Title
An Ordinance approving Change Order No. 007 with AVAAP U.S.A. LLC to expand services to assist in implementing Workday Enterprises Resource Planning in an additional amount of $118,250 for a new total contract amount not to exceed $588,815 and authorizing the City Manager to execute the same by and on behalf of the City of Lee's Summit, Missouri.
Body
Issue/Request:
The City entered into an agreement with AVAAP U.S.A. LLC "AVAAP" to provide Professional Services for the Workday Implementation. We need to revise the Statement of Work as follows:
The internal business drivers for this Change Order are: 1) Lees Summit business need changes or additions, 2) Lees Summit employee resource availability, 3) Lees Summit production support issues and Lees Summit timeline.
The costs will be funded by the NTI Bond ERP project budget.
Changes in the Statement of Work including:
|
Workstream |
Total |
|
Scheduling/Absence/Time Tracking (Police) |
$48,750.00 |
|
Time Tracking (Police Holiday Calculations) |
$22,000.00 |
|
Procurement/DELL Punchout |
$11,000.00 |
|
Adaptive Model Updates - Fire & Police |
$11,000.00 |
|
CIS Integration |
$20,000.00 |
|
Learning - Certifications |
$5,500.00 |
|
Change Order Total - New Items |
$118,250.00 |
|
Outstanding Change Order Amount(s) |
|
|
Outstanding Change Order #004 Amount |
$470,465.22 |
|
Total Amount |
$588,814.22 |
This change order includes new functionality, changes in current scope, changes in current timeline and resolution of hours for work previously completed.
• The order of deployments for Workday Strategic Sourcing Expert and CLM/Evisort will be modified by initiating the deployment of CLM/Evisort first.
§CLM/Evisort schedule change deployment planned Nov 2026.
§Workday Strategic Sourcing - Expert will be initiated after the CLM/Evisort is complete and anticipated to be complete in 2027. Excludes Contracts Connector and synchronization from original scope.
• Scheduling/Absence/Time Tracking (Police)
§Enhancements to scheduling, absence and time tracking for Police's various roles resulting in additional changes to meet defined requirements identified by Police.
• Time Tracking Holiday Calculations (Police)
§Police Holidays are not the same as the General Holiday schedule and not accounted for within the initial deployment. The holiday schedule required to be added to meet defined policy schedules; eligibility requirements and an additional calculation group with 10 holiday time calculations.
• DELL Punchout & Invoice - PO invoice integration and an outbound catalog punchout integration with Dell to gain efficiencies in overall processes in IT and Finance.
• CIS Integration - Develop a studio integration with Water's Customer Information System to integrate revenue amount tended for account reconciliation.
• Learning - Certifications - configure Learning Certifications to track Worker's career profile upon completion of courses.
• Adaptive Model Updates based on New Fire and Police Labor Agreements
§New Adaptive Planning compensation Models will be configured to meet new labor agreements for Fire and Police.
• Prism Analytics & Peakon schedules changed to start of deployment to February 2027.
Key Issues:
This request modifies the AVAAP contract for services and materials within the allowed budget for ITS. This request amends the total spending authority set out in Bill No. 24-067 the agreement with AVAAP U.S.A. LLC.
Proposed City Council Motion:
Timeline:
Start: Implemented the Phase 1 go live in June 2025. Phases 1.5, 2, and 3 to be completed end of 2027.
Presenter
Diana L. Newman, Director of Information Technology
Recommendation
Staff recommends approval.
Committee Recommendation