ONEPeralta Contract Amendment #001 - BoardDocs

Peralta Community College District

ONEPeralta

Contract Amendment #001

Contract Amendment #001 Engagement Letter for PeopleSoft

Modernization Project

Document Control Information 8-Jun-18

ii ONEPeralta Contract Amendment #001

Document Control Information

Document Information

Document Name Contract Amendment #001

Project Name ONEPeralta

Client Peralta Community College District

Document Author Wendy Williams

Document Version Draft for Legal Review

Document Status In Progress

Date Released April 30th, 2018

File Name Deloitte Peralta Contract Amendment 001 a.docx

Document Edit History

Version Date Additions/ Modifications Prepared/ Revised by Draft for Legal Review

May 30th, 2018 Draft for Legal Review Wendy Williams

Document Review / Approval History

Date Name Organization/ Title Comments May 30th, 2018

Jason Cole VC of Information Technology, Peralta Colleges

May 30th, 2018

Brandon Sosa Executive Director, Deloitte Consulting LLP

Contract Amendment #001 Engagement Letter for PeopleSoft Modernization

Project

Table of Contents 8-Jun-18

iii ONEPeralta Contract Amendment #001

Table of Contents

A. Summary .............................................................................................................................................. 4 B. Background ......................................................................................................................................... 4 C. Overview of Changes ...................................................................................................................... 5 D. Costs Associated with this Contract Amendment ............................................................. 26 E. List of Attachments, Schedules or Tables ............................................................................. 26 F. Sign Off ............................................................................................................................................... 27 Attachment A ......................................................................................................................................... 28 Attachment B ......................................................................................................................................... 33 Attachment C ......................................................................................................................................... 34

8-Jun-18

ONEPeralta Contract Amendment #001

CONTRACT AMENDMENT NO. 001 TO

Engagement Letter for PeopleSoft Modernization Project

DATED January 19th, 2018

This Contract Amendment (“Change Order” or “Contract Amendment”) is made effective as of June 8th, 2018 (the “Change Order Effective Date”), between Peralta Community College District (“Peralta” or “PCCD” or “Client”), and Deloitte Consulting LLP (“Deloitte Consulting”).

This Change Order modifies the terms of the Engagement Letter for the PeopleSoft Modernization Project between PCCD and Deloitte Consulting dated January 19th, 2018 (the “Statement of Work” or “Engagement Letter”) as set forth below. Unless otherwise defined in this Change Order, capitalized terms in this Change Order will have the meanings given to those terms in the Statement of Work or Engagement Letter.

A. Summary The following Contract Amendment reflects changes to the existing Engagement Letter to refine the-scope of services to better serve Peralta students, faculty, and staff. This Contract Amendment revises the services to make them more relevant, timely, and feasible, given the lengthier than expected contract approval process. The goal remains creating a more sustainable platform of ongoing process improvement at Peralta and providing a way to further extend the use of Peralta’s PeopleSoft system. Deloitte recognizes Peralta’s importance to and impact on the community, and the importance of Peralta’s PeopleSoft system in supporting that impact. The Deloitte and Peralta project team leadership have jointly discussed the approach reflected in this Change Order and the related adjustment to Deloitte Consulting’s services to better meet the intended outcomes of this project and the needs of the Peralta PeopleSoft systems.

B. Background Due to a lengthier than expected approval process for the Engagement Letter, the Peralta Steering Committee Advisor, Vice Chancellor Jason Cole, made the decision, with input from Peralta project team leaders and Deloitte project management to adjust the project timeline and approach which had assumed an early approval starting date (from November to January); separating cutover timing for the Financials system from the HCM and Campus Solutions systems to preserve the original Finance timeline and go-live window. Additionally, the timelines for HCM and Campus Solutions were extended by three (3) months and a shift was made to the start of the HR and Student 9.2 upgrades to February 2018, altering the timing of the Student and HR cutover. This adjustment was done with the understanding that project responsibilities would have to be adjusted as well as potential scope adjustments to avoid cost increases.

To maintain the overall contract dollar amount (i.e., no increase in the spending), Peralta’s Project Steering Committee Advisor proposed to the project’s Executive Sponsor, Chancellor Jowel Laguerre, to adjust some project scope and responsibilities as outlined in this Change Order.

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C. Overview of Changes The below table details the sections of the original Engagement Letter that are being modified and explanation of how they are being modified: Table 1 Overview of Changes

Action Engagement Letter Section Summary of Changes Engagement Letter

Modifications Change I. Description of

Scope, Approach, and Responsibilities

B. Approach

Adjust the scope to remove the scope areas referenced in the Background of this Contract Amendment.

Replace: Section B. Approach in its entirety With: “The Services are divided into the following work streams: 1. HCM/CS Split 2. PeopleSoft HCM 9.2

Upgrade 3. PeopleSoft CS 9.2 Upgrade 4. PeopleSoft Interaction Hub

9.1 PUM 5 Update 5. PeopleSoft FSCM 9.2

Upgrade 6. Fit/Gap and

Implementation Roadmap of PeopleSoft Time & Labor and Absence Management”

Change I. Description of Scope, Approach, and Responsibilities

C. Responsibilities

Project Oversight Scope

Adjust the number of workshops to review and finalize the Project Management Plan (PMP); six (6) were allocated in the Contract and only three (3) are needed to cover all of the material

Replace: “Conduct six half-day workshops to review and finalize different components of Project Management Plan (PMP)” with: “Conduct up-to three (3) half-day workshops to review and finalize different components of Project Management Plan (PMP)”


C. Responsibilities

Change Management Scope

Adjust the number of communication templates/examples from five (5) to up-to fifteen (15) communication templates/examples. Deloitte recognizes that Peralta requires additional assistance to execute on the recommended communication plan and will provide additional templates / examples. These additional templates / examples will be provided at no additional cost to Peralta

Replace: “Create up to 5 communication templates/examples.” With: “Create up-to fifteen (15) communication templates / examples.”

