AMENDMENT TO SOFTWARE LICENSE AND PROFESSIONAL SERVICES AGREEMENT
ROSS
AMENDMENT TO
SOFTWARE LICENSE
AND PROFESSIONAL SERVICES AGREEMENT
SYSTEMS
The Software License and Professional Services Agreement between Ross Systems, Inc. ("Ross") and City of Clearwater, 100
So. Myrtle Avenue Clearwater, FL 22758 ("You") dated December 1992 (the "Agreement") is hereby amended as set forth
below. Except as otherwise modified by this Amendment, the terms and conditions of the Agreement shall remain in full force
and effect. In the event of any conflict between the terms and conditions of this Amendment and the Agreement, the terms of
this Amendment shall control. The Effective Date of this Amendment shall be the date of Your signature as set forth in the
customer signature block shown below. The terms, conditions, and fees stated herein are expressly contingent upon Your
execution of this Amendment by September 30, 2003..
Operating System/Hardware/Database Change: NT/SQL
Additional CPU: CPU Upgrade: CPU Type: Number of Servers: 2
Concurrent Users: 60 Other: Sales Representative: Jill Smith
Product Code
GBFU
-
USERF
IBROW
RBS
CONFU
SVGL
SVAP
-
PRXPO
SVAR
FACS
HM
TESTCPU
FRXPRO
FRXDESGN
FRXWEBV
FRXFC
Software/Third Party SoftwarelUpgrade
Gembase Development License
60 Concurrent Users
Internet Application Framework including
( Crystal Forms Bundle)
iBrowser
Security Manager
Connect Full Service License*
iRenaissance General Ledger
iRenaissance Accounts Payable
iRenaissance Purchase Order
iRenaissance Accounts Receivable
iRenaissance Fixed Asset
iRenaissance Materials Management
TEST Server
Subtotal
Less Classic Protection Program Discount_
Total Ross Software
FRX Professional
1 Additional Designer
10Webviewers
Subtotal
Forecaster
10 additional users
Total FRX Third Party Software
TOT AL SOFTWARE & MAINTENANCE
LicenselUpgrade Fee
$ 75,000.00
$ 20,000.00
$ 15,000.00
$ 75,000.00
$ 75,000.00
$ 75,000.00
$ 75,000.00
$ 75,000.00
$ 75,000.00
$ 15,000.00
$ 575,000.00
$ 445.000.00
$ 130,000.00
$ 21,705.00
1,795.00
$ 1,500.00
$ 25,000.00
$ 15,000.00
2,500.00
42,500.00
$ 172,500.00
LICENSEIUPGRADE FEE TOTAL
FIRST-YEAR SOFTWARE MAINTENANCE FEE TOTAL
FIRST YEAR 3rd PARTY SOFTWARE MAINTENANCE FEE TOTAL
TOTAL FEE
REV.O] ]503
PAGE]
$172,500.00
49,300.00
7,059.00
$228,859.00
First-Year
Maintenance Fee
$49,300.00
$ 3,600.00
$ 359.00
$ 200.00
$ 1,900.00
$ 1,000.00
$ 7,059.00
$ 56,359.00
CONFIDENT]AL
1.
a.
The License/Upgrade Fee and the First-Year Third-Party Software Maintenance Fee shall be paid as follows:
(i) Payment of twenty-five percent (25%) of the License/Upgrade Fee in the amount of Forty-Three
Thousand One Hundred Twenty-Five Dollars ($43,125.00) and one hundred percent (100%) of the
Third-Party Software Maintenance Fee in the amount of Seven Thousand Fifty-Nine Dollars
($7,059.00) for a total payment of Fifty Thousand One Hundred Eighty-Four Dollars ($50,184.00)
plus any applicable taxes is due within ten days of the date of invoice.
(ii) Twenty-five percent (25%) of the License/Upgrade Fee in the amount of Forty- Three Thousand
One Hundred Twenty-Five Dollars ($43,125.00) plus any applicable taxes is due 45 days from the
Effective Date of this Amendment.
(iii) Twenty- five percent (25%) of the License/Upgrade Fee in the amount of F orty- Three Thousand
One Hundred Twenty-Five Dollars ($43,]25.00) plus any applicable taxes is due 90 days from the
Effective Date of this Amendment.
(iv) The remaining twenty-five percent (25%) of the License/Upgrade Fee in the amount of Forty-Three
Thousand One Hundred Twenty-Five Dollars ($43,125.00) plus any applicable taxes is due 135
days from the Effective Date of this Amendment.
b. The parties recognize You are current on Your maintenance payments for the Software through the period
ending June 29, 2004. Consequently, payment of the First-Year Software Maintenance Fee in the amount of
Forty-Nine Thousand Three Hundred Dollars ($49,300.00) plus any applicable taxes shall be due and
payable on or before June 15,2004 and shall be for the maintenance period beginning June 30, 2004 and
ending June 29, 2005. For such period, Eight Thousand Dollars ($8,000.00) of the maintenance fee shall be
allocated toward custom support of Your PCard custom enhancement.
2. The annual maintenance fee for each Software product and user licensed pursuant to this Amendment shall not
increase by more than four percent (4%) over the preceding year's maintenance fee. The preceding limitation shall
not apply to any Third-Party Software and associated users.
3. Ross will waive the registration fee for two of Your employees to attend Ross World 2003 in Reno, Nevada. You
shall remain responsible for all travel and living expenses including, but not limited to, airfare and hotel
accommodations associated with such attendance.
4. In consideration of the provisions contained herein, You agree to renew annual maintenance services for the Software
for a minimum of three additional years, i.e., for the period beginning June 30, 2005 and ending June 29, 2008,
contingent upon appropriation of funds. Payment of the each annual renewal maintenance fee shall be made on an
annual basis prior to the beginning of each yearly renewal period.
5. Right of Audit. Ross, by itself or through its authorized agent, shall have the right during normal business hours to
periodically audit Your usage of the Software and any Third-Party Software to ensure it is in compliance with the
terms stated in the Agreement. Representatives of any authorized agent shall protect the confidentiality of Your
information by executing a mutually agreed confidentiality agreement. Both Ross and/or such representatives shall
abide by Your reasonable security procedures while on Your premises.
