions
• Review the documents provided by the Tyler project team
• Identify any discrepancies
• Ask for clarification from the Tyler team, if necessary
Tyler Role:
• Complete System Design Documents
• Complete deliverable containing all information described in this DED.
• Participate in meetings as required to gather information necessary to complete deliverable.
• Post completed documents to SharePoint.
• Update deliverable based on feedback from the client within acceptance period
Acceptance Criteria:
• Design Document will include processes and configurations necessary to accommodate final
functional requirements
• All configurations for software documented in Design Document.
• The deliverable contains all the components specified in the Outline of this DED
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
Deliverable Number: DED-05
Deliverable Name: Requirements Traceability Matrix (x.2.2) Phase: 1, 2, 3, 4,
5
Objective: Provide listing of all system requirements outlined in the RFP formatted for updates to
indicate owner, verification date, status, and next steps if applicable.
Scope: System requirements outlined in the RFP and proposal.
Format: SharePoint list; MS Excel
Outline:
• Includes applicable RFP Checklist Requirements.
Client Role:
City of Dubuque, IA
Tyler Technologies, Inc. page / 74
• The Client reviews and verifies requirements.
Tyler Role:
• Tyler ensures all requirements are trained and verified.
• Tyler updates testing statuses into the matrix.
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
Deliverable Number: 0.
Deliverable Name: Data Conversion Plan (x.2.3) Phase: 1, 2, 3, 4,
5
Objective: Provide Client with information necessary to understand and implement the conversion
process.
Scope: All conversion options included in the Investment summary.
Format: MS Word
Outline:
• Logistics
• Conversion contacts
• Prerequisites
• Data mapping
• Data extract
• Verifying converted data
• Reporting discrepancies
• Conversion plan and schedule (for this phase)
• Accompanying documents
o Conversion descriptions
o Conversion schemas
o Conversion sign -off forms
Client Role:
• Client reads conversion plan
City of Dubuque, IA
Tyler Technologies, Inc. Page l 75
Deliverable •• 1 1•
• Client participates in planning the conversion schedule
• Client follows the plan and proofing instructions throughout the project
Tyler Role:
• Tyler works with the Client to plan the conversion schedule
• Tyler delivers the plan; posts on the Project Portal
• Tyler reviews the plan with the client
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The deliverable is free of formatting and spelling errors.
Deliverable Number: 1 1 1
Deliverable Name: Installation Checklist/System Document (3.1) Phase: 1
Objective: Provide Client with listing of all products, installation paths and accounts installed within the
Client infrastructure.
Scope: All Tyler products and associated Client hardware and software
Format: MS Word
Outline:
• Application and Database Server details
• Network names and domain(s)
• Installation paths, IPs and user accounts
• Application and software user accounts details
• Application and web service URLs
• Tyler License Keys
• Recommended on -going IT tasks
Client Role:
• Client reviews document and stores it in a secure location
Tyler Role:
• Tyler deployment engineer provides document to client
Acceptance Criteria:
City of Dubuque, IA
Tyler Technologies, Inc. Page / 76
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The deliverable is free of formatting and spelling errors.
Deliverable Number: 0•
Deliverable Name: Solution Validation Test Plan (3.3) Phase: 1, 2, 3, 4,
5
Objective: Provide testing steps to guide users through testing business processes in Tyler software.
Scope: Testing steps for Standard business processes.
Format: MS Word; MS Excel
Outline:
• Detailed test scripts by business process for each major functional area/module in scope for
the project.
Client Role:
• Review the System Design Validation plan
• Provide feedback for additional processes to be tested
• The Client performs Solution Validation Testing to verify software readiness for day-to-day
business processing.
Tyler Role:
• Develop User Acceptance Test Plan
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
Deliverable Name: Solution Validation Report (4.1) I Phase: 1, 2, 3, 4,
City of Dubuque, IA
Tyler Technologies, Inc. Poge 177
Deliverable Number: 1 1•
Objective: Provide a high-level overview of the progress of the Solution Validation Test.
Scope: Shows number of test cases by module in table and graph view.
Format: Excel; tab in Solution Validation Checklist workbook
Outline:
• By Module
• Number of cases not yet tested
• Number of cases where testing is in progress
• Number of cases passed
• Number of cases failed
• Total number of cases
Client Role:
• Review the report regularly throughout the Solution Validation Testing period.
• Provide updates to Tyler Project Manager, as needed
Tyler Role:
• Work with Client Project Team to ensure that failed test items are prioritized and resolved in a
timely manner
Acceptance Criteria:
• N/A
Deliverable Number: 1 1 1
Deliverable Name: Go -Live Plan and Checklist (4.2) Phase: 1, 2, 3, 4,
5
Objective: Identify all tasks that will need to be completed for Go -live. Checklist will provide cutover
timelines to cease processing in the legacy system, timeline for final conversions, contingency
processing plans and instructions for decentralized departments.
Scope: Implementation will provide the client with a checklist of items needed to be completed for Go -
Live
Format: MS Word; MS Project
City of Dubuque, IA
Tyler Technologies, Inc. page / 78
Outline:
Sample activities from a Payroll Go -Live Checklist:
o Validate process of starting a payroll, switch T & A users
o Review Dept. Time & Attendance process, proof reports
o Verify GL Distribution Posting correctly- Finance Dept. approval
o Verify appropriate permission levels on General, Time & Attendance and Payroll Run
Processing for all users
Checklist columns:
o Item ID
o Activity
o Owner
o Date Verified
o Client Approval (initials)
o Notes/Comments
Client Role:
• Review and complete the list of items required for go -live.
Tyler Role:
• Provide client with a list of items required for completion for the go -live, by phase.
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
Deliverable Name: Custom End User Training Guides (4.3) 1 Phase: 1, 2
Objective: Provide custom training guides on major functions for end user training
Scope: Customized training guides for major functions current version that client will implement.
These guides are intended for end user training and do not encompass all processes and configuration
of the Munis system. The following processes/programs will be documented in the training guides:
City of Dubuque, IA
Tyler Technologies, Inc. Page 179
City of Dubuque, IA
Tyler Technologies, Inc. Page / 80
I Personnel Actions document does not include details for every different kind of personnel action type, but does include
instructions for selecting the type and generic steps for completion.
City of Dubuque, IA
Tyler Technologies, Inc. Page 181
Deliverable Number: DED-11
Outline:
• Overview of Function
• Detailed description of how to complete tasks in Munis
• Custom Training guides on major processes for end user training
• Identification of options, fields, and functions built into the Tyler software.
Client Role:
• Review Custom Training Guides
• Distribute Custom Training Guides to end users
Tyler Role:
• Provide Custom Training guides for end -user training in SharePoint Folder.
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The custom training guides will be updated to reflect current features and functions in the
software version that Client is implementing.
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
Deliverable Number: DED-12
Deliverable Name: Post Project Report (6.2) Phase: 1, 2, 3, 4,
5
Objective: Provide comparison of contract Scope and project budget.
Scope: Contract Scope versus actual, analysis of services provided and remaining budget, identify any
necessary Change Requests or project activity.
Format: MS Word and/or Excel
Outline:
o Detailed report for outlining contracted services and delivered services for the phase.
City of Dubuque, IA
Tyler Technologies, Inc. page / 82
Deliverable Number: DED-12
Client Role:
• Review and accept report
Tyler Role:
• Develop and deliver report
Acceptance Criteria:
• Acceptance of services and budget analysis and plan for changes, if needed.
Deliverable Number: DED-13
Deliverable Name: Project Status Reports (throughout project) Phase: All
Objective: To provide project team members with a current snapshot of the project and advise of
upcoming activities.
Scope: Status report provided at least 18 hours before each scheduled status meeting for project
team review and gathering updates in advance of the meeting. Updated status report with meeting
notes and task updates provided within 18 hours of completion of the status meeting.
Format: PDF
Outline:
• Project Overview (% complete by stage graph)
• Agenda Items
• Recently Completed task list
• Calendar events starting soon
• Tasks starting soon
• Tasks in progress
• Tasks past due
• Conversion tasks past due
• Open items (Issues and Actions)
• Risk Register
• Budget Reconciliation
• Notes
Client Role:
City of Dubuque, IA
Tyler Technologies, Inc. Page / 83
DeliverableNumber:
• Review the plans and accompanying documents
• Gain an understanding of how each plan is used and at what time in the project
• Distribute plans, as applicable, to project team members
Tyler Role:
• Provide a status report before and after each status meeting
• Record tasks assigned, key decisions and unresolved items in appropriate PM tool (issues and
actions, project plan)
Acceptance Criteria:
• Delivery of document
Deliverable Number: DED-14
Deliverable Name: Site Reports (throughout project) Phase: All
Objective: To provide project managers and team members with an update of what was covered
during a scheduled implementation session.
Scope: Site report to be uploaded to Project Portal within 3 business days of completion of the
scheduled session. Consecutive days may be combined on one site report.
Format: PDF
Outline:
• Date, start and end times
• Modules covered
• Attendees
• Tasks assigned
• Daily summary
• Key decisions made
• Unresolved items
Client Role:
• Review the site reports upon delivery
• Notify Tyler Project Manager of discrepancies or inaccuracies
City of Dubuque, IA
Tyler Technologies, Inc. Page / 84
Tyler Role:
Provide a site report after each scheduled session (or consecutive sessions)
Record tasks assigned, key decisions and unresolved items in appropriate PM tool (issues and
actions, project plan)
Acceptance Criteria:
• Delivery of document
City of Dubuque, IA
Tyler Technologies, Inc. Page / 85
---
Deliverable Number: DED-15
Deliverable Name: Program Modification / Interface Design Specifications (if Phase: 3
contracted)
Purpose: Review and understand Client requirements for the customizations and interfaces.
Specification will contain a description and details of the intended program modifications and custom
interfaces to be delivered to address the contract item —this document identifies exactly where and
how the application programs will be changed.
Scope: Any Program Modifications and Interfaces in scope or added to the scope via an approved
Scope Change.
Lasting Impact: Used to test and review expectations about how modifications should
function. Ensure accurate expectations between Development team and Client.
outline:
Word document provided by Development that will describe the proposed functionality desired by
Client.
Notes / Expectations: There will be multiple iterations of these specs while both Development and the
City determine the scope of the modification. The final version that is signed off will be considered the
deliverable.
Client Role:
• Client provides business practices and/or mandates that drive the need for the
modification.
• Client reviews the design specification with Development and Implementation.
• Client signs off on final design specification.
Tyler Role:
• Development obtains clients business practices and/or mandates that drive the need
for the modification.
• Development may suggest existing functionality to achieve the desired
results. Implementation will provide relevant details for the client's suggested future business
practices.
• Development creates the design specification for the modification.
• Development and Implementation review the design specification with the client.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 86
• Development updates the design specification with any requested changes, if
applicable.
• Implementation PM makes adjustments to the modification task dates in the project
plan, as necessary.
• Development obtains client sign -off on the design specifications.
• Modify specifications if required after development of modification.
City of Dubuque, IA
Tyler Technologies, Inc. Page 187
12. Interfaces
PurposeSystem
Data Needs
Tyler Response..
Workiva
Produce
Outbound from Munis
Need information
Tyler's Co�prehensive Annual
Comprehensive Annual
pulled from Munis to
Financial eport builder and
Financial Report and
be able to publish
Budget information can be
budget documents
Comprehensive Annual
exported for document
Financial Report and
development.
budget documents
Cartegraph/Invision
Asset tracking and
Inbound from
Need to be able to
Replace
'ith Tyler EAM and
management
Cartegraph
identify capital assets
Capital Assets
functionality.
that are stored/tracked
in Cartegraph and get
Manual Fi
a Import assuming
them into Munis. We
standard
He format.
would like this to be a
on -demand item that
we can run whenever
needed so we can
move assets over
gradually as the time
progressesy
ESRI
Geographic
Mostly Inbound from
Need current GIS data
Tyler GIS
Information System
ESRI but Bi-directional
in Munis and Energov
between ESRI and
to be able to analyze
Munis and EnerGov
data, produce maps,
where available
etc. It would be nice to
populate GIS with
Munis and EnerGov
data when available
Gas Boy
Fuel usage tracking
Inbound to
Need to be able to
Fuel Usage Import allows for
Munis/Energov
import any relevant
custom import template
information from Gas
definitions.
Boy into Munis that is
City of Dubuque, IA
Tyler Technologies, Inc. Page l 1
needed by the EAM
system
Beacon
Parcel information
Inbound to
Need to ensure that as
EnerGov is
an ArcGIS-centric
tracking system used
Munis/EnerGov
the County
application
which consumesa
by Dubuque County
changes/adds parcels
municipal
ties mapping service.
in the City of Dubuque,
the GIS information in
Munis and EnerGov is
also updated
Balancing Act
Online citizen budget
Outbound from Munis
Need financial
File Expor
assuming standard file
simulation
information (budget
format.
and actuals) exported
from Munis to
Balancing Act
Socrata
Online citizen
Outbound from Munis
Need financial
File Expo
s / Standard reporting
transparency tool
information (budget
tools in Munis
(Open Budget, Open
and actuals) exported
Expense)
from Munis to Socrata
AIMS/EDC
Parking management
Inbound from
Import financial
File Import
for payments using
software
AIMS/EDC
information (AR and
standard file
format.
deposits) to Munis
WasteWorks
Solid waste
Inbound from
Import financial
File Import for Invoices assuming
management and
WasteWorks
information (AR and
standard file format.
landfill billing software
deposits) to Munis
Total Administrative
Employee Flexible
Outbound from Munis
Need export from
File Export assuming standard file
Services Corporation
Spending Account
Munis to inform TASC
format.
(TASC)
(FSA) administration
how much was taken
out of each employee's
pay check every pay
period
Neptune 360
Water meter reading
Bi-directional
Need customer and
File Import/Export assuming
software
meter information
standard file format.
from Munis imported
into Neptune 360 and
need meter read/water
City of Dubuque, IA
Tyler Technologies, Inc. Page / 2
usage data from
Neptune 360 brought
into Munis to facilitate
billing
Water Smart
Customer portal to
Outbound from Munis
Need to send customer
Replace With
Utility Billing -CIS /
view water usage data,
data from Munis to
Citizen Se�f
Service
set up leak alerts, etc.
WaterSmart
Golf Now
POS and reservation
Inbound to Munis
Import financial
File Import
for Payments
system for golf courses
information (AR and
assuming
standard file format.
deposits) to Munis
Active Net
Parks and Recreation
Inbound to Munis
Import financial
File Import
for Payments
management software
information (AR and
assuming
tandard file format.
deposits) to Munis
PayPal
Payment processing
Inbound to Munis
Import financial
File Import
for Payments
information (AR and
assuming
tandard file format.
deposits) to Munis
Blue Fin
Payment processing
Inbound to Munis
Import financial
File Import
for Payments
information (AR and
assuming
tandard file format.
deposits) to Munis
World Pay
Payment processing
Inbound to Munis
Import financial
File Import
for Payments
information (AR and
assuming
tandard file format.
deposits) to Munis
City of Dubuque, IA
Tyler Technologies, Inc. Page / 3
ty
ler
technologies
Exhibit F
Tyler's Responses to Functional Requirements
[INCORPORATED BY REFERENCE]
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
Exhibit G
Insurance Schedule
Tyler shall furnish a signed certificate of insurance to the City of Dubuque, Iowa for the coverage
required in this Exhibit prior to commencing work and at the end of the project if the term of work
is longer than 60 days. Contractors presenting annual certificates shall present a certificate at the
end of each project with the final billing. Each certificate shall be prepared on the most current
ACORD form approved by the Iowa Department of Insurance or an equivalent approved by the
Director of Finance and Budget. Each certificate shall include a statement under Description of
Operations as to why the certificate was issued.
2. All policies of insurance required hereunder shall be with an insurer authorized to do business in
Iowa and all insurers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each certificate shall be furnished to the Finance Department of the City of Dubuque.
4. Failure to provide coverage required by this Insurance Schedule shall not be deemed a waiver of
these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance
shall be considered a material breach of this agreement.
5. Contractors shall require all subconsultants and sub-subconsultants to obtain and maintain during
the performance of work insurance for the coverages described in this Insurance Schedule and
shall obtain certificates of insurances from all such subconsultants and sub-subconsultants.
Contractors agree that they shall be liable for the failure of a subconsultant and sub-
subconsultant to obtain and maintain such coverages. The City may request a copy of such
certificates from the Contractor.
6. All required endorsements shall be attached to certificate of insurance.
7. Whenever a specific ISO form is listed, required the current edition of the form must be used, or
an equivalent form may be substituted if approved by the Director of Finance and Budget and
subject to the contractor identifying and listing in writing all deviations and exclusions from the
ISO form.
8. Contractors shall be required to carry the minimum coverage/limits, or greater if required by law
or other legal agreement, in Exhibit G. If the contractor's limits of liability are higher than the
required minimum limits then the provider's limits shall be this agreement's required limits.
9. Contractor shall be responsible for deductibles and self -insured retention for payment of all policy
premiums and other cost associated with the insurance policies required below.
10. All certificates of insurance must include agents name, phone number, and email address.
11. In the event of a coverage dispute as determined by Client, Tyler agrees to provide complete,
certified copies of all required insurance policies, including endorsements, required by this
Schedule, to City.
12. The City of Dubuque reserves the right to modify these requirements, including limits, based on
changes in the risk or other special circumstances during the term of the agreement, subject to
mutual agreement of the parties.
tyler
Exhibit G (continued)
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products -Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $50,000
Medical Payments $5,000
1) Coverage shall be written on an occurrence, not claims made, form. The general
liability coverage shall be written in accord with ISO form CG 00 01 or business
owners form BP 00 02. All deviations from the standard ISO commercial general
liability form CG 00 01, or business owners form BP 00 02, shall be clearly
identified.
2) Include endorsement indicating that coverage is primary and non-contributory.
3) Include Preservation of Governmental Immunities Endorsement.
Add the below as an additional insured under the Policy. The City of Dubuque,
including all its elected and appointed officials, all its employees and volunteers,
all its boards, commissions and/or authorities and their board members,
employees and volunteers but only to the extent under
the policy that any claims are not subject to a governmental immunity defense
under Iowa Code § 670.4.
4) Policy shall include Waiver of Right to Recover from Others endorsement.
B) AUTOMOBILE LIABILITY
Combined Single Limit $1,000,000
Coverage shall include all owned, non -owned, and hired vehicles. If the Contractor's
business does not own any vehicles, coverage is required on non -owned and hired
vehicles.
1) Policy shall include Waiver of Right to Recover from Others endorsement.
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85.
Coverage A Statutory —State of Iowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee -Disease $100,000
Policy Limit -Disease $500,000
Coverage B limits shall be greater if required by the umbrella/excess insurer.
tyler
e
OR
Exhibit G (continued)
If, by Iowa Code Section 85.1A, the Contractor is not required to purchase Workers'
Compensation Insurance, the Contractor shall have a copy of the State's Nonelection of
Workers' Compensation or Employers' Liability Coverage form on file with the Iowa
Workers' Compensation Insurance Commissioner, as required by Iowa Code Section
87.22. Completed form must be attached.
D) UMBRELLA/EXCESS LIABILITY $1,000,000
The General Liability, Automobile Liability and Workers Compensation Insurance
requirements may be satisfied with a combination of primary and Umbrella or Excess
Liability Insurance. If the Umbrella or Excess Insurance policy does not follow the form of
the primary policies, it shall include the same endorsements as required of the primary
policies including Waiver of Subrogation and Primary and Non-contributory in favor of the
City.
E) PROFESSIONAL LIABILITY $1,000,000
If the required policy provides claims -made coverage:
1) The Retroactive Date must be shown and must be before the date of the
agreement.
2) Insurance must be maintained and evidence of insurance must be provided for at
least three (3) years after completion of the work or services.
3) If coverage is canceled or non -renewed and not replaced with another claims -
made policy form with a Retroactive Date prior to the date of the agreement, the
contractor must provide "extended reporting" coverage for a minimum of three (3)
years after completion of the work or services.
F) CYBER LIABILITY/BREACH $1,000,000
Yes _ No
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
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City of Dubuque, IA
SOW from Tyler Technologies, Inc.
4/12/Zo�1
Presented to:
Jenny Larson
50 W 13th Street
Dubuque, IA 52001-4845
Contact:
Lisa Venditti
Email: Lisa.Venditti@TylerTech.com
One Tyler Drive,Yarmouth, ME 04096
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Table of Contents - �� �
PART 1: EXECUTNE SUMMARY...............................................................................................................1
1. Project Overview............................................................................................................................. 1
1.1 Introduction ........................................................................................................................................ 1
1.2 Project Goals....................................................................................................................................... 1
1.3 Methodology....................................................................................................................................... 1
PART 2: PROJECT FOUIVDATION.............................................................................................................6
2. Project Governance......................................................................................................................... 6
3. Project Scope Control .....................................................................................................................12
3.1 Managing Scope and Project Change ............................................................................................... 12
3.2 Change Control ................................................................................................................................. 12
3.3 Change Request Management.......................................................................................................... 12
4. Acceptance Process ........................................................................................................................14
5. Roles and Responsibilities...............................................................................................................15
5.1 Tyler Roles& Responsibilities........................................................................................................... 15
5.1.1 Tyler Executive Sponsor................................................................Error! Bookmark not defined.