New Description of Scope, Approach, and Responsibilities

C. Responsibilities

New area to add scope to support the technical development of new Peralta PeopleSoft custom objects

Add: “A bucket of one thousand four hundred (1,400) hours has been allocated for the following activities:

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Modifications Technical PeopleSoft Development Scope

(Reports, Interfaces / Integrations, Customizations, Extensions and Workflow)

Add scope for Deloitte to assist Peralta with the implementation of Elasticsearch, a highly scalable full-text search and analytics engine that allows you to store, search, and analyze big volumes of data quickly and in near real-time, providing a user-friendly “amazon.com” like interface.

• Perform retrofit of Peralta’s PeopleSoft custom Reports, Interfaces / Integrations, Customizations, Extensions and Workflow (“RICEW”) to the new 9.2 version for the upgrade of HCM, for the upgrade of FSCM, for the upgrade of Campus Solutions and for the HCM/CS Split.

• Technical development of Peralta’s new PeopleSoft custom Reports, Interfaces / Integrations, Customizations, Extensions and Workflow (“RICEW”) to support the streamlined and re-designed business processes in the new versions of PeopleSoft HCM, PeopleSoft FSCM and PeopleSoft Campus Solutions.

• Assist Peralta with the setup, configuration and implementation of Elasticsearch in the new 9.2 versions of PeopleSoft HCM, PeopleSoft FSCM and PeopleSoft Campus Solutions. “

New Description of Scope, Approach, and Responsibilities

C. Responsibilities Technical PeopleSoft Development Scope

A bucket of up-to two thousand five hundred twenty (2,520) hours of remote, PeopleSoft technical development support to supplement the one thousand four hundred (1,400) already included in the fixed (and not to exceed) services. These additional hours will be billed via monthly milestone payments beginning in June 2018.

Add: “Deloitte will provide an additional bucket of up-to two thousand five hundred twenty (2,520) hours of a remote, offshore, PeopleSoft technical developer to assist Peralta with the development and issue resolution of Peralta’s PeopleSoft custom Reports, Interfaces / Integrations, Customizations, Extensions and Workflow (“RICEW”) and testing support, for example, Payroll Parallel testing. These hours will distributed evenly over a period of seven (7) months, beginning 6/4/2018, and billed to Peralta via monthly milestone payments. This bucket of hours will expire on 12/21/2018.”


C. Responsibilities

Add language to clarify that the end user training materials development is related to the material needed to deliver the scope

Replace: “End user training materials development • Develop training curriculum • Validate training curriculum • Develop course outlines

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Modifications Change

Management Scope outlined in the Deliver End User Training section

• Create training materials” With: “End User Training Materials Development to Support the Prioritized Processes for Campus Solutions, HCM and FSCM • Develop training curriculum • Validate training curriculum • Develop course outlines • Create training materials”


C. Responsibilities


Update to reflect end-user training delivery to better meet the needs of Peralta’s students, faculty and employees and that provides more flexibility to reach more of the users of the systems

Replace: “Deliver End user Training • Deliver up to 10 different 1-

hour courses across 50 class sessions for Campus Solutions over a 3-week period. These sessions may be a combination of classroom training and Webinars that can be recorded.

• Deliver up to 10 different 1-hour courses across 25 class sessions for HCM over a 2-week period. These sessions may be a combination of classroom training and Webinars that can be recorded.

• Deliver up to 10 different 1-hour courses across 25 class sessions for FSCM over a 2-week period. These sessions may be a combination of classroom training and Webinars that can be recorded.”

With: “•End User Training • Provide materials for up to

ten (10) different 1-hour training courses for Campus Solutions, to be delivered by Peralta over a 3-week period. To best serve Peralta’s students, faculty and staff, these courses may be a combination of online training and classroom training sessions. The project team will jointly determine in which mode the end user

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Modifications training materials (for example, videos, training guides) will be developed.

• Provide materials for up to 10 different 1-hour training courses for HCM, to be delivered by Peralta over a 2-week period. To best serve Peralta’s HCM users, these courses may be a combination of online training and classroom training sessions. The project team will jointly determine in which mode the end user training materials (for example, videos, training guides) will be developed.

• Provide materials for up ten (10) different 1-hour training courses for FSCM, to be delivered by Deloitte over a two (2) week period. To best serve Peralta’s Finance users, these sessions will be a combination of online training and classroom training sessions.


C. Responsibilities


Peralta is unable to provide KPIs for the current enviornment as the baseline.

Remove: “• Establish framework to

baseline and track measures (Project Business Objectives)

• Assist with identifying and

prioritizing 6-8 measures to track as key Project Business objectives

• Define approach to baseline measures prior to deployment.

• Define approach to capture and monitor measures after deployment.”


C. Responsibilities

Business Process Re-engineering

scope

Remove the activitty to define and analyze the current state as Peralta does not have the required documentation to support

Remove the activity to review the IndustryPrint as this activity is covered in The Campus Solutions Upgrade Scope and in the PeopleSoft FSCM Upgrade Scope

Remove: “Conduct 2 half-day workshops to define and analyze current state.”

Remove: “Conduct 2 half-day workshops to review IndustryPrint TM business processes” Replace: “Conduct 2 half-day Design Thinking workshops to define Personas, Moments that

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Modifications Replace the two half-day

Design Thinking workshops to define Personas, Moments that Matter and prioritize Journey Maps with language to indicate that definining personas, Moments that Matter and journey maps can be accomplished via workshops, one-on-one interviews, or small group interviews.

Update the number of Design Thinking Workshops to define the Future State Processes to reflect the number that were required

Matter, and prioritize Journey Maps”

With: “Conduct up-to two (2) half-day Design Thinking workshops or up-to six (6) one-on-one or small group interviews to define Personas, Moments that Matter, and prioritize Journey Maps. Peralta and Deloitte will jointly decide which method is most appropriate for the specific user population being targeted.”

Replace: “Conduct 8 half-day Design Thinking workshops to define prioritized Future State Processes”

With: “Conduct up-to six (6) half-day Design Thinking workshops to define prioritized Future State Processes for Admissions and Enrollment business processes. Conduct up-to nine (9) half-day Design Thinking workshops to define prioritized Future State Process for Purchasing business processes.”