6. Nonsolicitation. For so long as You are current on Your maintenance payments for the Software or any portion
thereof and for a period of twelve months thereafter (the "Restricted Period"), neither Ross nor You shall, directly or
indirectly, solicit any employee of the other party, entice any such employee to cease his or her relationship with the
other party, or hire such employee, without the prior written permission of the other party. Also during the Restricted
Period, neither Ross nor You shall, directly or indirectly, solicit or hire a former employee of the other party within
six months of the date of his or her termination of employment, without the prior written permission of the other
party .
7. Source Code. No source code is provided for technology Software or any Third-Party Software. However, You shall
have the right to use all iRenaissance ERP application source code provided to You hereunder as long as You are
current on Your maintenance payments. Such source code may be utilized by Your direct employees or the
REV. 0 I 1503 PAGE 2 CONFIDENTIAL
employees of Ross or Ross' certified partners on Your behalf. If You (i) discontinue maintenance services for the
application Software, or (ii) permit unauthorized persons to use the source code, Your license of the source code shall
terminate in which event You agree to immediately discontinue the use of such source code, de install it, and return it
to Ross.
IN WITNESS HEREOF, each party has executed this Amendment and represents and warrants to the other that its execution
has been duly authorized.
ATTACHED HERETO AND MADE A PART HEREOF: NA
By
Name Printed
Title
~~
,f~?~vf :::~=iQ!v::fo~
Title VP/e"F-O
Date 't I ~ 2.ov 1
CITY OF CLEARWATER
Date
REV.01l503
PAGE 3 CONFIDENTIAL
City Of Clearwater
112 South Osceola Avenue
Clearwater, FL 33756
Approved as to form:
leslie Dougall-Si es
Assistant City Attorn
CITY OF CLEARWATER, FLORIDA
fJ: ~~ ~
.. Willia Horne II
City Manager
Attest:
ia E. Goudeau
lerk --:-';"-"-
Ross Svslems
Professional Services
Migration to
iRlJnaissanclJ
5.1
Revised and Prepared For
City of Clearwater
August 26th, 2003
The information contained within the enclosed Proposal is proprietary and confidential, and is solely for the
use of CITY OF CLEARWATER. No part of it may be circulated, quoted, or reproduced for distribution
outside of CITY OF CLEARWATER without prior written approval from Ross Systems Professional Services.
ROSSU11BJ
Ross Svstems Professional
Service Proposal
CITY OF CLEARWATER
RenCS Implementation
Overview
Ross Systems Professional Services welcomes the opportunity to respond
to CITY OF CLEARWATER's request for services to implement and
support tRenaissance@ Suite of Applications.
In this Proposal, we outline our understanding of CITY OF
CLEARWATER's requirements, project scope, suggest a timeline, and
present our professional fees estimate in a phased approach. By
outlining the project in phases, it gives the City of Clearwater staff a
realistic approach of achieving success by spreading the tasks involved
over a more realistic timeframe as well as spreading out the cost
expenditures associated with the project.
We understand the challenges of this endeavour and specifically the
requirement to migrate to the tRenaissance@ Financial and Material
Management modules. The Ross Team is equally committed and will
work with you to develop and execute a detailed project plan that will
meet this milestone in a phased approach.
ROSSmtH
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of tt may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Systems Professional
Service Proposal
Project Objectives
The objective of this project is to migrate the current Ross Classic
financial and material management with a more effective, functional and
responsive to the future needs of CITY OF CLEARWATER. It is expected,
that the iRenaissance system will enhance the organization's decision-
making capabilities with respect to business based information.
Ross Systems proposes to provide CITY OF CLEARWATER with a three
part solution to attain this objective. Firstly, replace the current
business base systems with the zRenaissance@ Suite of Applications,
adding in additional enhanced functionality with Materials Management
with Blanket Orders, an improved P-Card module, improved and new
technology with the Financial Report Writer as well as the latest in
Navigational Technology with iBrowser. Secondly, enhance the current
functionality by adding in the Accounts Receivable Module and FRx
Forecaster for improved budgeting processes. Thirdly utilize the
capabilities of Ross Systems Professional Services to provide value-added
expertise, tools and methods required to effectively improve the business
processes.
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Systems Professional
Service Proposal
, Scope
DiOSS.,'....%!;,,'"y
1 ~ ~,':.,~""':,"';,.:<~;a
The proposed scope of this project is to implement a new Enterprise
Resource Planning (ERP) system that replaces our legacy (flat file)
technology with the web-enabled !Renaissance suite of applications. The
scope of this project contains the standard components of a successful
!Renaissance@ implementation. This service proposal includes General
Ledger, Accounts Payable, Accounts Receivable, Purchase Order
Processing, Inventory Control, Fixed Assets and Materials Management
modules. It also involves implementing Financial Report Writer,
Forecaster, Intemet Application Framework which includes iBrowser,
Security Manager, connect and Crystal Forms Bundle.
.
Install, configure, and fine-tune !Renaissance on CITY OF
CLEARWATER's choice of hardware, operating system, and database.
Educate and transfer knowledge to the Project Team responsible for
the implementation.
Assist the Project Team with the design, development, and testing of
the !Renaissance system.
Perform data conversion, functional customizations, system
interfaces, and custom reports - where required.
Provide client support, where required.
Provide Project Management services to manage the migration
activities.
.
.
.
.
.
.
Provide onsite technical assistance to alleviate the demands placed on
the internal IT organization.
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for disbibution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
Application & Business Functionality
From the perspective of application and business functionality, CITY OF
CLEARWATER has a number of functions that are required to be in the
scope of this project. While tRenaissance@ supports a large number of
functions, some of the product functionality will not be implemented
under the scope and budget of this project as it is outside the mandate of
this project
This section is separated into two parts - Financials and Material
Management. This section will be amended based on further discussions
with the Project Team.
ROS~&!IWffl
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svslems Professional
Service Proposal
Financials
Business Functionality Requirements - GL
Business Functionality
Inside Project Scope
(iRenaissance~
Financials )
Outside Project Scope
(Implementation For
Later Date)
Maintain Existing Account Structure
with the exceptions of Company vs
Entity.
