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Home My WebLink AboutWORK ORDER - RFP - 7086 ACCELA APPLICATION CONSULTING (7)EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND TRUEPOINT SOLUTIONS DATED: 10/29/2013 Work Order Number: 9 Purchase Order Number: 9106195 Project Title: Accela Automation Configuration for Accela Citizen Access (ACA) Over -the - Counter Building Permit Application and Issuance Commencement Date: 11/1/13 Completion Date: 60-90 days Maximum Fee: (time and reimbursable direct costs): $33,000 (estimated time and expenses to complete tasks as described below) Project Description: Assist the City of Fort Collins MIS Department with the development and configuration of the Accela Automation application environment and ancillary systems in order to take advantage of Accela Electronic Document Review features released in v7.2 FP2 for Building Department plan reviews. Scope of Services The Accela Electronic Document Review features have been released in v7.2 FP2 of the Accela Automation system. Accela Automation clients are currently licensed for these features and they are available once upgraded to the 7.2 FP2 release. The start to finish timeframe of an implementation will depend on how fast your agency can make decisions on internal policies and procedures around the EDR process. Internally your agency will need to create the rules and policies for the EDR process and address the following questions and tasks. • What type of plans will you allow? • Will start a pilot project with a few professionals? • Adobe Acrobat Pro purchase • Workstation requirements and large monitors requirements • Stamp creation • Electronic codes • What changes will be made to current workflow (EDR does not currently work well with and Accela workflow that uses "In -process task Activation" stdwopsa rev 07109 • Changes to ACA Sample EDR Configuration Concepts - The following is the concept of a possible EDR configuration: 1. Submit a new application via ACA 2. Add attachments to the ACA page flow so the citizen/contractor can attach the plans 3. Trigger scripts when plans are accepted from the workflow. For example a status of "Plans Accepted for Review" can trigger scripts. • Look up the required tasks/due date requirements based on application input • Use this info to default TSI fields on the Plans Distribution task. • Once all the reviews have been set the Plans Distribution workflow task can be updated to a status of something like "Ready for Electronic Review" or "Ready for Physical Review". o If electronic review is selected a script runs on WTUB that checks to make sure there is a document attached that is eligible for electronic review. o If everything checks out then the scripts look at the TSI to determine which reviews should be active or not • The scripts can either deactivate the tasks that are not required or delete them all together • Scripts can also create the document review task for each applicable document, associate it to the appropriate workflow task, and assign it to whomever the workflow task was assigned to. • Each reviewer can now review the document o They can see their assignments either from the document task list in My Tasks, or their normal My Tasks list under the workflow tab. o On the workflow task they can get to the document by clicking on the sub -task tab and they will see the document there. They can click the Review link and start the Adobe review. o When they are done they can either update the document review task or update the workflow. o Once all the parallel tasks are complete then the Plan Coordination step is now active. o If revisions are required ■ The Plan Coordinator can check in the document, and then update the workflow that revisions are required. Notification template emails can notify the primary applicant with instructions and includes a deep link to the record on ACA. ■ Revised plans can be updated through ACA. A script can look for the resubmitted and updates the appropriate Task to "Re -submittal Received" when it has been uploaded. This could also trigger a notification to someone internally. o If Approved the workflow can forward to "Ready to Issue" o Again scripts can be put in place that look at the reviews, so when updating to "Ready to Issue" if any of the reviews say "Revisions Required" it won't let them move forward. Services Include - Installation: Work with Agency IT staff to configure workstations that will use Electronic Document Review. Business Analysis: Analyze and document the Electronic Document submission and approval process. Work with your agency to identify and review: • What documents will be submitted online through Accela Citizen Access and Accela Automation for EDR. • How workflows associated with the document review process will need to be modified. • Requirements for workflow tasks assignment • Versioning of documents • Process steps within the Agency's workflow associated with reviewing the plan. • Requirements for notifications via email. • Stamps to be used on submitted documents. • What information that will be presented via Accela Citizen Access. Configuration: Configuration of Accela Automation to accomplish the items identified and agreed to during Business Analyses. Event Scripting: Creation of Event Scripts to automate process whenever possible. Final Testing and Acceptance: Work directly with Agency staff to test the configured EDR process from beginning to end. ' End -User Training: Provide train -the trainer type training for the Agency trainers. Go Live Support: Be available to support questions or issues when EDR is put into production. Assumptions and Responsibilities - • Prior to configuration of EDR o The Agency will install .Net Framework 4.0 Client Profile and Adobe Acrobat Pro software. Adobe Acrobat Pro must be purchased and installed separately for each Agency user who will be interacting with Accela Electronic Document Review for plan review and markups. The Agency will use the standard Accela installation for Adobe. o The Agency will be installed on Accela Automation 7.2 FP2 or higher. • For the duration of the project the Agency will: o Make available the appropriate subject matter experts to provide needed information, participate in the analysis and verify the accuracy of the information provided. o Adhere to agreed -upon timelines o Provide access to Agency equipment and network. • Implementation will take place in a Development environment and moved to Production at go -live. • The configuration of Accela Electronic Document Review will build on the configuration, record types, and workflow tasks the Agency already has in place and allow for modifications to the document review process. Processes to submit, review, and accept documents will leverage the current configuration. • The configuration of Accela Electronic Document Review will build on Accela Citizen Access configuration that the Agency already has in place. Application processes through Accela Citizen Access will have already been configured and enabled. 3 Configuration of new online applications and new or updated page flows constitutes additional scope. • The Agency will leverage stamps provided out -of -the box. Basic instruction on the creation of stamps will be provided. One custom stamp for static text only, simple dynamic stamp and dynamic stamp with input will be created. These samples will be used as training exercises. The Agency will be responsible for creating any additional stamps that will be required. • The Agency will leverage buttons provided out of the box and provide training and instruction on the creation of custom buttons with links. • The Agency will use the EDMS/ADS currently in place for documents. The Agency will be familiar with the basic functionality of the Adobe Acrobat software. • In Final Testing and Acceptance, the Agency will: o Develop use cases / test cases needed to test the configuration. o Allocate appropriate staff to the testing effort to ensure that the system is operating per signed specifications and ready for the move to production. Acceptance Professional agrees to perform the services identified above and on the attached forms in accordance with the terns and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of _ U pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. City of Fort Collins By: Gerry Paul Director of Purchasing and (over $60,000.00) Date: Risk Management