C. Responsibilities HCM/CS Split Scope

Move existing scope to a new section within I. Description of Scope, Approach, and Responsibilities, C. Responsibilities of the Engaement Letter to account for the bucket of hours to support retrofitting of existig Peralta custom objects.

This area of scope will be increased to add 1) development of new Peralta PeopleSoft custon Reports, Interfaces / Integrations, Customizations, Extensions and Workflow, and 2) Support the implementation of Elasticsearch

Remove: “Perform retrofit of enhancements and integrations to continue working after instances are Split. A bucket of 1,400 retrofit hours has been allocated across HCM/CS Split and HCM, CS and Finance Upgrades.”

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C. Responsibilities

PeopleSoft HCM Upgrade Scope


This area of scope will be increased to: add development of new

custon Reports, Interfaces / Integrations, Customizations, Extensions and Workflow, and

support the implementation of Elasticsearch

Remove: “Perform RICEW retrofit for HR, Benefits & Payroll. A bucket of 1400 retrofit hours has been allocated across HCM/CS Split and HCM, CS and Finance Upgrades.”


C. Responsibilities


Replace the two half-day Design Thinking workshops to define Personas, Moments that Matter and prioritize Journey Maps with language to indicate that definining personas, Moments that Matter and journey maps can be accomplished via workshops, one-on-one interviews, or small group interviews.

Replace: “Conduct 2 half-day Design Thinking workshops to define Personas, Moments that Matter, and prioritize Journey Maps”

With: “Conduct up-to two (2) half-day Design Thinking workshops or up-to six (6) one-on-one or small group interviews to define Personas, Moments that Matter, and prioritize Journey Maps. Peralta and Deloitte will jointly decide which method is most appropriate for the specific user population being targeted.”


C. Responsibilities


Expand the scope of the configuration workshops to include adjusting the existing configuration to support the streamlining and re-design of business processes. This will be done at no additional costs to Peralta.

Replace: “Conduct 10 half-day workshops to review configuration. PCCD will prioritize configuration pain points.” With: “Conduct up-to nineteen (19) half-day workshops to, • Review and adjust Peralta’s

existing configuration to support the streamlined and

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Modifications re-designed business processes.

• Add new configuration to support the streamlined and re-designed business processes.

• Develop functional design documents to define new Peralta RICEW items.”

Add I. Description of Scope, Approach, and Responsibilities

C. Responsibilities


Add scope to provide Peralta with Payroll Parallel testing support

Add: “Deloitte will provide the following support for up-to two (2) Payroll Parallel test cycles: • Up-to eighty (80) hours of

functional PeopleSoft Payroll consulting support to assist Peralta with the planning and execution of the first PeopleSoft Payroll Parallel test cycle. This support must be fully utilized by 7/27/2018.

• Up-to eighty (80) hours of functional PeopleSoft Payroll support to assist Peralta with the planning and execution of a second PeopleSoft Payroll Parallel test cycle. This support must be fully utilized by 8/10/2018.

Add I. Description of Scope, Approach, and Responsibilities

C. Responsibilities


Add scope to provide Peralta with PeopleSoft HCM Upgrade User Testing support

Add: “Deloitte will provide the following support for one (1) PeopleSoft HCM User Testing cycle: • Up-to one hundred sixty

(160) hours of functional PeopleSoft HCM consulting support to assist Peralta with the planning and execution of the User Testing cycle. This support must be fully utilized by 8/24/2018.”

Change I. Description of


C. Responsibilities PeopleSoft Campus Solutions Upgrade

Scope


This area of scope will be increased to add 1)

Remove: “Perform retrofit of enhancements and integrations to continue working after instances are Split. A bucket of 1,400 retrofit hours has been allocated across HCM/CS Split and HCM, CS and Finance Upgrades.”

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Modifications development of new Peralta PeopleSoft custon Reports, Interfaces / Integrations, Customizations, Extensions and Workflow, and 2) Support the implementation of Elasticsearch



Scope

Expand the scope of the configuration workshops to include supporting adjusting the existing configuration to support the streamlining and re-design of business processes.. This will be done at no additional costs to Peralta.

Replace: “Conduct 10 half-day workshops to review configuration. PCCD will prioritize configuration pain points.”

With: “Conduct up-to twelve (12) half-day workshops to, • Review and adjust Peralta’s

existing configuration to support the streamlined and re-designed business processes.

• Add new configuration to support the streamlined and re-designed business processes.




Scope

Add scope to provide Peralta with PeopleSoft Campus Solutions Upgrade User Testing support

Add: “Deloitte will provide the following support for one (1) PeopleSoft Campus Solutions User Testing cycle: • Up-to one hundred sixty

(160) hours of functional PeopleSoft Campus Solutions consulting support to assist Peralta with the planning and execution of the User Testing cycle. This support must be fully utilized by 8/24/2018.”

Change I. Description of


C. Responsibilities

PeopleSoft FSCM Upgrade Scope

Expand the scope of the configuration workshops to include supporting adjusting the existing configuration to support the streamlining and re-design of business processes.. This will be done at no additional costs to Peralta.

Replace: “Conduct 8 half-day workshops to review configuration. PCCD will prioritize configuration pain points.” With: “Conduct up-to eight (8) half-day workshops to • Review and adjust Peralta’s

existing configuration to support the streamlined and re-designed business processes.

• Add new configuration to support the streamlined and

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Modifications re-designed business processes.



C. Responsibilities

PeopleSoft Interaction Hub Upgrade Scope

Clarify that the implemnentation of PeopleSoft Interaction Hub, although a separate product offering, is not a stand-alone product; its function requires that there be integration via its portal to other products. Therefore, activities included in the Engagement Letter can not be executed unless there is some integration to another system, such as PeopleSoft FSCM, PeopleSoft HCM or PeopleSoft Campus Solutions.

With the removal of the Security Architecture Scope, the security sync cannot be enabled in Interaction Hub until Peralta completes the cleanup of their user profiles and security

To improve the user experience for Peralta’s students, faculty and staff, and provide a more modern look-and-feel, expand the scope for Deloitte to provide user experience guidance to assist Peralta in streamlining and modernizing their portal. These services will be at no additional cost to Peralta.