........................---..---.......-.-.................,-...-
Multi-currency
....--....-...-....---.............. ............................................ ................
I Multi-companies - multiple
I operating divisions and funds will
I..~_=.~=g.~i~~._!~_r....~.~~~_~~.~i.~.~:...
i Multiple Balanced Ledger
t::g~~~::.i~.~...p.i?.~~~f.~~:::~::.:.::..:::.::::::.__...
i Standard & Ad Hoc Reporting.
Reporting tool decision will be
Crystal
-...--.--......................-......-......-.............-.---.--..........
Filling
.....---...............-.........-..--....................-..--.--
I Gembase Security Manager-
I department and cost center
I..=I=-~~~!..~~~~~L.....____.________
! FRx Report Writer-replace all
I Financial reports
1.........-.......-...........-....................................--................._...........___
i Full Encumbrance/Fund
! Accounting i
,__..__.._._..._____ --------1----------------.................... .,---...
I Implementation use of Allocations I Phase 1 !
1.._~~.=.r..:....:~.~~_~~i~~_~..~..~~...~~~~:~:.?_..J..---..-_______..__....______~-.-----_.-.-....--....---
! Implementing Interdivisional offsets I Phase 1 .
I and elimination I..._......_.._.._.....___..__..__..___.___...__._--i-_..__________..._____
r-.Ei~.dg~tF.~~~;;~t~.~=i~~i..~di~..g-~~dit mT Phase 2 !
1_!!.~.il..~.~_~..I~~i.~_~..~.~_~~..!?._~~_...______...___..L----------------.-.--.-.----.-.--.--~---.--.-..--....---...-
Budget Checking Phase1
Phase 1
D
Phase 1
i
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Phase 1
...-..-..----...........--.-.......
Phase 1
........t..--.........-..-.............-.
Phase 1
.... ..... .......... ......._...! ........................._........ ......................_..........._.....__.~._......... o.
j Phase 1
......--.........-1-....-------....-----...... .........................................--. -......-..................--
!
Phase 1
i
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Phase 1
i
..-----.-..--.............-....1.....-...--.---.-.-
Phase 1
ROS~I!0:m
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svslems Professional
Service Proposal
Business Functionality Requirements - AP- Phase 1
I
i
i
1 Business Functionality
!
!
Inside Project Scope
(/RenaissanceQi)
Financials )
Outside Project Scope
(Implementation For
Later Date)
1 Miscellaneous Vendors 0
1---..---....-.---..--.--.-...................................-.................... ......................-..-r-- -----..-..-..----...---- ......f--..---------
I_.~~ paY-~:.~~...=...~~T..___....... ...........--- 1 ---Q........-...........--..-.. ...1----........----...-...-......
1.~~~.:~.~~:~~_:_~~i~~i..~~.....................__i-_____1L_._......____
i....~.I::~r.~~i~...~~".k Reconciliation i O.-...-........--...r.---
1....~~.~!i.~.I.:..~:~i.!..~?. .............::.:]=~-=:~~_~~q::~ ............................._........._._.__..._____
I Multiple AP Ledgers - at this time a I
'I' single AP and PO division is i
required. i
1--.....--.............-......-..................................................................................... ................-.....t----...-.-.........-.............-...
i AP Distribution change feature I 0
!
I AP Bank Transaction functionality 0
1 Positive Pay 0
,
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Business Functionality Requirements - AR- Phase 2
I
I
!
I Business Functionality
I AR - Auto Cash Rece;pts
,..........-....---...-..---..-.--...-...-...----..-."
I AR - Non AR Inquiry
r-...-.-----------.-----.---
i AR - Statements
1.-.----.-----
I.._AR - .~~~~"..:e_c:;~_arges
i AR - Debt Letters
1..............................................-...........--..... ...........................---....-......
I AR - Write-ofts
Inside Project Scope
(/RenaissanceQi)
Financials )
Outside Project Scope
(Implementation For
Later Date)
o
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L____._........
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1---..---.---...--....
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o
ROSSm!li~
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
Business Functionality Requirements - FA- Phase 1
I
I
I
, I
;,i-~I"n-~t"e~-rfi!~a~c~e-~!r"o'~m-~~Z-a~Sy'-a""'b"...j-e.s--...............---.--...-..J-------.----....--..-00 -- ............-1-..... ..... ....--.-.--...--..........-....-.......... ......--1
L .-.........-........................-.1
1.....R~ti~~~;~t~.....--.--.--.-......---.-....-......-...-............. I -------.0--. ...................................:............-..---...-
Di~p~;~i~-...-..-.....-.-.-............_.............--...........-.........-.. I ----0--
.~?~~~~i!X-..~~~~-.~.~.I.~.==.......=.=..................-..~~r---~=Q~-..-.----- ....~...=-.-.:-.~~:-.-................-
Business Functionality
Inside Project Scope
(iRenaissance@
Financials )
Outside Project Scope
(Implementation For
Later Date)
....1
I
I
.........!
D10SS.,.,.,.",,,.,,.,,,,,..,,
1 ~ 'l~.::;l":",.",:t.""~>i:::::~
II
The information contained within this document is proprielaty and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SVSlems Professional
Service Proposal
Customization Requirements - Financials
CITY OF CLEARWATER's tailoring requirements are minimal. The
following items are fairly routine Customizations and are typically
performed by most new customers. Please note that any required
consulting for the design, development and testing of Customizations for
the iRenaissance@ application are included under the scope of this
Proposal.
Customization Requirements & Report Writing Assistance
Item
Customization
Services Available
Through Ross
Systems
Estimated
Consulting
Days
I AP Custom Cheque Format(s)
l.....................--.-.......................H.................................-.............................-. -.--....-.-----.--
I Electronic Bank Reconciliation accepting bank file
!.........-.....--.................................................-.......--........................-. ...-.---....---
1...~et.~~I~~~I.~~S for..!r.~.~~.~~!!.~~~I.~~p~~...__..........._..........._......._._.........___. .......
