HomeMy WebLinkAbout2019-11-04-J01L Laserfiche ImplementationAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: November 4, 2019
AGENDA ITEM:Consideration of approval of a resolution approving the Order of
Laserfiche implementation services through OPG-3
FORMAT:Consent Agenda
SYNOPSIS INCLUDING PRO & CON: Staff recommends awarding OPG-3 a contract to
implement Laserfiche and three business process improvement projects.
The projects will grant the City Clerk’s office the ability to better capture
and file records, a digital agenda management process to reduce the use
of paper and replace the current voting system, and a receipt capture
process to allow better reconciliation of credit card receipts.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:
The total cost of implementation is $21,275.
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: City staff recommends approving the agreement.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Proposed Resolution
II. Order Agreement
PREPARED BY:Son Le
REVIEWED BY:
PUBLIC NOTICE INFORMATION –
NAME OF PUBLICATION:
DATE OF PUBLICATION:
J1L
THE CITY OF WAUKEE, IOWA
RESOLUTION 19-
APPROVING THE ORDER OF LASERFICHE IMPLEMENTATION SERVICES
THROUGH OPG-3
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal
Organization; AND,
WHEREAS, on November 4, 2019, the Waukee City Council approved the Order of Laserfiche
Content Services Platform for the consolidation of document and records management
(Resolution #19-XXX); AND,
WHEREAS, the Information Technology (IT) Department subsequently recommends approval
of an agreement with OPG-3 for the implementation of the Laserfiche platform, as well as
projects related to business process improvements for records capture and filing, digital agenda
management and receipt capture;
NOW THEREFORE BE IT RESOLVED by the Waukee City Council that the Order of
Laserfiche implementation services through OPG-3 is hereby approved.
Passed by the City Council of the City of Waukee, Iowa, and approved the 4th day of November,
2019.
____________________________
William F. Peard, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
Anna Bergman
R. Charles Bottenberg
Courtney Clarke
Shelly Hughes
Larry R. Lyon
Statement of Work
Clerk Files Capture Filing
For: City of Waukee
October 28, 2019
OPG-3, Inc.8030 Old Cedar Ave, Suite 205
Bloomington, MN 55425
651.233.5075
www.opg-3.com
Statement of Work Approval
By signing this document, City of Waukee agrees that the proposed approach detailed in the following
document satisfactorily addresses all items in scope for the project.
City of Waukee:
Signature
Name
Title
Date
OPG-3:
Signature
Name
Title
Date
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 3
Contents
Statement of Work Approval ........................................................................................................................2
City of Waukee:........................................................................................................................................2
OPG-3:......................................................................................................................................................2
Statement of Work – Clerk Files Capture Filing ............................................................................................4
Project Scope and Objective .....................................................................................................................4
Change Management Process ..................................................................................................................4
Identified Phases ......................................................................................................................................5
Phase 0 – Project Setup, Kickoff and Prerequisites ..............................................................................6
Phase 1 – Requirements Gathering, Design and Prototype..................................................................7
Phase 2 – System Development ...........................................................................................................8
Phase 3 – User Acceptance Testing ......................................................................................................9
Phase 4 – Promotion to Production....................................................................................................10
Phase 5 – Training, Knowledge Transfer and Transition to Support...................................................11
Waukee Responsibilities .........................................................................................................................12
OPG-3 Responsibilities ............................................................................................................................13
Project Assumptions ...............................................................................................................................13
Professional Services Pricing ..................................................................................................................14
Payment Plan ......................................................................................................................................14
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 4
Statement of Work – Clerk Files Capture Filing
This Statement of Work (“SOW”) defines the professional services (“Services”) that OPG-3 will provide for
the City of Waukee (Waukee) in conjunction with the Clerk Files Capture Filing (“Project”). This SOW will
be a part of a Professional Services Agreement between OPG-3 and Waukee.
Project Scope and Objective
The City of Waukee would like to implement a document capture and automated filing process for
documents managed by the City Clerk’s office. The capture strategy will support multiple capture
methods including:
Scanning
Import or drag and drop
Saving directly to Laserfiche from Office applications
OPG-3 will configure utilize dynamic metadata fields to streamline document indexing. Once documents
are saved to Laserfiche, a filing workflow will automatically build out the file plan including:
Nested folder structure
Standardized document naming
Metadata schema
Retention dates
Change Management Process
It may become necessary to amend this SOW for reasons including, but not limited to, the following:
Changes to the project schedule, scope or budget
Changes in priorities (external or internal to the project) that impact the project
Environmental or architectural impediments not previously identified
Lack of access to personnel, facilities, or systems necessary to complete project as scoped
In the event that it is necessary to change this SOW, the following process will be followed:
A Project Scope Change Request (PSCR) will be used to communicate change. The PSCR must describe the
change, the reasons for the change, and the effect the change will have on the project, which may include
scheduling changes, pricing, etc. A PSCR will be initiated by OPG-3 but must be executed by both parties
to make it effective and binding on the parties.