Add: “• Provide up-to sixty four (64) hours of user experience consulting support to develop Peralta’s overall new PeopleSoft Portal branding (for example, logos, colour schemes, background). Replace: “Configure unified navigation and application security synchronization.”

With: “Deloitte will provide up-to two hundred twenty (220) hours to assist Peralta with the configuration of unified navigation.”

Remove: “• Perform two test moves to Production.

Replace: “• Assist with creation of System Integration Testing plan”

With: “• Assist with incorporating the PeopleSoft Interaction Hub into the System Integration Test plan of one (1) of the upgrade work streams. The selection of the work stream will be made jointly between Peralta and Deloitte.”

Replace: “• Support Unit Testing, Systems Integration Testing and User Acceptance Testing of Business Processes.”

With: “• Support Unit Testing, Systems Integration Testing and User Acceptance Testing of PeopleSoft Interaction Hub integrated with one (1) of Peralta’s upgraded PeopleSoft systems. The selection of the upgraded system will be

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Modifications made jointly between Peralta and Deloitte.”

Replace: “• Conduct Production Readiness workshop to assess overall readiness and help inform Go/No Go decision.”

With: “• Include PeopleSoft Interaction Hub in the appropriate work stream Production Readiness workshop for which PeopleSoft Interaction Hub will go-live; the selection of the work stream will be agreement between Deloitte and Peralta.”

Remove I. Description of Scope, Approach, and Responsibilities

C. Responsibilities Data Cleanup Scope

Remove this scope as the effort for these activities will be re-allocated

Remove: “Data Cleanup Scope Conduct 3 two-hour

workshops to document initial Data Clean up requirements

Define Data Profiling and Analysis plan.

Identify approach to data cleanup.

Perform data quality analysis for up to 2 components across 30 data elements in each component. Each component is defined as each system transaction or configuration structure, for example, Job Data, Personal Data, Departments, etc. Document data quality

issues and recommend cleanup approach.

Provide load process if approach includes reloading the data.

Provide recommendation on data quality validation methodology through quantitative and qualitative methods.

Provide template for Data Quality Score card.”

New I. Description of Scope, Approach, and Responsibilities

C. Responsibilities

Add scope to provide Peralta with project management and oversight of the PeopleSoft HCM and the PeopleSoft Campus Solutions User Test cycle

Add: “Deloitte will provide the following support for one (1) PeopleSoft Campus Solutions User Testing cycle and one (1) HCM User Testing cycle:

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Modifications PeopleSoft HCM and PeopleSoft Campus

Solutions User Testing (UAT)

Oversight

• Up-to one hundred sixty (160) hours testing management support to assist Peralta with the planning and execution of the PeopleSoft Campus Solutions User Test cycle and of the PeopleSoft HCM User Test cycle. This support must be fully utilized by 8/24/2018.”

Remove I. Description of


C. Responsibilities Security Architecture

Scope

Remove this scope as the effort for these activities will be re-allocated

Remove: “Security Architecture Scope • Conduct 2 half-day

workshops to identify Privacy, Segregation of Duties and Security requirements

• Conduct two full-day workshops to review

Application Security Strategy: • Define naming convention

for Security Objects • Define standards and

requirement for data scrambling across environments

• Define approach, plan to create Permission lists and Roles.

Conduct Security Design Workshops • Conduct 3 half-day

workshops to review Security Matrices focused on navigation security.

• Conduct full-day workshop to review row-level Academic security (Campus Solutions) and define high level design.

• Conduct full-day workshop to review row-level FSCM security and define high level design.

• Conduct full-day workshop to review row-level FSCM security and define high level design.

Configure/Build Application security Objects • Build permission lists and

roles based on security matrices completed by PCCD.

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Modifications • Configure up to 10 user

profiles, and provide knowledge transfer to PCCD security Administrator on approach

• Train PCCD Security Administrator on approach to design and build additional Permission Lists, Roles and Profiles.

Support Testing Application Security • Define Test plan for

Application Security • Conduct PII Security Analysis

using Automated Controls Testing Tool (ACTT)”


C. Responsibilities Production Support

Scope

With the November 2017 timeline change, clarify the type of Production Support that will be available for PeopleSoft HCM and for PeopleSoft Campus Solutions

Change the support from duration-based to hours based to provide Peralta more flexibility in how the support is used and when it’s used

Replace: “• Deloitte will assist PCCD with

90-days of Production support after cutover to Production for each Pillar.

• During the transition period, Deloitte will provide 30 days of onsite support for each go- live to help PCCD staff address issues. For Days 31-90 after Go-Live, Deloitte will provide remote production support for each of the pillars. During this time our consultants will be available to answer questions and will be working with College staff to help resolve any production problems.”

With: “Deloitte will provide the following post go-live support: PeopleSoft FSCM Upgrade • Deloitte will provide the

following: o From 5/21/2018, the

estimated go-live of PeopleSoft FSCM 9.2, to 6/15/2018, up-to one hundred sixty (160) hours of post go-live, onsite functional PeopleSoft FSCM support to assist Peralta Finance users address issues.

o From 6/16/2018 to 8/10/2018, up-to one

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Modifications hundred sixty (160) hours of remote, offshore technical PeopleSoft support.

• Deloitte will add up-to eighty (80) hours of post go-live, onsite change management support to assist Peralta with any aspects of communications or end user training. This onsite assistance must be fully utilized within the first thirty (30) days of the go-live of PeopleSoft FSCM.

PeopleSoft HCM Upgrade • Deloitte will provide up one

hundred forty (140) hours of post go-live, remote, offshore technical PeopleSoft support to assist Peralta users and Peralta IT address issues. This remote assistance must be fully utilized by 12/21/2018.

PeopleSoft Campus Solutions Upgrade • Deloitte will provide up one

hundred forty (140) hours of post go-live, remote, offshore, technical PeopleSoft support to assist Peralta users and Peralta IT address issues. This remote, offshore assistance must be fully utilized by 12/21/2018.”


