2313 APPENDIX C – Deliverable Expectations Documents (DED) Example.pdf
PDF 399 KB Posted
- Solicitation number
- 2313
- Issued by
- Kenosha County, Wisconsin
About this file
This is a Statement of Work (SOW) example document prepared for the County of Kenosha, Wisconsin, detailing the implementation of a comprehensive Human Resources, Payroll, and Time & Attendance software system. The SOW outlines a phased approach to system upgrade and implementation, encompassing software modules, data conversions from existing county systems, API interfaces with third-party systems, custom reporting capabilities, pre-formatted forms, workflow automation, customizations, and security account migration. The implementation methodology follows five primary phases: Prepare (initial planning and kickoff), Upgrade (technical infrastructure establishment and code execution), Validate (procedure documentation updates and conference room pilot preparation), Deploy (end-user training and system cutover), and Support (90-day post-cutover period). The project includes comprehensive training for core users, end users, and technical staff, with detailed procedure documentation and homework exercises. Vendor responsibilities encompass project management activities including status reporting, issue management, risk management, change management, and quality assurance, while County responsibilities include participation in planning, data validation, testing coordination, and training facilitation.
The SOW establishes a fixed-fee pricing structure with 13 distinct Deliverable Expectation Documents (DEDs) aligned to project milestones, with all fees listed at $0.00 in this example template. Payments are contingent upon County acceptance and sign-off of each deliverable milestone through a formal acceptance process that verifies deliverables contain specified components, meet quality standards, and address identified content issues. The document includes provisions for additional services at specified hourly rates, software maintenance fees, and scope reduction accommodations. The acceptance criteria require that deliverables demonstrate compliance with defined scope, meet content and formatting standards, and obtain mutual agreement between the vendor and County regarding component completion or necessity. This template serves as a framework for managing vendor deliverables and project governance throughout the implementation lifecycle.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
County of Kenosha
Project Name
Statement of Work Date
Exhibit A – SOW #1 (Addendum XX)
Statement of Work – Project Name County of Kenosha i
Table of Contents
1. Executive Summary
2. Scope of Services
a. Software / Modules
b. Data Conversions
c. Interfaces
d. Reporting
e. Pre-Formatted Forms
f. Workflows
g. Customizations
h. Security
3. Technical Architecture / Environments
4. Implementation
a. Upgrade / Implementation Approach
b. Project Management
c. Training / Knowledge Transfer
d. Project Schedule
5. Team Structure / Roles & Responsibilities
a. Vendor Roles and Responsibilities
b. County Roles and Responsibilities
6. Pricing
a. Implementation Services
b. Hours
c. Software / Maintenance
d. Additional Services
e. Reductions In Scope
7. Deliverable Expectation Documents (DED’s)
a. DED Acceptance
b. DED Form Example
8. SOW Approval
County of Kenosha 2
1. Executive Summary
This Statement of Work (“SOW”) sets forth the services and deliverables that Vendor shall provide to the
County of Kenosha (“County”) and includes a description of the scope, roles, responsibilities, tasks and anticipated timeframe for the Project Name. The Master Professional Services Agreement executed by the parties (“Agreement”) and this SOW will be the governing project documents for project execution as mutually agreed to by both parties.
Below is a brief summary of the expected project:
• XXXXX
• XXXXX
2. Scope of Services
a. Software / Modules
Below is an overview of the areas relevant to the project scope of work that is included in this statement of work (SOW).
• XXXXX
This project is focused on XXXXX, and does not include future business process and system configuration improvements or additional changes and/or customizations.
b. Data Conversions
The following data will be converted from the County’s existing XXXXX:
c. Interfaces
Overview
XXXXXX
• Outbound API Interfaces: It is assumed that with outbound API interfaces (Dynamics 365 to third party system) the third party system will consume the Dynamics 365 webservices. If desired, Crowe and the County can determine if there are interfaces that may require Dynamics 365 to consume third party APIs to push information as needed – and if so, Crowe and the County will work together to determine the scope and possible additional cost. Note, Crowe assumes that any outbound interface, leveraging an API, will utilize the Dynamics JSON-based
County of Kenosha 3
Interface Upgrade Details
1. XXXXXX (RFP Interface Attachment X - No. X)
Source: XXXXX
Target: XXXXX
Frequency: XXXXX
Summary: XXXXX
Below is a summary of the expected interface:
2. XXXXXX (RFP Interface Attachment X - No. X)
Source: XXXXX
Target: XXXXX
County of Kenosha 4
3. XXXXXX (RFP Interface Attachment X - No. X)
Source: XXXXX
Target: XXXXX
d. Reporting
e. Pre-Formatted Forms
f. Workflows
• XXXXX
Business Area Workflow
g. Customizations
County of Kenosha 5
Area of Customization
• XXXXX
Area of Customization
County of Kenosha 6
h. Security
Migrating User Security Accounts
• Active Directory o XXXXX o XXXXX
3. Technical Architecture / Environments
Summary.