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 5
Identified Phases
The following Phases (major project areas) are included in the services. Phases will run in parallel where
possible. Estimated project timeline is 5 weeks based on the following:
Phase Number of
Weekly Sprints
0.Project Setup, Kickoff and Prerequisites .5
1.Requirements, Design and Prototype 1
2.System Development 1
3.User Acceptance Testing 1
4.Push to Production .5
5.Knowledge Transfer and Transition to Support 1
Total 5
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 6
Phase 0 – Project Setup, Kickoff and Prerequisites
Projects are completed most efficiently when core dependencies are identified early and cleared as
Project Prerequisites. During the Project Setup process a list of prerequisites that could impede the
project will be developed. A portion of the Project Kickoff meeting will be focused on discussing the
prerequisites, identifying the resource(s) responsible for completing them and determining target dates
for resolution. The project schedule will be based on these dates
Core Activities Include:
Project onboarded to Salesforce and Team sites as dictated by scope and complexity
List of prerequisites developed and vetted by project team
Project Kickoff presentation created, and meeting scheduled
Known Prerequisites:
Confirm remote access (VPN preferred)
“Document Type” spreadsheet completed
Deliverables:
Project Kickoff meeting
Initial project schedule developed
Phase 0 Standard
($185/hour)
Project
Management
($185/hour)
Est. Time to
Complete Total Price
Setup, Kickoff and
Prerequisites
0 2 2 $ 370.00
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 7
Phase 1 – Requirements Gathering, Design and Prototype
OPG-3 will rapidly prototype the solution as defined in the Document Type spreadsheet and use
demonstrations to solicit feedback in order to finalized requirements and design.
Core Activities Include:
Develop and present solution prototype to get user feedback on foundational design
considerations.
Create requirements backlog and plan implementation. The backlog (requirements written
as user stories) will define initial acceptance criteria for project deliverables.
Deliverables:
Prototype solution
Initial Project Backlog
Project Plan
Assumptions Driving Effort:
Initial backlog is limited to phases currently in scope.
The backlog and deliverable acceptance criteria may need to be adjusted based on
continued requirements gathering throughout the project. Both Waukee and OPG-3 must
approve in writing, which may be an email communication between the parties, any
changes to acceptance criteria that would represent a material change to either the
solution or its required effort.
Phase 1 Standard
($185/hour)
Project
Management
($185/hour)
Est. Time to
Complete Total Price
Requirements
Gathering, Design
and Prototype
9 1 10 $1,850.00
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 8
Phase 2 – System Development
Core Activities Include:
Develop solution in test (or production) environment
Regular solution demonstrations and walkthroughs with Waukee project team (PM, SMEs
and users as appropriate) to show progress and solicit feedback
Develop test scripts to be utilized in Phase 3 – User Acceptance Testing
Requirements:
Laserfiche software deployed in Production, Test, and Development environments.
User account for assigned OPG-3 engineer that includes:
o Access to the Dev server
o Access to Laserfiche
Contact information for a Waukee resource to set up database connections with other
accounts as needed
Deliverables:
System deployed in test (or production) environment, ready for User Acceptance Testing.
Test scripts to be utilized in Phase 3 – User Acceptance Testing*
Assumptions Driving Effort:
OPG-3 project team members receive access to all necessary Waukee resources by the
scheduled implementation start time in the project plan.
Waukee personnel will be available to provide any assistance OPG-3 may need in the
Waukee environment.
Waukee personnel attending solution demonstrations and walkthroughs are empowered to
provide feedback that will affect overall design.
Phase 2 Standard
($185/hour)
Project
Management
($185/hour)
Est. Time to
Complete Total Price
System Development 8 0 8 $1,480.00
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 9
Phase 3 – User Acceptance Testing
Core Activities Include:
Work with Waukee to identify end users that will participate in UAT.
Testing by Waukee end-users using the test scripts developed in Phase 3.
Remediate any issues discovered during UAT until acceptance criteria are satisfied.
Deliverables:
Solution deployed in Test, approved by Waukee for promotion to Production.
Assumptions Driving Effort:
Waukee personnel will be available for UAT per a mutually agreed-upon schedule.
Phase 3 Standard
($185/hour)
Project
Management
($185 /hour)
Est. Time to
Complete Total Price
User Acceptance
Testing
4 1 5 $ 925.00
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 10
Phase 4 – Promotion to Production
The OPG-3 project team will assist Waukee in promoting the solution from Test to Production or make
the system production ready by removing test data, configuring user accounts, etc. If Waukee prefers,
and provides access, the OPG-3 project team can take the lead with Waukee personnel assisting.
