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Home My WebLink AboutWORK ORDER - RFP - 8086 ACCELA SOFTWARE CONSULTINGWORK ORDER PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND TRUEPOINT SOLUTIONS DATED: 8/7/2015 Work Order Number: 04 Purchase Order Number: Project Title: Accela Application Consulting – Electronic Plan Review Original Bid/RFP Project Number & Name: 8086 Accela Application Consulting Commencement Date: 2/1/2017 Completion Date: 11/15/2018 Maximum Fee: (time and reimbursable direct costs):$219,995 (estimate time and expenses to complete tasks as explained below) Project Description: Assist the City of Fort Collins IT 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 for Building and Planning / Development Review departments. Scope of Services: The Accela Electronic Document Review features were released in v7.2 FP2 of the Accela Automation system and have since been further updated and enhanced. Accela Automation clients are licensed for these features and they are available in version of the product currently installed at the City (version 7.3.x). The start to finish timeframe of an implementation will depend on how fast the 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 you 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 an Accela workflow that uses "In-process task Activation") • 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. 8086 Accela Application Consulting - Work Order # 4 Page 1 of 6 DocuSign Envelope ID: ECC1B913-14E2-4A83-ACDE-FD71278CF47A • 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. • 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. 8086 Accela Application Consulting - Work Order # 4 Page 2 of 6 DocuSign Envelope ID: ECC1B913-14E2-4A83-ACDE-FD71278CF47A 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. • Note: In preliminary discussions with City staff, potential issues were identified with current EDR functionality not supporting auto-assignment of document review tasks to specific individuals (document review tasks can be assigned at a "department" level) as well as with the manner under which documents are currently submitted to the City in multiple pieces for plan review task assignment. TruePoint will work with the City to determine what effect, if any, these issues may have on current City business processes and identify options for potential solutions or workarounds. Changes to submittal/review business processes may be required as part of solutions/workarounds needed to address these potential issues. • 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. 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 I 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. 8086 Accela Application Consulting - Work Order # 4 Page 3 of 6 DocuSign Envelope ID: ECC1B913-14E2-4A83-ACDE-FD71278CF47A Professional agrees to perform the services identified above and on the attached forms in accordance with the terms 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 2 (of 6) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. Professional (TruePoint) By:_______________________________ Date:_____________________________ City of Fort Collins By:_________________________ Brad Morgan, Project Manager Date: _______________________________ Reviewed By:_________________________ Pat Johnson, Senior Buyer Date: _______________________________ By: _________________________________ Gerry Paul Director of Purchasing and Risk Management (over $60,000.00) Date: ________________________________ 8086 Accela Application Consulting - Work Order # 4 Page 4 of 6 DocuSign Envelope ID: ECC1B913-14E2-4A83-ACDE-FD71278CF47A 3/16/2017 3/16/2017 3/16/2017 3/16/2017 Attachment A Calculated Project Estimate Program Name : Electronic Plan Review Project: Building Inputs Estimation Summary (Hrs and Biz days) Risk and/or "unknown" (50% ; 25% ; 10%) 25 25% Unknown Optimistic hours 1360 227 Project Complexity scale Extreme(100%); high(50%) ; medium(25%) ; low(10%) 50 High Complexity Most likely hours** 1564 261 Average productive hours per day 6 City and Vendor Pessimistic hours* 1768 295 Estimation parameters Combined TruePoint City Expected Duration Hours Requirement Gathering 12 12 Triangular distribution method 154 Research and Analysis (EDR) 92 72 20 Beta distribution (PERT technique) 185 Development (Configuration and Scripting) 250 120 130 Design (Workflow Revisions) 80 48 32 Meetings 120 120 Finish Date Training (revised workflow and process training) 24 24 Earliest start date 1/2/2017 Project Management 20 20 Earliest completion 11/14/2017 Optimistic ACA Configuration 119 79 40 Earliest completion 1/1/2018 Most likely Testing (UAT) 32 32 Earliest completion 2/16/2018 Pessimistic Accessibility Test 0 Pre-Deployment Process 0 Latest start date 3/1/2017 Deployment (Go Live! Support) 28 28 Latest completion 1/11/2018 Optimistic Post Production Testing 0 Latest completion 2/28/2018 Most likely Knowledge Transfer/ Service Transition (Vendor) 0 Latest completion 4/17/2018 Pessimistic Project Retrospective / Lessons Learned 0 Documentation 0 Pessimistic case buffer (%) 30 No of resources (This will impact the number of business days to complete and finish date calculation.) 1 * Pessimistic hours= Best case hours+ Pessimistic case buffer **Most likely=(Optimistic + Pessimistic )/2 ***Excluded Saturdays, Sundays and City holidays Expenses (mileage) $92 round-trip 10 10 Attachment B Inputs Estimation Summary (Hrs and Biz days) Risk and/or "unknown" (50%; 25%; 10%) 25 25% Unknown Optimistic hours 2681 447 Project Complexity scale Extreme (100%); high (50%); medium (25%); low(10%) 50 High Complexity Most likely hours** 3083 514 Average productive hours per day 6 City and Vendor Pessimistic hours* 3485 581 Estimation parameters Combined TruePoint City Expected Duration Hours Requirement Gathering 16 16 Triangular distribution method 338 Research and Analysis (EDR) 200 120 40 Beta distribution (PERT technique) 405 Development (Configuration and Scripting) 350 200 80 Design (Workflow Revisions) 235 140 80 Meetings 200 200 Finish Date Training (revised workflow and process training) 80 40 40 Earliest start date 3/1/2017 Project Management 150 100 50 Earliest completion 11/15/2018 Optimistic Reports (Planning/Dev Review) 120 120 Earliest completion 2/18/2019 Most likely ACA Configuration (Doc submittal Only) 120 80 40 Earliest completion 5/22/2019 Pessimistic Testing (UAT) 48 48 Accessibility Test 2 2 Latest start date 5/1/2017 Pre-Deployment Process 2 2 Latest completion 1/15/2019 Optimistic Deployment (Support - City and Vendor) 80 40 40 Latest completion 4/18/2019 Most likely Post Production Testing 4 4 Latest completion 7/22/2019 Pessimistic Knowledge Transfer/ Service Transition (Vendor) 0 Project Retrospective / Lessons Learned 0 Pessimistic case buffer (%) 30 Documentation 20 20 No of resources (This will impact the number of business days to complete and finish date calculation.) 1 * Pessimistic hours= Best case hours+ Pessimistic case buffer **Most likely=(Optimistic + Pessimistic )/2 ***Excluded Saturdays, Sundays and City holidays Expenses (mileage) $92 round- trip 30 30 Total Hours 1617 888 Subtotal (total hours *165) $146,520.00 Expenses $2,760.00 Total $149,280.00 8086 Accela Application Consulting - Work Order # 4 Page 6 of 6 DocuSign Envelope ID: ECC1B913-14E2-4A83-ACDE-FD71278CF47A Total Hours 738 423 354 Subtotal (total hours *165) $69,795.00 Expenses $920.00 Total $70,715.00 8086 Accela Application Consulting - Work Order # 4 Page 5 of 6 DocuSign Envelope ID: ECC1B913-14E2-4A83-ACDE-FD71278CF47A