;
I GL Inquiry to include Vendor and detail of non updated
! P?sting.~ ...................___....___.............. ............._...._.___.._._._.........._................._........ .......__..._.
! Financial Reports - 30 Reports /15 reports for Budget - 0
I assistance only I
1.................-..............---........................--...-.......--..-..---.-.--.-. ..---- -.----....-...............-................
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1.5 !
.................--.......i
2.0 !
...........---..--...j
1 i
.. ...m ...m. .............j
Included !
4 days !
........j
!
ROSS-Xli
II
The infonnation contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Systems Professional
Service Proposal
System Interface Requirements - Financials
At this point in time, a single Generalized Interface was identified that
would require system interfaces to the tRenaissance@ General Ledger
application in the same format as the Ross Classic Generalized Interface.
Please note that any required consulting for the design, development and
testing of system interfaces for the tRenaissance@ fmancial applications
are not included under the scope of this Proposal. During the Pilot
Design stage of implementation, an in-depth assessment of functional
requirements is required by the project team, and a separate proposal is
prepared to address the unique nature each system interface.
System Interfaces Requirements
CITY OF 'I
CLEARW Custom Services
ATER Available Through
Existing I Ross Systems
Interfaces i
,
;
Item
Estimated
Consulting
Days
General Ledger to Classic Generalised
I Interface File - Payroll Interface
!.....-...-.............---...........................-........................-.....-...-..-..--.....--........-....
I
I GL Batch Upload
j...-......--..-.--.......---...-................-..-.......--...--'..------
I AR Batch Upload- phase 2
r.---.............----......-.....-..........--.. --
I AP Batch Upload
,.-.........-
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l-...-..-..----..-----...-----
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..-.--1'-........... ....--.....-....-.............- "'j
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-1.............____..........._............................_...........i
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1.5
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1.5
................................~
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1.5
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1.5
............................................i
........-.....................---......-i
ROSS-xu
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svslems Professional
Service Proposal
Data Conversion Requirements - Financials
The proposed scope of this project will require processes to convert data
to support ongoing business operations.
Data Conversion Requirements
CITY OF
! CLEARWATE
R Data I
Requirements I
i
".,
!
Ross
Conversion
Services
Estimated I
Consulting !
Days I
i
i
i
.................1....-.---.-..-....-...............-.-...- .....---..---..--.....
!
I 0
I i
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....-f .--.------.---....j- .......................-...1
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I D! .5 !
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........-1-...... ..............-...-...-.....-...-........j..-.............- .......-........
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! 0 .51
i !
.......)........... ............-..------- .............................-.-----..........-- ...............1
o I 0 .51
I ~~~~:: Masler File from ---+--f--1
! an Excel spreadsheet in a coma delimited 0 I D! 1 I
I.....r.~~~~!~.................._...............__..._.._........-----.--- ---L--------------L-.-.----------.--...--1..-.-.---.-.-.---........---....1
I . i I !
I Accounts Payable detail closed transactions i Eliminated due I . ;
I for the current year and one year back in an i to Archive I 0 i 0 :
. ASCII fi Id d fi d fil (T t' t) I Option with Ii I !
i Ie e me I e. es environ men ! CPC i!
i...____..______..___. ! ~-----_j----J
I I I I
! Accounts Receivable Customer Master I . i
; Phase 2 0 i 0 i
......._......_.._.... .........._...._.................._...._......_______________._.._..___....._......__.____.._.. ._....._L.____........._........._.......___..__.....J
Item
I General Ledger - Elements imported from
i an Excel spreadsheet in comma delimited
i format for revenue and expense accounts.
General Ledger - Fully Qualified Accounts
from an Excel spreadsheet in comma
delimited format.
......._..........._....._.....M._.........._M......................._.._.___.............1.......
;
General Ledger - mapping table of Old
Accounts to New Accounts from an Excel
spreadsheet in comma delimited format. i
............-........---.................----........--...........--.......-..--...----.....-...-...........1.
General Ledger detail transactions for the
Current Year plus one year history
(Programs and Training).
.-....!.....
General Ledger Balances for the two years,
ROSSrxiimW
;
....-..----..-..-.---....................J............
....---.......................j
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!
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II
The information contained within this document is proprielaly and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
Item
CITY OF
CLEARWATE
R Data
Requirements
Ross
Conversion
Services
I
I
Estimated!
Consulting i
Days i
..... ...........M"......{
Fixed Assets data upgrade from Classic to
iRenaissance
o
o
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4!
Materials Management
Business Functionality Requirements
Business Functionality
Inside Project Scope
(/Renaissance@ Material
Management)
Outside Project Scope
(Implementation For
Later Date)
c>,~.I!.~~_~:q.~.i~!i_~~~~~..____...___._t-____.__...___.........P..... .......+....__._..___........._._........
id Tracking ! I 0
...--....--..--..---.....-.----.---....--t---.....-...--................... ............................................ ......-t. ........-..................--......-..................-
Blanket Orders ; 0 I"
.........--.....----.--...-.-..----..------..---.--.---.-~_.._._--_. ................................-............................[..........-.....................-..........-..-.....
I-..':?~:~--~~~~~----.- --..--.......P...-................................... ......1---.................--....--.---.-.-........---.- ...-...................j
(...~!:l.ltiP.~~..~~~~~i.~~ Locations....._...___.........__.. ! ....................._...............__ P......._____._ !
I Stock Parts 0.'''...--''1
r.............-..-..-....................-.....-.-......-....................---................-. ---....-----...---...-...---.-- ..--.-..........-..-- ......-.....-................. .................1
I Multiple Warehouses I 0 i I
~~! ~~=~~-=-E~]
I Cart Management i i 0 i
r............--...........-.....--.--...--.-..-..-.--.-....-.....--. .r---...-...-.--.---.-----...-...-.---...--..-.-....----r-.-...-------...----.-.......--....-...............-...........-.-..............1
I PO Tolerances I 0 i i
r.....-.-.-.....-..-....... . I --.---..------.-r-----..........----..--..--.....-...-.-...-....-........i
~_~ Cards Interface 1.._____ NA ----l----..------.-.---------j
I P Card Module 'Phase 1 i I
f..- -------...-..--f--------..-..--.-....---.-----~
i Express Input of Parts 0 I I
i._._. . . .._._......._._.....___..__..___.__.....__.__.,__.__.___._............-..--.....---.......-......-...-.....-.----......_...__1
i Inventory Turn Reports 0" I
; I
ROSS%m:~1
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
ROSSiSKtSfj
II
The information contained within this dca.lInent is propliela1y and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SyStems Professional
Service Proposal
Customization Requirements - Material
Management
CITY OF CLEARWATER's has identified some area of Customizations.