Core Activities Include:
Work with Waukee to develop promotion plan.
Promote solution to production.
Functional testing of individual components, testing of solution using Test Scripts.
Remediate any issues within scope as necessary.
Deliverables:
Laserfiche solution deployed in production and ready for end users.
Two weeks of Stabilization support after Promotion to Production.
Assumptions Driving Effort:
The OPG-3 project team will continue to support the solution for two weeks after Promotion
to Production while transferring support responsibilities to the OPG-3 Support Team.
Phase 4 Standard
($185/hour)
Project
Management
($185 /hour)
Est. Time to
Complete Total Price
Promotion to
Production
1 0 1 $ 185.00
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 11
Phase 5 – Training, Knowledge Transfer and Transition to Support
Once the solution has been promoted to production and is ready for use, OPG-3 will provide training for
users and administrators.
Deliverables:
Recorded demonstrations to show each step of the processes.
Knowledge Transfer sessions with OPG-3 Support on solution for post-project support.
System documentation.
User and Administrative training remotely.
Assumptions Driving Effort:
Waukee will work with OPG-3 to help develop appropriate training materials for end-users.
Waukee will coordinate attendance of Waukee personnel for training sessions.
Training will occur throughout this project as the OPG-3 and Waukee teams work alongside
each other.
OPG-3 may deliver a final update to the System documentation prior to project closeout if
such an update is necessary. This potential final System documentation update is not a
deliverable of this Phase.
Phase 5 Standard
($185/hour)
Project
Management
($185/hour)
Est. Time to
Complete Total Price
Training, Knowledge
Transfer and Transfer
to Support
4 0 4 $ 740.00
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 12
Waukee Responsibilities
The following are Waukee’s responsibilities for the Services.
1.Waukee will make available, and provide access to (e.g., within two to three business days), necessary
personnel to ensure project success, including:
a.A designated project manager to help schedule meetings, facilitate project governance,
coordinate document requests, and other tasks.
b.IT personnel such as system administrators, database administrators, or help desk.
c.Subject matter specialists to provide information on Waukee’s business processes.
d.Personnel to execute the test scripts and document results for User Acceptance Testing (“UAT”).
Personnel will be made available per the project schedule and plan.
2.Waukee will work with OPG-3 to provide any necessary technical resources and support. This includes:
a.Providing requested documentation and acceptance of key deliverables within two to three
business days. If Waukee does not respond in writing to OPG-3’s request for acceptance within
three business days of OPG-3’s request, or Waukee’s refusal of such approval within the three-
day period is not reasonable, Waukee will be deemed to have accepted.
b.Providing any access to the Waukee environment that the OPG-3 team will need to develop the
solution.
3.Waukee will be responsible for providing all hardware and licensing all software components
necessary for completing Services. This includes:
a.Windows Server 2012R2 (or higher) and SQL Server Standard/Enterprise 2012 (or higher) licenses.
b.SSL certificates for all servers that require them.
c.Licenses for all software and systems on the Waukee network with which the Laserfiche system
will integrate.
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 13
OPG-3 Responsibilities
The following are OPG’s responsibilities for the Services.
1.OPG-3 will make available, and provide access to (e.g., within two to three business days), necessary
personnel to ensure project success, including:
a.A designated project manager to help schedule meetings, facilitate project governance,
coordinate document requests, provide status updates and other tasks.
b.Experienced OPG-3 engineering personnel.
c.Personnel to perform preliminary testing during development and prior to UAT. Personnel will be
made available per the project schedule and plan.
2.OPG-3 will work with Waukee to provide any necessary technical resources and support. This
includes escalating any issues to Laserfiche Support and Laserfiche Development as necessary.
Project Assumptions
1.The scope of the engagement will include the Services described in this SOW. Any additional scope
requests will be provided in a separate SOW or change order.
a.The Services will focus exclusively on Laserfiche and Laserfiche-related products to
support the system and solution, except where explicitly noted in this SOW.
2.If after OPG-3’s request for acceptance on project closeout, Waukee does not respond in writing
within five business days, or Waukee’s refusal of such approval in the five-day period is not
reasonable, Waukee will be deemed to have accepted.
CONFIDENTIAL
SOW – Waukee – Clerk Files Capture Filing
Page 14
Professional Services Pricing
The table below represents the level of effort required for this project, including both onsite and offsite
Professional Services work. This is a fixed-bid project. Non-programming work (Standard and Project
Management) is billed at $185/h.
