Requirements/Notes. The Project Work Plan will contain: • Project's activities and tasks • Dates of project activities and tasks • Specific resources assigned to project tasks • Detailed Project schedule / Work Breakdown Structure (WBS) featuring phases, deliverables, and work packages • Control Points and Deliverables • City Review Periods for Control Points and Deliverables • Project Acceptance of Implementation Control Points • Decisions will be made in a timely fashion in order to achieve scheduled due dates on tasks and prepare for subsequent training sessions. Decisions left unmade may affect the project schedule as each analysis and implementation session builds on the decisions made in prior sessions • The project plan will be consistent with the SOW • All homework and other activities required of either the City Project Team or Contractor consultants will be included on the project plan.
Requirements/Notes. In the event that there are project issues that require Contractor’s on-site participation, City will not be required to reimburse the costs of travel for Contractor’s Project Manager, Regional Project Manager, or Contractor Executive Sponsor’s on-site participation City may cancel Executive Steering Committee Meetings if there are not a sufficient number of items to discuss or if items can be deferred until the following meeting.
Requirements/Notes. At any time during the project, if City is not satisfied with the level of response from the Contractor Project Managers or Contractor Regional Manager, or if the Contractor Project Manager or Contractor Regional Manager do not have the ability to make key decisions or resolve potential issues, City will reserve the right to escalate the issue to the Contractor Executive Oversight Team. Contractor’s Executive Oversight Team will have responsibility for overall project delivery.
Requirements/Notes. City acknowledges that such scope change proposals may affect the implementation schedule and Go-Live Dates, which will be changed by mutual agreement. • Within the timeframe specified in Contractor's scope change proposal, which timeframe shall not be less than ten (10) business days from City Project Managers' receipt of such scope change proposal, City shall notify Contractor in writing if City elects to proceed with the change proposal. • All scope change requests and scope change proposals will be approved first by City Project Managers and Contractor Project Managers. Scope definitions that impact the project timeline and/or the project Control Points, including costs will also elevated to City Executive Steering Committee for review
Requirements/Notes. Contractor will ensure that all referenced knowledge base documents are current and applicable for City's project. • References to documents on the knowledge base will be specific and direct City to specific documents. • Contractor will provide guidance and demonstrate to City project team members how to use the knowledge base to find necessary information.
Requirements/Notes. The format for the status reports will be mutually agreed as part of the project planning phase of the project. City will cooperate and provide information for inclusion on the status report. Contractor will submit one status report that identifies issues related to the entire project. In the event that Contractor has multiple resources working on the project at one time, the Contractor project manager will coordinate issues and submit one status report. The Status report will be delivered at least two (2) business days prior to any scheduled Executive Sponsor, Steering Committee, or Project Manager meeting at which the status report is being discussed. Biweekly status reports are due on Wednesday by close of business (5pm CT).
Requirements/Notes. As part of the Project Kick Off, The Contractor Project Manager will provide an overview of the SharePoint Site, its organization, included documents and policies for use. The City and Contractor will mutually agree upon SharePoint use for the project. Contractor performs a daily routine backup for all City SharePoint sites using industry standard backup techniques and processes. Site-specific backup files can be provided as a billable service with a minimum of 4 hours (1/2 day) charged for each backup file using the contracted Contractor rate for implementation services. Contractor does not provide SharePoint consulting services to restore provided backup files in client-hosted environment.
Requirements/Notes. Upon submission of the agenda, City shall review and provide comments or questions on the agenda within five (5) business days. Contractor shall make any required revisions promptly to allow for appropriate meeting preparation. • All meeting participants will review meeting agendas prior to the meeting.
Requirements/Notes. Risks will be monitored, recorded, and assessed using an agreed upon methodology in the Contractor Risk Plan. All risks will be actively monitored by both Contractor and City • Contractor will have responsibility for maintaining the project risk plan.
Requirements/Notes. All review periods will be tracked on the project plan • The City project manager will have decision authority to approve/reject all project Control Points and Deliverables • Acceptance will be initiated and managed by utilizing the SharePoint workflow approval process.