Please note that any required consulting for the design, development and
testing of further Customizations for the zRenaissance@ Material
Management applications are included under the scope of this Proposal..
Customization Requirements
i
;
i
I ;
i........M.._._.............................................................................._____.........._.__...............______._...._..._......_......................__......._...___.._..l.......__..............___._._......._..w___....................................t.
I i
I_~!~~_~:~..?~~.:.~~...~.>._~~~~.~~.~.~~~~se Re~__.._._._..._......___...........__._......!..____..............____.f!..__.._... . . ...........>
i
a~~:~..?~~:r.~.>..r.:.=~~~~~!.~:.~~~~~omm~ment~__.._..__.........._._.........;...._.__............._..______...P_._..... .. ..;
!....~.~~~~:~.?~~.:.r.~...~>._~~~.~ket. PO I~quiry --...........-........"""'.-...............-..--....--.9-.__.._
1.__.~:~.~i~i~.i~~_..I~~~_i.r.Y...~i.~.~_~~_.~.~~nket PO .._..._..__..........L...... ...........___._.__.9_._
Item
Customization
Services Available
Through Ross
Systems
;
Estimated i
Consulting I
Days I
I
i
............i~~i~.d.~d..l
............-........................................,
Included I
................-.................-......j
Included I
.........--................--.........J
Included i
ROS~i
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SvstemsProfessional
Service Proposal
System Interface Requirements - Material
Management
No Interfaces to the Material Management applications were identified
during the Services meeting. Please note that any required consulting for
the design, development and testing of system interfaces for the
iRenaissance@ Material Management application are not included under
the scope of this Proposal. During the Pilot Design stage of
implementation, an in-depth assessment of functional requirements is
required by the Integration Systems team, and a separate proposal is
prepared to address the unique nature each system interface.
ROSS-l'E
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
Data Conversion Requirements - Material
Management
The proposed scope of this project will require processes to convert data
to support ongoing business operations.
Data Conversion Requirements
Item
CITY OF
CLEARWATER Data
I
Requirements i
I
I
.1..
I
!
Conversion Services
Available Through
Ross Systems
I Product Master file from an Excel
i spreadsheet in a comma delimited format.
!......--....---.................-...-............-...-.....................................................-......-..................-...........-...-......-----..
o
o
roduct Warehouse file from an Excel
readsheet in a comma delimited format.
o
o
Part History usage for the previous 24
months from an Excel spreadsheet in a
! comma delimited format.
L....................__............__.._............._____.___........._.......__......_.............._.......__....._
i
.1' Outstanding Purchase Orders will be
uploaded manually by the Purchasing
I Department.
o
.........T........---
I
i
t
I
o
-............................--..............-.......-..---..-...--..........--....................................--.........-.................-----..-...-.-.....--.....-.........-...-..-..
;
..............i-........_.........
o
2 days conversion effort required
ROSSmmsj
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Systems Professional
Service Proposal
Education - Workshop
The workshop approach will be used to educate the Financial and
Material Management Project Teams along with the end users during the
Design phase of the Project. The Workshop consists of setting up the
training database on the functionality required by CITY OF
CLEARWATER. A sample of the master file data (Fully Qualified
Accounts, Vendors, and Customers) will be loaded into the database to
simulate CITY OF CLEARWATER's environment.
Your Ross consultant will conduct the training in an interactive session
describing system functionality and illustrating the impact on the
organisation. Education collateral will be distributed for each workshop
to assist the user understanding the functionality of each module and to
be used as a quick reference in the future.
The consultant will gather and retain information specific to CITY OF
CLEARWATER requirements. An issue list will be initiated during the
workshop and will be maintained through the duration of the project.
This list will be the catalyst in monitoring any Customization, business
process issues, bugs or any other concems involving the implementation.
The following is a list of Finance and Material Management Project Teams
workshops that we feel would contribute to a successful implementation.
ROS5uUIB
II
The infonnation contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Systems Professional
Service Proposal
Workshops. Finance
i Item
I
!
;
CITY OF
CLEARWATER
Workshops - Days
General Ledger
2
I
I
I
i
i
..--.----1
H.....___ -J
I
I
I
....................-...1
i System Overview
;
.5
............-..--.---......................-..-.--.-.-.-...-.--.....--.----.---......---.... ....................+...... .... .
Forecaster Quickstart ( included in Quickstart) Phase 2
4
,.....................H............................_.....................__...___.........._..._.........._...__._....______......_____...___...__.....__.__...____.__...__._..._............'H'"
!
FRx Report Writer( included in Quickstart)
4
Accounts Receivable Phase 2
-.1--
!
I
....1..-
. ...................................... ...........--.;
;
!......'
1
i
I
;
;
. . ... ..................~
;
I Account Payable
i
I
--L
2
..................i
Fixed Assets
1.0
Workshops - Material Management
litem
i
!
CITY OF
CLEARWATER
Workshops - Days
Purchase Order Processing
1.0
_........._......._.__.._-_......_.._._-_..._--_....._..~
Inventory Control
2
. ................J
Materials Management
1.0
ROS$.m
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SVSlems Professional
Service Proposal
Business Process Review- Optional
The Business Process Review is a detailed study of the major business
activities and functions within a company that would be impacted with
the implementation of a Business System such as iRenaissance.
It is an interactive process between the Consultant and the appropriate
executive, management and systems personnel of CITY OF
CLEARWATER.
This phase requires the most active involvement of the Client to convey
an understanding of the operational and reporting requirements of the
organisation, which will be used throughout the implementation process.
