Download Cherokee Nation Businesses

Cherokee Nation Businesses
Peoplesoft Contracts Implementation
Scope of Work
CONFIDENTIAL AND PROPRIETARY
Copyright 2010 Cherokee Nation Businesses. All rights reserved.
CNB PeopleSoft Contracts Scope of Work
Table of Contents
I. Description.................................................................................................. 3
Scope ...................................................................................................................................................... 3
Objectives ............................................................................................................................................... 3
II. Components of the ESA Program ........................................................................ 3
III. Specific Tasks.............................................................................................. 4
IV. Deliverables ............................................................................................... 4
V. Program Management ..................................................................................... 5
VI. Consulting services needed to assist with the following items/activities: ......................... 5
VII. General Implementation Requirements ............................................................... 6
VIII. Data Migration ........................................................................................... 6
IX. Unit and Integration Testing ............................................................................. 7
X. Production Implementation .............................................................................. 7
XI. Resources.................................................................................................. 7
Cherokee Nation Businesses, LLC Confidential
Page 2 of 7
CNB PeopleSoft Contracts Scope of Work
I. Description
Scope
This Project Statement of Work (“SOW”) includes management, design, development, integration,
testing, training development, deployment and support tasks the system integrator shall perform
in implementing the Enterprise Service Automation (“ESA)Program for Cherokee Nation Business
(“CNB”).
CNB currently has PeopleSoft version 9.0 core financials implemented. This includes General
Ledger, Accounts Payable, Purchasing, Inventory, eProcurement, Asset Management, Billing,
Accounts Receivable, Expenses and Project Costing.
CNB is comprised of multiple business units/legal entities in various lines of business. The scope
of this SOW is to implement, for four existing business units, the Government Contracts module
and re-configure as necessary the Project Costing and Billing modules according to rules and
requirements consistent with that of a government contractor so that CNB can comply with
Defense Contract Audit Agency, (“DCAA”) regulations and pass subsequent DCAA audits. We
would like to leverage economies of scale in terms of the requirement gathering and design tasks
during the initial phase of the project for a fifth business unit to be implemented at a later date.
These companies currently use Fixed Price and Time and Materials contract types. CNB is moving
to Cost Plus contracts types and would like to configure the system for Cost Plus contract types in
addition to Fixed price. The four business units currently produce around 200 total invoices
monthly, have approximately 30 different invoice templates, and have about 150 active
customers.
Time tracking interfaces into PeopleSoft necessitated by billing will also be part of the
implementation. Currently the two different time tracking systems utilized to capture time will
need to interface with Contracts.
Objectives
The objective is to implement common business processes for the ESA modules across multiple
lines of businesses or business units for contract management, project cost capture and billing.
The results of this project should provide a platform and configuration that will be flexible and
scalable to support CNB’s acquisition strategy.
In addition the project should take into account plans for managing Cost Plus Government
contracts. Currently CNB does not have a “Disclosure Statement” or any cost plus contracts. The
objective of the system is to be compliant with SF1408 Pre Award Survey.
II. Components of the ESA Program
The components of the program include the following PeopleSoft modules: Contracts, Projects and
Billing.
Cherokee Nation Businesses, LLC Confidential
Page 3 of 7
CNB PeopleSoft Contracts Scope of Work
III. Specific Tasks
The vendor selected shall provide full Enterprise Resource Planning, (“ERP”) lifecycle
implementation services from project planning to post production support. The implementation
shall be divided up into phases to allow for Project Management Office (“PMO”) review. The
specific tasks include
1. Gather business process and application requirements for:
a. Time capture
b. Contract management
c. Cost capture
d. Revenue calculations
e. Billing calculations
f. Invoice preparation and printing
g. Reporting
i. Contract Cost Summaries
ii. Revenue Summaries
iii. Back log reporting
2. Conduct a Fit/Gap analysis of Gathered Requirements
3. Design System configuration
4. Assist in the design of reports, interfaces, and conversion programs.
5. Provide templates and assist CNB personnel with test scripts and training material.
6. Conduct system cutover procedures and provide post production support.
IV. Deliverables
The system integrator shall provided at a minimum the following deliverables
1.
2.
3.
4.
5.
6.
7.
8.
9.
Project Plan
Business Process Diagram for each PeopleSoft Module
Requirements Matrix
Fit/Gap Analysis including a list of Report, Interfaces and Conversion
Configuration Design Document
Functional and Technical Specifications for each item in the Fit/Gap document.
Test Plan, test Scripts
Training Plan and End user training Guides
Cut over plan
Cherokee Nation Businesses, LLC Confidential
Page 4 of 7
CNB PeopleSoft Contracts Scope of Work
V. Program Management
1. The system integrator shall provide a sample Project Plan with its proposal that includes a list
of the resource to be allocated to each component. All resources should be listed, including
but not limited to functional and technical resources. In addition, the selected system
integrator shall provide a CNB specific Project Plan to be completed and mutually agreed to
within 10 business days of the contract effective date.
2. The system integrator shall provide the resumes of the team designated to this project, along
with a summary of the team members, their title, and their role on this project.