Diagram Picture
High-Level Architecture
Diagram Picture
4. Implementation
a. Upgrade / Implementation Approach
Summary.
Diagram Picture
1. Prepare
1.1 Initial Planning and Preparation
Description
1.2 Kickoff Meeting
County of Kenosha 7
2. Upgrade
2.1 Establish Technical Infrastructure
3. Validate
3.1 Update Procedure Documents
3.2 Prepare for XXXXXX
Description.
Homework Exercises: Description
▪ XXXXX
▪ XXXXX
4. Deploy
4.1 Train End Users
4.2 Develop and Execute the Cutover Plan
Description
4.3 Conduct Readiness Review / Cutover to New System
5. Support
5.1 Post-Cutover Support (90 days post-cutover)
• XXXXXX
Automated Test Scripts
County of Kenosha 8
Assumptions
Data / Configuration Upgrade Scripts
• XXXXXX
Assumptions
Interface Methodology Overview
Interface Responsibilities
Vendor
County
b. Project Management
Below is a summary of the key project management activities we will work through together.
• XXXXXX
Communication
Status Monitoring and Reporting
County of Kenosha 9
Summary
The status report will include the following:
• Brief description of major accomplishments from the previous week;
• Brief description of key milestones, dates and responsibilities;
• Brief description of upcoming activities and expected goals; and
• Brief description of any concerns or issues.
Meetings
Below are the key items typically included:
Issue Management
Description
Below are the key items typically included:
• Issue ID
• Issues Title / Description
• Category / Area
• Type of Issue
• Priority
• Owner
• Date
• Status
Risk Management
Description.
The status of project risks will be communicated as part of the project status reporting.
• Risk ID
• Risk Title / Description
• Type of Risk
• Probability
• Impact
• Risk Response
• Owner
• Date
• Status
Project Change Management
Description
The critical results of change management include:
• Documented and understood scope, purpose, and benefit for the change;
• Documented evaluation of the impact to project cost, schedule, and/or scope; and
• Documented change decisions.
The project change management process involves the following steps & key decision points:
• XXXXXX
• XXXXXX
Quality Assurance
Description
• XXXXXX
Acceptance (Milestones/Deliverables)
County of Kenosha 10
• XXXXXX
Project Manager Roles
Vendor Project Manager Role
County Project Manager Role
Assumptions
• XXXXXX
c. Training / Knowledge Transfer
Overview
Users and Learning Activities
• Core users: Business users (subject matter experts) that will be intimately involved throughout the upgrade project and will be validating the upgraded system.
• End users: Business users that will be trained once the system is upgraded (just prior to cutover).
• Technical users: The technical staff members that will need to help support the upgraded system when the project is complete.
Core Users:
Description
Detailed Procedure Documents and Homework Exercises
• XXXXXX
• XXXXXX
Technical Training and End User, Instructor Led Training
County of Kenosha 11
Course Description Duration (per class)
End Users:
• Description
Technical Users
• Description
Vendor Training Responsibilities
County Training Responsibilities
d. Project Schedule
Below are some of the key activities/milestones for the County to maintain the above schedule:
County of Kenosha 12
5. Team Structure / Roles & Responsibilities
Diagram
a. Vendor Roles and Responsibilities
Summary.
• XXXXXX
• XXXXXX
b. County Roles and Responsibilities
Summary.
• XXXXXX
• XXXXXX
County Responsibilities Summary
Summary
County of Kenosha 13
6. Pricing
a. Implementation Services
We have provided a fixed fee for each deliverable milestone for the services included in this statement of work for the Project Name, inclusive of limited travel expenses for end user training activities only. Below we have outlined the deliverables associated with each payment milestone. Upon conclusion of each deliverable milestone, Vendor will work with the County to accept and sign-off on the deliverable milestone. The County sign-off on a deliverable milestone will constitute acceptance. Upon the County sign-off for each of deliverable milestone, Vendor will invoice the County for the deliverable milestone.