5.1.2 Tyler Implementation Manager....................................................Error! Bookmark not defined.
5.1.3 Tyler Project Manager...................................................................Error! Bookmark not defined.
5.1,4 Tyler Implementation Consultant............................................................................................. 15
5.1.5 Tyler Sales ................................................................................................................................. 16
5.1.6 Tyler Technical Services............................................................................................................ 16
5.1.7 Tyler API Services...................................................................................................................... 16
5.2 City Roles & Responsibilities............................................................................................................. 16
5.2.1 City Executive Sponsor..................................................................Error! Bookmark not defined.
5.2.2 City Steering Committee...............................................................Error! Bookmark not defined.
5.2.3 City Project Manager ....................................................................Error! Bookmark not defined.
5.2.4 City Functional Leads ................................................................................................................ 16
5.2.5 City Power Users....................................................................................................................... 20
5.2.6 City End Users........................................................................................................................... 20
5.2.7 City Technical Lead.................................................................................................................... 20
5.2.8 City Change Management Lead................................................................................................ 21
PART 3: PROJECT PLA1V...........................................................................................................................23
6. Project Stages.................................................................................................................................23
6.1 Initiate and Plan................................................................................................................................ 24
6.1.1 Initial Coordination ................................................................................................................... 24
6.1.2 Project/Phase Planning............................................................................................................. 25
City of Dubuque, IA
Tyler Technologies, Inc. Page � i
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6.1.3 Infrastructure Planning............................................................................................................. 26
6.1,4 Stakeholder Meeting................................................................................................................. 27
6.1.5 GIS Preparation......................................................................................................................... 28
6.1.6 Control Point 1: Initiate & Plan Stage Acceptance.................................................................... 29
6.2 Assess& Define................................................................................................................................. 29
6.2.1 Solution Orientation.................................................................................................................. 30
6.2.2 Current & Future State Analysis................................................................................................ 30
6.2.3 Conversion Assessment............................................................................................................ 32
62.4 Intentionally left blank.............................................................................................................. 33
6.2.5 Intentionally left blank.............................................................................................................. 33
6.2.6 Control Point 2: Assess & Define Stage Acceptance................................................................. 33
6.3 Prepare Solution ............................................................................................................................... 33
6.3.1 Initial System Deployment........................................................................................................ 33
6.3.2 Configuration ............................................................................................................................ 35
6.3.3 Process Refinement.................................................................................................................. 36
6.3.4 Conversion Delivery.................................................................................................................. 37
6.3.5 Intentionally left blank.............................................................................................................. 39
6.3.6 Intentionally left blank..................................................................Error! Bookmark not defined.
6.3.7 Control Point 3: Prepare Solution Stage Acceptance................................................................ 39
fi.4 Production Readiness ....................................................................................................................... 40
6,4.1 Solution Validation.................................................................................................................... 40
6.4.2 Go-Live Readiness..................................................................................................................... 41
6.4.3 End UserTraining...................................................................................................................... 42
6.4.4 Control Point 4: Production Readiness Stage Acceptance........................................................ 43
6.5 Production......................................................................................................................................... 43
6.5.1 Go-Live ...................................................................................................................................... 43
6.5.2 Transition to Client Services...................................................................................................... 45
6.5.3 Post Go-Live Activities............................................................................................................... 46
6.5.4 Control Point 5: Production Stage Acceptance......................................................................... 46
fi.6 Close.................................................................................................................................................. 47
6.6.1 Phase Closeout.......................................................................................................................... 47
6.6.2 Project Closeout........................................................................................................................ 48
6.6.3 Control Point 6: Close Stage Acceptance.................................................................................. 49
7. General Assumptions..............................................................................Error! Bookmark not defined.
7.1 Project............................................................................................................................................... 50
7.2 Organizational Change Management............................................................................................... 50
7.3 Resources and Scheduling ................................................................................................................ 50
7.4 Data................................................................................................................................................... 51
7.5 Facilities............................................................................................................................................. 51
8. Glossary.........................................................................................................................................52
PART4:APPENDICES............................................................................................................................... 55
9. Conversion.....................................................................................................................................55
City of Dubuque, IA
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9.1 EnerGov Conversion Summary......................................................................................................... 55
9.1.1 Community Development......................................................................................................... 55
9.1.2 Business Management.............................................................................................................. 55
4.2 Munis Conversion Summary............................................................................................................. 56
9.2.1 Accounting COA........................................................................................................................ 56
9.2.2 Accounting-Actuals.................................................................................................................. 56
9.2.3 Accounting- Budgets................................................................................................................ 56
9.2,4 Accounts Payable Master.......................................................................................................... 56
9.2.5 Accounts Payable-Checks........................................................................................................ 57
9,2.6 Accounts Payable- Invoices...................................................................................................... 57
9.2.7 Contracts................................................................................................................................... 57
9.2.8 Capital Assets Master................................................................................................................ 57
9.2.9 General Billing CID..................................................................................................................... 57
9.2.1a General Billing—Bills................................................................................................................. 57
9,2.11 General Billing—Recurring Invoices.......................................................................................... 57
9,2.12 Payroll ....................................................................................................................................... 57
9.2.13 Payroll—Accrual Balances......................................................................................................... 58
9.2.14 Payroll—Accumulators ............................................................................................................. 58
9.2.15 Payroll—Check History............................................................................................................. 58
9,2.16 Payroll - Deductions.................................................................................................................. 58
9,2,17 Payroll—Earning/Deduction Hist.............................................................................................. 58
9.2.18 Project Grant Accounting.......................................................................................................... 58
9,2.19 Project Grant Accounting-Actuals........................................................................................... 58
9.2,20 Purchase Orders........................................................................................................................ 58
9.2.21 Utility Billing.............................................................................................................................. 59
9,2.22 Utility Billing—Assessments ...................................................................................................... 59
9.2.23 Utility Billing—Balance Forward AR........................................................................................... 59
9.2.24 Utility Billing—Consumption History......................................................................................... 59
9,2.25 Utility Billing—Work Orders ..................................................................................................... 59
9.2.26 Utility Billing—Services.............................................................................................................. 59
10. Additional Appendices................................................................................................................60
10.1 EnerGov Definitions.......................................................................................................................... 60
10.1.1 "Template Business Transactions"............................................................................................ 60
10.1.2 "Unique Business Transactions"............................................................................................... 60
10.1.3 "Geo-Rules"............................................................................................................................... 60
10.1.4 "Intelligent Objects (10)............................................................................................................. 61
10.1.5 "Intelligent Automation Agents (IAA)„ ..................................................................................... 61
10.1.6 "EnerGov SDK/API (Toolkits)„................................................................................................... 61
10.2 Intentionally left blank...................................................................................................................... 61
11. Project Timeline..........................................................................................................................61
11.1 ERP ProjectTimeline......................................................................................................................... 61
11.2 Socrata Project Plan.......................................................................................................................... 64
11.3 MyCivicTimeline............................................................................................................................... 64
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Part 1 : Executive Summary
1. Project Overview
1.1 Introduction
1.2 Tyler Technologies ("Tyler") is the largest and most established
provider of integrated software and technology services focused
solely on the public sector. Tyler's end-to-end solutions empower
public sector entities including local, state, provincial and federal
government, to operate more efficiently and connect more
transparently with their constituents and with each other. By �
connecting data and processes across disparate systems, Tyler's
solutions transform how clients gain actionable insights that solve
problems in their communities. Project Goals
This Statement of Work ("SOW") documents the methodology, implementation stages, activities, and roles
and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler
and Client (collectively the "Project").
The City has defined their project goals for this project as follows:
■ Align existing processes in financial management with best business practices.
■ Reduce redundancy in systems and financial management processes (like budgeting and reporting)
while reducing process waste and increasing task automation.
■ Improve data integrity at the transaction level for enhanced improved internal financial control and
meaningful open data sharing, enhancing transparency and accountability.
■ Increased system flexibility to adapt to changing business needs stemming from changes in
regulation, technology disruption, and process improvement.
■ Reduce the maintenance footprint and support of the system
■ Enforce a service-oriented architecture, allowing simpler interfacing with an increasing number and
diversity of systems.
1.3 Methodology
This is accomplished by City and Tyler working as a partnership and Tyler utilizing its depth of implementation
experience. This Project will follow Tyler's six-stage methodology. Each of the six stages is comprised of
multiple work packages, and each work package is described in this SOW with a narrative description,
objectives,tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.
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
City of Dubuque, IA
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communications, and quality standards. Clearly defined, the project methodology repeats consistently across
Phases, and is scaled to meet the Client's complexity and organizational needs.
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The methodology adapts to both single-phase and multiple-phase projects.
To achieve Project success, it is imperative that both City and Tyler commit to including the necessary
leadership and governance. During each stage of the Project, it is expected that City and Tyler Project teams
work collaboratively to complete tasks. An underlying principle of Tyler's Implementation process is to
employ an iterative model where City's business processes are assessed, configured, validated, and refined
cyclically in line with the project budget.This approach is used in multiple stages and work packages as
illustrated in the graphic below.
Iterative Pr�ject M�del
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The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As
illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to
efficiently and effectively complete the Project.
City of Dubuque, IA
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1,4 Project Scope
The project scope is comprised of the following modules, data conversions, interfaces, reports,workflows,
and deliverables defined in this SOW plus any related professional services described throughout this SOW.
Software Modules
The scope of modules included in this project includes the Tyler and Third party software products listed in
the investment summary(Exhibit X)to the Agreement and any products necessary to meet any of the
agreed upon functional requirements (Exhibit F to the Agreement).
Project Schedule and Functional Scope
Implementation for the following functional areas and each of the modules related to the functional areas
has been divided into the phases listed in Appendix 1. Each phase will include all requirements as indicated
in Exhibit F- Functional Requirements.
Organization Scope
Tyler will implement the functional scope and in-scope software modules for use across the entire County
including any component units or other entities under control of the County or where the County provides
administrative support.
Data Conversion Scope
The scope of data conversion includes all that are listed in Section 9 of this Statement of Work.
Interface/Import-Export Scope
The Client relies on several systems that are outside the scope of this project and will need to integrate
business process and data to the Munis application. The scope of interfaces is listed in Section 12 of this
Statement of Work. Tyler will work with the City throughout the project to analyze, document, and provide
solutions as part of project Deliverables to meet interface descriptions listed in Section 12.
Workflows
All of the available workflow functionality in the licensed modules shall be considered as in scope.Tyler
consultants will work the Client's project team to help identify, configure, and train on included workflow
processes including preparation of the System Design Document—DED 4
Reports/Forms
Tyler will provide training on standard reports and reporting tools such as Tyler Hub, Excel data cubes and
Munis reports. Tyler will provide training on the SSRS report writer tool to educate City of Dubuque
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technical users how to develop custom reports. Custom reports are written by City of Dubuque staff unless
contracted by Tyler. Tyler will provide a quote and delivery timeframe for the custom report upon request.
Tyler ReadyForms includes standard configurable outputs for the following in-scope forms libraries:
Financials, Payroll, Personnel Actions, Utility Billing, Community Development, and General Billing. Included
forms are listed in the comments section of the investment summary in the Agreement. Tyler will provide a
quote for a custom form if deviations from the standard configurable formats are required.
I
Project Management
Tyler will provide project management services to guide and facilitate the project and all services identified
in this SOW, including identifying risks and issues, initiating project communications, and managing the
overall project plan and schedule. Project management services are listed in Section 2.1.1.3 of this SOW.
Quality Assurance/Control Points
Quality assurance is focused on the project's processes and, when executed properly, provides confidence
that quality requirements can be fulfilled.The iterative process for providing quality assurance will include
review and completion of the following for each phase of the project. Below are the control points requiring
acceptance before moving to the next implementation stage.
■ Control Point 1: Initiate & Plan Stage Acceptance
■ Control Point 2: Assess & Define Stage Acceptance
■ Control Point 3: Prepare Solution Stage Acceptance
■ Control Point 4: Production Readiness Stage Acceptance
■ Control Point 5: Production Stage Acceptance
■ Control Point 6: Close Stage Acceptance
Hardware
Tyler will work with the City to install any necessary hardware associated with the Tyler software products
that is in scope for the City including:
• Point of sale cashier station (6)
PACE
Tyler's Planned Annual Continuing Education (PACE) program is designed to support Munis�clients
committed to continual work process improvements by adopting new features and technical
enhancements made available with each Munis release. The PACE program offers ongoing education to
train staff on new features and functions as they become available, ensuring your Tyler solution
continues to meet the evolving needs of your organization. PACE combines discounted training,
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participation in the annual Tyler Connect conference, and periodic utilization assessments to help you
maximize your Munis investment. PACE is part of Tyler's commitment to EverGuideo, a continuous
improvement initiative that includes training and consulting after implementation to ensure you get the
most from your investment.
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Part 2 : Project Foundation
2. Project Governance �
Project governance is the management framework within which Project decisions are made.The role of
Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This
allows organizations to have a structured approach for conducting its daily business in addition to project
related activities.
This section outlines the resources required to adequately meet 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 defines the structure for escalation of issues and risks, Change
Control review and authority, and Organizational Change Management activities.Throughout the Statement
of Work Tyler has provided RACI Matrices for activities to be completed throughout the implementation
which will further outline responsibilities of different roles in each stage. Further refinement of the
governance structure, related processes, and specific roles and responsibilities occurs during the Initiate &
Plan Stage.
The chart below illustrates an overall team perspective where Tyler and City collaborate to resolve Project
challenges according to defined escalation paths. In the event that project managers do not possess authority
to determine a solution, resolve an issue, or mitigate a risk,Tyler implementation management and City
Steering Committee become the escalation points to triage responses prior to escalation to City 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. City and
Tyler executive sponsors serve as the final escalation point.
Project Gavernance Relatianships
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City of Dubuque, IA
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2.1,1 Project Governance Roles and Responsibilities
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2.1.1.1 Tyler Executive Sponsor
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.
■ Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying
City'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.
■ Acts as the counterpart to City's executive sponsor.
Name Job Title Email Phone
Carrie Giesy Sr. Implementation Carrie.Giesy@tylertech.com 800-772-2260
Di rector x5233
JenniferTurgeon V.P. Implementation Jennifer.Tur�eon@tylertech.com 800-772-2260
x4404
2,1.1.2 Tyler Implementation Manager
■ Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. The Tyler project managers consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution
with the Tyler Project Manager or with City management as appropriate.Tyler executive
management is the escalation point for any issues not resolved at this level.
■ Assigns Tyler Project personnel.
■ 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.
Name Job Title Email Phone
Lisa Venditti Implementation Lisa.Venditti@tylertech.com 800-772-2260
Director—FIN/HCM x4385
Kathryn Morrilly Implementation Kathryn.Morrilly@tylertech.com 800-772-2260
Director—UB x4385
Mike Dehghanian Implementation Mike.Dehghanian@tylertech.com 800-772-2260
Director- EG x5888
2.1.1.3 Tyler Project Manager (50% dedicated)
Tyler assigns a project manager prior to the start of each Phase of the Project(some Projects may only be one
Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.
City of Dubuque, IA
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■ The Tyler project manager(s) provides oversight of the Project, coordination of Tyler resources
between departments, management of the Project budget and schedule, effective risk and issue
management, and is the primary point of contact for all Project related items. As requested by the
client, the Tyler Project Manager provides regular updates to the client Steering Committee and
other Tyler governance members.Tyler Project Manager's role includes responsibilities in the
following areas:
2.1.1.3.1 Contract Management
■ Validates contract compliance throughout the Project.
■ Ensures Deliverables meet contract requirements.
■ Acts as primary point of contact for all contract and invoicing questions.
■ Prepares and presents contract milestone sign-offs for acceptance by City project manager(s).
■ Coordinates Change Requests, if needed,to ensure proper Scope and budgetary compliance.
2.1.1.3.2 Planning
■ Delivers project planning documents.
■ Defines Project tasks and resource requirements.
■ Develops initial Project schedule and Project Management Plan.
■ Collaborates with City project manager(s) to plan and schedule Project timelines to achieve on-time
implementation.
2.1.1.3.3 Implementation Management
■ On-site once (up to 2 days) per quarter when travel restrictions are lifted and it is safe to travel.
■ Attends steering committee meetings monthly(on-site if coinciding with scheduled quarterly visit)
■ Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently.
■ Establishes and manages a schedule and Tyler resources that properly support the Project Schedule
and are also in balance with Scope/budget.
■ Establishes risk/issue tracking/reporting process between City and Tyler and takes all necessary steps
to proactively mitigate these items or communicate with transparency to City any items that may
impact the outcomes of the Project.
■ Collaborates with City'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.
■ Collaborates with City's project manager(s)to set a routine communication plan that will aide all
Project team members, of both City and Tyler, in understanding the goals, objectives, current status,
and health of the Project.
2.1.1.3.4 Resource Management
■ Acts as liaison between Project team and Tyler manager(s).
■ Identifies and coordinates all Tyler resources across all applications, Phases, and activities including
development, forms, installation, reports, implementation, and billing.
■ Provides direction and support to Project team.
■ Manages the appropriate assignment and timely completion of tasks as defined in the Project
Schedule,task list, and Go-Live Checklist.
■ Assesses team performance and adjusts as necessary.
■ Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.
City of Dubuque, IA
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Name Job Title Email Phone
Tammy Little Team Lead Tammy.Little@tylertech.com 800-772-2260
Project Manager-
FIN/HCM
Zach Joy Project Manager— Zach.Joy@tylertech.com 800-772-2260
UB
Carl Hockaday Project Manager— Carl.Hockaday@tylertech.com 800-772-2260
EnerGov
Assignment of project team is made upon contract signing. The named Project Manager and
Implementation Consultants will be assigned to the project if a contract is executed by April 19, 2021.
Z,1,1.4 City Executive Sponsor
The City executive sponsor provides support to the Project by providing strategic direction and
communicating key issues about the Project and its 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
steering committee, project manager(s), and functional leads to make critical business decisions for the City.
■ Champions the project at the executive level to secure buy-in.
■ Authorizes required project resources.
■ Actively participates in organizational change communications.
Name Job Title Email Phone
Chris Kohlmann Information Services ckohlman@cityofdubuque.org 563-589-4281
Manager
2.1.1.5 City Steering Committee
The City steering committee understands and supports the cultural change necessary for the Project and
fosters an appreciation for the Project's value throughout the organization.The steering committee oversees
the City project manager and Project as a whole through participation in regular internal meetings.The City
steering committee remains updated on all Project progress, Project decisions, and achievement of Project
milestones. The City steering committee also serves as primary level of issue resolution for the Project.
■ 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.
■ Prioritizes the project within the organization.
■ Ensures the project staffed appropriately and that staff have necessary resources.
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■ 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 Policies
o Needs of other client projects
Name Job Title Email Phone
Cassie Ross Assistant Director of cross@cityofdubuque.org 563-589-4133
Finance
Tony Breitbach Purchasing and tbreitba@cityofdubuque.or� 563-589-4131
Contracts
Coordinator
Joe Pregler Senior jpre�ler@cityofdubuque.or� 563-589-4287
Network/Systems
Administrator
2.1.1.6 City Project Manager
City 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. City Project Manager should
communicate decisions and commitments to the Tyler project manager(s) in a timely and efficient manner.
When City project manager(s) do not have the knowledge or authority to make decisions, he or she engages
the necessary resources to participate in discussions and make decisions in a timely fashion to avoid Project
delays.The client project manager(s) are responsible for reporting to client steering committee and
determining appropriate escalation points.
2.1.1.6.1 Contract Management
■ Validates contract compliance throughout the project.
■ Ensures that invoicing and Deliverables meet contract requirements.
■ Acts as primary point of contact for all contract and invoicing questions. Collaborates on and
approves Change Requests, if needed, to ensure proper scope and budgetary compliance.
2.1.1.6.2 Planning
■ Reviews and accepts project planning documents.
■ Defines project tasks and resource requirements for City project team.
• Collaborates in the development and approval of the project schedule.
■ Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on-time
implementation.
2.1.1.6.3 Implementation Management
■ Tightly manages project budget and scope.
City of Dubuque, IA
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■ Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that
scope changes and budget (planned versus actual) are transparent and handled effectively and
efficiently.
■ Collaborates with Tyler project manager to establish and manage a schedule and resource plan that
properly supports the project schedule as a whole and is also in balance with scope and budget.
■ Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process
between Dubuque and Tyler and takes all necessary steps to proactively mitigate these items or
communicate with transparency to Tyler any items that may impact the outcomes of the project.
■ 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.
■ Routinely communicates with both Dubuque staff and Tyler, aiding in the understanding of goals,
objectives, current status, and health of the project by all team members.
■ Manages the requirements gathering process and ensure timely and quality business requirements
are being provided to Tyler.
2.1.1.6.4 Resource Management
■ Acts as liaison between project team and stakeholders.