Phase Description Rate Est. Hours Est. Cost
0 Setup, Kickoff and Prerequisites $185 2 $ 370.00
1 Requirements Gathering, Design and Prototype $185 10 $1,850.00
2 System Development $185 8 $1,480.00
3 User Acceptance Testing $185 5 $ 925.00
4 Promotion to Production $185 1 $ 185.00
5 Training, KT and Transition to Support $185 4 $ 740.00
Totals-30 $5,550.00
Payment Plan
All Services will be performed in accordance with this mutually accepted SOW. To provide initial funding
for the project and simplify billing, an initial payment of 50% of the cost of the SOW will be billed upon
execution of the document.
The balance of Services will be billed monthly/upon completion. Invoices are due upon receipt. If
Waukee disputes any portion of an invoice, Waukee will pay the undisputed portion when due.
Changes to project scope or effort required to complete specific work items due to unforeseen
complications or issues outside of OPG-3’s control will go through the Change Management Process and
will be approved by Waukee.
Statement of Work
Agenda Management
For: City of Waukee
October 28, 2019
OPG-3, Inc.8030 Old Cedar Ave, Suite 205
Bloomington, MN 55425
651.233.5075
www.opg-3.com
Statement of Work Approval
By signing this document, City of Waukee agrees that the proposed approach detailed in the following
document satisfactorily addresses all items in scope for the project.
City of Waukee:
Signature
Name
Title
Date
OPG-3:
Signature
Name
Title
Date
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 3
Contents
Statement of Work Approval ........................................................................................................................2
City of Waukee:........................................................................................................................................2
OPG-3:......................................................................................................................................................2
Statement of Work – Agenda Management.................................................................................................5
Project Scope and Objective .....................................................................................................................5
Change Management Process ..................................................................................................................5
Identified Phases ......................................................................................................................................6
Phase 0 – Project Setup, Kickoff and Prerequisites ..............................................................................7
Phase 1 – Requirements Gathering, Design and Prototype..................................................................8
Phase 2 – System Development ...........................................................................................................9
Phase 3 – User Acceptance Testing ....................................................................................................10
Phase 4 – Promotion to Production....................................................................................................11
Phase 5 – Training, Knowledge Transfer and Transition to Support...................................................12
Waukee Responsibilities .........................................................................................................................13
OPG-3 Responsibilities ............................................................................................................................14
Project Assumptions ...............................................................................................................................14
Professional Services Pricing ..................................................................................................................15
Pricing notes:......................................................................................................................................15
Payment Plan ......................................................................................................................................15
Cities of Grimes and Waukee – Agenda Management Process Summary..................................................16
General Assumptions:.............................................................................................................................16
Meeting Setup:.......................................................................................................................................16
1.Types of meetings .......................................................................................................................16
2.Requirements .............................................................................................................................16
Meeting Prep:.........................................................................................................................................17
1.Building Agenda and Packet .......................................................................................................17
2.Requirements .............................................................................................................................17
Meeting Activity:....................................................................................................................................18
1.Recording information during meeting and publishing meeting minutes ..................................18
2.Requirements .............................................................................................................................18
Post-Meeting Activity:............................................................................................................................19
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 4
1.Review upcoming meetings with City Administrator .................................................................19
2.Requirements .............................................................................................................................19
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 5
Statement of Work – Agenda Management
This Statement of Work (“SOW”) defines the professional services (“Services”) that OPG-3 will provide for
the City of Waukee (Waukee) in conjunction with the Agenda Management (“Project”). This SOW will be
a part of a Professional Services Agreement between OPG-3 and Waukee.
Project Scope and Objective
Waukee is interested in utilizing Laserfiche to manage the meeting process for multiple recurring
meetings. The design of the solution is based on the requirements for managing council meetings with
the assumption that the functionality provide will be sufficient to manage other meetings. The overall
solution will include the following components:
Meeting Setup – the ability to set up meetings and meeting types, automatically schedule
recurring meetings, manually schedule ad-hoc meetings and manage the meeting roster
Meeting Prep – the management of item submission, review and approval, creation and
publication of meeting agendas linked to items and agenda packets
Meeting Activity – the ability to record attendance, votes and discussions and the use of that
information to create and publish meeting minutes
Post-Meeting Activity – the ability to review upcoming meetings
A detailed outline of the process that has been reviewed by Waukee has been attached to this SOW.
Change Management Process
It may become necessary to amend this SOW for reasons including, but not limited to, the following:
Changes to the project schedule, scope or budget
Changes in priorities (external or internal to the project) that impact the project
Environmental or architectural impediments not previously identified
Lack of access to personnel, facilities, or systems necessary to complete project as scoped
In the event that it is necessary to change this SOW, the following process will be followed:
A Project Scope Change Request (PSCR) will be used to communicate change. The PSCR must describe the
change, the reasons for the change, and the effect the change will have on the project, which may include
scheduling changes, pricing, etc. A PSCR will be initiated by OPG-3 but must be executed by both parties
to make it effective and binding on the parties.