C. Responsibilities Implement Benefits Administration, Time

& Labor and Absence

Management

Update the title of this section to reflect removal of Benefits Administration and focus on Fit/Gap and implemenation roadmap activities for Time & Labor and Absence Management

Current Peralta functional resources supporting Time & Labor and Absence Management are also supporting core HCM upgrade activities. Core HCM upgrade activities are priority for cutover critical path.

Replace: “Implement Benefits Administration, Time & Labor and Absence Management” With: “Fit/Gap and Implementation Roadmap for Time & Labor and Absence Management”

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& Labor and Absence

Management

Remove scope related to Benefits Administration as the effort for these activities will be re-allocated

Remove: “Benefits Administration Design and Configuration scope • Conduct 8 half-day Fit/Gap

workshops to review and prioritize Benefits Administration requirements and define Future state business Processes following Product leading practices.` • Preparing for Open

Enrollment and Event Maintenance • Defining Eligibility Rules • Defining Event Rules • Building Automated • Benefit Programs

• Setting up FSA Administration

• Conduct 12 half-day workshops to design and build • Benefits Administration

Configuration. • Create Benefits

Administration • Configuration Workbook • Define Benefits Administration

Test Plan” Change I. Description of



& Labor and Absence

Management

Refelct focus on Fit Gap and Design activities for Time & Labor and Absence Management

Current Peralta functional resources supporting Time & Labor and Absence Management are also supporting core HCM upgrade activities. Core HCM upgrade activities are priority for cutover critical path and therefore TIme & Labor and Absence Management activities have been delayed.

Replace: “Time & Labor Design and Configuration scope • Conduct 14 half-day Fit/Gap workshops to review and prioritize Time & Labor requirements and define Future state business Processes following Product leading practices.

- Enroll Time Reporters, Assign Schedules - Review Schedules and Forecasts - Report Time - Request Overtime and Obtain Approvals - Request Absences and Approvals - Review and Resolve Time Entry Exceptions - Create Payable Time/Time Administration Process - Resolve Time Administration Exceptions

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Modifications - Approve Time - Distribute Time Information - View and Adjust Time Summaries - Mass Time Reporting - Rapid Time Reporting - Time and Labor Load Process

• Configure 2 Time Reporting Templates • Configure up to 20 simple and up to 10 moderate complexity Time & Labor Rules • Configure up to 30 Time Reporting Codes. (TRC), and conduct 2 half-day workshops to assist with the creation of up to an additional 55 TRC by PCCD team. • Conduct 12 half-day workshops to design and build Time & Labor Configuration. • Create Time & Labor Configuration Workbook • Define Time & Labor Test Plan • Create and build Time Period Calendar (day, week, monthly, fiscal, calendar) • Create and configure 15 workgroups • Create and configure 21 group ID”

With: “Time & Labor Fit/Gap and Design Scope • Conduct up-to fourteen (14) half-day Fit/Gap workshops to review and prioritize Time & Labor requirements and define Future state business Processes following Product leading practices. - Enroll Time Reporters, Assign Schedules - Review Schedules and Forecasts - Report Time

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Modifications - Request Overtime and Obtain Approvals - Request Absences and Approvals - Review and Resolve Time Entry Exceptions - Create Payable Time/Time Administration Process - Resolve Time Administration Exceptions - Approve Time - Distribute Time Information - View and Adjust Time Summaries - Mass Time Reporting - Rapid Time Reporting - Time & Labor Load Process

• Create Fit/Gap Analysis document detailing the gaps and proposed approach to address each gap (for example, business process change or new RICEW item (Report, Integration / Interface, Customization, Extension or Workflow)) • Create Time & Labor implementation roadmap with high-level timeline for configuration, testing and implementation of Time & Labor. The roadmap will include the following: - High-level timeline picture, including major milestones - High-level roles & responsibilities for completing implementation - Technical estimates for any proposed RICEW”

Replace:”Absence Management Design and Configuration scope • Conduct 8 half-day Fit/Gap workshops to review and prioritize Absence Management requirements and define Future state business Processes following Product leading practices.

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Modifications - Absence entitlement processing - Absence take processing - Transfer of converted absence data to payroll

• Conduct 12 half-day workshops to design and build Absence Management Configuration. • Create Absence Management Configuration Workbook • Define Absence Management Test Plan”

With: “Absence Management Fit/Gap and Design Scope • Conduct up-to eight (8) half-day Fit/Gap workshops to review and prioritize Absence Management requirements and define Future state business Processes following Product leading practices. - Absence entitlement processing - Absence take processing - Transfer of converted absence data to payroll

• Create Fit/Gap Analysis document detailing the gaps and proposed approach to address each gap (for example, business process change or new RICEW item (Report, Integration / Interface, Customization, Extension or Workflow)) • Create Absence Management implementation roadmap with high-level timeline for configuration, testing and implementation of Absence Management. The roadmap will include the following: - High-level timeline picture, including major milestones - High-level roles & responsibilities for completing implementation

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Modifications - Technical estimates for any proposed RICEW”

Add:” Time & Labor and Absence Management Functional Consulting Support Deloitte provide Peralta with up-to four hundred (400) hours of a remote, functional Time & Labor and Absence Management consultant to assist with the following Time & Labor and Absence Management implementation activities: • Assist with developing a

configuration workbook for both Time & Labor and for Absence Management that documents the approach, key configuration decision and configuration values for each

• Assist with developing functional specifications for those reports, integrations / interfaces, customizations, extensions and Workflow that address the gaps identified in the Time & Labor and the Absence Management fit/gap analysis documents

• Assist with creating the Time & Labor and Absence Magement test plan, test scripts and test scenarios

• Assist with executing System Integration tests of Time & Labor and Absence Management

The services must be fully utilized by 12/21/2018.”

New I. Description of Scope, Approach, and Responsibilities

Add scope to provide Peralta with PeopleSoft System Administration

Add: “Deloitte will provide Peralta the following PeopleSoft System Administration support:

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Modifications C. Responsibilities

PeopleSoft System

Administration Scope

Support between 6/42018 and 12/21/2018 to assist with planning and executing User Testing, Parallel Testing and cutover to the new 9.2 versions of PeopleSoft HCM and PeopleSoft Campus Solutions.

