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TASK DESCRIPTION: SDI will assist the City in preparing for negotiation meetings and will attend to support City staff. SDI will facilitate the negotiation meetings and actively participate in discussions and negotiations pertaining to the vendor's contractual documents and Statement of Work to ensure the documents are acceptable to the City and properly hold the vendor accountable. SDI will take the lead in recording the minutes from the meetings to capture outstanding items, next steps, and critical dates. DELIVERABLE: Final Agreement with Vendor TASK DESCRIPTION: SDI will attend and/or participate in the City's presentation of the vendor agreements to the City Council for approval. SDI's level of participation will be at the City's direction. DELIVERABLE: City Council Meeting Participation Business Process Mapping Services Request As a part of our overall proposal, the City has requested that SDI formally document fifteen (15) specific existing business processes as a part of the overall project. The specific areas requested for business process mapping include: • Cashiering • Bank Reconciliation • Investment Accounting e Interest Allocation • Inventory Accounting ♦ Capital Asset Accounting Accounts Receivable • Accounts Payable • Purchasing o Payroll Processing ♦ Debt Management • Project Activity Accounting ♦ Contract Management ♦ Grant Accounting ♦ General Ledger Entries SDI will document the City's current business processes for each of the functional areas listed above. SDI utilizes a structured approach to documenting our data gathering activities to ensure that all information shared with the project team is recorded. The information gathered about current business processes will also be reviewed by the City's project team to ensure it is accurate. The timing for this task will be discussed with the City team during the "Initiate' phase of the project; we recommend initiating these activities during the Phase 2 "Requirements" phase. Additional Information About SDI Is Approach Approach to Best Practices and Change Management SDI has been conducting assessments of enterprise systems for over 25 years and have developed a proven methodology for information gathering and identifying organizational needs. We recognize the importance of utilizing a measured approach when introducing an organization to potential change, and we are sensitive to the fact that staff may be averse to such change. Our consultant team consists of professionals who have worked in the public sector, have experienced the changes that come with business process analysis and new system implementations, and are well versed on managing expectations, concerns, and potential roadblocks to the implementation of new business practices. SDI approaches our business process workshops with an understanding that not all participants may be knowledgeable about the most current software systems available. A key component of our workshops is to help educate City staff on available software systems and functionality, and to explore staffs thoughts regarding potential positive outcomes of implementing this functionality. The goal of our workshops is to