■ Identifies and coordinates all Dubuque resources across all modules, phases, and activities including
data conversions, forms design, hardware and software installation, reports building, and satisfying
invoices.
■ Provides direction and support to project team.
■ Builds partnerships among the various stakeholders, negotiating authority to move the project
forward.
■ Manages the appropriate assignment and timely completion of tasks as defined.
■ Assesses team performance and takes corrective action, if needed.
■ Provides guidance to Dubuque technical teams to ensure appropriate response and collaboration
with Tyler Technical Support Teams in order to ensure timely response and appropriate resolution.
■ Owns the relationship with in-Scope 3rd party providers and aligns activities with ongoing project
tasks.
■ Ensures that users have appropriate access to Tyler project toolsets as required.
■ Conducts training on proper use of toolsets.
■ Validates completion of required assignments using toolsets.
Name Job Title Email Phone
Jennifer Larson Director of Finance jlarson@cityofdubuque.or� 563-589-4322
and Budget
Cassie Ross Assistant Director of cross@cityofdubuque.or� 563-589-4133
Finance
City of Dubuque, IA
Tyler Technologies, Inc. Page � 11
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��. �.
3. Project Scope Control and Project Change Management
3.1 Managing Scope and Project Change �
Project Management governance principles contend that there are three connected constraints on a Project:
budget, timeline, and scope.These constraints, known as the 'triple constraints' or Project management
triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the
work performed to deliver a product, service or result with the specified features and functions, while time is
simply defined as the schedule.The Triple Constraint theory states that if you change one side of the triangle,
the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased,
cost and time to complete will also need to increase.The Project and executive teams will need to remain
cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this
triangle is included here, showing the connection of each item and their relational impact to the overall
Scope.
Project Management Triangle
� QUALI ,
� ,
, , i
A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level
of flexibility to incorporate approved changes. Scope and changes within the project will be managed using
the change control process outlined in the following section.
3.Z Change Control
If it is necessary to change the scope of this Project Tyler and the Client will follow the change control process
specified in the final contract.
3.3 Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the
change will be brought to the attention of the Steering Committee and an assessment of the change will
occur. While such changes may result in additional costs and possible delays relative to the schedule, some
changes may result in less cost to City;for example, City may decide it no longer needs a deliverable originally
defined in the Project.The Change Request will include the following information:
■ The nature of the change.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 12
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■ A good faith estimate of the additional cost or associated savings to City, if any.
■ The timetable for implementing the change.
■ The effect on and/or risk to the schedule, resource needs or resource responsibilities.
City will use its good faith efforts to either approve or disapprove any Change Request within ten (10)
Business Days (or other period as mutually agreeable between Tyler and City). Any changes to the Project
scope, budget, or timeline must be documented and approved in writing using a Change Request form.These
changes constitute a formal amendment to the Statement of Work and will supersede any conflicting term in
the Statement of Work.
Change Request Prace�s '
� � � � � � '
CLIEHT I�EHTIFIES TYLERA55E55E51 CLIENT�ETAIL5 IF TYLER AGREES CLIEHTAUTHORIZES SEHE�ULE�AQ1l1STED i0
HEE�f�E51RE FOR �ETERMINE5011T NEE�IH CHAN6E WITH iHE REQl1EST OR DECLIHE5THE ACCDMMO�ATE iHE
CHAFIGE OF SCDPE REQUEST FDRM CHANGE CHAFI6E IF NECE55J�RRY
I}Tyler Il�ees wtlh Request,
Esllnate prorlded to c1eM, Indudingad�tlon of newiasks
otheiwlse reason for denlal that resuttfrom the cha�e
prorlded
City of Dubuque, IA
Tyler Technologies, Inc. Page � 13
� `-�--__�_�_ . _�_._ -_- _ - _ = _ - _ �������---
4. Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will
vary from higher level strategy decisions to smaller, detailed Project level decisions. Any formal acceptance
for the City will need to go through the project manager/steering committee.The project manager will
provide the acceptance and will get internal approval from steering committee if necessary.
Both Tyler and the City will identify representative project managers.These individuals will represent the
interests of all stakeholders and serve as the primary contacts between the two organizations.
The coordination of gaining client feedback and approval on Project deliverables will be critical to the success
of the Project. The City project manager will strive to gain deliverable and decision approvals from all
authorized City representatives. Given that the designated decision-maker for each department may not
always be available,there must be a designated proxy for each decision point in the Project. Assignment of
each proxy will be the responsibility of the leadership from each City department. The proxies will be named
individuals that have the authorization to make decisions on behalf of their department.
The following process will be used for accepting Deliverables and Control Points:
■ The City shall have five (5) business days from Tyler's notification to the Client of delivery, or as
otherwise mutually agreed upon by the parties in writing, to accept each Deliverable or Control Point.
If the City 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 does not agree the particular Deliverable or Control Point meets requirements, the City
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 shall then
have two (2) business days from Tyler's notification to the City of the redelivered Deliverable or
Control Point to accept or again submit written notification of reasons for rejecting the milestone. If
the City does not provide acceptance within two (2) business days, or the otherwise agreed upon
timeframe, not to be unreasonably withheld,Tyler deems the Deliverable or Control Point as
accepted.
■ Project Closure or Final Acceptance shall be provided by client when Tyler satisfies Software
Acceptance, as defined in the Agreement and has sign off on all Deliverables and Control Points in
this Agreement. In the event that some Control Points or Deliverables are not yet accepted when
Software Acceptance is provided,Tyler and Client shall mutually agree on any open issues and a
timeline for completion.
4,1 Deliverable Listing
This table lists the deliverables included in this project for each phase of the project. Each deliverable is
described in more detail in the Deliverables Explanation Document located in the Appendix of this Statement
of Work.
� - . � - � � - . � -
DED-01 Project Management Plan
DED-02 Project Operational Plan
City of Dubuque, IA
Tyler Technologies, Inc. Page � 14
�
_ ;�
DED-03 Initial Project Schedule/ Project Plan
DED-04 System Design Document
DED-05 Requirements Traceability Matrix
DED-06 Data Conversion Plan
DED-07 Installation Checklist/System Document
DED-08 Solution Validation Test Plan
DED-09 Solution Validation Report
DED-10 Go Live Plan and Checklist
DED-11 Custom End User Training Guides
DED-12 Post Project Report
DED-13 Status Reports
DED-14 Site Reports
5. Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for City and Tyler. Roles and
responsibilities may not follow the organizational chart or position descriptions at City, but are roles defined
within the Project. It is common for individual resources on both the Tyler and client project teams to fill
multiple roles. Similarly, it is common for some roles to be filled by multiple people.
5.1 Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one
Phase in duration).Additional Tyler resources are assigned as the schedule develops and as needs arise.
5.1.1 Tyler Implementation Consultant
■ Completes tasks as assigned by the Tyler project manager(s).
■ Documents activities for services performed by Tyler.
■ Guides City through software validation process following configuration.
■ Assists during Go-Live process and provides support until City transitions to Client Services.
■ Facilitates training sessions and discussions with City and Tyler staff to ensure adequate discussion of
the appropriate agenda topics during the allotted time.
■ May provide conversion review and error resolution assistance.
■ On-site training for 75%of the scheduled work once travel restrictions are lifted and it is safe to
travel. Remote (MS Teams) training for 25%of the scheduled work.
Name Job Title Email Phone
Jen Turner IC— Financials Jennifer.Turner@tylertech.com 800-772-2260
Duane Dickey IC—HCM Duane.Dickey@tylertech.com 800-772-2260
Carolyn Surrell IC— Utility Billing Carolyn.Surrell@tylertech.com 800-772-2260
Cody Leland IC—EnerGov Cody.Leland@tylertech.com 800-772-2260
City of Dubuque, IA
Tyler Technologies, Inc. Page � 15
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_ ��. �.
5.1.Z Tyler Sales
■ Supports Sales to Implementation knowledge transfer during Initiate & Plan.
■ Provides historical information, as needed, throughout implementation.
■ Participates in pricing activities if additional licensing and/or services are needed.
Name Job Title Email Phone
Gary Dube Sr. Account Executive Gary.Dube@tylertech.com 800-772-2260 x4130
Bill Lane V.P. Sales BiII.Lane@tylertech.com 925.323.0076
5.1.3 Tyler Technical Services
■ Maintains Tyler infrastructure requirements and design document(s).
■ Involved in system infrastructure planning/review(s).
■ Provides first installation of licensed software with initial database on servers.
■ Supports and assists the project team with technical/environmental issues/needs.
■ Deploys Tyler products.
■ Conducts GIS Planning.
■ Reviews GIS data and provides feedback to the client.
■ Loads client provided GIS data into the system.
5.1.4 Tyler API Services
■ Provides training in the use of the API Toolkit.
■ Provides consulting services in the use of the API Toolkit to City, as City builds interfaces.
5.2 City Roles & Responsibilities
City 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 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.
■ Contributes business process expertise for Current& Future State Analysis.
■ Identifies and includes additional subject matter experts to participate in Current& Future State
Analysis.
■ Validates that necessary skills have been retained by end users.
■ Provides End Users with dedicated time to complete required homework tasks.
■ Acts as an ambassador/champion of change for the new process and provide business process
change support.
■ Identifies and communicates any additional training needs or scheduling conflicts to City project
manager.
■ Actively participates in all aspects of the implementation, including, but not limited to, the following
key activities:
o Task completion
City of Dubuque, IA
Tyler Technologies, Inc. Page � 16
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- . .. . - --- _ �_.�����---
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of City resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance
o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation
Name Job Title Email Phone
Jennifer Larson Director of Finance and jlarson@cityofdubuque.or� 563-589-
budget 4322
Cassie Ross Assistant Director of cross@cityofdubuque.org 563-589-
Finance 4133
Tony Breitbach Purchasing/Contracts tbreitba@cityofdubuque.or� 563-589-
Coordinator 4131
Nathan Kelleher AP Accountant nkellehe@cityofdubuque.or� 563-589-
4135
Rose Hoerner Utility Billing Supervisor rhoerner@cityofdubuque.or� 563-589-
4143
Kayla Morrison Budget/Financial Analyst kmorriso@cityofdubuque.org 563-589-
4142
Cindy Schroeder Account Clerk I (AR) cschroed@cityofdubuque.org 563-589-
4130
Kate Treasurer/Accountant kweidema@cityofdubuque.or� 563-589-
Weidemann 4132
Teresa Putchio Senior Payroll Accountant tputchio@cityofdubuque.or� 563-589-
4140
Chris Kohlmann Information Services ckohlman@cityofdubuque.or� 563-589-
Manager 4281
Joe Pregler Senior Network/Systems Jpre�ler@cityofdubuque.or� 563-589-
Administrator 4287
Scott Schlichte Lead sschlich@cityofdubuque.or� 563-589-
Applications/Network 4286
Analyst
Tony Steffen Lead Tsteffen@cityofdubuque.or� 563-589-
Applications/Network 4282
Analyst
Shelley Stickfort Human Resources Sstickfo@cityofdubuque.or� 563-589-
Director 4114
City of Dubuque, IA
Tyler Technologies, Inc. Page � 17
i
Gina Noel Human Resources gnoel@cityofdubuque.or� 563-589-
Assistant 4115
Tusdee Blus Secretary tblus@cityofdubuque.or� 563-589-
4125
Dan Kroger Recreation Division dkro�er@cityofdubuque.or� 563-589-
Manager 4310
Peggy Abidi Confidential Account pabidi@cityofdubuque.or� 563-589-
Clerk 4317
Marie Ware Leisure Services Manager mware@cityofdubuque.or� 563-589-
4264
Kristin Dietz Lead Secretary kdietz@cityofdubuque.or� 563-589-
4262
Mary Rose Health Services Specialist mcorriga@cityofdubuque.or� 563-589-
Corrigan 4184
Connie Mueller Confidential Account cmueller@cityofdubuque.or� 563-589-
Clerk 4181
Wally Planning Services wwernimo@cityofdubuque.or� 563-589-
Werninmont Manager 4214
Jane Glennon Secretary I�lennon@cityofdubuque.or� 563-589-
4501
Dawn Young Confidential Account dyoun�@cityofdubuque.or� 563-589-
Clerk 4461
Jeremy Jensen Assistant Police Chief jjensen@cityofdubuque.or� 563-589-
4444
Willie O'Brien W&RRC Manager wobrien@cityofdubuque.or� 563-589-
4269
Cheryl Pregler Confidential Account cpregler@cityofdubuque.or� 563-589-
Clerk 4601
Cheryl Sheldon Accountant csheldon@cityofdubuque.org 563-589-
4234
Todd Dalsing Airport Manager tdalsin�@cityofdubuque.or� 563-589-
4233
Steve Brown Eng. Project Manager sbrown@cityofdubuque.or� 563-589-
4272
Bob Schiesl Assistant City Engineer bshiesl@cityofdubuque.or� 563-589-
4273
Deron Muehring Civil Engineer dmuehrin@cityofdubuque.or� 563-589-
4276
Jon Dienst Civil Engineer jdienst@cityofdubuque.or� 563-589-
4104
Anita Gonyier Confidential Account a�onyier@cityofdubuque.or� 563-589-
Clerk 4271
Kerry Bradley Secretary kbradley@cityofdubuque.or� 563-589-
4270
Meggan Bennet Confidential Account mbennet@cityofdubuque.or� 563-690-
Clerk 6270
City of Dubuque, IA
Tyler Technologies, Inc. Page � 18
i
Deb Searles Confidential Account dsearles@cityofdubuque.or� 563-589-
Clerk 4587
Denise Ihrig Water Manager dihri�@cityofdubuque.or� 563-589-
4290
Chris Lester Community Development clester@cityofdubuque.or� 563-690-
Specialist 6102
Alexis Steger Housing and Community aste�er@cityofdubuque.or� 563-690-
Development Director 6072
Ben Pothoff Rental Licensing and bpothoff@cityofdubuque.or� 563-690-
Inspections Supervisor 6075
Gina Hodgson Assisted Housing ghod�son@cityofdubuque.or� 563-690-
Supervisor 6096
Jean Noel Permit Clerk jnoel@cityofdubuque.or� 563-589-
4115
Carol Spinoso Intake Specialist cspinoso@cityofdubuque.or� 563-690-
8961
Kelly Larson Human Rights Director klarson@cityofdubuque.or� 563-589-
4192
Randy Gehl Public Information Officer r�ehl@cityofdubuque.or� 563-589-
4151
Steph Valentine Secretary svalenti@cityofdubuque.or� 563-589-
4110
Cori Burbach Assistant City Manager cburbach@cityofdubuque.or� 563-589-
4112
Chris Selchert Public Works Stock Clerk cselcher@cityofdubuque.or� 563-589-
4274
Arielle Swift Assistant Public Works aswift@cityofdubuque.org 563-589-
Director 4344
Susan Henricks Library Director SHenricks@stout.dubuque.lib.ia.us 563-589-
4126
Denette Kellogg Office Manager dkellog�@stout.dubuque.lib.ia.us 563-589-
4313
Adrienne City Clerk abreitfe@cityofdubuque.or� 563-589-
Breitfelder 4121
Trish Gleason Assistant City Clerk t�leason@cityofdubuque.or� 563-589-
4120
Joni Medinger Legal Assistant jmedin�e@cityofdubuque.or� 563-589-
4113
Jenny Messerich Paralegal jmessere@cityofdubuque.or� 563-589-
4381
lan Hatch Assistant Economic ihatch@cityofdubuque.or� 563-589-
Development Director 4105
Cindy Kramer Confidential Account ckramer@cityofdubuque.or� 563-589-
Clerk 4393
Jill Connors Economic Development Iconnors@cityofdubuque.or� 563-589-
Director 4213
City of Dubuque, IA
Tyler Technologies, Inc. Page � 19
i
Mark Murphy Emergency mmurphy@cityofdubuque.or� 563-589-
Communications 7856
Manager
Rick Steines Fire Chief rsteines@cityofdubuque.or� 563-589-
4167
Jodi Lukens Secretary jlukens@cityofdubuque.or� 563-589-
4160
Sam Jenecke Ambulance Supervisor sjanecke@cityofdubuque.or� 563-589-
4194
Lisa Valentine Confidential Account Ivalenti@cityofdubuque.or� 563-690-
Clerk 6463
Holly Andresen Confidential Account handrese@cityofdubuque.or� 563-589-
clerk 4586
Russ Stecklein Transportation Field rsteckle@cityofdubuque.or� 563-589-
Supervisor 4197
Nikki Rosemeyer GIS Coordinator nrosemeyer@cityofdubuque.org 563-589-
4174
Jesse Bernhardt GIS Specialist jbernhar@cityofdubuque.or� 563-690-
6050
5.2.2 City Power Users
■ Participate in project activities as required by the project team and project manager(s).
■ Provide subject matter expertise on City business processes and requirements.
■ Act as subject matter experts and attend Current& Future State Analysis sessions as needed.
■ Attend all scheduled training sessions.
■ Participate in all required post-training processes as needed throughout project.
■ Test all application configuration to ensure it satisfies business process requirements.
■ Become application experts.
■ Participate in Solution Validation.
■ 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 Go-live.
■ Provide knowledge transfer to City staff during and after implementation.
■ Participate in conversion review and validation.
5.2.3 City End Users
■ Attend all scheduled training sessions.
■ Become proficient in application functions related tojob 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 Go-live.
5.2.4 City Technical Lead
■ Coordinates updates and releases with Tyler as needed.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 20
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■ Coordinates the copying of source databases to training/testing databases as needed for training
days.
■ Coordinates and adds new users, printers and other peripherals as needed.
■ Validates that all users understand log-on process and have necessary permission for all training
sessions.
■ Coordinates interface development for City third party interfaces.
■ Develops or assists in creating reports as needed.
■ Ensures on-site system meets specifications provided by Tyler.
■ Assists with software installation as needed.
■ Extracts and transmits conversion data and control reports from City's legacy system per the
conversion schedule set forth in the project schedule.
5.2.4.1 City GIS
■ Participates in GIS planning activities.
■ Responsible for management and maintenance of City GIS infrastructure and data.
■ Ensures GIS data/service endpoints are in alignment with Tyler software requirements.
■ Provides Tyler implementation team with GIS data/service access information.
5.Z.4.2 City Upgrade Coordination
■ Becomes familiar with the software upgrade process and required steps.
■ Becomes familiar with Tyler's releases and updates.
■ Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest
helpful tools to manage City's software upgrade process.
■ Assists with the software upgrade process during implementation.
■ Manages software upgrade activities post-implementation.
■ Manages software upgrade plan activities.
■ Coordinates software upgrade plan activities with City and Tyler resources.
■ Communicates changes affecting users and department stakeholders.
■ Obtains department stakeholder acceptance to upgrade production environment.
Name Job Title Email Phone
Joe Pregler Senior Jpregler@cityofdubuque.org 563-589-4287
Network/Systems
Administrator
Scott Schlichte Lead sschlich@cityofdubuque.org 563-589-4286
Applications/Network
Analyst
5.2.5 City Change Management Lead
■ Validates that 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.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 21
� _- -- -_- - - _ = _���������---
Name Job Title Email Phone
Chris Kohlmann Information Services ckohlman@cityofdubuque.or� 563-589-4281
Manager
Tony Breitbach Purchasing tbreitba@cityofdubuque.or� 563-589-4131
Contracts/Coordinator
City of Dubuque, IA
Tyler Technologies, Inc. Page / 22
�_- -- -_- - - _ = _���������---
Part 3 : Project Plan
5. Project Stages
Work Breakdown Structure
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 Schedule, developed during Project/Phase Planning and finalized during
subsequent stages, lists 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 has been accepted by City.
Work Breakdown Structure (WBS)
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*Items noted with an asterisk in the graphic above relate to specific products and services.If those products and services are not included in the scope
of the contract these specific work packages will be noted as"Intentionally Left elank"in Section 6 of the Statement of Work.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 23
�-� -
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6.1 Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning.This stage creates a
foundation for the Project by identifying and establishing sequence and timing for each Phase as well as
verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique
items being repeated for the additional Phases as needed.
G.1,1 Initial Coordination
Prior to Project commencement,Tyler management assigns project manager(s). Additional Project resources
will be assigned later in the Project as a Project schedule is developed.Tyler provides City with initial Project
documents used to gather names of key personnel,their functional role as it pertains to the Project, as well
as any blackout dates to consider for future planning. City gathers the information requested by the provided
deadline ensuring preliminary planning and scheduling can be conducted moving the Project 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 City's team. During
this step,Tyler will work with City to establish the date(s) for the Project and Phase Planning session.
Objectives:
■ Formally launch the project.
■ Establish project governance.
■ Define and communicate governance for Tyler.
■ Identify client project team.
STAGE 1 Initial Coordination
Tyler Client
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Tyler project team is assigned A R C I I I I I I
Client project team is assigned A I R I I I
Provide initial project
documents to City A R C C I I
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requested
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knowledge transfer
Create Project Portal to store
project artifacts and facilitate A R I
communication
City of Dubuque, IA
Tyler Technologies, Inc. Page � 24
_ _ __ -_ - -- _- -- -_- - - _ = _ - --� ����---
�� - -
Inputs Contract documents
Statement of Work
Outputs/Deliverables Completed initial project documents
Project portal
Work package assumptions:
■ Project activities begin after the agreement has been fully executed.