Up-to one thousand three hundred five (1,305) hours of remote, offshore PeopleSoft System Administration support to assist Peralta with the migration of PeopleSoft PeopleTools objects including Application Security and configuration and the implementation of Oracle delivered Images. This support must be used between 6/4/2018 and 12/21/2018. These hours will distributed evenly over a period of seven (7) months, beginning 6/4/2018, and billed to Peralta via monthly milestone payments.”

Change II. Deliverables Correct those deliverables that were categorized in the incorrect project Phase.

Align the deliverables to those activities defined in Section I. Description of Scope, Approach, and Responsibilities.

Replace: The section in its entirety With: The contents of Attachment A of this Change Order

Change III. Staffing, Timing and Assumptions B. Timing

Update the timeline to align with the November 2017 decision to shift the timeline.

Deloitte will continue to provide support of up-to two (2) cycles of PeopleSoft HCM System Integration Test and PeopleSoft Campus Solutions System Integratin Test

At the completion of the second cycle of PeopleSoft HCM System Integration Test, targeted to completed on or before 7/27/2018, and the completion of the second cycle of PeopleSoft Campus Solutions System Integration Test, targeted to complete on or before 7/27/2018, Peralta will be responsible for the following, Planning, coordinating,

and executing PeopleSoft HCM – including Time & Labor

Replace: “This engagement is estimated to take approximately 8 months. It is understood and agreed by Deloitte Consulting and Client that the work specific commencement and end dates contained in the timeline are estimated dates.”

With: “This engagement is estimated to take approximately ten (10) months. It is understood and agreed by Deloitte Consulting and Client that the work specific commencement and end dates contained in the timeline are estimated dates.

Deloitte’s PeopleSoft FSCM Services are estimated to complete by approximately 8/10/2018 with the completion of PeopleSoft FSCM post go-live support.

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Modifications and Absence Management - and PeopleSoft Campus Solutions User Acceptance Testing (UAT).

Planning, coordinating, and executing PeopleSoft Payroll Parallel Testing.

All project management, change management, and communications.

Planning and delivering end user training for PeopleSoft HCM - including TIme & Labor and Absence Management - and PeopleSoft Campus Solutions.

All technical activities to create user test and the payroll parallel test environments.

Planning and executing final cutover for PeopleSoft HCM – including Time & Labor and Absence Management – and PeopleSoft Campus Solutions.

At the completion of PeopleSoft HCM System Integration Test Cycle #2 and the completion of PeopleSoft Campus Solutions Systems Integration Test Cycle #2, both estimated to complete by 7/27/18, Peralta will be responsible for the following: • Planning,

coordinating, and executing PeopleSoft HCM – including Time & Labor and Absence Management remaining implementation activities - and PeopleSoft Campus Solutions User Acceptance Testing (UAT).

• Planning, coordinating, and executing PeopleSoft Payroll Parallel Testing.

• All project management, change management, and communications.

• Planning and delivering end user training for PeopleSoft HCM - including TIme & Labor and Absence Management - and PeopleSoft Campus Solutions.

• All technical activities to create user test and the

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Modifications payroll parallel test environments.

• Planning and executing final cutover for PeopleSoft HCM – including Time & Labor and Absence Management – and PeopleSoft Campus Solutions.”

Replace: The timeline picture

With: The contents in Attachment B of this Change Order

Change III. Staffing, Timing and Assumptions C. Assumptions

Project Management

Update assumptions to align with the new timeline

Add: “• Client will be responsible for all project management at the completion of System Integration Test for PeopleSoft HCM and the completion of System Integration Test for PeopleSoft Campus Solutions.”


Change

Management and Training


Add: “• Client will be responsible for all change management, communications and end user training delivery activities at the completion of System Integration Test for PeopleSoft HCM and the completion of System Integration Test for PeopleSoft Campus Solutions.”

New III. Staffing, Timing and Assumptions C. Assumptions

PeopleSoft HCM

User Testing (UAT)


Add: “• Client will be responsible for the planning, coordinating and execution of PeopleSoft HCM – including Time & Labor and Absence Management - User Testing (UAT). In addition, the Client will be responsible for Tracking results of UAT and resolution of issues identified during UAT”


PeopleSoft Payroll

Parallel Testing


Add: “• Deloitte Consulting will assist Client with planning, coordinating and executing the first cycle of the PeopleSoft Payroll Parallel test. The Client

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Modifications will be responsible for the planning, coordinating and execution of subsequent cycles of Payroll Parallel testing, including, tracking results and issue resolution.”


PeopleSoft Campus

Solutions User Testing (UAT)


Add: “• Client will be responsible for the planning, coordinating and execution of PeopleSoft Campus Solutions User Testing (UAT). In addition, the Client will be responsible for Tracking results of UAT and resolution of issues identified during UAT”


Cutover to

Production for PeopleSoft HCM and

for PeopleSoft Campus Solutions


Add: “• Client will be responsible for the planning, coordinating and execution cutover to production activities for PeopleSoft HCM – including Time & Labor and Absence Management – and for PeopleSoft Campus Solutions.”


Time and Labor,

Benefits Administration and

Absence Management

Adjust assumptions to align with removal of Benefits Administration from the scope.

Replace: “Time and Labor, Benefits Administration and Absence Management”

With: “Time & Labor and Absence Management”

Remove: “•PCCD has implemented Base Benefits prior to starting Benefits Administration implementation.”

Change V. Fees, Expenses and Payment Terms

Align total contract amounts so that they are consistent.

Align milestone chart to new timeline and activities.

Replace: Replace this section in its entirety With: The contents contained in Attachment C of this Change Order

D. Costs Associated with this Contract Amendment The proposed changes described in this Contract Amendment will not result in any chanages to Deloitte Consulting’s not-to-exceed fees for the Services as set forth in the Engagement Letter, although there have been some adjustments per line items to reflect the addition of new items and the removal of others, resulting in a net change of $0.00, all as set forth in Attachment C attached hereto.