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 6
Identified Phases
The following Phases (major project areas) are included in the services. Phases will run in parallel where
possible. Estimated project timeline is 10 weeks based on the following:
Phase Number of
Weekly Sprints
0.Project Setup, Kickoff and Prerequisites 1
1.Requirements, Design and Prototype 2
2.System Development 2
3.User Acceptance Testing 3
4.Push to Production 1
5.Knowledge Transfer and Transition to Support 1
Total 10
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 7
Phase 0 – Project Setup, Kickoff and Prerequisites
Projects are completed most efficiently when core dependencies are identified early and cleared as
Project Prerequisites. During the Project Setup process a list of prerequisites that could impede the
project will be developed. A portion of the Project Kickoff meeting will be focused on discussing the
prerequisites, identifying the resource(s) responsible for completing them and determining target dates
for resolution.
Core Activities Include:
Project onboarded to Salesforce and Team sites as dictated by scope and complexity
List of prerequisites developed and vetted by project team
Project Kickoff presentation created, and meeting scheduled
Known Prerequisites:
Confirm remote access (VPN preferred)
Get sample Word templates for:
o Report cover pages
o Resolutions
o Ordinances
o Agendas
o Minutes
Deliverables:
Project Kickoff meeting
Initial project schedule developed
Phase 0 Standard
($185/hour)
Project
Management
($185/hour)
Est. Time to
Complete Total Price
Setup, Kickoff and
Prerequisites
0 4 4 $ 740.00
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 8
Phase 1 – Requirements Gathering, Design and Prototype
The framework for OPG-3’s Agenda Management solution will be deployed in Waukee’s environment
and configured to work with the Word templates provided in Phase 0. Demos of the framework will be
used to solicit feedback and finalize design and requirements.
Core Activities Include:
Develop and present solution prototype to get user feedback on foundational design
considerations.
Create requirements backlog and plan implementation. The backlog (requirements written
as user stories) will define initial acceptance criteria for project deliverables.
Deliverables:
Prototype solution
Initial Project Backlog
Project Plan
Assumptions Driving Effort:
Initial backlog is limited to phases currently in scope.
The backlog and deliverable acceptance criteria may need to be adjusted based on
continued requirements gathering throughout the project. Both Waukee and OPG-3 must
approve in writing, which may be an email communication between the parties, any
changes to acceptance criteria that would represent a material change to either the
solution or its required effort.
Phase 1 Standard
($185/hour)
Project
Management
($185/hour)
Est. Time to
Complete Total Price
Requirements
Gathering, Design
and Prototype
25 1 26 $4,810.00
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 9
Phase 2 – System Development
Core Activities Include:
Develop solution in test (or production) environment
Regular solution demonstrations and walkthroughs with Waukee project team (PM, SMEs
and users as appropriate) to show progress and solicit feedback
Develop test scripts to be utilized in Phase 3 – User Acceptance Testing
Requirements:
Laserfiche software deployed in Production, Test, and Development environments.
User account for assigned OPG-3 engineer that includes:
o Access to the Dev server
o Access to Laserfiche
Contact information for a Waukee resource to set up database connections with other
accounts as needed
Deliverables:
System deployed in test (or production) environment, ready for User Acceptance Testing.
Test scripts to be utilized in Phase 3 – User Acceptance Testing*
Assumptions Driving Effort:
OPG-3 project team members receive access to all necessary Waukee resources by the
scheduled implementation start time in the project plan.
Waukee personnel will be available to provide any assistance OPG-3 may need in the
Waukee environment.
Waukee personnel attending solution demonstrations and walkthroughs are empowered to
provide feedback that will affect overall design.
Phase 2 Standard
($185/hour)
Project
Management
($185/hour)
Est. Time to
Complete Total Price
System Development 17.5 1 18.5 $3,422.50
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 10
Phase 3 – User Acceptance Testing
Core Activities Include:
Work with Waukee to identify end users that will participate in UAT.
Testing by Waukee end-users using the test scripts developed in Phase 3.
Remediate any issues discovered during UAT until acceptance criteria are satisfied.
Deliverables:
Solution deployed in Test, approved by Waukee for promotion to Production.
Assumptions Driving Effort:
Waukee personnel will be available for UAT per a mutually agreed-upon schedule.
Phase 3 Standard
($185/hour)
Project
Management
($185 /hour)
Est. Time to
Complete Total Price
User Acceptance
Testing
8 1.5 9.5 $1,757.50
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 11
Phase 4 – Promotion to Production
The OPG-3 project team will assist Waukee in promoting the solution from Test to Production. If
Waukee prefers, and provides access, the OPG-3 project team can take the lead with Waukee personnel
assisting.
Core Activities Include:
Work with Waukee to develop promotion plan.
Promote solution to production.
Functional testing of individual components, testing of solution using Test Scripts.