6.1.2 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.
During this work package Tyler will work with City to coordinate and plan a formal Project planning
meeting(s).This meeting signifies the start of the Project and should be attended by all City Project team
members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its
implementation methodology, terminology, and Project management best practices to City's Project Team.
This will also present an opportunity for project managers and Project sponsors to begin to discuss Project
communication, metrics, status reporting and tools to be used to measure Project progress and manage
change.
Tyler will work with the City Project Team to prepare and deliver the Project Management Plan as an output
of the planning meeting.This plan will continue to evolve and grow as the Project progresses and will
describe how the project will be executed, monitored, and controlled.
During project planning,Tyler will introduce the tools that will be used throughout the implementation.Tyler
will familiarize the client with these tools during project planning and make them available for review and
maintenance as applicable throughout the project. Some examples are Solution validation plan, issue log, and
go-live checklist.
STAGE 1 Project/Phase Planning
Tyler Client
RACI MATRIX KEY:
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R= Responsible � � �
A=Accountable � � J "'
C=Consulted � �
� � � � �
ca � v v � �
I = Informed � " � °J � �^
a�o � U i N O � L ,n � x 'O
f6 C � C v U � � -6 � w � tn
C O hA O N 'j in
L � p � � � � S �
ra +-, � +� � c � ca a� ,� �o
� (6 C (6 +-+ N U Q � J C +-+ a-� 4J
+� � +� i O cn cn O � to co � J
�
� a�i � v Q a �o v > von � � � � E � fO
� �., � X U U � }, O N � U
+� c� w � � � '+� c � � � L �
v °J � � ca � � c � � a� � � � c
v Q '� Q +� p c.� N N v 'p c ra � �- � c�.�
x � i � ca v � x �, i 7 L � � c aJ
W d � � U W (/� d LL U V) � W
City of Dubuque, IA
Tyler Technologies, Inc. Page � 25
i
Schedule and
conduct planning A R I C C I
session(s)
Develop Project A R I C C I
Management Plan
Develop initial A R I I I I I I C C I I C I
project schedule
Inputs Contract documents
Statement of Work
Guide to Starting Your Project
Outputs/Deliverables
Project Management Plan (DED-01)
Project Operational Plan (DED-02)
Initial Project Schedule (DED-03)
Work package assumptions:
■ City has reviewed and completed the Guide to Starting Your Project document.
�.1.3 Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation.This
task is especially important for Tyler-hosted/SaaS deployment models.Tyler will be responsible for building
the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement.Tyler will
install Licensed Software on application server(s) or train City to install License Software. The City is
responsible for the installation and setup of all peripheral devices.
Objectives:
■ Ensure City's infrastructure meets Tyler's application requirements.
■ Ensure City's infrastructure is scheduled to be in place and available for use on time.
STAGE 1 Infrastructure Planning
Tyler Client
RACI MATRIX KEY: � �
R= Responsible �, � J �
�
A=Accountable � �^ � � �
� � v v � v
C=Consulted a, � � � �, �? � �- �
cw i a� o +� �n w ca
I = Informed � o � o ,� L �, c � � � a°�o � �
o �o v =
� � c a � � a� � Q � c � � � +� v
+� � +� � O in cn O � to ro c J
�
� v � a�i Q a �a v > �ao � � � � E � �°
� � � X U U � �, 0 � � U
a--+ U W � '� � �+-+ C V . � V � � tn .
� � N � � N �' � I � � C
� Q 'p Q � p U N 41 � �p C ra � fl- � U
�
w � a � � � � U w ci � �i U in � w �
City of Dubuque, IA
Tyler Technologies, Inc. Page � 26
�
Provide Infrastructure
Requirements and Design A R C C I I
Document
Initiallnfrastructure A R C C C C
Meeting
*Schedule SaaS
A R C I
Environment Availability
*Schedule Hardware to
be Available for I I A R C
Installation
Schedule Installation of A R C I I
All Licensed Software
Infrastructure Audit A R C I C
Inputs Initial Infrastructure Requirements and Design Document
Outputs/
Deliverables
Completed Infrastructure Requirements and
Design Document
Infrastructure Audit
G.1.4 Stakeholder Meeting
Communication of the Project planning outcomes to the City Project team, executives and other key
stakeholders is vital to Project success.The Stakeholder meeting is a strategic activity to inform, engage, gain
commitment, and instill confidence in the City team. During the meeting, the goals and objectives of the
Project will be reviewed along with detail on Project scope, implementation methodology, roles and
responsibilities, Project timeline and schedule, and keys to Project success.
Objectives:
■ Formally present and communicate the project activities and timeline.
■ Communicate project expectations.
STAGE 1 Stakeholder Meeting
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � � J `^
C=Consulted � �
� � � � �
� v � �
I = Informed `� o " v °J �- �^
� � U � a, � � �n � w r�a
� � � � � U � � � � � � �
C O Up O � '� in
p � ta N 2
t� '+� �o '+� Q1 N +-� co
� c0 C c0 L � 4J U Q � C
41 � � � � O � � � U � � � G � i �
> N � N Q ca �6 4I > UA � � � v �
� }, � X U U N . �--+ O v a-' U
a"' U W � � a-� �' � U h0 V i � C
N N � �
U � � (i5 -6 � C U v U C � �
� Q '� Q +� p U a! N � p C to � fl- -O U
�
w � a � 0 � � U w v� a �i U v� � w �
City of Dubuque, IA
Tyler Technologies, Inc. Page � 27
�
Create Stakeholder I A R I I I I C I
Meeting Presentation
Review Stakeholder I C A R C
Meeting Presentation
Perform Stakeholder I A R I I I I C I I I I I I
Meeting Presentation
Inputs Agreement
SOW
Project Management Plan
Outputs/
Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
■ None
6.1.5 GIS Preparation
GIS data is a core part of many Tyler applications. Other City offices/products may also use this data and have
different GIS requirements. A key focus of this preparation will be the process for developing the GIS data for
use with Tyler applications.This can be an iterative process, so it is important to begin preparation early.
Objectives:
■ Identify all City GIS data sources and formats.
■ Tyler to understand City's GIS needs and practices.
■ Ensure City's GIS data meets Tyler product requirements.
STAGE 1 GIS Preparation
Tyler Client
RACI MATRIX KEY:
N
R= Responsible � � �
A=Accountable � � J "'
C=Consulted � �
� � � � �
� � v v � �
I = Informed o " � °J
� � v � a, o � �, � � �
`° c °' � a � c � � � � w °J �
c o �w o �n L � o � a, _
� a c a � � a� � �- � c J � � +� a�i
+� � +� � O in �n O � to co � J
.�
v a�i � a�i Q a � v > �on � � � � E v �
� � � X U U � �, 0 � �+ U
� � V � w `,� C +-+ � � V 'a-� 110 � i � C
U � (6 -6 � � U � � U � �
� Q �� Q +� � U N aJ v p C fa � �- � U
x � � � co a� '— x +� i � L � v C a1
w � � � U w v� d � U cn � w
Initial GIS Planning A R C C C
Meeting
Determine all GIS Data I I A R C
Sources
Provide Source GIS Data I I A R C
City of Dubuque, IA
Tyler Technologies, Inc. Page � 28
�
Review GIS Data and A R C I C
Provide Feedback
Inputs GIS Requirements Document
Outputs/ Acceptance Criteria [only]for Deliverables
Deliverables
Production Ready Map Data Meets Tyler GIS Requirements.
Work package assumptions:
■ GIS data provided to Tyler is accurate and complete to the best of City's knowledge
■ GIS data provided to Tyler is current.
■ City is responsible for maintaining the GIS data.
G.1.� Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.
Note:Advancement to the Assess & Define stage is not dependent upon Tyler's receipt of this stage
acceptance.
Initiate& Plan Stage Deliverables:
■ Project Management Plan (DED-01)
■ Project Operational Plan (DED-02)
■ Initial Project Schedule (DED-03)
Initiate& Plan stage acceptance criteria:
■ All stage deliverables accepted based on acceptance criteria previously defined
■ Project governance defined
■ Project portal made available to City
■ Stakeholder meeting complete
■ GIS Data Production Ready
■ Completed Infrastructure Requirements and Design Document
■ System Passes Infrastructure Audit (as applicable)
6.2 Assess & Def i ne
The Assess & Define stage will provide an opportunity to gather information related to current City business
processes.This information will be used to identify and define business processes utilized with Tyler software.
City collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in
analysis, understanding current workflows and business processes.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 29
�- -_- - - _ = _ - -Y������---
_ ��. �.
G.2,1 Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution
functionality prior to beginning the current and future state analysis.The primary goal is to establish a
foundation for upcoming conversations regarding the design and configuration of the solution.
Tyler utilizes a variety of tools for the Solution Orientation, focusing on City team knowledge transfer such as:
eLearning, documentation, or walkthroughs.The City team will gain a better understanding of the major
processes and focus on data flow, the connection between configuration options and outcome, integration,
and terminology that may be unique to Tyler's solution.
Objectives:
■ Provide a basic understanding of system functionality.
■ Prepare City for current and future state analysis.
STAGE 2 Solution Orientation
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � ° J `�
C=Consulted � �
� � � � �
ra � � a � v
I = Informed ° " v °'
� � U � a�i o � �, � � �
N � W f6
C O d0 O � �� VI � � t1D f6 � N = -6
O ca
� ca c ro � O � � � O � J c6 ra c �
ta cn
a� � � a �' — � a� v `a � � � °J � —
� v � v a �a ca v > an � � E � `°
� y� � X U U � � +-+ O N a-' U
� � U � W !� C +� � •L U '+� bp � � � C
N N U C fa
N Q �p fl- � p U 4J N v p c ca � O- -O V
w � � � � � � U w ci d ii U v� � w �
Provide pre-requisites A R I I I I I
Complete pre-requisites A R C C
Conduct orientation A R I I I I I
Inputs Solution orientation materials
Training Plan
�.2.2 Current & Future State Analysis
The Current& Future State Analysis provides the Project stakeholders and Tyler an understanding of process
changes that will be achieved with the new system.
City and Tyler will evaluate current state processes, options within the new software, pros and cons of each
based on current or desired state and make decisions about the future state configuration and processing.
This may occur before or within the same timeframe as the configuration work package.The options within
the new software will be limited to the scope of this implementation and will make use of standard Tyler
functionality.
The City will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk
from over customization of Tyler products. It is the client's responsibility to verify that in-scope requirements
City of Dubuque, IA
Tyler Technologies, Inc. Page � 30
�- -
- ��`_- -- -_- - - _ = _`_��������--
are being met throughout the implementation if functional requirements are defined as part of the contract.
The following guidelines will be followed when evaluating if a modification to the product is required:
■ A reasonable business process change is available.
■ Functionality exists which satisfies the requirement.
■ Configuration of the application satisfies the requirement.
■ An in-scope modification satisfies the requirement.
Requirements that are not met will follow the agreed upon change control process and can have impacts on
the project schedule, scope, budget and resource availability.
STAGE 2 Current& Future State Analysis
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � � J `�
C=Consulted � �'
� V1 l� N L
� � � �
I = Informed � `� ° `-' v °' �- �
� � U � a�i o � �, � w �
� � �
c o � o v°�, � � � � n�o r�o � v = �
ca '+� co '+� N � a� o ca v � �, co
� ° � ° � o °� `—' v�i o � J � a c �
ca _ �n L ra
v � � v }' — a� v � � � °J � —
� v � v Q ra c� v > ap � � E v �°
}, � ,� � x u c� v� �, c +� o a� � +� �., �—'
� � U � W � C �, � 'i U ��, bp � i � C
N N � C co
C
N Q- �p Q- � pc U N N � p C ca � � 'O V
W � � � � G � U w l j d L�L U tn � w �
Current State process A R I I I C C C C C
review
Discussfuture-state A R C C C C C C C C
options
Make future-state C C C C C A R I C C
decisions(non-COTS)
Document anticipated
configuration options A R C C C I I I I I
required to support
future state
Analyze and document
solutions for in-scope A R C C C I I I I I
interfaces
Inputs Client current state documentation
Solution Orientation completion
Outputs/
Deliverables
System Design Documents (DED-04)
RTM (DED-05)
Work package assumptions:
■ City attendees possess sufficient knowledge and authority to make future state decisions.
■ City is responsible for any documentation of current state business processes.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 31
�_- -- -_- - - _ = _��.��������---
■ Client is able to effectively communicate current state processes.
6.2.3 Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler's conversion tools facilitate the
predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler
system.The first step in this process is to perform an assessment of the existing ("legacy") system(s), to
better understand the source data, risks, and options available. Once the data has been analyzed,the plan for
data conversion is completed and communicated to the appropriate stakeholders.
Objectives:
■ Communicate a common understanding of the project goals with respect to data.
■ Ensure complete and accurate source data is available for review/transfer.
■ Map the data from the source to the Tyler system.
■ Document the data conversion/loading approach.
STAGE 2 Data Conversion Assessment
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � � J "'
C=Consulted � �
� � � � �
� � a v �
I = Informed v g � " �, � °J �- �^
� � � � i U � +�-' L vl � W fS3
c O hA O ca1 'i � � � u�A � � aI S �
� '�' � '�' in c N � � ra aJ � y ro
� (6 C (6 +� N U f2 � J C +-+ +, N
+� � +� � O � in O � ra ca � J
.�
� a�i � a�i Q a � v > tin � � � � E v fB
� +., � X U U N - a-� O OJ V U
j � V � w `� C +-+ � � V +.� � � i � C
4J N
� Q '0 Q +�-+ p U N N � �p C fa � fl- -O U
X � � � � � '_ X � i 7 L 7 � C N
W d � � � U W l/1 d L.L U VI � W
Extract Data from Source I C A R
Systems
Complete Data A R C C I C C I
Analysis/Mapping
Review and Scrub Source I I I A R C I
Data
Build/Update Data R C C C I I I I
Conversion Plan
Inputs Client Source data
Client Source data Documentation (if available)
Outputs/ Acceptance Criteria [only]for Deliverables
Deliverables
Data Conversion Plan built/updated Client Acceptance of Data Conversion Plan, if
(DED-06) Applicable
City of Dubuque, IA
Tyler Technologies, Inc. Page � 32
�_- -- -_- - - _ = _���������---
Work package assumptions:
■ Tyler will be provided with data from the Legacy system(s) in a mutually agreed upon format.
■ Tyler will work with City representatives to identify business rules before writing the conversion.
■ City subject matter experts and resources most familiar with the current data will be involved in the
data conversion planning effort.
6.2.4 Modification Analysis
This work package is not applicable for this project. This section remains in this document for outline
numbering consistency with the WBS graphic shown previously.
�.2.5 Data Assessment
This work package is not applicable for this project. This section remains in this document for outline
numbering consistency with the WBS graphic shown previously.
G.2.� Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note:Advancement to the Prepare Solution Stage is dependent upon Tyler's receipt of the Stage Acceptance.
Assess& Define Stage Deliverables:
■ Documentation of future state decisions and configuration options to support future state decisions.
■ Modification specification document.
Assess& Define Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Solution Orientation is delivered.
■ Conversion data extracts are received by Tyler.
■ Data conversion plan built.
6.3 Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages
will be used to install and configure the Tyler software solution. Software configuration will be validated by
the client against future state decisions defined in previous stages and processes refined as needed to ensure
business requirements are met.
�.3.1 Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success
and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler
Licensed Software on an approved network and infrastructure. Delays in executing this work package can
affect the project schedule.
Objectives:
City of Dubuque, IA
Tyler Technologies, Inc. Page � 33
�_- -- -_- - - _ = _�Y��������---
■ All licensed software is installed and operational.
■ City is able to access the software.
.
STAGE 3 Initial System Deployment (Hosted/SaaS)*
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � ° J "'
C=Consulted � �'
� � � � �
m c a� v c
O U � � N �
Q �
I = In orme v � � �L �, �, X �
� � � � � O +� � �n � W ra
�
C O bA O tn 'i N �O � � r�a � N S �
� � C �
� � � � � O v�j U � O � J ra ro c J
.�
� a�i � v a o � v > rio � � � � E v f°
� }, � X U U c� y_, O OJ V U
+-+ U W � '� � ��--+ C V � � L � .
v � �
Uj � 'O fl- � �p U N N v p C ra � fl- �6 U
�
w � d � � � � U w c�i� � �i U in � w �
Prepare hosted A R I C
environment
Install Licensed
Software with
Initial Database on
Server(s)for A R I C
Included
Environments
Install Licensed
Software on Client I C A R
Devices(if
applicable)
Tyler System
Administration
Training(if A R I C
applicable)
Outputs/
Deliverables
Licensed Software is Installed on the Server(s) Software is accessible
Installation Checklist/System Document DED-
07)
Work package assumptions:
■ The most current generally available version of the Tyler Licensed Software will be installed.
■ City will provide network access for Tyler modules, printers, and Internet access to all applicable City
and Tyler Project staff.
City of Dubuque, IA
Tyler Technologies, Inc. Page / 34
�- -_- - - _ = _ - --������---
_ ��. �.
5,3.2 Configuration
The purpose of Configuration is to prepare the software product for validation.
Tyler staff collaborates with City to complete software configuration based on the outputs of the future state
analysis performed during the Assess and Define Stage. City collaborates with Tyler staff iteratively to validate
software configuration.
Objectives:
■ Software is ready for validation.
■ Educate City SME how to configure and maintain software.
■ Prepare standard interfaces for process validation (if applicable).
STAGE 3 Configuration
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � � J `^
C=Consulted � �
� � N N i
� � v v � �
I = Informed ` � " v °' �- �
� � U i N O � v� � w �
�n N �
(O � N � N U N -6 �
C O h0 O � �� v� � � h0 ca � N 2 �
O ca
� � � � � O � � � O � J ca co c J
� .— N � �
v a�i � a�i Q a � v > � � � � � � v �
U U � U
� � U � W �� C ++ � 'L U �O � � � � C
N N � C co
N Q- �p Q- � pc u N N � �p C ca � Q '6 u
W � � � 0 G � U w l% d 11 U V) � w �
Conduct configuration A R I C C
training
Complete Tyler
configuration tasks A R I I I
(where applicable)
Complete Client
configuration tasks I C A R C
(where applicable)
Standardinterfaces
configuration and A R C I C C C
training(if applicable)
Updates to Solution
Validation testing plan C C A R C C
Non-standard
interface A R C I C C C
configuration and
training
Inputs System Design Documents
Outputs/
Deliverables
Configured System
City of Dubuque, IA
Tyler Technologies, Inc. Page � 35
_ _ __ -_ - -- _- -- -_- - - _ = _ - --� ����---
�� _
Work package assumptions:
■ Tyler provides guidance for configuration options available within the Tyler software. City is
responsible for making decisions when multiple options are available.
5.3.3 Process Refinement
Tyler will educate the City users on how to execute processes in the system to prepare them for the
validation of the software. City collaborates with Tyler staff iteratively to validate software configuration
options to support future state.
Objectives:
■ Ensure that City understands future state processes and how to execute the processes in the
software.
■ Refine each process to meet the business requirements.
■ Validate standard interfaces, where applicable.
■ Validate forms and reports, where applicable.
STAGE 3 Process Refinement
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � �° J `^
C=Consulted � �
� � � � �
� � v v � �
I = Informed v � � " v °'
� v � v o � � � � �
N � W c6
C O d0 O � '� vi � � i10 to � N 2 �
(i5 '� c6 '� N � v � � �6 � � y� c0
� � � � � O cn U cn O � J ro ra c �
�
� v � v a a �a v > � � � � � E v �°
.�, � �, � x U U cn .�, � +� o aJ U +� ,� U
� � U � W � � y_, � 'L U �y_, 17,p � � � C
N N � C c6
N fl- �p fl- � pc U N N � �p C �o � Q- -6 V
W � � � � G �- U w l% d L�L U c/) � W �
Conduct process A R I C I C
training
Confirm process I C A R C I C
decisions
Test configuration I C A R C
Refine
configuration A R I I I
(Client
Responsible)
Refine
configuration (Tyler I C A R C
Responsible)
Validate interface I C C A R C C
process and results
Update client- I C A R C
specific process
City of Dubuque, IA
Tyler Technologies, Inc. Page � 36
�
documentation (if
applicable)
Updates to
Solution Validation C C A R C C
testing plan
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support
future state decisions.
Solution validation test plan
Outputs/ Acceptance Criteria [only] for Deliverables
Deliverables
Updated solution validation test plan (DED-
08)
Completed client-specific process
documentation (completed by City)
Work package assumptions:
■ None
6,3.4 Conversion Delivery
The purpose of this task is to transition the City's data from their source ("legacy") system(s) to the Tyler
system(s).The data will need to be mapped from the legacy system into the new Tyler system format. A well-
executed data conversion is key to a successful cutover to the new system(s).