E. List of Attachments, Schedules or Tables The following is a list of the attachments for this Contract Amendment:

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Attachment A: Updated Deliverables Chart

Attachment B: Updated Timeline Picture

Attachment C: Updated Fees, Expenses and Payment Terms

F. Sign Off IN WITNESS WHEREOF, Deloitte Consulting LLP and Client have caused this Change Order to be executed and delivered by their respective duly authorized representatives as of the Change Order Effective Date.

Peralta Colleges DELOITTE CONSULTING LLP

By: By:

Name: Name:

Title: Title:

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Attachment A The following Deliverables will be produced during the course of this engagement.

PCCD and Deloitte Consulting will have wither primary or secondary responsibility for the tasks and deliverables identified below.

Responsibility definitions are as follows:

• Primary: Responsible for executing the task and creating the resulting item.

• Secondary: Responsible for supporting the “Primary” role, but is not responsible for executing the resulting item.

Deliverable Description PCCD Deloitte

MOBILIZE

Project Charter Documents the vision, goals and expected benefits of the Project, as well as the Project approach, end-product scope, Project schedule, constraints and dependencies, and other important information.

Joint Joint

Upgrade Plan (Work plan)

The plan that will be created and maintained to identify short/medium term items to be implemented as part of the application upgrades, and longer- term items to be implemented as standalone projects. The plan will include resourcing estimates.

Secondary Primary

Deliverables Log List of task deliverables created for this project, and includes the plans for deliverable review, deliverable sign-off, and formal deliverable acceptance for each deliverable.

Joint Joint

Status Reports Bi-weekly status reports to be submitted to the Project Manager throughout the duration of the project through 7/27/2018.

Secondary Primary

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Recommendations for Communications Development & Delivery

Includes an assessment of Peralta’s current communications infrastructure; provides recommendations of additional vehicles, key messages and guiding principles for communications implementation; and offers example implementation strategies for Peralta to leverage

Secondary Primary

Initial upgrade pass

Initial technical upgrade pass that brings code and data into the new PeopleSoft release. There will be an initial upgrade pass for each PeopleSoft HCM, PeopleSoft FSCM and PeopleSoft Campus Solutions.

Secondary Primary

ADAPT: DESIGN

Fit-Gap Analysis for New Products: Time & Labor and Absence Management

Create and confirm fit-gap analysis document. There will be one (1) document for each PeopleSoft Time & Labor and Absence Management.

Secondary Primary

Test Management Plan

Defines the overall approach and execution for testing phases during the Build/Deliver phase focusing on testing the elements of in-scope end-to-end business processes.

Secondary Primary

Implementation Roadmap for New Products: Time & Labor and Absence Management

Roadmap for each Time & Labor and Absence Management with high-level timeline for configuration, testing and implementation of each new product. The roadmap will include the following:

• High-level timeline picture, including major milestones

• High-level roles & responsibilities for completing implementation

• Technical estimates for any proposed RICEW

Secondary Primary

Design Specifications

Design specifications (Functional and Technical) will be created for each new custom PeopleSoft Report, Integration / Interface, Customization, Extension and Workflow for the upgrades of PeopleSoft HCM, PeopleSoft FSCM and PeopleSoft Campus Solutions.

Secondary Primary

Test Plans & Test Scripts

Leveraging current documentation, Test Plans and Test Scripts will be updated and additional scripts will be created to support the streamlined and re-designed business processes for the upgrades of PeopleSoft HCM, PeopleSoft FSCM and PeopleSoft Campus Solutions.

Joint Joint

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Strategy Documents

Instance Strategy, HCM/CS Split Strategy Secondary Primary

ADAPT: BUILD

Technical Development (Integration / Interface, Reports, Enhancement and Workflow)

Review of all of PCCD’s customizations, reports and interfaces related to the application, to determine if they are still needed. Integration points between applications will also be reviewed and documents updated. Development of new PeopleSoft Approval Workflow Engine will be incorporated to support automation of processes.

Secondary Primary

Test Results System Integration, Payroll Parallel test results, analysis and reporting, issue and resolution tracking

Secondary Primary

PeopleSoft FSCM Upgrade Cutover Plan

Activities related to PeopleSoft FSCM cutover, detailed description of tasks and related timings to “go-live”

Secondary Primary

UAT Plan & Approach

Planning of user acceptance test cycles including identification of UAT scenarios and participants, mapping of test scripts to UAT scenarios, defining acceptance criteria, scheduling and communication of results.

Secondary Primary

Training Plan The training plan must specify the following:

• the competencies to be obtained

• the related timeframes

• the delivery modes to be employed

• the details (when, how and how much)

• who is responsible for the delivery and/or assessment of each competency

Secondary Primary

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Test Move 1 and Test Move 2

Fully executed Test Move Cycles 1 and 2 Secondary Primary

Training Material

Completed training material to support the Support the Prioritized Processes for Campus Solutions, HCM and FSCM.

Joint Joint

End User Security

Updated security and control matrices, documentation of new security features and application to PCCD’s environment

Primary Secondary

Change Readiness Survey Results

Published change readiness survey Secondary Primary

Change Impact Assessment

Completed change impact assessment Secondary Primary

DELIVER

PeopleSoft FSCM Upgrade Test Move 3 Environment

Fully executed PeopleSoft FSCM Test Move 3. PeopleSoft FSCM Test Move 3 targets 90% of retrofits complete.

Secondary Primary

PeopleSoft FSCM Upgrade User Testing (UAT) Execution and Results

Communication of status and results during PeopleSoft FSCM UAT cycle, identification of issues and documentation of related resolutions

Primary Secondary

PeopleSoft FSCM Upgrade Cutover Plan Updates

Based on learnings from PeopleSoft FSCM upgrade passes and results from various test cycles, cutover plan may require addition of new tasks or adjustments to schedule

Secondary Primary

PeopleSoft FSCM Upgrade Go/No-Go Decision

Determination to proceed with or postpone PeopleSoft FSCM upgrade cutover based on pre-set production acceptance criteria.

Primary Secondary

OPERATE

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PeopleSoft FSCM Functioning Application

A functioning version of the PeopleSoft FSCM applications.

