Agenda Packet_2024-10-01 - Laserfiche WebLink

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Page | 17 d) Deliverables and Documentation Step 1 Deliverables x Kick-Off Meeting – this is an onsite meeting with City staff to prepare everyone for the process of implementation that is about to get underway and get everyone excited about their role in the process. During this onsite trip the IKC Project Manager also meets with Core Team members to work on finalizing an overall project plan and to train Core Team members on various facets of the overall system that will assist them in their efforts to define the city’s system requirements for the most effective implementation overall. x Project Plan – A Project Plan defining the above Project Time line in more detail, with starting and ending dates defined, will be finalized during this step of the implementation. Step 2 Deliverables x Analysis Meetings – analysis meetings are necessary for defining GAPs and needs in the areas of Configuration, Interfaces, Reports, and Conversion. Configuration meetings are generally held onsite due to the multiple department coordination necessary for many processes. Other analysis is generally effectively done via web meetings. x To-Be Configuration Documentation/GAP Documentation – Documentation will be provided for each Process, Report and Interface. This documentation will begin as ‘to-be’ or what is planned and approved for each item and will be used by IKC and Gray Quarter staff as a blue-print for the development. If modifications are found necessary to these documents during the process of development the documents will be updated and finalized, otherwise the original documents will be considered final. Step 3 Deliverables x Record Development – up to 175 Record Types, within 4 department modules o Building – up to 50 records o Enforcement – up to 5 records o Planning – up to 80 records o Public Works – up to 40 records x Report Configuration – Documentation provided within this RPF demonstrates the potential for up to 138 Reports to be developed. After review the data provided, IKC believes that several of these reports could be facilitated with simple filters/queries and/or system searches with simple configuration considerations and/or could be written by City after they have attended Reports Training. Because of this IKC is including 85 reports for the purposes of the cost proposal for this RFP. The includes up to 85 Reports, including: o Low Complexity Reports – up to 15 Includes documents such as Transmittals and Expiration Letter. These types of reports generally have no more than 5 fields pulling from the Civic Platform database with the majority of the report being hard coded. o Medium Complexity Reports – up to 50 Includes reports such as Permits and Project Activity Reports. These types of reports generally have several fields pulling from the Civic Platform database with some hard coded information also included. o High Complex Reports – up to 20 Includes reports such as Financial Reports, Statics and reports that require data from multiple tables in the database. These types of reports pull data from multiple Civic City Council 13 – 56 10/1/2024