With guidance from Tyler, the City will review specific data elements within the system and identify/report
discrepancies. Iteratively,Tyler will collaborate with the City to address conversion discrepancies.This process
will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s). Reference
Conversion Appendix for additional detail.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 37
_ _ __ __ - -- _- -- -_- - - _ = _ - --� ����---
�
��� -
�
,,, ,
�, , ,
, ,
,�
„ „
� � � . ,
,.,,
- ,, , , . �
,
..,,
� ,
Objectives:
■ Data is ready for production (Conversion).
STAGE 3 Data Delivery&Conversion
Tyler Client
RACI MATRIX
�
KEY: "'
c � �
R= Responsible � � J `�
�
A=Accountable � � v � � �
C=Consulted v � o " v °'
uA U �� v o � �, � � �
I = Informed �' °' "' `�
c o tl�D o c� -L � � � n�o r�o � � _ �
co '� co '� N � a� a � ca v � �, co
� ca c ca L a� c� Q
v � `� � v � � � v v � � � � � � J
� v � v a co �o v > uA � � E v �°
E � E X � �'
+� O N +� c..�
� � U � L.L.� !� C J-� � 'L U '}� bA � � � C
N N � C c6
N � �p � � p u N N � �p c ca � Q- 'O u
w � a � � � � U w v� d �i U in � w �
Provide data
crosswalks/code A C R I I I
mapping tool
Populate data
crosswalks/code I C C A R C
mapping tool
Iterations:
Conversion A C R I I
Development
Iterations:
Deliver A R I I I
converted data
Iterations:
Proof/Review C C C A R C C
data and
City of Dubuque, IA
Tyler Technologies, Inc. Page � 38
�
reconcile to
source system
Inputs
Data Conversion Plan
Configuration
Outputs/
Deliverables
Code Mapping Complete/Validated
Conversion Iterations/Reviews Complete
Work package assumptions:
■ The City will provide a single file layout per source system as identified in the investment summary.
■ The City subject matter experts and resources most familiar with the current data will be involved in
the data conversion effort.
■ The City project team will be responsible for completing the code mapping activity, with assistance
from Tyler.
6.3.5 Modification Delivery
This work package is not applicable for this project. This section remains in this document for outline
numbering consistency with the WBS graphic shown previously.
�.3.5 Data Delivery
This work package is not applicable for this project. This section remains in this document for outline
numbering consistency with the WBS graphic shown previously.
5.3.7 Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.
Note:Advancement to the Production Readiness Stage is dependent upon Tyler's receipt of the Stage
Acceptance.
Prepare Solution Stage Deliverables:
■ Installation Checklist (DED-07)
■ Requirements Traceability Matrix (DED-05)
Prepare Solution Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Software is configured.
■ Solution validation test plan has been reviewed and updated if needed.
■ Requirements have been validated.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 39
�-� -
- ��� -- ---_.. - _ -�.������---
6.4 Production Readiness
Activities in the Production Readiness stage will prepare the client team for go-live through solution
validation, the development of a detailed go-live plan and end user training. A readiness assessment will be
conducted with the client to review the status of the project and the organizations readiness for go-live.
�.4.1 Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that City verifies all aspects of the
Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all
features and functions per the contract have been deployed for system use.
Objectives:
■ Validate that the solution performs as indicated in the solution validation plan.
■ Ensure City organization is ready to move forward with go-live and training (if applicable).
STAGE 4 Solution Validation
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � � J `^
C=Consulted � �
� � � � �
� � � �
I = Informed v � o " � °'
uA U �� v o � �, � � �
N � W f6
C O d0 O � L vi � � �]D �6 � N 2 �
c(i5 '�, c6 '� N � 4I � � c6 � � y� c0
G @ � � i � � U fl- O � J f6 (6 C J
(SS ln '� ln f6
� a�i � v a a �o v > � � � � � E v �°
�, � �, � x c� c� cn .�, c +� o a� � � ,n c�
� � U � W � � �, � .L U � 17,p � � �
N N � C ro
N � �p � � p U N N � �p C �o � �- 'O V
w � � � � � � U W (% d L.L U (n � W �
Update Solution A R C C C C
Validation plan
Update test scripts(as C C C A R C
applicable)
Perform testing C C C A R C
Document issues from C C C A R C
testing
Perform required follow- A R C C C C
up on issues
Inputs Solution Validation plan
Completed work product from prior stages(configuration, business process,etc.)
Outputs/ Acceptance Criteria [only]for Deliverables
Deliverables
Solution Validation Report (DED-08) City updates report with testing results
Work package assumptions:
City of Dubuque, IA
Tyler Technologies, Inc. Page � 40
�_- -- -_- - - _ = _�-�������---
■ Designated testing environment has been established.
■ Testing includes current phase activities or deliverables only.
6.4.2 Go-Live Readiness
Tyler and City will ensure that all requirements defined in Project planning have been completed and the Go-
Live event can occur, as planned. A go-live readiness assessment will be completed identifying risks or actions
items to be addressed to ensure the client has considered its ability to successfully Go-Live. Issues and
concerns will be discussed and mitigation options documented.Tyler and City will jointly agree to move
forward with transition to production. Expectations for final preparation and critical dates for the weeks
leading into and during the Go-Live week will be planned in detail and communicated to Project teams.
Objectives:
■ Action plan for go-live established.
■ Assess go-live readiness.
■ Stakeholders informed of go-live activities.
STAGE 4 Go-Live Readiness
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � �° J "'
C=Consulted � �'
� � � � �
� � a v �
I = Informed v � � " �, v °J �- '^
� � � � i U � � L vl � W (6
C O hA O ca1 'L v � � � � � QJ S �
� � C �
� � � � � O v�j U � O � J ra ro c J
�
� v � a�i Q a � a� > �no � � � � E � �6
� ,, � x c� v_ in .— +� o a� � c�
+-+ U w � '� y_, +--+ C c� pp � N '
N N � cO �
� Q '� Q � � u N N v �p C fa � � � U
X � � � � � '— X � i 7 L � v C N
W d � � U W (n d L.L U /n � W
Perform Readiness I A R C C I C I I I I I I
Assessment
Conduct Go-Live planning A R C C C C C C C
session
Order peripheral I A R C
hardware (if applicable)
Confirm procedures for
Go-Live issue reporting& A R I I I I C C I I I I I
resolution
Develop Go-Live checklist A R C C C C I C C
Final system
infrastructure review A R C C
(where applicable)
Inputs System Design Document(DED-04)
Go-live checklist(DED-10)
Outputs/ Acceptance Criteria [only]for Deliverables
Deliverables
City of Dubuque, IA
Tyler Technologies, Inc. Page � 41
i
Go-Live Plan and Checklist (DED-10) Updated Action plan and Checklist for go-live
delivered to City
Work package assumptions:
■ None
6.4.3 End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously
reviewed and approved, the Project team will organize and initiate the training activities.
Train the Trainer:Tyler provides one occurrence of each scheduled training or implementation topic. City
users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be
contracted at the applicable rates for training.
Tyler will provide standard application documentation for the general use of the software. It is not Tyler's
responsibility to develop client specific business process documentation. Client-led training labs using client
specific business process documentation if created by the client can be added to the regular training
curriculum, enhancing the training experiences of the end users.
Objectives:
■ End users are trained on how to use the software prior to go-live.
■ City is prepared for on-going training and support of the application.
STAGE4 End UserTraining
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable v � `° "'
� � J N
C=Consulted � � �, � �
� � a � �
I = Informed v g � " �, � °J fl- �^
� � � � i U � +�-' L vl � W fS3
C O hA O cn 'j �n � � b�.A � � � -6
i v p � � 4I S
� � c �
� � � � � O v�j U � O � J ra ca � J
.�
� a�i � a�i Q a � v > tin � � � � E v fB
� +, � X U U N — a-� O OJ V U
+-+ U W � '� � +-+ � V � i � '
U � � � (6 -6 L C U � � U � � � � L
� Q '0 Q �+ p U N N N p � fa � fl- -O U
X � � � � � '_ X � i 7 L 7 � C N
W d � � U W l/1 d LL U VI � W
Update training plan A R C C I C
End User training(Tyler- A R C C C I C C C
led)
Train-the-trainer A R C C C I C
End User training(Client- C C A R I C C C
led)
Inputs Training Plan
List of End Users and their Roles/Job Duties
Configured Tyler System
City of Dubuque, IA
Tyler Technologies, Inc. Page � 42
�
Outputs/
Deliverables
End UserTraining
End UserTraining Guides(DED-11)
Work package assumptions:
■ The City project team will work with Tyler to jointly develop a training curriculum that identifies the
size, makeup, and subject-area of each of the training classes.
■ Tyler will work with City as much as possible to provide end-user training in a manner that minimizes
the impact to the daily operations of City departments.
■ City will be responsible for training new users after go-live (exception—previously planned or regular
training offerings by Tyler).
6.4.4 Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is
dependent upon Tyler's receipt of the stage acceptance.
Production Readiness stage deliverables:
■ Solution Validation Report. (DED-08)
■ Go-live plan and checklist (DED-10).
■ End usertraining.
Production Readiness stage acceptance criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Go-Live planning session conducted.
6.5 Production
Following end user training the production system will be fully enabled and made ready for daily operational
use as of the scheduled date.Tyler and City will follow the comprehensive action plan laid out during Go-Live
Readiness to support go-live activities and minimize risk to the Project during go-live. Following go-live,Tyler
will work with City to verify that implementation work is concluded, post go-live activities are scheduled, and
the transition to Client Services is complete for long-term operations and maintenance of the Tyler software.
�.5.1 Go-Live
Following the action plan for Go-Live, defined in the Production Readiness stage, City and Tyler will complete
work assigned to prepare for Go-Live.
City provides final data extract and Reports from the Legacy System for data conversion and Tyler executes
final conversion iteration, if applicable. If defined in the action plan, City manually enters any data added to
the Legacy System after final data extract into the Tyler system.
Tyler staff collaborates with City during Go-Live activities. City transitions to Tyler software for day-to day
business processing.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 43
�-`_- -- -_- - - _ = _���������---
Some training topics are better addressed following Go-Live when additional data is available in the system or
based on timing of applicable business processes and will be scheduled following Go-Live per the Project
Schedule.
Objectives:
■ Execute day to day processing in Tyler software.
■ Client data available in Production environment.
STAGE 5 Go-Live
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � ° J "'
C=Consulted � �
� � � � �
m � v � � �
� � v � L � v Q �
I = Informed �,
� � � � i U � +�-+ i vl � W fS3
N
C O bA � N i N �O � � � !�6 N = �
� � C �
� � � � � O v�j U � O � J ra ca c J
.�
� a�i � a�i Q a � v > on � � � � E v fB
}, � �, � x u u �, .+� � +� o v � L �, u
U W i� �� y� V IlQ � � ��
� �
N N a--'
v Q '� Q � � U 4J N � p C ra � fl- �6 U
� c
W � d � � G � U W l! d L.L U (/") � W �
Provide final source data C C A R
extract, if applicable
Final source data pushed
into production A C R I C C C
environment, if
applicable
Proof final converted C C C A R C
data, if applicable
Complete Go-Live
activities as defined in C C C A R C I C
the Go-Live action plan
Provide Go-Live A R C C I C C I C I C
assistance
Inputs Comprehensive Action Plan for Go-Live
Final source data (if applicable)
Outputs/ Acceptance Criteria [only]for Deliverables
Deliverables
Data is available in production environment Client confirms data is available in production
environment
Work package assumptions:
■ City will complete activities documented in the action plan for Go-Live as scheduled.
■ External stakeholders will be available to assist in supporting the interfaces associated with the Go-
Live live process.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 44
�_- -- -_- - - _ = _�Y��������---
■ The Client business processes required for Go-Live are fully documented and tested.
■ The City Project team and subject matter experts are the primary point of contact for the end users
when reporting issues during Go-Live.
■ The City Project Team and SME's provide business process context to the end users during Go-Live.
■ The Tyler Go-Live support team is available to consult with the City teams as necessary.
■ The Tyler Go-Live support team provides standard functionality responses, which may not be tailored
to the local business processes.
6.5.2 Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the
exception of agreed-upon post Go-Live activities.The Tyler project manager(s) schedules a formal transition
of City onto the Tyler Client Services team, who provides City with assistance following Go-Live, officially
transitioning City to operations and maintenance.
Objectives:
■ Ensure no critical issues remain for the project teams to resolve.
■ Confirm proper knowledge transfer to City teams for key processes and subject areas.
STAGE 5 Transition to Client Services
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable v � f6 "'
� � J N
C=Consulted � � �, � �
� � a � �
I = Informed v g � " �, � °J �- �^
� � � � i U � +�-' L vl � W fS3
c O hA O cn 'j �n � � � � � � �
i v p � � 4I S
� � c �
� � � � � O v�j U � O � J ra ca � J
.�
� a�i � a�i Q a � v > tin � � � � E v fB
� +, � X U U cn — a-� O OJ V U
+-+ U W � '� � +-+ � V � i � '
U � � � (6 -6 L C U � � U � � � � L
� Q '0 Q �+ p U N N N p � fa � fl- -O U
X � � � � � '_ X � i 7 L 7 � C N
W d � � U W l/1 d LL U VI � W
Transfer client to Client
Services and review I I A I I R I I C C C
issue reporting and
resolution processes
Review long term
maintenance and A R C C C
continuous
improvement
Inputs Open item/issues List
Outputs/ Acceptance Criteria [only] for Deliverables
Deliverables
Client Services Support Document
Work package assumptions:
City of Dubuque, IA
Tyler Technologies, Inc. Page � 45
�_- -- -_- - - _ = _���������---
■ No material project issues remain without assignment and plan.
6.5.3 Post Go-Live Activities
Some implementation activities are provided post-production due to the timing of business processes, the
requirement of actual production data to complete the activities, or the requirement of the system being
used in a live production state.
Objectives:
■ Schedule activities that are planned for after Go-Live.
■ Ensure issues have been resolved or are planned for resolution before phase or project close.
STAGE 5 Post Go-Live Activities
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � � J `^
C=Consulted � �
� V1 N +� L
@ � � � � �
I = Informed ` � " v °' �- �^
� � U � a� o � v, � w �
� v �
(B � N � N U N 'O N
C O hp O � �L v� � � lt0 to � N 2 �
(i5 '� c6 '� � � 4I � � ca N � � c0
� � � � � O N U � O � J ro co c �
�
v a�i � a�i Q a �o v > � � � � � � v �
U U - +� V
� � U � L.L.� !� C +� � 'L U '� 4.0 � L � C
N N � C ra
N Q- �p Q- � pc U N N � �p C �o � �- 'O V
W � d � � G � U w l% d L�L U V) � W �
Schedule contracted
activities that are A R C C C C I C C I C C
planned for delivery
after go-live
Determine resolution
plan in preparation for A R C C C I C C I C
phase or project close
out
Inputs List of post Go-Live activities
Outputs/ Acceptance Criteria [only]for
Deliverables Deliverables
Updated issues log
Work package assumptions:
■ System is being used in a live production state.
G.5.4 Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
■ Advancement to the Close stage is not dependent upon Tyler's receipt of this Stage Acceptance.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 46
�- -
,�_- -- -_- - - _ = _`_��������--
■ Converted data is available in production environment.
Production Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Go-Live activities defined in the Go-Live action plan completed.
■ Client services support document is provided.
�.� CIOSe
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or
Project. City transitions to the next cycle of their relationship with Tyler(next Phase of implementation or
long-term relationship with Tyler Client Services).
�.6.1 Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for
the Phase.The Tyler Client Services team will assume ongoing support of City for systems implemented in the
Phase.
Objectives:
■ Agreement from Tyler and City teams that activities within this phase are complete.
STAGE 6 Phase Close Out
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � � J `^
C=Consulted � �
� � � � �
� � � �
I = Informed � o " v °'
� � v � v o � ,,, � � �
c o � o °1 " �, � �C n�n � � w °J �
(SS �+� (6 �+� N C L � O C (6 � C J-= _ (O
� @ � @ � O � U � O � J ro ra c �
�
� v � v a � � v v � � � � � � � �
+� � u � w � `-' N +� c u o � � � "' "
.� � � �
N N U C � f6
� Q �� Q a-�-� � U N N � Q C !6 � fl- -O V
(i5 c
W � d � � G � U W (% d L.L U Vl � W �
Reconcile project budget
and status of contract I A R I I C
Deliverables
Hold post phase review A R C C C C C C C C C
meeting
Release phase-
dependent Tyler project A R I I
resources
Participants Tyler Client
Project Leadership Project Manager
Project Manager Project Sponsor(s)
City of Dubuque, IA
Tyler Technologies, Inc. Page � 47
�
Implementation Consultants Functional Leads, Power Users,
Technical Leads
Technical Consultants(Conversion, Deployment,
Development)
Client Services
Inputs Contract
Statement of Work
Project artifacts
Outputs/ Acceptance Criteria [only]for Deliverables
Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Work package assumptions:
■ Tyler deliverables for the phase have been completed.
�.6.2 Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.
At this time City may choose to begin working with Client Services to look at continuous improvement
Projects, building on the completed solution.
Objectives:
■ Confirm no critical issues remain for the project teams to resolve.
■ Determine proper knowledge transfer to City teams for key processes and subject areas has
occurred.
■ Verify all deliverables included in the Agreement are delivered.
STAGE 6 Project Close Out
Tyler Client
RACI MATRIX KEY:
�
R= Responsible � � �
A=Accountable � � J `^
C=Consulted � �
� � � � �
I = Informed v � �° � �, v °J X- �
bn a� o +� �n � w ra
C O b�A O � 'L in � � b�A r�o � N 2 �
(D �✓ C6 �✓ N � v � � (6 v � +� (6
� c0 C c0 L 4J U fl- � J a-� +�
41 � � � � O � � v U � � � G � i J
> N � N Q ca to 4! > UA � � � v �
� �, � X U U (n �--+ O v a-' U
a"' U W � � y_, a"' C U U,p V i � '�
N N � fi3
� Q '� Q � � U 4I N � p C ro � �- -O U
�
w � a � O � � U w v� a �i U v�i � w �
Conduct post project A R C C C C C C C C C
review
City of Dubuque, IA
Tyler Technologies, Inc. Page � 48
�
Deliver post project
report to City and Tyler I A R I I C
leadership
Release Tyler project A R I I
resources
Inputs Contract
Statement of Work
Outputs/ Acceptance Criteria [only]for Deliverables
Deliverables
Post Project Report(DED-12) Client acceptance; Completed report indicating
all project Deliverables and milestones have
been completed
Work package assumptions:
■ All project implementation activities have been completed and approved.
■ No critical project issues remain that have not been documented and assigned.
■ Final project budget has been reconciled and invoiced.
■ All Tyler deliverables have been completed.
5.6.3 Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Close Stage is not dependent upon Tyler's receipt of this Stage Acceptance.
Close Stage Deliverables:
■ Post Project Report.(DED-12)
Close Stage Acceptance Criteria:
■ Completed report indicating all Project deliverables and milestones have been completed.
7. General Assumptions
Tyler and City will use this SOW as a guide for managing the implementation of the Tyler Project as provided
and described in the Agreement. There are a number of assumptions which, when acknowledged and
adhered to, will support a successful implementation. Assumptions related to specific work packages are
documented throughout the SOW. Included here are general assumptions which should be considered
throughout the overall implementation process. A failure of any of these assumptions will not automatically
void or alter this SOW or the Agreement, but may require discussion and may have material impacts. The
parties agree to work in good faith to mitigate such impacts.
City of Dubuque, IA
Tyler Technologies, Inc. Page � 49
���._- - _ — _ - "������---
7.1 Project �
■ Project activities will begin after the Agreement has been fully executed.
■ The City Project Team will complete their necessary assignments in a mutually agreed upon
timeframe in order to meet the scheduled go-live date, as outlined in the Project Schedule. All tasks,
deadlines, and prerequisite activities will be listed on the project plan.
■ Sessions will be scheduled and conducted at a mutually agreeable time.
■ Additional services, software modules and modifications not described in the SOW or Agreement will
be considered a change to this Project and will require a Change Request Form as previously
referenced in the definition of the Change Control Process.
■ Tyler will provide a written agenda and notice of any prerequisites to the City project manager(s)ten
(10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on-site or
remote sessions, as applicable.
■ Tyler will provide guidance for configuration and processing options available within the Tyler
software. If multiple options are presented by Tyler, City is responsible for making decisions based on
the options available.
■ Implementation of new software may require changes to existing processes, both business and
technical, requiring City to make process changes.
■ City is responsible for defining, documenting and implementing their policies that result from any
business process changes.
7.2 Organizational Change Management
Unless otherwise contracted by Tyler, the City is responsible for managing Organizational Change. Impacted
Client resources will need consistent coaching and reassurance from their leadership team to embrace and
accept the changes being imposed by the move to new software. An important part of change is ensuring that
impacted client resources understand the value of the change, and why they are being asked to change.
7.3 Resources and Scheduling
■ City resources will participate in scheduled activities as assigned in the Project Schedule.
■ The City team will complete prerequisites prior to applicable scheduled activities. Failure to do so
may affect the schedule.