Phase DED Amount Methodology Step(s) Anticipated Completion
Prepare DED 1: Initial Planning / Kickoff Meeting $0.00 1.1 Initial Planning & Preparation
1.2 Kickoff Meeting
Upgrade DED 2: Initial Environment Setup (Development, Test) $0.00 2.1 Establish Tech Infrastructure
DED 3: Name $0.00 2.2 Execute Code Upgrade
DED 4: Name (part 1) ** $0.00 2.3 Upgrade Custom Items
Validate DED 5: Name (part 1) $0.00 3.1 Update Procedure Documents
3.2 Prepare for Conference Room Pilot
DED 6: Name (part 2) $0.00 3.1 Update Procedure Documents
3.2 Prepare for Conference Room Pilot
Deploy DED 7: End User Training (first set of classes) $0.00 4.1 Train End Users
DED 8: End User Training (second set of classes) $0.00 4.1 Train End Users
DED 9: Cutover Preparation & Execution $0.00 4.2 Develop / Execute Cutover Plan
4.3 Conduct Readiness Review /
Cutover to New System
Support (90 days)
DED 10: Post Cutover Support (first month) $0.00 5.1 Post Cutover Support
DED 11: Post Cutover Support (second month) $0.00 5.1 Post Cutover Support
DED 12: Post Cutover Support (third month) $0.00 5.1 Post Cutover Support
Other (Post Implemen-tation)
DED 13: Name $0.00
TOTAL 0.00
County of Kenosha 14
b. Hours
c. Software / Maintenance
Description
d. Additional Services
Role Hourly Rate
e. Reductions In Scope
7. Deliverable Expectation Documents (DED’s)
a. DED Acceptance
DED Acceptance (for all deliverables):
• Acceptance Form: An acceptance form will be developed and mutually agreed to between Vendor Name and the County to be utilized for DED acceptance. For each of the DEDs, Crowe will work with the County to obtain signoff. It is expected that the form will contain the following types of information:
o DED ID/Name o Date o County Owner (for signoff) o Description/Overview o Required Changes/Updates (only if needed) o Approval (accepted as complete, accepted pending required changes, not accepted) o Additional Notes (only if needed) o Signature with date
• Acceptance Criteria: All deliverables will be formally reviewed and accepted by the County
County of Kenosha 15 using the Deliverable Expectation Document (DED) below as a guide. Deliverables shall be accepted by the County when:
o The deliverable contains the components specified in the Scope / Deliverable Outline of the DED.
o The deliverable has been reviewed for and meets acceptable standards for content, quality, formatting and spelling.
o Vendor Name and the County have agreed to and accepted the content of each outlined component, or Vendor Name and the County have agreed that the content is no longer required for acceptance.
o Vendor Name and the County have resolved identified content or quality issues.
Example Acceptance Form
Date
Client Owner
DED
Description/ Overview
Required Changes/Updates (if needed)
Additional Notes (if needed)
Client Owner Signature Date Approval
Accepted as Is/Complete
Accepted, Pending Required Changes Above
Not Accepted (see notes)
County of Kenosha 16
b. DED Form Example
DED 1: Name
Phase: Prepare
Objective/Purpose:
Scope / Deliverable Outline:
• Project Plan o XXXX
• Kickoff Meeting – Summary o XXXX
Vendor Role:
• Project Plan – Description
• Kickoff Meeting – Description
County Role:
• Project Plan – Description
• Kickoff Meeting – Description
Notes:
• XXXX
County of Kenosha 17
DED 2: Name
Phase: Prepare
Objective/Purpose:
Scope / Deliverable Outline:
• Project Plan
• Kickoff Meeting – Summary o XXXX
Vendor Role:
• Project Plan – Description
• Kickoff Meeting – Description
County Role:
• Project Plan – Description
• Kickoff Meeting – Description
Notes:
County of Kenosha 18
8. SOW Approval
County of Kenosha Vendor Name
Signature Signature
Printed Name Printed Name
Title Title
Date Date
File details come from the government source that posted it. Updated .