Secondary Primary

Issue log

All open issues, associated status and related Oracle Service Requests —will include expected resolution dates and any identified workarounds.

Secondary Primary

Post Production Support

Assistance with of post-production issues, documentation, resolution tracking and reporting

Primary Secondary

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Attachment B Figure 1 Updated Project Timeline

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Attachment C V. Fees, Expenses and Payment Terms Deloitte Consulting will perform the Services on a fixed fee basis. Based on the scope, timing, Client responsibilities, and assumptions set forth herein, Deloitte Consulting’s fees for the Services will be fixed (and not to exceed) $2,799,000. Deloitte Consulting will invoice Client the indicated fee amounts upon submission of each Deliverable listed in the table below.

Id# Milestones* Milestone Values

1 Program Oversight/Organizational Change $ 793,100

1a Project Kickoff $ 25,750

1b Monthly PMO $ 45,750

1c Monthly PMO $ 45,750

1d Monthly PMO $ 45,750

1e Monthly PMO $ 45,750

1f Monthly PMO $ 45,750

1g Monthly PMO $ 45,750

1h Monthly PMO $ 45,750

1j Monthly PMO $ 45,750

1k Published Change Readiness Survey; Delivered Leadership Alignment Workshops; and Recommendation for Communications Development & Delivery

$ 91,500

1m Change Impact Assessment $ 45,750

1n Training Content Build $ 61,000

1o Monthly PMO 7/1/2018 - 7/31/2018 $45,750

1p Change Management Lead Extension 7/2/2018 - 7/27/2018 $40,800

1q Change Management Lead Extension 7/30/2018 - 8/24/2018 $40,320

1r Training Lead Extension 7/2/2018 - 7/27/2018 $40,320

1s Training Lead Extension 7/30/2018 - 8/10/2018 $20,160

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1t Cutover Planning Support Up to 80 Hours 9/1/2018-9/30/2018 $15,750

2 HCM/CS Split $ 230,000

2a Plan $ 23,000

2b Design $ 92,000

2c Integration Build/Unit Test $ 115,000

3 HCM $361,240

3a Plan $23,250

3b Design $46,500

3c Test Move 1 $54,250

3d Test Move 2 $54,250

3e Systems Integration Testing Cycle 1 $50,000

3f Systems Integration Testing Cycle 2 $42,750

3g PeopleSoft Payroll Parallel Testing Cycle 1 (Support 7/13/2018 - 7/27/2018) $22,500

3h PeopleSoft Payroll Parallel Testing Cycle 2 (Support 7/30/2018 - 8/10/2018) $22,500

3i User Acceptance Testing (Support 8/1/18 - 8/24/18) $45,240

4 Finance $ 389,500

4a Plan $ 29,213

4b Design $ 58,425

4c Test Move 1 $ 68,162

4d Test Move 2 $ 68,162

4e Systems Integration Testing Cycle 1 $ 48,688

4f Systems Integration Testing Cycle 2 $ 38,950

4g User Acceptance Testing $ 38,950

4h Deploy $ 38,950

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5 Campus Solutions $ 354,750

5a Plan $25,125

5b Design $50,250

5c Test Move 1 $58,625

5d Test Move 2 $65,000

5e Systems Integration Testing Cycle 1 $55,500

5f Systems Integration Testing Cycle 2 $47,750

5g User Acceptance Testing (Support 8/1/18 - 8/24/18) $52,500

6 Production Support $ 84,060

6a PeopleSoft FSCM Upgrade Production Support $69,060

6b PeopleSoft HCM Upgrade Production Support $7,500

6c PeopleSoft Campus Solutions Upgrade Production Support $7,500

7 Business Process Alignment and Redesign $ 150,000

7a Enrollment and Admission Future State Design $ 37,500

7b Purchasing Future State Design $ 37,500

7c Enrollment and Admissions New Business Process Unit Test $ 37,500

7d Purchasing New Business Process Unit Test $ 37,500

8 End User Training Delivery $ 26,850

8a FSCM End-User Training Delivery $ 26,850

9 Implement Time and Labor, and Absence Management $ 210,000

9a Fit/Gap Analysis $60,000

9b Implementation Roadmap $60,000

9c Time & Labor / Absence Management Build Support 10/1/2018 - 10/26/2018 $30,000

9d Time & Labor / Absence Management Build Support 10/29/2018 - 11/23/2018 $30,000

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9e Time & Labor / Absence Management Build Support 11/26/2018 - 12/21/2018 $30,000

10 Additional Bucket of Technical Development Hours $ 150,500

10a Up-to 360 -Hours of Remote, PeopleSoft Technical Development support from 6/4/2018 - 6/29/2018 $21,500

10b Up-to 360 -Hours of Remote, PeopleSoft Technical Development support from 7/2/18 – 7/27/18 $21,500

10c Up-to 360 -Hours of Remote, PeopleSoft Technical Development support from 7/30/18 – 8/24/18 $21,500

10d Up-to 360 -Hours of Remote, PeopleSoft Technical Development support from 8/27/18 – 9/21/18 $21,500

10e Up-to 360 -Hours of Remote, PeopleSoft Technical Development support from 9/24/18 – 10/19/18 $21,500

10f Up-to 360 -Hours of Remote, PeopleSoft Technical Development support from 10/22/18 – 11/16/18 $21,500

10g Up-to 360 -Hours of Remote, PeopleSoft Technical Development support from 11/19/18 – 12/4/18 $21,500

11 Remote PeopleSoft System Administration Support $ 49,000

11a System administration support from 7/2/18 – 7/27/18 (up to 180 hours of System Administration time) $12,250

11b System administration support from 7/30/18 – 8/24/18 (up to 180 hours of System Administration time) $12,250

11c System administration support from 8/27/18 – 9/21/18 (up to 180 hours of System Administration time) $12,250

11d System administration support from 9/24/18 – 10/19/18 (up to 180 hours of System Administration time) $12,250

Total Project Milestones $ 2,799,000 *Milestones with date ranges will be automatically accepted on the final day of the date range. There are no reimbursable expenses.

ONEPeralta Contract Amendment #001 - BoardDocs

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