Remediate any issues within scope as necessary.
Deliverables:
Laserfiche solution deployed in production and ready for end users.
Two weeks of Stabilization support after Promotion to Production.
Assumptions Driving Effort:
The OPG-3 project team will continue to support the solution for two weeks after Promotion
to Production while transferring support responsibilities to the OPG-3 Support Team.
Phase 4 Standard
($185/hour)
Project
Management
($185 /hour)
Est. Time to
Complete Total Price
Promotion to
Production
4 0 4 $ 740.00
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 12
Phase 5 – Training, Knowledge Transfer and Transition to Support
Once the solution has been promoted to production and is ready for use, OPG-3 will provide training for
users and administrators.
Deliverables:
Recorded demonstrations to show each step of the processes.
Knowledge Transfer sessions with OPG-3 Support on solution for post-project support.
System documentation.
User and Administrative training remotely.
Assumptions Driving Effort:
Waukee will work with OPG-3 to help develop appropriate training materials for end-users.
Waukee will coordinate attendance of Waukee personnel for training sessions.
Training will occur throughout this project as the OPG-3 and Waukee teams work alongside
each other.
OPG-3 may deliver a final update to the System documentation prior to project closeout if
such an update is necessary. This potential final System documentation update is not a
deliverable of this Phase.
Phase 5 Standard
($185/hour)
Project
Management
($185/hour)
Est. Time to
Complete Total Price
Training, Knowledge
Transfer and Transfer
to Support
8 0 8 $1,480.00
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 13
Waukee Responsibilities
The following are Waukee’s responsibilities for the Services.
1.Waukee will make available, and provide access to (e.g., within two to three business days), necessary
personnel to ensure project success, including:
a.A designated project manager to help schedule meetings, facilitate project governance,
coordinate document requests, and other tasks.
b.IT personnel such as system administrators, database administrators, or help desk.
c.Subject matter specialists to provide information on Waukee’s business processes.
d.Personnel to execute the test scripts and document results for User Acceptance Testing (“UAT”).
Personnel will be made available per the project schedule and plan.
2.Waukee will work with OPG-3 to provide any necessary technical resources and support. This includes:
a.Providing requested documentation and acceptance of key deliverables within two to three
business days. If Waukee does not respond in writing to OPG-3’s request for acceptance within
three business days of OPG-3’s request, or Waukee’s refusal of such approval within the three-
day period is not reasonable, Waukee will be deemed to have accepted.
b.Providing any access to the Waukee environment that the OPG-3 team will need to develop the
solution.
3.Waukee will be responsible for providing all hardware and licensing all software components
necessary for completing Services. This includes:
a.Windows Server 2012R2 (or higher) and SQL Server Standard/Enterprise 2012 (or higher) licenses.
b.SSL certificates for all servers that require them.
c.Licenses for all software and systems on the Waukee network with which the Laserfiche system
will integrate.
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 14
OPG-3 Responsibilities
The following are OPG’s responsibilities for the Services.
1.OPG-3 will make available, and provide access to (e.g., within two to three business days), necessary
personnel to ensure project success, including:
a.A designated project manager to help schedule meetings, facilitate project governance,
coordinate document requests, provide status updates and other tasks.
b.Experienced OPG-3 engineering personnel.
c.Personnel to perform preliminary testing during development and prior to UAT. Personnel will be
made available per the project schedule and plan.
2.OPG-3 will work with Waukee to provide any necessary technical resources and support. This
includes escalating any issues to Laserfiche Support and Laserfiche Development as necessary.
Project Assumptions
1.The scope of the engagement will include the Services described in this SOW. Any additional scope
requests will be provided in a separate SOW or change order.
a.The Services will focus exclusively on Laserfiche and Laserfiche-related products to
support the system and solution, except where explicitly noted in this SOW.
2.If after OPG-3’s request for acceptance on project closeout, Waukee does not respond in writing
within five business days, or Waukee’s refusal of such approval in the five-day period is not
reasonable, Waukee will be deemed to have accepted.
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 15
Professional Services Pricing
The table below represents the level of effort required for this project, including both onsite and offsite
Professional Services work. This is a fixed-bid project. Non-programming work (Standard and Project
Management) is billed at $185/h.
Pricing notes:
1.The pricing assumes the Cities of Waukee and Grimes are partnering on this implementation
and the projects will be run concurrently, sharing Phases 1 and 2.
2.The pricing includes system development and configuration for City Council meetings. Additional
meetings can be added through the system, but configuration of Word templates will be
required. This can be done for an additional 10 hours per meeting or completed by Waukee.