This phase in the Implementation is considered an important part of an
implementation. The business processes and the business process
improvement opportunities (re-engineering) must be identified at this
stage to insure a successful implementation. The Ross consultants will
identify areas for re-engineering with the goal to improve overall
operational efficiencies.
ROSSellim
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SVSlems Professional
Service Proposal
Resources
The Project Team will be staffed with adequate and qualified personnel to
complete the activities required to support the project. Team members
will have the knowledge and authority to make decisions relevant to the
implementation of a new business solution within the organization.
Every effort will be made to maintain the stability and continuity of this
Team for the duration of the project. The impact of resource changes will
be assessed when required.
Currently, two Project Teams will be created with the mandate to ensure
that their area of responsibility is properly executed. The Project Leader
assigned to each Project will report the status of the project to the
Steering Committee on a regular basis.
The Project Teams and their list of team members are as follows:
Financial Project Team
Implementation Project Team Member
Area of Expertise
Degree of
Involvement
i
i Project Leader ! Overall Knowledge
!...____....._ .....................................-.--..-- ..----..-.......................--.-.---.----i---.............----........---...--.-.--.---
, I'
II Accounts Payable Member ! Accounts Payable i 25 - 50%
...__.........................................................................-..---.....-....-------.................--....----.........------...---+................----.........-...............--...-...........-....----....-i................-..-......--..-..--....----..-.............-----.--
i Fixed Asset Member ! Fixed Assets I 25 - 50%
i 50 - 80%
........j
i
,
....--......--..]
;
1......................................___....__................................_...............................................---........ .......-........!--...-----.------........-.
i General Ledger Member i General Ledger
!..-......---...----....--.....--.-....--..-...-..-.............--------....--...--.....--..-------.--+-----.....-----...--.....
I '
i Information Systems i Info Systems
!....--------..----------.-...------...--... i
! Ross Consultant I.i All Modules
I
35 - 75%
I
j
......j
I
i
I 25 - 50%
I
1100%
............................--- ...""
!
ROSS-mv
II
The information contained within this document is proprietary and confidential, and Is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svslems Professional
Service Proposal
Material Management Project Team
Implementation Project Team Member
I
Area of Expertise I
i
I 50 - 80%
.........-.-.-..................-.............--....i-..-.....-....................-------..---................--..............l..........-.-..........-........-.............
i Purchasing 25 - 50%
....-......-..-...-..--...-.- ...-...-.-----...-..1-......-..--.....-.--..-...-.......-.............-...--................-. ---........-...-.....-...--..---...
)1 Receiving I 25 - 50%
.....-..-.-.--....-...-.--.---.----...... -..-...-...--......-............................ ....+..
I
Accounts Payable i 25- 50%
Degree of
Involvement
1
II......~~~~~-~....:=~.~.:.~...
Purchasing
,..~......~_._--_.._...._......_...._..__......._........
I Receiving
Overall Knowledge
.. .mm..........................~
l..........................................--.-.-...--.--.---.--.--
..... ....... .................................1
i I ..
1 nVOlclng
i
i
I Information Systems
r-.-..-.-............-.......-......--.-...---...-.-...............-...-.......
i Ross Consultant
Info Systems
25 - 50%
I All Modules
. ... ................................1
100%
ROSSMiD
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for disbibution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Systems Professional
Service Proposal
Timeline Commitment
Your Financial and Material Management consultants will work on site
with your Project Team for the duration of the Project (4 - 6 months), as
outlined within the agreed project plan. They will assist in all phases of
the project and will transfer all Product and Business Process knowledge
to the Project Team members.
With this standard consulting arrangement in place, along with CITY OF
CLEARWATER's complete dedication of resources, Ross Systems
Professional Services will work towards a successful implementation.
ROSS-,~~
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
Milestones
DIOSC'"W~"""
1 ~ ~~~;.r4,:,::~."j
We have studied the high level requirements provided by CITY OF
CLEARWATER, and summarize below a possible timeframe as it
relates to Ross Systems Implementation Methodology for the first
phase of the project.
Ross Systems
Implementation Phase
Initiate(Project Planning &
Organization)
· Purchase & Install Hardware
· Install & Configure Software
· Prepare Project Room
· Complete Project Charter
· Complete Project Kickoff Meeting
· Project initiation steps- Chart of
Accts, Catalogue reports, cleanup
of master files
D
Design (Pilot Design)
· Data Conversion templates
· Project Team Education
· Design/Business Review
· Development & Testing
· Prepare User Education Material
Refine (Business Pilot)
· Integration Testing
· Reporting
· Security
· Forms Printing
Anticipated
Duration
2- 3 months
(due to
year end
activities)
.........i...........
I
i
I
i
I
I
,
i
I
. . .. 'lm .
3 Months I
I
I
I
I
I
I
Milestone
Completion
October 03
November 03
December 03
January 04
February 04
March 04
April 04
May 04
..-11
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
D
i
I I
r----------------t
. 3 weeks
.....Lm . .. ............1...........
Ross Systems Prolessional
Service Proposal
I" . Interface te.~t;~~"".." ".."r"".-"""""..
[.-..---.-..-...-......-.....-.-.....-.-.-" ---~-_.._-_._-- ....!----..-.--.... .........-.........-...-.-...-...-.....-.-...-......
o Go Live (Production Cutover) II 2 weeks June 151/03
· Prep for Go Live
· Live Processing I
~~~I3~~!?Y.~~y..~_~~~!i.~~~._~~~~~~_...__I.....
o Optimize (Post Implementation 1 week
Review) complete Assessment
i
!
i
i
. [.......
i
!
i
i
After June close
DiOS9l!1l!"'"'"
1 ~ , klL.""):~:~,,,;;,
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of ~ may be circulated,
quoted. or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Systems Professional
Service Proposal
Professional Fees
Prolessional Fees Estimate
...............................................................................
A comprehensive suite of consulting services are available which vary in
price depending upon the service and expertise required. CITY OF
CLEARWATER may utilize all, some or none of these services to aid in
their migration to tRenaissance@.