■ Tyler and City will provide resources to support the efforts to complete the Project as scheduled and
within the constraints of the Project budget.
■ Abbreviated timelines and overlapped Phases require sufficient resources to complete all required
work as scheduled.
■ Changes to the Project Schedule, availability of resources or changes in Scope will be requested
through a Change Request. Impacts to the triple constraints (scope, budget and schedule) will be
assessed and documented as part of the change control process.
■ City will ensure assigned resources will follow the change control process and 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, change control
process buy-in, and knowledge.
■ City makes timely Project related decisions in order to achieve scheduled due dates on tasks and
prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis
and implementation session is dependent on the decisions made in prior sessions.
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■ City will respond to information requests in a comprehensive and timely manner, in accordance with
the Project Schedule.
• City will provide adequate meeting space or facilities, including appropriate system connectivity, to
the project teams including Tyler team members.
■ For on-site visits,Tyler will identify a travel schedule that balances the needs of the project and the
employee.
7,4 Data
■ Data will be converted as provided and Tyler will not create data that does not exist.
■ City is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy data.
■ Tyler will work closely with City representatives to identify business rules before writing the
conversion. City must confirm that all known data mapping from source to target have been
identified and documented before Tyler writes the conversion.
■ All in-scope source data is in data extract(s).
■ Each legacy system data file submitted for conversion includes all associated records in a single
approved file layout.
■ The client will provide the legacy system data extract in the same format for each iteration 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.
■ The City Project Team is responsible for reviewing the converted data and reporting issues during
each iteration, with assistance from Tyler.
■ Client is responsible for providing or entering test data (e.g., data for training, testing interfaces, etc.)
7.5 Facilities
■ City will provide dedicated space for Tyler staff to work with City resources for both on-site and
remote sessions. If Phases overlap, City will provide multiple training facilities to allow for
independent sessions scheduling without conflict.
■ City will provide staff with a location to practice what they have learned without distraction.
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_ ��. �.
8. Glossary
. �- .
Acceptance Confirming that the output or deliverable is suitable and
conforms to the agreed upon criteria.
Accountable The one who ultimately ensures a task or deliverable is
completed;the one who ensures the prerequisites of the task are
met and who delegates the work to those responsible. [Also see
RACI]
Application A computer program designed to perform a group of coordinated
functions,tasks or activities for the benefit of the user.
Application Programming Interface(API) A defined set of tools/methods to pass data to and received data
from Tyler software products
Agreement This executed legal contract that defines the products and
services to be implemented or performed.
Business Process The practices, policy, procedure,guidelines, or functionality that
the client uses to complete a specific job function.
Business Requirements Document A specification document used to describe Client requirements
� for contracted software modifications.
i 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 documented and agreed upon by participating parties.
Change Management Guides how we prepare, equip and support individuals to
successfully adopt change in order to drive organizational success
&outcomes
Code Mapping[where applicable] An activity that occurs during the data conversion process
whereby users equate data (field level)values from the old
system to the values available in the new system.These may be
Ione to one or many to one. Example: Old System [Field =eye
color] [values= BL, Blu, Blue] maps to New Tyler System [Field =
Eye Color] [value = Blue].
Consulted Those whose opinions are sought,typically subject matter
experts,and with whom there is two-way communication. [Also
see RACI]
Control Point This activity occurs at the end of each stage and serves as a
formal and intentional opportunity to review stage deliverables
and required acceptance criteria for the stage have been met.
Data Mapping[where applicable] The activity determining and documenting where data from the
legacy system will be placed in the new system;this typically
involves prior data analysis to understand how the data is
currently used in the legacy system and how it will be used in the
new system.
Deliverable A verifiable document or service produced as part of the Project,
as defined in the work packages.
Go-Live The point in time when the Client is using the Tyler software to
conduct daily operations in Production.
Informed Those who are kept up-to-date on progress, often only on
completion of the task or deliverable,and with whom there is
just one-way communication. [Also see RACI]
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Infrastructure The composite hardware, network resources and services
required for the existence, operation and management of the
Tyler software.
Interface A connection to and potential exchange of data with an external
system or application. Interfaces may be one way,with data
leaving the Tyler system to another system or data entering Tyler
from another system, or they may be bi-directional with data
both leaving and entering Tyler and another system.
Integration A standard exchange or sharing of common data within the Tyler
system or between Tyler applications
Legacy System The software from which a client is converting.
Modification Custom enhancement of Tyler's existing software to provide
features or functions to meet individual client requirements
documented within the scope of the Agreement.
On-site Indicates the work location is at one or more of the client's
physical office or work environments.
Organizational Change The process of changing an organization's strategies, processes,
procedures,technologies,and culture, as well as the effect of
such changes on the organization.
Output A product, result or service generated by a process.
Peripheral devices An auxiliary device that connects to and works with the computer
in some way.Some examples: scanner, digital camera, printer.
Phase A portion of the Project in which specific set of related
applications are typically implemented. Phases each have an
independent start,Go-Live and closure dates but use the same
Implementation Plans as other Phases of the Project. Phases may
overlap or be sequential and may have different Tyler resources
assigned.
Project The delivery of the software and services per the agreement and
the Statement of Work.A Project may be broken down into
multiple Phases.
RACI A matrix describing the level of participation by various roles in
completing tasks or Deliverables for a Project or process.
Individuals or groups are assigned one and only one of the
following roles for a given task: Responsible(R),Accountable (A),
Consulted (C), or Informed (I).
Remote Indicates the work location is at one or more of Tyler's physical
offices or work environments.
Responsible Those who ensure a task is completed,either by themselves or
delegating to another resource. [Also see RACI]
Scope Products and services that are included in the Agreement.
� � I
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Solution The implementation of the contracted software product(s)
resulting in the connected system allowing users to meet Project
goals and gain anticipated efficiencies.
Stage The top-level components of the WBS. Each Stage is repeated for
individual Phases of the Project.
Standard Software functionality that is included in the base software(off-
the-shelf) package; is not customized or modified.
Statement of Work(SOW) Document which will provide supporting detail to the Agreement
defining Project-specific activities,services and Deliverables.
System The collective group of software and hardware that is used by the
organization to conduct business.
Test Scripts The steps or sequence of steps that will be used to validate or
confirm a piece of functionality, configuration,enhancement,or
Use Case Scenario.
Training Plan Document(s)that indicate how and when users of the system will
be trained relevant to their role in the implementation or use of
the system.
Validation (or to validate) The process of testing and approving that a specific Deliverable,
process, program or product is working as expected.
i Work Breakdown Structure(WBS) A hierarchical representation of a Project or Phase broken down
' into smaller, more manageable components.
Work Package A group of related tasks within a project.
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Part 4 : Appendices
9. Conversion
9.1 EnerGov Conversion Summary
9,1,1 Community Development
■ Permit Master basic information
■ Plan Master basic information
■ Plan & Permit Contacts
■ Unique (keyed) contacts converted to global contacts
■ Non-keyed contacts converted to a Memo Custom Field or standard note
■ Sub-permit Associations—Visible in Workflow and Attached Records
■ Reviews and Approvals
■ Projects
■ Permit Renewals
■ Bonds and Escrow
■ Contractors
■ Initialized Workflows
■ Inspections and Inspection Cases
■ Meetings and Hearings
■ Activities and Actions
■ Conditions
■ Fees
■ Holds
■ Notes
■ Parcels and Addresses
■ Payments and Fee History
■ Zones
■ Code Case Master basic information
■ Code Requests
■ Code Case Contacts and Properties
■ Unique (keyed) contacts converted to global contacts
■ Non-keyed contacts converted to a Memo Custom Field or standard note
■ Violations
■ Fees
■ Payments
■ Notes
■ Fleet Information (Assets, Maintenance History)
9.1.2 Business Management
■ Business Entity(Only for Business Licensing)
■ License Master basic information
■ License Contacts
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■ Unique (keyed) contacts converted to global contacts
■ Non-keyed contacts converted to a Memo Custom Field or standard note
■ Reviews and Approvals—Converted to Activity
■ Fees
■ Bonds and Escrow
■ Activities and Actions
■ Conditions
■ Notes
■ Holds
■ Initialized Workflows
■ Contractors
■ Business Types and NAICS Codes
■ Payment and Fee History
■ Code Case Master basic information
■ Code Requests
■ Code Case Contacts and Properties
■ Unique (keyed) contacts converted to global contacts
■ Non-keyed contacts converted to a Memo Custom Field or standard note
■ Parcels and Addresses
■ Meetings and Hearings
■ Violations
■ Fees
■ Payments
■ Notes
9.2 Munis Conversion Summary
9,2,1 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
9.2.2 Accounting - Actuals
■ Summary account balances
■ Up to 3 years
9.2.3 Accounting - Budgets
■ Original budget, budget adjustments, revised budget summaries for accounts
■ Up to 3 years
9,2,4 Accounts Payable Master
■ Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers
■ Multiple remittance addresses
■ Year-to-date 1099 amounts
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9.2.5 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
■ Up to 5 years
9.2.� Accounts Payable - Invoices
■ Invoice header data containing general information for the invoice
■ Invoice detail data containing line-specific information for the invoice
■ Up to 5 years
9.2.7 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. A balance forward contract amount is
converted, if original amount is required there will be an additional charge and contracts, po's and
invoices must be converted together.
9.2.8 Capital 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, P0, Invoice)
9.2,g General Billing CID
■ Customer information
9.2.10General Billing — Bills
■ 5 years of open and closed invoices
■ General Ledger information so open invoices can be processed in Munis
9.2.11General 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
9.2.12 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
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degree, advice-delivery(print/email/both) and check location, plus primary group,job, location, and
account information
9.2.13Payroll —Accrual Balances
■ Employee Accrual Balances including Vacation, Holiday, and other Leave balances
■ Start of year balance, earned to date, used to date
9.2.14Payroll —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
■ Up to 5 years
9.2.15Payroll — 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.
9.2,1�Payroll - Deductions
■ Employee Deductions - including employee ID, deduction codes,tax information, and direct deposit
information
9,2.17Payroll — 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.
9,2.18Project 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
9.2.19Project Grant Accounting - Actuals
■ Summary project ledger string balances. If linking to GL, must be converted at the same time.
■ Up to 3 years
9.2.20Purchase 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.
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9.2.21Utility Billing
■ Account Master data including previous and current customer owner information-address info,
phone, fax, SSN number, FID number, account status, parcel number, location street, apartment, city,
state, zip, book number, read sequence, account start and end date, EFT bank information
9.2.22Utility Billing —Assessments
■ Assessments are improvement costs that are spread across to property owner
■ Utility Billing conversion option 4 (balance forward AR) must also be purchased in order to convert
assessments
9.2.23Utility Billing —Balance Forward AR
■ Account balance forward information converted as total amount due. If the client's business practices
require current due and past due bills this can be broken into three balance forward bills(current
balance due and up to two past due balance bills).These can be converted to one balance forward
charge code or separate balance forward charge codes, and converted to the account/customer, if
the client's legacy data contains this information.
■ If late penalties will be applied in Munis after the conversion, balance forward amounts must be
converted by charge code
9.2.24Utility Billing —Consumption History
■ History of ineter readings, usage, read dates, usage days, bill amounts, bill dates, read codes
■ Up to 5 years
9.2.25Utility Billing —Work Orders
■ Work Orders data associated with accounts, including meter repairs, checks for leaky meter, reread a
meter due to high reading
9.2.26Utility Billing —Services
■ Current service codes, service status, type, factor, condo units, bill cycle codes, , current deposits
held on account including unpaid deposit amounts, winter usage, current meter(s) associated with
service, meter readings( current and previous), meter usage (current and previous) and sales tax
information.
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1Q. Additional Appendices
10.1 EnerGov Definitions
10.1.1"Template Business Transactions"
■ A pre-defined and pre-configured EnerGov business process from EnerGov's "Best Management
Template".
■ The following modifications to Template Business Transactions are considered within scope:
o Any changes to required inspections within the workflow
o Any changes to the required plan reviews within the workflow
o Adding up to 2 additional actions to the workflow
o Configuration of fees, allowing creation of up to 3 new fees to accommodate
o Any changes to custom field layouts that are directly related to fees or included reports
■ Customization/Configuration of any of these parameters beyond the scope listed above will require
the respective business process to be considered a "Unique Business Transaction", as described
below.
Note:All transaction counts are quantified in the comments of the Investment Summary.
10.1.2"Unique Business Transactions"
■ Unique configuration of workflow or business process steps & actions, including output actions
■ Unique Fee configuration
■ Unique Custom field configuration
10.1.3 "Geo-Rules"
■ An automation event that references GIS data. Current geo-rule action types are:
Alert Displays a pop-up with a custom message to the user,notifying them of certain spatial data(i.e.noise
abatement zones;flood zones;etc.).
Block Places a block on the case and prevents any progress or updates from occurring on the record(i.e.no
status changes can be completed,no fees can be paid,the workflow cannot be managed,etc.)
Block with Places a block on the case and prevents any progress or updates from occurring on the record(i.e.no
Override status changes can be completed,no fees can be paid,the workflow cannot be managed,etc.)However,
the block can be overridden by end-users who have been given the proper securities.
Fee Date Populates the CPI vesting date on the record ifvesting maps are used by thejurisdiction.
Field Mapping A custom field or any field inherent in the EnerGov application can automatically populate with
information based on spatial data.
Required Action A workflow action can automatically populate in the workflow details forthe particular record(i.e.plan,
permit,code case,etc.)that requires the action based on certain spatial data related to the case.
Required Step A workflow step can automatically populate in the workflow details forthe particular record(i.e.plan,
permit,code case,etc.)that requires the step based on certain spatial data related to the case.
Zone Mapping The zone(s)automatically populate on the"Zones"tab ofthe record(i.e.plan,permit,code case,etc.).
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��
10.1.4"Intelligent Objects (10)"
■ Key components for automatically and reactively triggering geo-rules, computing fees, and generating
emails, alerts and other notifications.
10.1.5"Intelligent Automation Agents (IAA)"
■ A tool designed to automate task in a proactive manner by setting values and generating emails and
other tasks. On a nightly basis, a Windows service sweeps the EnerGov system looking for IAA tasks
that need to be run, then the associated actions are performed.The IAA does not generate alerts or
errors. Custom SQL queries are not Tyler deliverables.
10.1.6"EnerGov SDK/API (Toolkits)"
■ API's developed by Tyler Technologies for extending the EnerGov Framework and functionality to
external agencies and systems. Full documentation is available for each toolkit upon request.
Note:The EnerGov toolkits and related documentation are simply tools that allow clients to create
applications and integrations.The purchase of a toolkit/API does not imply any development related services
from Tyler Technologies.The client is responsible for working with their IT staff and VAR's to develop any
necessary applications and integrations except as otherwise noted in the Investment Summary or for any"in-
scope" integrations.
1Q.Z Intentionally left blank.
11. Project Timeline
11.1 ERP Project Timeline
The Project Timeline establishes a target start and end date for each Phase of the Project. The timeline needs
to account for resource availability, business goals, size and complexity of the Project, and task duration
requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to
the Project Stages section of this SOW for information on work packages associated with each stage of the
implementation.
The following dates may be revised based on the date the Agreement is signed and further refined during the
course of the project. Tyler requires up to forty-five (45) days to move from Agreement signing to the Initiate
& Plan Stage.
City of Dubuque, IA
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i
_ _ - - - �_� _ . .
_ _ __������-_-
PRaJECT TIMELINE
xri zozz zvzs
Ja^ Feh hlar AFv A�y Jun Jd Aug 5� Od Hov Oec Jan Fe6 IAar Rpr May Jin Jul Aug S� Od Nav �ec Ja� Fe6 hlar Apr A�y
Financials
Human Gapi[alManagement
— lJtilit�Billing
�
EnerGov
Enterp rise.4sset Ma�t.
� .
1 Core Financials • Accounting/GL April 2021 April 1, 2022
• Accounts Payable
• Bid Management or as defined (July 2022)
• Budgeting in the Project
• Capital Assets Plan and or as defined
• Cash Management mutually in the Project
• Contract Management a reed u on• Plan and
• Employee Exp g p mutually
Phase 1 starts
Reimbursement 30-45 days agreed upon
• Project&Grant Accounting
• Purchasing
after contract
• Accounts Receivable is fully
• General Billing executed
• Tyler Cashiering
• CAFR Statement Builder
• eProcurement
• Citizen Self Service
• BMI Asset Track Interface
• BMI CollectlT Interface
System Wide • Munis Analytics & Reporting
• Tyler Content Manager
• Tyler Content Manager Auto
Indexing and Redaction SE
• Tyler ReadyForms Processing
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�
2 Human Capital • ExecuTime Time & October 2021 October 2022
Management Attendance (including Mobile
Access) or as defined (January
• Human Resources &Talent in the Project 2023)
Management Plan and
• Payroll w/ESS mutuall or as defined
Y
• Recruiting agreed upon in the Project
• Risk Management Plan and
mutually
agreed upon
2a ExecuTime • Executime Advanced October 2022 January 2023
Advanced Scheduling(including Mobile
(Post Scheduling Access) or as defined or as defined
HCM in the Project in the Project
Phase) Plan and Plan and
mutually mutually
agreed upon agreed upon
3 Utility Billing • Utility Billing CIS January 2022 January 2023
• Utility Billing Interface
• Central Property File or as defined or as defined
• Tyler Notify in the Project in the Project
• Tyler GIS Plan and Plan and
• Tyler Payments Enterprise mutually mutually
• Incident Management/311 agreed upon agreed upon
• 3�d Party Citizen Portal API
Connector for Munis
4 EnerGov • Energov Advanced February 2022 February
Automation Bundle 2023
• EnerGov Business Mgmt Suite or as defined
• EnerGov Citizen Self Service— in the Project or as defined
Business Management Plan and in the Project
• EnerGov Citizen Self Service— mutually Plan and
Community Development agreed upon mutually
• EnerGov Community agreed upon
Development API Toolkit
• EnerGov Community
Development Suite
• EnerGov Core Foundation
Bundle
• EnerGov e-Reviews
• EnerGov iG Workforce Apps
• EnerGov Report Toolkit
• EnerGov View Only License
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�
• MyCivic Bundle
• EnerGov Decision Engine
5 Enterprise Asset • Asset Maintenance July 2022 March 2023
Maintenance • Inventory
• Standard Fuel Interface or as defined or as defined
in the Project in the Project
Plan and Plan and
mutually mutually
agreed upon agreed upon
11.2
Intentionally left blank.
11.3 MyCivic Timeline
Q
�•:�:•. tyler Implementation Schedule: MyCi�ic Implementation
�� terinolo�ies
ID TaSk N81llB M-1 Ml M2 M3 M4 MS M6 M7 M8 M9 M10 Mll M12 M13 M14 M15 M16
M yC I V I C �i �I �I �I �I �I �I �I �I �I �I
Stage 1:Initiate and Plan[All applicationsf �';'� '�, '', '', '', '', '', '', '', '', '', '',
Stage 2�.Assess&Defne � '�� '�� '�� '�� '�� '�� '�� '�� '�� '�� '��
Stage 3�,P repare Sol utl on �, �', �', �', �', �', �', �', �', �', �',
Stage 4�.Production Readiness �;�' �I �I �I �I �I �I �I �I �I �I
I n I I I I I I I I I I
Stage 5�,P rod uctlon '�, �; '', '', '', '', '', '', '', '', '', '',
Stage 6:Close �� r �� ��� ��� ��� ��� ��� ��� ��� ��� ���
Project Complete '�, '�, '�, '�, '�, '�, '�, '�, '�, '�, '�,
This timeline is an example.Please use it as a general guide,..ONLY.Its purpose isto demonstrate the order in whlch various products are typically
implemented and the potentlal overlap of stages for each phase The exact timing of each deliverable depends on many factors including,but not limited
to,the dient's abllity to commlt resources to the project,dlent blackout dates,and the allgnment of cllent business practices with Tyler Implementatlon
methodology.Tyler makes no guarantees that implementation schedules will align with this example.
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11.4 Deliverable Explanation Document
. - . . - . - � � �
Deliverable Name: Project Management Plan (x.1.2) Phase: 1, 2, 3, 4, 5
Objective:To provide procedures for project management and managing changes to the project scope,
schedule or budget.
Scope: Customized management plans to reflect Client's specific project approach. Management plans
will document specific project management processes that are agreed upon between Client and Tyler
Project Manager. As part of project planning, the Tyler Project Manager will review the SOW and
contract with Client. The management plan will include all information and procedures for all phases
of the project.
Format: Microsoft Word
Outline:
Scope Management Plan
• Scope Management Approach
• Scope Roles and Responsibilities
• Scope Verification
• Scope Control
• Scope Change
Communication Management Plan
• Purpose
• Communications Planning
• Information Distribution
• Roles and Responsibilities
• Communication Plan Matrix
Resource Management Plan
• Purpose
• Physical Resource Requirements
• Facility Resource Matrix
• Human Resources Requirements Matrix
Quality Management Plan
• Purpose
• Quality Approach
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i
. . . . . � . � , �
• Quality Planning
• Identify Quality Metrics
• Establish Quality Control Checklist
o Issue Resolution
• Quality Assurance
• Quality Control
Risk Management Plan
• Purpose
• Risk Assessment Procedures
• Risk Management Procedures
• Risk Measuring and Control Procedures
• Risk Register
• Risk Assessment
• SWOT Analysis
• Risk Evaluation
• Probability and Impact Matrix
• Risk Management Planning
• Risk Measuring and Control
Client Role:
• Attend project planning sessions scheduled by Tyler
• All project team members will participate in the development of these plans.