3. The system integrator shall adhere to all CNB defined processes. If a process is not followed, a
Waiver will be created and submitted to the Project Steering Council seeking approval. The
Steering Council will consist of PMO members and key project stakeholders. It will be
defined within the project.
4. The system integrator shall provide a plan to ensure consulting resources mentor and
transfer knowledge to the CNB development and business staff.
5. The system integrator shall provide weekly progress/status reports to the CNB PM.
ESA Modules - The system integrator will provide a high level of subject matter expertise for ESA
that will include expert level knowledge of modules’ attributes as well as expansive and robust
recommendations for the most effective use of the modules implemented. The modules will be
implemented utilizing full functionality of the modules while adhering to current CNB business
processes. The implementation will include interfaces to PeopleSoft Contracts and two external
time capture systems.
Billing / Invoicing - The system integrator will assist in the design and testing of all invoice
formats according to the requirements for each business unit. There are approximately 30
invoice formats in use today.
VI. Consulting services needed to assist with the following items/activities:
Information Technology
1. Explain any automated testing processes in detail.
2. Advise the preparation needed by IT Applications and/or Operations prior to the upgrade, in
terms of planning and other activities (e.g. identify the number of customizations, should we
freeze all current development, what is the hardware/software, disk space, database
requirements?).
3. Provide expertise as part of the project planning to identify the level of effort and resource
needs to ensure delivery.
Cherokee Nation Businesses, LLC Confidential
Page 5 of 7
CNB PeopleSoft Contracts Scope of Work
VII. General Implementation Requirements
1. The system integrator shall identify the necessary customizations, enhancements, and
modifications required to fill any gaps identified.
2. The system integrator shall identify, design, and document table names, field names, module
names, screen names, and other needed information for each customization, enhancement, and
modification to implement the gaps, in a detailed design document. The format of the detailed
design document shall be agreed upon with CNB technical personnel.
3. The system integrator shall identify and document recommended changes to business
practices (process re-engineering) and issues to be addressed with the changes to maximize
effective use of system functionality and avoid pitfalls.
4. The system integrator shall provide an implementation plan to accomplish configuration and
base table settings of PeopleSoft Financial Supply Chain Management, (“FSCM”) for the ESA
implementation, utilizing the existing CNB configuration.
5. The system integrator shall perform, document, and cross-train business owners with regard
to differences between the existing CNB configurations and changes necessary to improve or
facilitate the operations and requirements for ESA implementation.
6. The system integrator shall document system setup and configuration for the modules
impacted. The CNB functional leads will utilize this documentation to configure the system.
7. The system integrator shall partner with CNB in end-to-end testing to consist of complete endto-end validation of the configurations and base table settings for the recommended
configuration of the customer requirements for ERP implementation in PeopleSoft.
8. The system integrator shall partner with CNB to resolve any and all issues relating to
configuration setup and impact to processing and functionality of the software as relates to
CNB requirements.
9. The system integrator shall assist in developing meaningful integrated test scripts.
10. The system integrator shall research system bugs and if needed, facilitate communication with
ORACLE for resolution.
11. The system integrator shall create a detailed migration and test plan for moving the data in
legacy systems to PeopleSoft. The data migration plan shall consist of the data mapping from
the legacy system to PeopleSoft, including tables and fields with the customizations of
PeopleSoft tables. The migration plan is to be developed with input from CNB personnel. CNB
personnel shall provide final acceptance of the migration plan.
12. The system integrator shall assist business functional areas in reengineering business
processes, creating workflows, and documenting the new business processes.
13. The system integrator shall assist CNB personnel in security setup by identifying basic
security Roles and Permissions.
14. The system integrator shall finalize and document configuration and base table settings. The
system integrator shall provide support to business functional areas for troubleshooting and
resolving issues and answering questions.
VIII. Data Migration
Cherokee Nation Businesses, LLC Confidential
Page 6 of 7
CNB PeopleSoft Contracts Scope of Work
1. The system integrator shall execute a full migration extract of necessary legacy data and
import into the appropriate PeopleSoft tables, to include development, test, quality, and
production environments.
2. The system integrator shall perform data migration validation and verification against the
documented test plan, with assistance from CNB personnel. This will include exception
reporting to ensure data integrity for the development, test, QA, and production
environments.
3. The system integrator shall resolve any and all legacy data migration issues in
development, test, QA, and production environments, with assistance from CNB personnel.
IX. Unit and Integration Testing
1. The system integrator shall assist with unit testing, end to end testing that includes
workflow, customizations and interfaces and reports.
X. Production Implementation
1. The system integrator shall provide cutover and post-implementation support for
resolution of data migration and system issues during the first month following the
production implementation.
XI. Resources
CNB shall provide the following resources for this project. The proposal should contain
necessary supplemental resources to be provided by the system integrator with associated roles
and responsibilities.
Resource
Functional Resource 1 – Project
Manager/Contracts
Technical Resource 1
Technical Resource 2
Functional Resource 2 focused on interfaces
Functional Resource 3 focused on reports
and the billing module
Functional Resource 4 focused on projects
Cherokee Nation Businesses, LLC Confidential
Page 7 of 7
Percentage of dedication
80%
30%
20%
30%
40%
30%