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HomeMy WebLinkAboutBudget Extension - BOCCGRANT COUNTY BOARD OF COUNTY COMMISSIONERS To: Board of County Commissioners Date July 16, 2020 Re: Recommendation to increase previously approved allocation of $6,500.00 of Coronavirus Relief Funds (CRF) grant monies to $10,000.00. On July 21, 2020 Board approve a project for the Commissioner's Office to upgrade and convert to a paperless process for the submission, routing and approval of action items. The proposed cost of the project was $6,500.00 which included the software subscription, software and 1 st year of annual maintenance for DocuSign and 5 Cities Digital professional service hours to reconfigure the Laserfiche agenda process. Through further discussion with Cities Digital professionals regarding this project, we have identified that the original hours estimated was inaccurate. Cities Digital has proposed the attached statement of work, including an estimated 20 hours of professional development time. The new total project estimate is $10,000.00. In the budget allocation approved on June 30, 2020, we allocated funds in the amount of $1,000,000.00 for Grant County specific costs associated with the response to COVID- 19. These funds have not been fully committed at this time and would have sufficient funds available to cover this request. Therefore, it is my recommendation to approve this request. Thank you LA Brittany Rang, Administrative Services Coordinator Dated this day of 2 Board of County Commissio ers Grant County. Washington Approve i ry ii Dist # IDist # 1 Dist #I Dist #2 / Dist #2 Dist #2 Dist #3 Dist #3 Dist #3 DocuSign Envelope ID: D7FA22B4-407D-4B7B-9937-23DA1F38C3E3 Project Name Agenda Submission Forms and Do Client Name " Grant County, WA Client Contact Information Name: Brittany Rang Email: brang@grantcountywa.gov j Phone: 509-754-2011 ext 2937 CDI Project Manager Joshua.Emilio@citiesdigital.com Date of Draft 8/10/2020 Statement of Work Project Background Provide an overview of why this project has been proposed and what the perceived benefits are to the organization. Provide any information that is important to understand what is needed to accomplish the project. Overview: They have an Agenda Submission business process that they would like to automate and use our DocuSign integration to send out for signatures. Project Goals An objective is something toward which work is to be directed, a strategic position to be attained, a purpose to be achieved, a result to be obtained, a product to be produced, or a service to be performed. Number 01 I i Goal To create an Agenda Submission forms process with DocuSign integration so that this business process can be automated and signatures can automatically be sent accordingly with DocuSign. @2020 CDI I www.cdi.support I Support 651-714-2800 ext 1 DocuSign Envelope ID: D7FA22B4-407D-4B7B-9937-23DA1F38C3E3 := CDI` Statement of Work Requirements Outline the functional requirements of the solution. Number 1 Requirement _ 01 The process must have several approval steps before sending for signature. 02 There will be several ways documents are routed in the forms process and in DocuSign jwhich will be determined later. 03 DocuSign will send for signature either the actual form or the form and an attached document. Deliverables Specify both the products and services that will have been delivered upon completion of the project. Number Deliverable Name I Description Work 1 Time Category j Estimate 01 Project CDI will provide all Project Project 4 Management Management services necessary to see Management the project through completion. I 02 I Agenda Submission Forms with DocuSign Workflow 03 Project Team Training I I I i i Start: 08/10/2020 End: 09/25/2020 CDI will assist in building an Agenda Configuration 15 Submission forms process that will involve routing to different people/departments based on different selections. The final step after approval would be a workflow that would send the document to DocuSign. Documents will mostly be the form itself, or the form and a separate document to be attached. There will be mainly 3 commissioners that sign the document but other signers are likely and will be determined later on. Start: 08/17/2020 End: 09/25/2020 CDI will train the relevant project team j Training on how to use the solution. Start: 09/28/2020 End: 10/02/2020 ©2020 CDI I www.cdi.support I Support 651-714-2800 ext 1 1 DocuSign Envelope ID: D7FA22B4-407D-4B7B-9937-23DA1F38C3E3 10CD1 Statement of Work Exclusions Outl ne items that have been specifically discussed as 'not to be done'. Number Exclusion A 01 Any other business processes not stated here are not included in the project scope. 02 Any custom forms or documents that need to be sent for approval and signature that is different than the predetermined template cannot be accommodated by this process. Assumptions Outline assumed conditions expected to be in place in order to complete work. Number Assumption 01 It is assumed that Grant County has started work on the Agenda Submission form and CDI will mainly be responsible for configuring the Process Diagram of the form. 02 The process that will determine the routing of the form and who signs the form has not yet been finalized. CDI will work together with the project team to define this. There will be one forms process built with roughly 3 DocuSign signers and 4 approvers within Forms. Should these numbers change, a separate Change Request may need to be created to further define the process. Acceptance Criteria Specify the criteria that wiii oilow the client to determine if the product or service is acceptable. This must be stated as objective criteria. Number Acceptance Criteria 01 ! The Agenda Submission form contains the relevant fields and can properly route the _ form based on selections on the form. 02 Upon final approval of the form, DocuSign is able to send the document for signature with the appropriate signers. ©2020 CDI I www.cdi.support I Support 651-714-2800 ext 1 DocuSign Envelope ID: D7FA22B4-407D-4B7B-9937-23DA1 F38C3E3 OCDI Statement of Work Milestones & Schedule Note that timeline Shown is based upon the tentative SOW signature date shown. CDI will only hold time for this project up until the anticipated signature date. . Start Date Milestone 08/14/2020 SOW Approval 08/10/2020 Specifications Meetings—� 08/17/2020 Solution Development 09/07/2020 Testing 09/28/2020 Review Solution with Client 10/02/2020 Plan Go Live ©2020 CDI I www.cdi.support I Support 651-714-2800 ext 1 DocuSign Envelope ID: D7FA2264-407D-4876-9937-23DAiF38C3E3 Time and Cost Estimates Time spent is billed per employee, per hour. Task Time estimated Requirements & Documentation 0 Installation 0 Project Management 4 Consulting 0 Configuration 15 Conversion 0 Custom Integration 0 Documentation 0 Training 1 Travel TOTAL HOURS 20 Statement of Work Cost $175/hr. $175/hr. $175/hr. $175/hr. $175/hr. $250/hr. $250/hr. $175/hr. $175/hr. As per current policy ©2020 CDI I www.cdi.support I Support 651-714-2800 ext 1 -10 DocuSign Envelope ID: D7FA22B4-407D-4B7B-9937-23DA1F38C3E3 10CD1 Statement of Work Price and Payment Invoices Invoices will be issued upon completion of the project and/or every 30 days after the SOW is accepted and signed. Unless otherwise specified, invoices will be for actual time spent, regardless of estimated time. Payment Invoices are due 30 days after the date of invoice. Invoices will be paid by check or credit card by the due date or will be subject to a 18% APR for every day they are late. Change request procedures If during the process of development, the specifications need to be changed, this will be handled through the attached Change Request Form. Please copy this form, fill in the changes that are requested and submit it to your CDI Consultant. Upon receipt the Consultant will Amend this Statement of Work and issue an Amendment. When the Amendment has been signed by CDI and your firm, it will be incorporated into the project plan. IMPORTANT: Change requests may result in an increase in service hours and an extension of deadline. These changes will be noted in the Amendment and will supersede any deadlines or service hours estimated in the original Statement of Work. ©2020 CDI I www.cdi.support I Support 651-714-2800 ext 1