Tyler Role:
• Tyler will lead development of the plans and will have responsibility for documenting all
decisions as part of the deliverable.
Acceptance Criteria:
• Client project team has read, understands, and agrees with the procedures and schedules
within the Implementation Management Plan
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
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i
. . . . . . - � , �
Deliverable Name: Project Operational Plan (x.1.2) Phase: 1, 2, 3, 4,
5
Objective:To introduce and familiarize the client with the tools that will be used throughout the
implementation during project planning. To make the tools available for client review and
maintenance as applicable throughout the project.
Scope: Includes Training Plan, Data Conversion Plan, Solution Validation Plan, Go-live Plan
Format: MS Word
Outline:
• Training Plan
o Overview
o Training descriptions
o Classroom setup and resources
o Prerequisites
o Accompanying documents
• Data Conversion Plan
o Overview
o Logistics
o Prerequisites
o Process
o Accompanying documents
o Module/Phase specific conversion schedule and proofing instructions
• Solution Validation Plan
o Overview
o What to expect
o Acceptability
o Common misconceptions
o Identifying Power Users for testing
o Responsibilities
o Testing steps
o Accompanying documents
• Go-Live Plan
o Overview
o Benefits
o Prerequisites to cutover commencement
o Go-Live checklist
o Accompanying documents
• Appendix: Other accompanying documents
o Stage sign-off forms
o Change request form
o Analysis questionnaires
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o Project phase reconciliation report
Client Role:
• Review the plans and accompanying documents
• Gain an understanding of how each plan is used and at what time in the project
• Distribute plans, as applicable,to project team members
Tyler Role:
• Provide the Project Operational Plan and accompanying documents
• Review each plan and document with the client project team; discuss how each will be used
during the implementation, when it will be used, and who is responsible for each.
Acceptance Criteria:
• Delivery of document
� - . . - . - � � �
Deliverable Name: Initial Project Schedule/Project Plan (1.2) Phase: 1, 2, 3, 4,
5
Objective:Task list with owners and due dates for successful completion of the project phase.
Schedules are developed at the start of each phase.
Scope: Includes all tasks and scheduled activities, along with owners, due dates and dependencies.
Format: Developed in MS Project,then uploaded and maintained as the master project plan on the
Client Project SharePoint site.
Outline:The project plan will follow the Tyler Implementation WBS and contain all WBS tasks, tasks
necessary for completion of WBS tasks, deliverables, milestones, review/acceptance periods, and other
key project events.
The Project Plan will contain:
• Project's activities and tasks
• Dates of project activities and tasks
• Specific resources assigned to project tasks
• Detailed Project schedule/Work Breakdown Structure (WBS) featuring phases, deliverables,
and work packages
• Milestones and Deliverables
• Client Review Periods for Milestones and Deliverables
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• Project Acceptance of Implementation Control Points
Client Role:
• Review project plan
• Contribute information necessary to complete and maintain project plan
• Adhere to due dates as defined in the project plan
• Inform the Project Managers of barriers to meeting the defined due dates
Tyler Role:
• Provide initial on-site and remote session schedule to client for approval
• Create project plan
• Post project plan to Project SharePoint site
• Maintain and update the project plan throughout the project
Acceptance Criteria:
• The client signs off on the project plan and schedule
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
� - . . - . - � � ��
Deliverable Name: System Design Document (2.2) Phase: 1, 2, 3, 4,
5
Objective: To document the decisions and processes resulting from analysis and identify how Client
will use the Tyler system.
Scope: Spreadsheet questionnaire outlining processing, workflow and setup decisions
Format: MS Excel
Outline:
Current Needs:
• Identification of current process
• Analysis of interfaces
Client Decision Making:
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• Process Decisions
• Setup Decisions
• Workflow Decisions utilizing Workflow Matrix
• Interface plan
• Follow Up Items
Detailed Munis set-up considerations
• Set up details
• Modifications (if applicable)
• Imports/Export
• Workflow
Interface Plan
• Overview of Interface options
• Interface requirements and documentation
• Interface detailed requirements
• Interface test criteria
• Interface operational procedures
Client Role:
• Participate in all meetings and make decisions
• Review the documents provided by the Tyler project team
• Identify any discrepancies
• Ask for clarification from the Tyler team, if necessary
Tyler Role:
• Complete System Design Documents
• Complete deliverable containing all information described in this DED.
• Participate in meetings as required to gather information necessary to complete deliverable.
• Post completed documents to SharePoint.
• Update deliverable based on feedback from the client within acceptance period
Acceptance Criteria:
• Design Document will include processes and configurations necessary to accommodate final
functional requirements
• All configurations for software documented in Design Document.
• The deliverable contains all the components specified in the Outline of this DED
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
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• The deliverable is free of formatting and spelling errors.
� - . . - . - � � �
Deliverable Name: Requirements Traceability Matrix (x.2.2) Phase: 1, 2, 3, 4,
5
Objective: Provide listing of all system requirements outlined in the RFP formatted for updates to
indicate owner,verification date, status, and next steps if applicable.
Scope: System requirements outlined in the RFP and proposal.
Format: SharePoint list; MS Excel
Outline:
• Includes applicable RFP Checklist Requirements.
Client Role:
• The Client reviews and verifies requirements.
Tyler Role:
• Tyler ensures all requirements are trained and verified.
• Tyler updates testing statuses into the matrix.
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
� - . . - . - � � �.
Deliverable Name: Data Conversion Plan (x.2.3) Phase: 1, 2, 3, 4,
5
Objective: Provide Client with information necessary to understand and implement the conversion
process.
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Stope: All conversion options included in the Investment summary.
Format: MS Word
Outline:
• Logistics
• Conversion contacts
• Prerequisites
• Data mapping
• Data extract
• Verifying converted data
• Reporting discrepancies
• Conversion plan and schedule (for this phase)
• Accompanying documents
o Conversion descriptions
o Conversion schemas
o Conversion sign-off forms
Client Role:
• Client reads conversion plan
• Client participates in planning the conversion schedule
• Client follows the plan and proofing instructions throughout the project
Tyler Role:
• Tyler works with the Client to plan the conversion schedule
• Tyler delivers the plan; posts on the Project Portal
• Tyler reviews the plan with the client
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The deliverable is free of formatting and spelling errors.
. - . . - . - � � �
Deliverable Name: Installation Checl<list/System Document (3.1) Phase: 1
Objective: Provide Client with listing of all products, installation paths and accounts installed within the
Client infrastructure.
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Stope: All Tyler products and associated Client hardware and software
Format: MS Word
Outline:
• Application and Database Server details
• Network names and domain(s)
• Installation paths, IPs and user accounts
• Application and software user accounts details
• Application and web service URLs
• Tyler License Keys
• Recommended on-going ITtasks
Client Role:
• Client reviews document and stores it in a secure location
Tyler Role:
• Tyler deployment engineer provides document to client
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The deliverable is free of formatting and spelling errors.
. - . . - . - � � �•
Deliverable Name: Solution Validation Test Plan (3.3) Phase: 1, 2, 3, 4,
5
Objective: Provide testing steps to guide users through testing business processes in Tyler software.
Scope:Testing steps for Standard business processes.
Format: MS Word; MS Excel
Outline:
• Detailed test scripts by business process for each major functional area/module in scope for
the project.
Client Role:
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• Review the System Design Validation plan
• Provide feedback for additional processes to be tested
• The Client performs Solution Validation Testing to verify software readiness for day-to-day
business processing.
Tyler Role:
• Develop User Acceptance Test Plan
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
� - . . - . - � � �•
Deliverable Name: Solution Validation Report (4.1) Phase: 1, 2, 3, 4,
5
Objective: Provide a high-level overview of the progress of the Solution Validation Test.
Scope: Shows number of test cases by module in table and graph view.
Format: Excel;tab in Solution Validation Checklist workbook
Outline:
• By Module
• Number of cases not yet tested
• Number of cases where testing is in progress
• Number of cases passed
• Number of cases failed
• Total number of cases
Client Role:
• Review the report regularly throughout the Solution Validation Testing period.
• Provide updates to Tyler Project Manager, as needed
Tyler Role:
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• Work with Client Project Team to ensure that failed test items are prioritized and resolved in a
timely manner
Acceptance Criteria:
• N/A
� - . . - . - � � �
Deliverable Name: Go-Live Plan and Checklist (4.2) Phase: 1, 2, 3, 4,
5
Objective: Identify all tasks that will need to be completed for Go-live. Checklist will provide cutover
timelines to cease processing in the legacy system, timeline for final conversions, contingency
processing plans and instructions for decentralized departments.
Scope: Implementation will provide the client with a checklist of items needed to be completed for Go-
Live
Format: MS Word; MS Project
Outline:
Sample activities from a Payroll Go-Live Checklist:
o Validate process of starting a payroll, switch T&A users
o Review Dept.Time &Attendance process, proof reports
o Verify GL Distribution Posting correctly- Finance Dept. approval
o Verify appropriate permission levels on General,Time &Attendance and Payroll Run
Processing for all users
Checklist columns:
o Item ID
o Activity
o Owner
o Date Verified
o Client Approval (initials)
o Notes/Comments
Client Role:
• Review and complete the list of items required for go-live.
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Tyler Role:
• Provide client with a list of items required for completion for the go-live, by phase.
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
. - . . - . - � �
Deliverable Name: Custom End User Training Guides (4.3) Phase: 1, 2
Objective: Provide custom training guides on major functions for end user training
Scope: Customized training guides for major functions current version that client will implement.
These guides are intended for end user training and do not encompass all processes and configuration
of the Munis system. The following processes/programs will be documented in the training guides:
• Munis General Topics for all Modules
■ Navigation
■ Munis Office &Saved Reports
■ Dashboard
■ Tyler Content Manager SE
• Financials
• General Ledger
— GLAccount Inquiry
— YTD Budget Report
• Purchasing& Requisitions
— Requisition Entry
— Attaching Documentation
— Requisition Approval
— PO Approvals
— PO Receiving
— PO Reports
• Accounts Payable
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— Request for Check
— Invoice Entry/Proof
— Invoice Approvals
— AP Reports
— Vendor Central
• Budget
— NY Budget Entry
— NY Budget Reports
— Next Year Budget Detail Approval
— Budget Transfer and Amendments
— Budget Transfer and Amendments Approvals
• Project& Grant Accounting
— Project Reports
• Bid Management
— Bid Entry
— Attaching Documentation
• Contract Management
— Contract Entry
— Attaching Documentation
— Contract Approvals
• Capital Assets
— None
• Cash Management
— None
• Munis Accounts Receivable
— Applying a Payment to a General Bill
— Miscellaneous Cash Receipt Entry
— Accounts Receivable Payment Inquiry and Reports
— Customer Central
• Munis General Billing
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— GB Invoice Entry and Proof
• Payroll/Human Resources
■ Overall Payroll Process
— Time Entry
— Time Entry Approval
■ Personnel Actions Process1
— Actions Entry
— Actions Inquiry
■ Recruiting
— None
■ Risk Management
— None
Format: MS Word
Outline:
• Overview of Function
• Detailed description of how to complete tasks in Munis
• Custom Training guides on major processes for end user training
• Identification of options, fields, and functions built into the Tyler software.
Client Role:
• Review Custom Training Guides
• Distribute Custom Training Guides to end users
Tyler Role:
• Provide Custom Training guides for end-user training in SharePoint Folder.
Acceptance Criteria:
• The deliverable contains all the components specified in the Outline of this DED and the SOW
• The custom training guides will be updated to reflect current features and functions in the
software version that Client is implementing.
1 Personnel Actions document does not include details for every different kind of personnel action type, but does include
instructions for selecting the type and generic steps for completion.
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• The respective Tyler and Client project team members have resolved all material content
and/or quality issues.
• The deliverable is free of formatting and spelling errors.
. - . . - . - � �
Deliverable Name: Post Project Report (6.2) Phase: 1, 2, 3, 4,
5
Objective: Provide comparison of contract Scope and project budget.
Scope: Contract Scope versus actual, analysis of services provided and remaining budget, identify any
necessary Change Requests or project activity.
Format: MS Word and/or Excel
Outline:
o Detailed report for outlining contracted services and delivered services for the phase.
Client Role:
• Review and accept report
Tyler Role:
• Develop and deliver report
Acceptance Criteria:
• Acceptance of services and budget analysis and plan for changes, if needed.
. - . . - . - � �
Deliverable Name: Project Status Reports (throughout project) Phase: All
Objective:To provide project team members with a current snapshot of the project and advise of
upcoming activities.
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Scope: Status report provided at least 18 hours before each scheduled status meeting for project
team review and gathering updates in advance of the meeting. Updated status report with meeting
notes and task updates provided within 18 hours of completion of the status meeting.
Format: PDF
Outline:
• Project Overview(%complete by stage graph)
• Agenda Items
• Recently Completed task list
• Calendar events starting soon
• Tasks starting soon
• Tasks in progress
• Tasks past due
• Conversion tasks past due
• Open items (Issues and Actions)
• Risk Register
• Budget Reconciliation
• Notes
Client Role:
• Review the plans and accompanying documents
• Gain an understanding of how each plan is used and at what time in the project
• Distribute plans, as applicable,to project team members
Tyler Role:
• Provide a status report before and after each status meeting
• Record tasks assigned, key decisions and unresolved items in appropriate PM tool (issues and
actions, project plan)
Acceptance Criteria:
• Delivery of document
� - . . . - � � �
Deliverable Name: Site Reports (throughout project) Phase: All
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Objective:To provide project managers and team members with an update of what was covered
during a scheduled implementation session.
Scope: Site report to be uploaded to Project Portal within 3 business days of completion of the
scheduled session. Consecutive days may be combined on one site report.
Format: PDF
Outline:
• Date, start and end times
• Modules covered
• Attendees
• Tasks assigned
• Daily summary
• Key decisions made
• Unresolved items
Client Role:
• Review the site reports upon delivery
• Notify Tyler Project Manager of discrepancies or inaccuracies
Tyler Role:
• Provide a site report after each scheduled session (or consecutive sessions)
• Record tasks assigned, key decisions and unresolved items in appropriate PM tool (issues and
actions, project plan)
Acceptance Criteria:
• Delivery of document
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��_� _ -_-___.� .::�__
12. Interfaces - ���
. . - � . � . - . . . . . -
Workiva Produce Outbound from Munis Need information Tyler's Comprehensive Annual
Comprehensive Annual pulled from Munis to Financial Report builder and
Financial Report and be able to publish Budget information can be
budget documents Comprehensive Annual exported for document
Financial Report and development.
budget documents
Cartegraph/Invision Asset tracking and Inbound from Need to be able to Replace with Tyler EAM and
management Cartegraph identify capital assets Capital Assets functionality.
thatarestored/tracked
in Cartegraph and get Manual File Import assuming
them into Munis.We standard file format.
would like this to be a
on-demand item that
we can run whenever
needed so we can
move assets over
gradually as the time
progressesy
ESRI Geographic Mostly Inbound from Need current GIS data Tyler GIS
Information System ESRI but Bi-directional in Munis and Energov
between ESRI and to be able to analyze
Munis and EnerGov data, produce maps,
where available etc. It would be nice to
populate GIS with
Munis and EnerGov
data when available
Gas Boy Fuel usage tracking Inbound to Need to be able to Fuel Usage Import allows for
Munis/Energov import any relevant custom import template
information from Gas definitions.
Boy into Munis that is
City of Dubuque, IA
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needed by the EAM
system
Beacon Parcel information Inbound to Need to ensure that as EnerGov is an ArcGIS-centric
tracking system used Munis/EnerGov the County application which consumesa
by Dubuque County changes/adds parcels municipalities mapping service.
in the City of Dubuque,
the GIS information in
Munis and EnerGov is
also updated
Balancing Act Online citizen budget Outbound from Munis Need financial File Export assuming standard file
simulation information (budget format.
and actuals) exported
from Munis to
Balancing Act
Socrata Online citizen Outbound from Munis Need financial File Exports/Standard reporting
transparency tool information (budget tools in Munis
(Open Budget, Open and actuals) exported
Expense) from Munis to Socrata
AIMS/EDC Parking management Inbound from Import financial File Import for payments using
software AIMS/EDC information (AR and standard file format.
deposits)to Munis
WasteWorks Solid waste Inbound from Import financial File Import for Invoices assuming
management and WasteWorks information (AR and standard file format.
landfill billing software deposits)to Munis
Total Administrative Employee Flexible Outbound from Munis Need export from File Export assuming standard file
Services Corporation Spending Account Munis to inform TASC format.
(TASC) (FSA) administration how much was taken
out of each employee's
pay check every pay
period
Neptune 360 Water meter reading Bi-directional Need customer and File Import/Export assuming
software meter information standard file format.
from Munis imported
into Neptune 360 and
need meter read/water
City of Dubuque, IA
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usage data from
Neptune 360 brought
into Munis to facilitate
billing
Water Smart Customer portal to Outbound from Munis Need to send customer Replace with Utility Billing-CIS/
view water usage data, data from Munis to Citizen Self Service
set up leak alerts, etc. WaterSmart
Golf Now POS and reservation Inbound to Munis Import financial File Import for Payments
system for golf courses information (AR and assuming standard file format.
deposits)to Munis
Active Net Parks and Recreation Inbound to Munis Import financial File Import for Payments
management software information (AR and assuming standard file format.
deposits)to Munis
PayPal Payment processing Inbound to Munis Import financial File Import for Payments
information (AR and assuming standard file format.
deposits)to Munis
Blue Fin Payment processing Inbound to Munis Import financial File Import for Payments
information (AR and assuming standard file format.
deposits)to Munis
World Pay Payment processing Inbound to Munis Import financial File Import for Payments
information (AR and assuming standard file format.
deposits)to Munis
I
City of Dubuque, IA
Tyler Technologies, Inc. Page � 3
�� Quoted By: Gary Dube
��� �� t ��� Quote Expiration: 4/30/2021
.,... y
• technologies Quote Name: Dubuque-ERP-Munis
Quote Number: 2020-114268-9
Quote Description: Contract Exhibit- SaaS 5
Sales Quotation For
City of Dubuque
50 W 13th St
F
720 Central Ave
Dubuque,IA 52001-4845
Phone+1 (563) 589-4416 �
SaaS One Time Fees
�- • . - � -- . . • . �. . . .
Financial:
Accounting/GL 5.0 $47,486.00 0 $0.00 $15,300.00
Accounts Payable 5.0 $13,660.00 0 $0.00 $0.00
Bid Management 5.0 $5,809.00 0 $0.00 $0.00
BMI Asset Track Interface 5.0 $2,501.00 0 $0.00 $0.00
BMI CollectlT InterFace 5.0 $2,501.00 0 $0.00 $0.00
Budgeting 5.0 $13,660.00 0 $0.00 $0.00
Capital Assets 5.0 $12,522.00 0 $0.00 $3,500.00
Cash Management 5.0 $9,366.00 0 $0.00 $0.00
Contract Management 5.0 $5,773.00 0 $0.00 $5,000.00
Employee Expense Reimbursement 5.0 $5,316.00 0 $0.00 $0.00
Inventory 5.0 $12,162.00 0 $0.00 $5,600.00
Project& Grant Accounting 5.0 $9,702.00 0 $0.00 $5,000.00
Purchasing 5.0 $21,855.00 0 $0.00 $3,000.00
Standard Fuel Interface - SeeComments 5.0 $2,501.00 0 $0.00 $0.00
Human Capital Management:
ExecuTime Advanced Scheduling 5.0 $11,107.00 0 $0.00 $0.00
ExecuTime Advanced Scheduling Mobile Access 5.0 $2,352.00 0 $0.00 $0.00
2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 1 of 12
SaaS One Time Fees
�- • . - � -- . . • • �. . • - •
ExecuTime Time &Attendance Mobile Access 5.0 $3,003.00 0 $0.00 $0.00
ExecuTime Time &Attendance 5.0 $16,714.00 0 $0.00 $0.00
Human Resources &Talent Management 5.0 $9,297.00 0 $0.00 $1,400.00
Payroll w/ESS 5.0 $11,683.00 0 $0.00 $10,400.00
Recruiting 5.0 $2,333.00 0 $0.00 $0.00
Risk Management 5.0 $2,619.00 0 $0.00 $0.00
Revenue:
Accounts Receivable 5.0 $10,969.00 0 $0.00 $0.00
Central Property File 5.0 $1,784.00 0 $0.00 $0.00
General Billing 5.0 $6,440.00 0 $0.00 $9,800.00
Tyler Cashiering 5.0 $18,021.00 0 $0.00 $0.00
UB InterFace 5.0 $6,759.00 0 $0.00 $0.00
Utility Billing CIS 5.0 $25,811.00 0 $0.00 $25,900.00
Productivity:
Citizen Self Service 5.0 $10,969.00 0 $0.00 $0.00
eProcurement 5.0 $9,006.00 0 $0.00 $0.00
Munis Analytics & Reporting 5.0 $11,350.00 0 $0.00 $0.00
Tyler Content Manager Auto Indexing and Redaction (Enterprise Edition) 5.0 $2,857.00 0 $0.00 $0.00
Tyler Content Manager Enterprise 5.0 $29,618.00 0 $0.00 $0.00
Tyler Notify includes 91,000 Msgs and 3,000 Mins per year 5.0 $18,200.00 0 $0.00 $0.00
Tyler ReadyForms Processing (including Common Form Set) 5.0 $8,877.00 0 $0.00 $0.00
Additional:
3rd Party Asset Management API Connector for Munis 5.0 $4,439.00 0 $0.00 $0.00
3rd Party Citizen Portal API Connector for Munis 5.0 $4,439.00 0 $0.00 $0.00
Payroll Tax Table Updates 5.0 $1,000.00 0 $0.00 $0.00
Asset Maintenance (25) 5.0 $31,450.00 0 $0.00 $11,750.00
Comprehensive Annual Financial Report Statement Builder 5.0 $9,061.00 0 $0.00 $0.00
EnerGov Advanced Automation Bundle 5.0 $19,326.00 0 $0.00 $0.00
EnerGov Business Management Suite (10) 5.0 $17,750.00 0 $0.00 $11,750.00
EnerGov Citizen Self Service - Business Management 5.0 $12,128.00 0 $0.00 $0.00
EnerGov Citizen Self Service - Community Development 5.0 $12,128.00 0 $0.00 $0.00
2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 2 of 12
SaaS One Time Fees
�- . . - � -- . . . . �. . . - .