For the CITY OF CLEARWATER migration, utilizing the services of Ross
Systems Professional Services, we estimate fees at a discounted rate of
$341,535 USD for the provision of resources on a time and materials
basis for phase 1 of the project. For your convenience, the Professional
Fees Estimate located on page 28-29 of this Proposal provides a
breakdown of costs and activities. Applicable travel and living expenses,
travel time charges have been estimated at $32,000. Phase 2 of the
project as currently defined would include $21,000 USD which an
estimated $8,000 in applicable travel and living expenses. Rates and
terms specified in our Professional Fees Estimate are valid until
September 30th 2003.
Please note that any required consulting for the design, development and
testing of customizations and system interfaces for the tRenaissance@
applications are estimated under the scope of this Proposal, and hence
since all customizations are not a fixed price the attached Professional
Fees Estimate is subject to change. Every effort will be made to provide
the requested services within the Professional Fees Estimate. However,
if, as work progresses, it appears that additional funding is required,
Ross Systems Professional Services will discuss the remaining level of
effort with the client to reach a mutually acceptable agreement on
funding the project to its completion.
ROS~ii
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svslems Prolessional
Service Proposal
Professional Fees Structure-list Price- Reference Dnll
...............................................................................
Our professional fees are billed by each of our consultants at an assigned hourly
rate depending upon the level of expertise they bring to the project. Our services
and related costs are as follows:
Account Management $250 USD per hour*
An Account Manager is assigned to each new project. This individual serves a
vital role in this project by guiding the overall direction, co-ordinating all Ross
resources and activities involved in the implementation.
Platform Services $250 USD per hour*
Our Platform Services group specializes in hardware consulting. This team
offers a full range of data processing capabilities, from sizing to system
performance fine-tuning, and programming and technical system development
in your operating environment.
Education Services $200 USD per hour*
Our Education Services team can provide your Project Team and User
Community with quality and timely education to fully utilize & maximize the
power of iRenaissance@ Human Resources.
Consulting Services $225 USD per hour*
The Ross Consulting Professional Services is comprised of professionals with
Finance Resources application backgrounds, specialize in converting clients
from current operations onto the iRenaissance@ Product. This group provides
implementation consulting, general design work, and report writer
development.
Integration Services $165 USD per hour*
The Integration Services team is responsible for all modifications, system
interfaces, and data conversions. Each member of this team has extensive
programming background. This team has extensive experience in design,
implementation, and development of custom applications, reports and
interfaces.
ROSS-!m
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svslems Professional
Service Proposal
Agreement
Professional Services
...............................................................................
We are pleased to propose assisting you with the upgrade and migration
of your iRenaissance@ solution. Our objective is to partner with you to
help you achieve your business goals. In this Proposal, we:
· Summarized our understanding of your primary business
requirements
· Described the project scope
· Described our project approach
· Outlined a suggested timeline
· Summarized our project cost estimates
Please review this Proposal carefully. You may authorize us to begin
work under the terms described herein by signing in the area provided
below, indicating your acceptance, and returning an original copy to Jill
Smith
Agreement Prepared By:
Jill Smith
Bob Franks
Steve Wasserman
We look forward to supporting your success through this project and
other opportunities in the future.
D10SS....".".,m.ry
1 ~ ~;,*,,:~':~',,~::,:~:;:::
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
Agreements By Ross Systems Inc.,
Loa 1
Brian J.
Mavor-Commissioner
~> tl. o.~.
Altest:
ROSSrr-:n
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Systems Professional
Service Proposal
Appendix A
Professional Fees Estimate- Phase 1
As requested the Services Estimate has been detailed and summarized into
realistic phases for the project, and that following summary of project cost
estimates is for consulting and technical services, described in this Proposal
that are deemed "the important steps" to a successful upgrade and migration.
Service
Days
Amount $USD
Document Processes
4
15,200
.................................... m....................~............
11 , 100
.... ... ......... .........m............_.........
6,500
..................................................
14,060
11,840
..................................................-......
15,540
......--...-.................... ... .........................
9,620
5,920
....................................
18,750
................................................
5,625
4,500
Project Management 10
,....--.--.--.-..........-........--.................-................-.--.....-...................-.....................-... ....-..-....-.......-...................................--....
Planning and Organization 7.5
......._...__._.................._........_............_........__..._.___......._....___......_.........R........._~_ ..._.............................__..._._..._.R....... ...... .............................
Technical Installation & Training FP
.._..._.._...._....._...._.__....._.__..._...____~._.H_~_........_.._..._......_..._.__.....__.............__.. _..._....._........_................___...__.._......._.._....................._
Design 11
....._......_......._..._................_ ..................R............._........_....._......_......__.._....__......._........._.....____......_............._...._...................._....._...._......... ... ....................................... ..
Data Conversion History Read only 8
..............R........m.......... ................_........_.................._........_.._.................._..........__._.........._........____..__.._......_ ........_..............__....._...............................R...........R.....
Education/Workshops 10.5
.......-...-.......-...-..- ...............................-...-....-...............--...-........-.-...-.........-.-...--.----
Business Process Review 6.5
Custom Work
15
-.----....-.....--....
4.5
Interface Work
Technical Training Ross Education
Center
10
Report Writing Assistance 20 33,000
............-..........................................................-...--.------ ..-...-......----.-....... ..........................-..-...-..-......--......-......
Review Final Implem. Configuration 5 7,400
.. ..............-...-.............--..........----- - ....-.--.-........-.....-........-....--.-..-.-...-......-..-.........--
Business Pilot 5.5 8,140
..............................-....... ................----..-.---------------...-.--........-...-......-~...._......__..._..._......................................_......__.__......
Technical Assistance/Training 10 16,000
.......-..-......-.-.-......-......--....----..-.----. - .....-.....-...-.-....-...-...-. .........--.....----........--........-
Production Cutover 6 5,920
ROS~h
II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of ~ may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SVSlems Prolessional
Service Proposal
Month End Support
....................___....M..............................._._.........................___......_..._...__.....................__._...._..__......______._.............................
PCard Module Phase 1
4
5,920
......................................-_.................................
64,000
. .... ...................................-..... ..........................h....___........................................_
55,000
............................................................ .........................................
NC
Materials Management Enhancements
...........................--...........--.....-.......-.....--....-..----.--.......--.-..-..-..-.---.........-..---............................ ................................................