Phase Description Rate Est. Hours Est. Cost
0 Setup, Kickoff and Prerequisites $185 4 $ 740.00
1 Requirements Gathering, Design and Prototype $185 26 $4,810.00
2 System Development $185 18.5 $3,422.50
3 User Acceptance Testing $185 9.5 $1,757.50
4 Promotion to Production $185 4 $ 740.00
5 Training, KT and Transition to Support $185 8 $1,480.00
Totals-70 $12,950.00
Payment Plan
All Services will be performed in accordance with this mutually accepted SOW. To provide initial funding
for the project and simplify billing, an initial payment of 50% of the cost of the SOW will be billed upon
execution of the document.
The balance of Services will be billed monthly/upon completion of the project. Invoices are due upon
receipt. If Waukee disputes any portion of an invoice, Waukee will pay the undisputed portion when
due.
Changes to project scope or effort required to complete specific work items due to unforeseen
complications or issues outside of OPG-3’s control will go through the Change Management Process and
will be approved by Waukee.
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 16
Cities of Grimes and Waukee – Agenda Management Process Summary
General Assumptions:
Calendaring is not in scope
Meeting documents (agendas, items, packets and minutes) will be made available online through
the Laserfiche Public Portal (WebLink)
o Could be done by creating a customized WebLink landing page
o Could be done by linking to documents in WebLink through existing website(s)
Functional requirements defined for Council meetings are inclusive of requirements for Planning
and Zoning and Board of Adjustments meetings
SOW will include shared Phase 1 (Requirements, Design and Prototype) and Phase 2 (System
development) but separate Phase 3 (User Acceptance Testing), Phase 4 (Push to Production) and
Phase 5 (Knowledge Transfer, Training and Transition to Support)
o Shared development costs will reduce the cost of each SOW.
Meeting Setup:
1.Types of meetings
a.Council Meetings
i.Regular
1.Scheduled regularly
a.First and Third Monday for Waukee
i.Need to be rescheduled a couple of times per year due to holidays
b.Second and Fourth Tuesday for Grimes
ii.Working Session
1.Scheduled as needed
a.Regular meeting date
b.Usually have 1 month notice of meeting
iii.Special
1.No set meeting date/time
2.Always ad-hoc
3.No guaranteed period of notice ahead of meeting
b.Planning and Zoning
i.Regularly scheduled
c.Board of Adjustments
i.As needed
ii.Have regular meeting date/time (Grimes) if a meeting is needed
2.Requirements
a.System should allow the creation of meetings by Meeting (Council, Planning and Zoning,
Board of Adjustments) and Type (Regular, Working Session, Special)
i.New Meetings can be created
ii.New Types can be created for each meeting
iii.Meeting schedule can be defined for each meeting/type
1.Can determine how far in advance meetings are created
a.It's nice to be able to look ahead and move items to future meetings
b.Having too long of a list to pick from could be confusing
iv.Ad-hoc meetings can be scheduled as needed
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 17
b.System should allow the creation of a meeting roster by Meeting (Council, Planning and
Zoning, Board of Adjustments)
i.Roster will be used to record attendance during roll call
ii.Roster can be modified as needed
Meeting Prep:
1.Building Agenda and Packet
a.Departments submit items for inclusion in agenda
i.Complete standardized coversheet
ii.Provide supporting documentation
b.City Clerk reviews submissions for approval and inclusion
i.Submissions typically have been vetted at the department level
ii.City Clerk works with City Administrator to determine
1.Which items should be included
2.Where they should be included
3.What supporting documentation is required and whether it has been provided
c.City Clerk prepares Agenda
i.Uses standard Word template
ii.Some sections don't change for each meeting
iii.Some sections change based on items submitted and approved
iv.Agenda published as PDF with links to items and made available online
1.Must be published 24 hours ahead of meeting
a.May be modified and re-published
b.If published after deadline, council must move to adopt modified agenda
v.Agenda packet (Agenda + Items) published as PDF and made available online
2.Requirements
a.Web form for item submission
i.Submitter chooses meeting item is being submitted for
1.Next meeting is default value
ii.Submitter chooses where item should be included in Agenda
1.i.e. Action Items versus Consent
iii.Submitter completes required fields
1.Will use information provided to automatically complete coversheet template
iv.Submitter provides supporting documentation
1.Upload files through drag and drop or upload button
2.Can limit file types/size if necessary
b.Submissions routed to City Clerk for review, approval and inclusion
i.Reviews submissions, determines if information provided (on form and via upload) is
sufficient
ii.Can make changes as needed
1.Meeting
2.Placement in agenda
3.Title, description, etc.