EnerGov Community Development API Toolkit 5.0 $9,469.00 0 $0.00 $0.00
EnerGov Community Development Suite (25) 5.0 $44,375.00 0 $0.00 $21,150.00
EnerGov Core Foundation Bundle 5.0 $2,959.00 0 $0.00 $0.00
EnerGov Decision Engine 5.0 $10,000.00 0 $0.00 $0.00
EnerGov e-Reviews 5.0 $20,603.00 0 $0.00 $0.00
EnerGov iG Workforce Apps (20) 5.0 $11,840.00 0 $0.00 $0.00
EnerGov Report Toolkit 5.0 $2,959.00 0 $0.00 $0.00
EnerGov View Only License (25) 5.0 $10,350.00 0 $0.00 $0.00
MyCivic Bundle 5.0 $14,000.00 0 $0.00 $0.00
Tyler 311/Incident Management 5.0 $8,556.00 0 $0.00 $0.00
Tyler Enterprise Payments 5.0 $0.00 0 $0.00 $0.00
Tyler GIS - Site License 5.0 $20,770.00 0 $0.00 $0.00
Sub-Total: $652,185.00 $0.00 $129,550.00
Less Discount: $132,811.00 $0.00 $0.00
TOTAL: $519,374.00 0 $0.00 $129,550.00
Tyler Software and Related Services
�- • . . . . . �. . . . .. . . . • -
Additional:
TCM EE - EnerGov Conversion $0.00 0 $0.00 $12,000.00 $12,000.00 $0.00
Custom Development-WaterSmart Interface $12,000.00 0 $0.00 $0.00 $12,000.00 $2,160.00
PACE: Munis - 15 Days $0.00 0 $0.00 $0.00 $0.00 $13,785.00
PACE: EnerGov- 30 Days $0.00 0 $0.00 $0.00 $0.00 $27,570.00
Tyler Content Manager SE - EnerGov Business $0.00 0 $0.00 $5,500.00 $5,500.00 $0.00
Management- E
Tyler Content Manager SE - EnerGov $0.00 0 $0.00 $6,500.00 $6,500.00 $0.00
Community Development- E
Sub-Total: $12,000.00 $0.00 $24,000.00 $36,000.00 $43,515.00
Less Discount: $0.00 $0.00 $0.00 $0.00 $2,160.00
TOTAL: $12,000.00 0 $0.00 $24,000.00 $36,000.00 $41,355.00
2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 3 of 12
Other Services
�- . . � . - - � . - .-. - -
EnerGov Business Management Forms Library (6 Forms) 1 $6,375.00 $0.00 $6,375.00
EnerGov Community Development Forms Library (5 Forms) 1 $5,100.00 $0.00 $5,100.00
EnerGov-Additional 5 Forms 5 $1,000.00 $0.00 $5,000.00
Standard Fuel Interface Implementation 24 $185.00 $0.00 $4,440.00
Tyler 311 Implementation 80 $185.00 $0.00 $14,800.00
Custom Report Writing -40 hours 5 $1,275.00 $0.00 $6,375.00
Asset Maintenance Implementation Support 104 $2,038.00 $0.00 $211,952.00
50% Dedicated Project Management- 39 months 39 $16,420.00 $0.00 $640,380.00
Post-Live Support& Reconciliation - Included 1 $0.00 $0.00 $0.00
Interfaces & Conversion Support- Included 1 $0.00 $0.00 $0.00
Purchasing Implementation Support 110 $2,038.00 $0.00 $224,180.00
GL, Budget, & Other Financials Imp Support 63 $2,038.00 $0.00 $128,394.00
HCM Implementation Support 129 $2,038.00 $0.00 $262,902.00
Utility Billing Implementation Support 138 $2,038.00 $0.00 $281,244.00
EnerGov Implementation Support 240 $2,038.00 $0.00 $489,120.00
SaaS Connectivity 1 $4,000.00 $0.00 $4,000.00
POS Cash Installation (Up to 3) 2 $1,000.00 $0.00 $2,000.00
TOTAL: $2,286,262.00
3rd Party Hardware, Software and Services
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Cash Drawer 6 $260.00 $0.00 $1,560.00 $0.00 $0.00 $0.00
Hand Held Scanner- Model 1950GSR 6 $450.00 $0.00 $2,700.00 $0.00 $0.00 $0.00
Hand Held Scanner Stand 6 $30.00 $0.00 $180.00 $0.00 $0.00 $0.00
ID Tech MiniMag USB Reader 6 $62.00 $0.00 $372.00 $0.00 $0.00 $0.00
Tyler Notify SMS Text Plan (25,000 1 $1,250.00 $0.00 $1,250.00 $0.00 $0.00 $0.00
Messages)
SymPro Investment Portfolio 1 $48,000.00 $0.00 $48,000.00 $0.00 $0.00 $0.00
Management Software
SymPro Annual Support 1 $0.00 $0.00 $0.00 $16,000.00 $0.00 $16,000.00
SymPro Annual Hosting 1 $0.00 $0.00 $0.00 $6,000.00 $0.00 $6,000.00
SymPro Implementation Services 4 $2,435.00 $0.00 $9,740.00 $0.00 $0.00 $0.00
2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 4 of 12
3rd Party Hardware, Software and Services
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Printer(TM-S9000) 6 $1,623.00 $0.00 $9,738.00 $0.00 $0.00 $0.00
Tyler Secure Signature System with 2 1 $1,650.00 $0.00 $1,650.00 $0.00 $0.00 $0.00
Keys
3rd Party Hardware Sub-Total: $0.00 $16,200.00 $0.00
3rd Party Software Sub-Total: $0.00 $49,250.00 $0.00 $22,000.00
3rd Party Services Sub-Total: $0.00 $9,740.00 $0.00
TOTAL: $75,190.00 $22,000.00
Summary One Time Fees Recurring Fees
Total Tyler Software $12,000.00 $41,355.00
Total SaaS $0.00 $519,374.00
Total Tyler Services $2,439,812.00 $0.00
Total 3rd Party Hardware, Software and $75,190.00 $22,000.00
Services
Summary Total $2,527,002.00 $582,729.00
Contract Total $5,187,227.00
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2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 5 of 12
Detailed Breakdown of Conversions (included in Contract Total)
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Accounting -Actuals up to 3 years $1,500.00 $0.00 $1,500.00
Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00
Accounting Standard COA $2,000.00 $0.00 $2,000.00
Accounts Payable- Checks up to 5 years $3,500.00 $0.00 $3,500.00
Accounts Payable- Invoice up to 5 years $5,000.00 $0.00 $5,000.00
Accounts Payable Standard Master $1,800.00 $0.00 $1,800.00
Asset Maintenance -Work Order Asset $6,250.00 $0.00 $6,250.00
Asset Maintenance -Work Order History With Cost Data $5,500.00 $0.00 $5,500.00
Capital Assets Std Master $3,500.00 $0.00 $3,500.00
Contracts $5,000.00 $0.00 $5,000.00
EnerGov Business Management- Conversion $11,750.00 $0.00 $11,750.00
EnerGov Community Development- Conversion $21,150.00 $0.00 $21,150.00
General Billing - Bills up to 5 years $4,500.00 $0.00 $4,500.00
General Billing - Recurring Invoices $3,500.00 $0.00 $3,500.00
General Billing Std CID $1,800.00 $0.00 $1,800.00
Human Resources- Recruiting $1,400.00 $0.00 $1,400.00
Inventory- Commodity Codes $1,800.00 $0.00 $1,800.00
Inventory Std Master $3,800.00 $0.00 $3,800.00
TCM EE - EnerGov Conversion $12,000.00 $0.00 $12,000.00
Payroll -Accrual Balances $1,500.00 $0.00 $1,500.00
Payroll -Accumulators up to 5 years $1,400.00 $0.00 $1,400.00
Payroll - Check History up to 5 years $1,200.00 $0.00 $1,200.00
Payroll - Deductions $1,800.00 $0.00 $1,800.00
Payroll - Earning/Deduction Hist up to 5 years $2,500.00 $0.00 $2,500.00
Payroll - Standard $2,000.00 $0.00 $2,000.00
Project Grant Accounting -Actuals up to 3 years $1,500.00 $0.00 $1,500.00
Project Grant Accounting - Budgets up to 3 years $1,500.00 $0.00 $1,500.00
Project Grant Accounting Standard $2,000.00 $0.00 $2,000.00
Purchasing - Purchase Orders - Standard Open PO's only $3,000.00 $0.00 $3,000.00
Tyler Content Manager SE - EnerGov Business Management $5,500.00 $0.00 $5,500.00
2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 6 of 12
Detailed Breakdown of Conversions (included in Contract Total)
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Tyler Content Manager SE - EnerGov Community Development $6,500.00 $0.00 $6,500.00
Utility Billing - Balance Forward AR $8,100.00 $0.00 $8,100.00
Utility Billing - Consumption History up to 5 years $3,200.00 $0.00 $3,200.00
Utility Billing - Service Orders $5,200.00 $0.00 $5,200.00
Utility Billing - Services $4,300.00 $0.00 $4,300.00
Utility Billing - Standard $5,100.00 $0.00 $5,100.00
TOTAL: $153,550.00
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2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 7 of 12
Optional SaaS One Time Fees
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Additional:
Tyler Detect 5.0 $30,000.00 0 $0.00 $0.00
TOTAL: $30,000.00 0 $0.00 $0.00
Optional Tyler Software 8� Related Services
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Additional:
Utility Billing -Assessments - E $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00
TOTAL: $0.00 0 $0.00 $2,000.00 $2,000.00 $0.00
Optional Other Services
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Install Fee-Tyler Detect 1 $1,000.00 $0.00 $1,000.00
TOTAL: $1,000.00
Optional Conversion Details (Prices Reflected Above)
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Utility Billing -Assessments $2,000.00 $0.00 $2,000.00
TOTAL: $2,000.00
Optional 3rd Party Hardware, Software and Services
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Koa Hills- Chart of Accounts (COA) Re- 1 $57,500.00 $0.00 $57,500.00 $0.00 $0.00 $0.00
design Leadership
Koa Hills-Tyler Hosted Data Archive 1 $0.00 $0.00 $0.00 $16,430.00 $0.00 $16,430.00
Module- Financials (SaaS)
Koa Hills-Tyler Hosted Data Archive 1 $0.00 $0.00 $0.00 $13,145.00 $0.00 $13,145.00
Module- HCM (SaaS)
2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 8 of 12
Koa Hills- Data Migration Leadership 1 $57,500.00 $0.00 $57,500.00 $0.00 $0.00 $0.00
Touchtime Timeclock: Biometric Reader 1 $2,495.00 $0.00 $2,495.00 $0.00 $0.00 $0.00
3rd Party Hardware Sub-Total: $0.00 $2,495.00 $0.00
3rd Party Software Sub-Total: $0.00 $0.00 $0.00 $29,575.00
3rd Party Services Sub-Total: $0.00 $115,000.00 $0.00
TOTAL: $117,495.00 $29,575.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for
six (6) months from the Quote date or the Effective Date of the contract, whichever is later.
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in US Dollars
Tyler Discount Detail
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Additional:
Custom Development-WaterSmart Interface $12,000.00 $0.00 $12,000.00 $2,160.00 $2,160.00 $0.00
PACE: Munis- 15 Days $0.00 $0.00 $0.00 $13,785.00 $0.00 $13,785.00
PACE: EnerGov- 30 Days $0.00 $0.00 $0.00 $27,570.00 $0.00 $27,570.00
TOTAL: $12,000.00 $0.00 $12,000.00 $43,515.00 $2,160.00 $41,355.00
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2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 9 of 12
Comments
Tyler recommends the use of a 128-bit SSL Security Certificate for any Internet Web Applications, such as the Munis Web Client and the MLTNIS Self Service applications if
hosted by the Client. This certificate is required to encrypt the highly sensitive payroll and financial information as it travels across the public internet. There are various vendors
who sell SSL Certificates,with all ranges of prices.
The Tyler Software Product Tyler ReadyForms Processing must be used in conjunction with a Hewlett Packard printer supported by Tyler for printing checks.
Conversion prices are based on a single occurrence of the database. If additional databases need to be converted,these will need to be quoted.
Tyler's quote contains esrimates of the amount of services needed,based on our preliminary understanding of the size and scope of your project.The actual amount of services
depends on such factors as your level of involvement in the project and the speed of knowledge transfer.
Unless otherwise noted,prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.
Tyler's prices do not include applicable local,city or federal sales,use excise,personal property or other similar taxes or duties,which you are responsible for determining and
remitting. Installarions are completed remotely,but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two(2)weeks in advance,Client is liable to Tyler for(i)all non-refundable expenses incurred by Tyler on Client's behalf; and(ii)
daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
Implementation hours are scheduled and delivered in four(4)or eight(8)hour increments.
Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a
class is needed,Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-the-Trainer approach whereby the client designated attendees
of the inirial training can thereafter train the remaining users.
Tyler's Standard Fuel Interface is available from several vendors.Fuelman,FuelForce,Phoenix AFC,Phoenix SCC,Fuel Master,TRN85-Fuelman,Fuelmaster-Plus and Gasboy
CFN. If your vendor does not appear on this list,we will need to quote a Custom Interface in addirion to the Standard Interface to cover the additional development costs.
Your use of Tyler Payments is subject to the terms found at https://www.rylertech.com/terms/payment-card-processing-agreement.By signing this order or the agreement in which
it is included,you agree you have read,understand,and agree to such terms.
Payroll library includes: 1 PR check, 1 direct deposit, 1 vendor from payroll check, 1 vendor from payroll direct deposit,W2,W2c,ACA 1095B,ACA 1095C and 1099 R.
General Billing library includes: 1 invoice, 1 statement, 1 general billing receipt and 1 miscellaneous receipt.
Includes digirizing two signatures, additional charges will apply for addirional signatures.
Personnel Acrions Forms Library includes: 1 Personnel Acrion form-New and 1 Personnel Action Form-Change.
Tyler's pricing is based on the scope of proposed products and services being obtained from Tyler. Should portions of the scope of products or services be removed by the Client,
Tyler reserves the right to adjust prices for the remaining scope accordingly.
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Comments
Tyler Content Manager Enterprise Edition includes up to 1 TB of storage. Should additional storage be needed it may be purchased as needed at an annual fee of$5,000 per TB.
Financial library includes: 1 A/P check, 1 EFT/ACH, 1 Purchase order, 1099M, 1099INT, 10995,and 1099G.
Utiliry billing library includes: 1 Utility bill, 1 UB receipt, 1 UB delinquent notice, 1 door hanger and 1 final urility bill.
The Munis SaaS fees are based on 150 concurrent users. Should the number of concurrent users be exceeded,Tyler reserves the right to re-negoriate the SaaS fees based upon any
resulting changes in the pricing categories.
EnerGov e-Reviews requires Bluebeam Studio Prime,at an estimated yearly subscriprion cost of$3,000/100 users. Further pricing detail is available by contacring Bluebeam at
https://www.bluebeam.com/solutions/studio-prime
Business Management Forms Library Includes: 1 Licensing-Business License, 1 Licensing-Business License Renewal, 1 Licensing-Business License Delinquent, 1 Licensing
-Profession License, 1 Licensing-Profession License Renewal, 1 Licensing--Profession License Delinquent.
Community Development Forms Library Includes: 1 Permits-Building, 1 Permits-Trade, 1 Planning-Certificate, 1 Permits-Occupancy/Completion, 1 Code-Violarion
Notice.
Tyler Notify SaaS services will renew automarically for additional one(1)year terms at our then-current fee unless terminated in writing by either part at least thirty(30)days
prior to the end of the then-current term.
Utiliry Billing CIS includes the Graphing Agent.
Development modifications,interfaces and services,where applicable, shall be invoiced to the client in the following manner: 50%of total upon authorized signature to proceed
on program specifications and the remaining 50%of total upon delivery of modifications,interface and services.
Any forms included in this quote are based on the standard form templates provided. Custom forms, additional forms and any custom programming are subject to addirional fees
not included in this quote.The addirional fees would be quoted at the time of request,generally during the implementation of the forms.Please note that the form solution
provided requires the use of approved printers.You may contact Tyler's support team for the most current list of approved printers.
EnerGov Business Management: Tyler leads and owns the"Assess and Define"and"Configuration" of 1 unique business transactions, 1 template business transacrions, 1 geo-
rules and 1 automation events. Configurarion elements beyond this will be owned by the client.
EnerGov Community Development: Tyler leads and owns the"Assess and Define"and"Configuration" of 2 unique business transactions,2 template business transacrions, 1 geo-
rules and 1 automation events. Configurarion elements beyond this will be owned by the client.
As a new Tyler client,you are entitled to a 30-day trial of the Tyler Detect cybersecurity service.Please reference https://www.tylertech.com/services/tyler-detect for more
information on the service and contact CybersecuritySales@rylertech.com to iniriate the trial.
Each API Toolkit ar Connector comes with 8 free hours of API Development Consulting hours. Each API Bundle comes with 16 free API Development Consulting hours.
2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 11 of 12
Comments
Additional hours can be purchased beyond this standard offering.
Your use of Tyler Payments is subject to the terms found here. By signing this order or the agreement in which it is included,you agree you have read,understand,and agree to
such terms.
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2020-114268-9-Contract Exhibit-SaaS 5 CONFIDENTIAL 12 of 12
Monthly&Annualized Costs
Monthly Cost—To brand,customize,access reports and payment data with No Cost
unlimited logins,support and upgrades to Tyler Payments
Development Costs
One Time Cost—Complete integration into Tyler applications No Cost
Customized Marketing
Annual Cost—Assistance with the crafting of marketing materials to help No Cost
increase initial usage and continued adoption
Training and Support
Cost—Initial training and support to ensure a successful launch and continued No Cost
success of the Tyler Payments platform
Payer Electronic Payment Costs
If passing transaction costs to the payer
Payer Card Cost(convenience fee)—per card transaction with Visa, $3.95
MasterCard,Discover,and American Express for utility transactions $250 transaction cap
Paver Card Cost(service feeJ—per card transaction with Visa, MasterCard, 3.95%
Discover,and American Express for non-utility transactions $2.50 minimum
Payer eCheck Cost—per electronic check transaction $1.95
Client Electronic Payment Costs
If absorbing the transaction costs
Client Card Cost—per card transaction with Visa, MasterCard, Discover,and 0.50% +$0.50
American Express for transactions on top of bank and card brand fees
Client eCheck Cost—per electronic check transaction $1.95
Miscellaneous Costs
Credit Card Charpebacks—if a card payer disputes a transaction at the card $15.00
issuing bank(e.g.stolen card)
eCheck Reiects—when an eCheck transaction comes back as declined(e.g. $5.00
bounced check)
Card Terminal Rental—per device,per month.Covers cost of PCI compliance, Lane 3000: $33
service,maintenance,real-time integration and support Lane 5000: $38
Includes$15 per month PCI fee
Card Terminal Purchase—PCI fee is per device, per month.Covers cost of PCI Lane 3000: $419(one-time fee)
compliance,service,maintenance,real-time integration and support Lane 5000: $529(one-time fee)
Plus$15 per month,per device PCI fee
IVR-per transaction on top of Card fee passed to the payer or absorbed $0.50