Post Implementation Review 2
Services total
314,035
Quickstarts
Financial Report Writer Quickstart
5 days
__._._..___..._.H.H.._____..__ ..............._......Hm.._..._
4 days
10,000
...........H...__...............
7,500
Ibrowser, Security Manager
QuickStart
Connect/ Crystal Forms 8 days
10,000
Total Quickstarts 21
27,500
Total Services PHASE 1
341,535
Estimated Travel Costs
32,000
Total Services PHASE I$USD
373,535
DIOS" ,''''p
1 ~ L1Img'"f~
II
The infonnation contained within this doaJment is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
Professional Fees Estimate- Phase 2
As requested the Services Estimate has been detailed and summarized into
realistic phases for the project, and that following summary of project cost
estimates is for consulting and technical services, described in this Proposal
that are deemed "the important steps" to a successful upgrade and migration.
Service
Days
Amount $USD
AR implementation
......---..-.........-....--.......-...........--..........--..--.....----.........."................
Forecaster Quickstart
7.5
......... .............--...--.............--.......-....--.--.............-...................-
5
11,000
.............-.........................................
10,000
Services total 21,000
Estimated Travel Costs 8,000
Total Services $USD PHASE 2 29,000
RO&l- II
The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SVSlems Professional
Service Proposal
SollWare Modifications
P-Card
The P-Card System shall consist of the following functions
Bank Load and Matching
Matching of pre-loaded charges by card holder, transaction date an amount.
Matching of credits previously posted as dispute and auto resolves.
Retain un-matched transactions for post load reconciliation.
Generate report to tie to amount due bank for current billing cycle.
Reconciliation
Optionally pre-load transaction before bank file matching
Distribute un-reconciled transactions loaded from bank
Dispute bank transactions
Distribution control totals for tax and freight
Online lookup of vendors
Online account validation
Match bank to manual transactions coded to the wrong date
Add comments to any transaction
Link to a Standard or Blanket PO line (new)
Approval
Approve/un-approve transactions.
Scan card holder transactions for which user is manager or manager
designee.
Optional extra control point to prevent card fraudulent use.
Posting
Not approved --> suspense
Not reconciled --> suspense
Current month ties to bank load
Posts adjustments
All posted data loaded to history
Creates Pre-paid vendor/merchant documents
Standard PO related invoice created and PO line updated, if applicable
Blanket Release created and Blanket updated, if applicable
Optionally creates total payable to bank
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The infonnation contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SyStems Professional
Service Proposal
Offsets these documents using a P-Card clearing account
Adjustments
Reconcile transactions posted to suspense
Reconcile denied disputes
Adjust previous reconciled distributions
Transfer vendor/merchant
Add/edit comments to any posted transaction in history
Use as online transactions history inquiry
Security Setup
System admin level users for all functions and exclusive to matching and
posting functions and addition of admin level users
Admin users for card holder maintenance, reconciliation entry, reporting,
and adjustments
Managers and manager designees for approvals
Card holder designee for reconciliation entry, reporting, and adjustments
Reports
Current Period/Un-posted
Status of bank loaded transactions
Unmatched transactions
All un-posted transactions
History/Posted
Search by card, date, and/or amount
Select reconciled, posted to suspense, or in-dispute
Un-posted adjustments
Blanket Purchase Order Modifications
a. Ability to create a Blanket PO from a Purchase Requisition.
When a Purchase Requisition is created with a Requisition Type "BK"
(BLANKET) it should no longer come up in the normal REVIEW or PO
GENERATE for Standard POs. A separate PO GENERATE for Blanket POs
would need to be created.
Please note that in the Materials Management module (Mat Man), REVIEW and
PO GENERATE are integrated as one functional module. Also note that as with
Standard Purchase Orders in the Mat Man Module, all information from the
Purchase Requisition will need to be copied over to the Blanket PO, including
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The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross Svstems Professional
Service Proposal
any of the information that was specifically added in the Mat Man version such as
the GL account on the requisition header and fixed assets information.
b. Pre-commitments and Commitments relating to Purchase Requisitions creating
Blanket Purchase Orders.
The new Requisitions, of type BK, would no longer reserve pre-commitments.
The new PO GENERATE for Blanket POs, would then not have to reverse the
requisition pre-commitment and would not issue and pre-commitment nor
commitment for the Blanket PO created. The blanket release related modules
would have to issue the commitment for the creation of the release instead. This
can occur at time of the "Activate" function for the release. Other functions,
MODIFY, COPY, and CLOSE, will need to function as normal in terms of
Commitment reversals and creation.
c. Blanket PO Inquiry to drill down to Purchase Requisition.
This would modify the blanket PO inquiry module to be able to drill into the
requisition as it does similarly in the Standard PO inquiry.
d. Requisition Inquiry to link to Blanket PO
Here the requisition inquiry will need to be able to forward inquiry into the blanket
as it does today into standard POs.
GL Inquiry Modifications
The following features are to be added to the GL inquiry as a new alternative inquiry
for use with encumbrance functionality. The full sub-ledger transaction drill down
inquiries off of this new inquiry module are to be equivalent to those in the current GL
inquiry module.
e. Addition of a 5 column to the inquiry such that the standard columns of budget,
pre-commitment, commitment, actual, and balance can be displayed on one
screen similar to how they have it now in the Classic Encumbrance module
inquiries.
f. Inclusion of the real time AP and PO entries that have not yet been posted to GL
(i.e. include unposted GL_POSTINGS) in the balances and transaction detail of
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The information contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.
Ross SVSlems Professional
Service Proposal
this inquiry. This would also be consistent with the current Classic Encumbrance
module inquiries.
g. Add vendor name in addition to vendor id where applicable on the drill down
inquiries.
h. Be able to start the inquiry with a summary level account (department level) from
which the user can drill into the detail FQAs behind this before drilling into the
transaction detail behind each FQA.
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The infonnation contained within this document is proprietary and confidential, and is solely for the use of prospect personnel. No part of it may be circulated,
quoted, or reproduced for distribution outside of the prospect organization without prior written approval from Ross Systems Professional Services.