4.Upload additional attachments
iii.Approves or rejects
1.If approved, item added to agenda
2.If rejected, required to provide reason
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 18
a.Can request additional information to be provided
c.Finalize and publish agenda
i.City Clerk reviews agenda section on form and can make changes as needed
1.Change order of items in sections
2.Can move items between sections
3.Can move items to different meetings
ii.City Clerk publishes Agenda
1.Laserfiche creates agenda in Word using standard Agenda template
2.City Clerk reviews Word document and makes changes as needed
3.City Clerk publishes agenda by modifying a metadata field or running a business
process
a.Laserfiche converts agenda to PDF format (including links to items)
i.Items are converted to PDF and prepended with coversheet
ii.If there's a problem converting to PDF, City Clerk can manually print
to PDF
b.Laserfiche generates agenda packet (Agenda + Items)
c.Laserfiche moves published documents to folder location so they're
publicly accessible online
iii.The City Clerk can re-publish the agenda by going back to i. or ii. above
1.Re-published agenda and packet will replace previously published agendas and
packets
Meeting Activity:
1.Recording information during meeting and publishing meeting minutes
a.Roll Call
i.City Clerk records attendance
b.Votes
i.For items that require voting, City Clerk records
1.Motion (including text field if the motion is more detailed or includes provisions)
2.Second
3.Vote Count
4.THERE NEEDS TO BE AN OPTION TO AMEND THE INITIAL MOTION/SECOND AND
THERE NEEDS TO BE AN OPTION TO INCLUDE A SUBSIDIARY MOTION/SECOND
c.Discussion
i.City Clerk records a summary of discussion
d.Create and publish meeting minutes
i.City Clerk creates meeting minutes using standard Word template
ii.Inputs information recorded from meeting
iii.Reviews and finalizes
iv.Publishes to PDF format
v.Posts online
2.Requirements
A web form will be used to record information. A good deal of focus will go into the best format of
the form (using tabs, pages or sections) to keep the interface as clean as possible.
a.Recording information during meeting
i.Roll Call
CONFIDENTIAL
SOW – Waukee – Agenda Management
Page 19
1.City Clerk records attendance on form
2.List is populated from roster
3.Radio button or drop down to indicate present or absent
a.Default values can be used for most common occurrence
ii.Votes - for items that require voting, City Clerk records
1.Motion - someone from roster
2.Second - someone from roster
3.Vote Count - on roster and marked present from roll call
4.THERE NEEDS TO BE AN OPTION TO RECORD INDIVIDUAL VOTES OR A SIMPLE
“ONE CLICK” FOR WHEN ALL COUNCIL MEMBERS VOTE THE SAME
iii.Discussion - City Clerk records a summary of discussion
1.Need a place to take notes during meeting
2.Will go back after meeting to edit
3.May send notes to a subject matter expert for review
iv.Form is saved as draft at end of meeting
a.Finalize and publish meeting minutes
i.City Clerk reviews and finalizes information recorded during meeting on form (saved as
draft)
ii.City Clerk publishes minutes
1.Laserfiche creates minutes in Word using standard Minutes template
2.City Clerk reviews Word document and makes changes as needed
3.City Clerk publishes minutes by modifying a metadata field or running a business
process
a.Laserfiche converts minutes to PDF format
b.Laserfiche moves published minutes to folder location so they're publicly
accessible online
4.The City Clerk can republish minutes by going back to i. or ii. above
a.Re-published minutes will replace
Post-Meeting Activity:
1.Review upcoming meetings with City Administrator
a.City Clerk meets with City Administrator to review items submitted for upcoming meetings
and strategize
2.Requirements
a.City Clerk can choose any upcoming meeting to view items that have been submitted
i.Can view item
ii.Can open supporting documentation from link to repository
b.In meeting, City Clerk can make necessary changes
i.Change where in agenda they're listed
ii.Change meeting
iii.Change wording
iv.Request additional information
OPG-3 Streamlined SOW
The City of Waukee would like to implement a capture and filing process for receipts. Users will
complete a Laserfiche web form (accessible via web browser or mobile app) upload (or drag and drop)
receipts and submit. Laserfiche will utilized the information provided on the form to automatically
name, file and index the receipts in the Laserfiche repository.
Note – the process does not include review, validation or approval.
In order to minimize the overhead required for this type of engagement, OPG-3 has developed a
streamlined approach for projects of less than 25 hours.
Once we receive email approval to proceed based on the description and activities below, the project
will be added to the backlog, and eligible for onboarding during backlog grooming/resource allocation
(Thursday morning). Once your project has been onboarded, our ScrumMaster or the assigned engineer
will reach out to you to schedule the first activity.
Customer Name:City of Waukee
Stakeholder:Son Le
Project Name:Receipts Capture Filing
Description:Laserfiche form for submitting receipts to be filed in Laserfiche repository
Activities:Initial alignment call to review scope and discuss form design
System development
Solution demo and remediation as needed
User Acceptance Testing and remediation as needed
Project closeout
Hours Estimate:15 hours ($2,775)
Payment Method Fixed bid, Invoiced upon acceptance