HomeMy WebLinkAboutResolutions - 2011.05.19 - 18268May 19, 2011
MISCELLANEOUS RESOLUTION 4 110 99
BY: Finance Committee, Thomas Middleton, Chairperson
IN RE: DEPARTMENT OF INFORMATION TECHNOLOGY — APPROVAL OF COLLABORATIVE
ASSET MANAGEMENT SYSTEM CVT INTERLOCAL AGREEMENT WITH THE CITY OF
FARMINGTON HILLS
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Collaborative Asset Management System (CAMS) project will standardize countywide
infrastructure maintenance (water, sewer, storm and roads) allowing Oakland County departments, the
Road Commission for Oakland County (RCOC) and participating local communities to proactively
manage assets and mitigate long-term costs associated with the operations and maintenance of critical
infrastructure; and
WHEREAS the CAMS project was previously approved by the Oakland County Board of Commissioners
by Miscellaneous Resolution #07293; and
WHEREAS the Collaborative Asset Management System CVT Interlocal Agreement was previously
approved by the Oakland County Board of Commissioners for the City of Auburn Hills by Miscellaneous
Resolution #11010; and
WHEREAS the Collaborative Asset Management System CVT Interlocal Agreement was previously
approved by the Oakland County Board of Commissioners for the City of Oak Park by Miscellaneous
Resolution #11011; and
WHEREAS the CAMS project promotes collaboration and improved workflows among participants
ultimately handling service requests more efficiently and responsively; and
WHEREAS by centralizing data, the system will promote information standardization, reduce duplication
of data and will be a low cost way for other Oakland County governmental agencies to gather and share
information across jurisdictional and organizational boundaries; and
WHEREAS the CAMS participating agencies include the Oakland County Water Resources
Commissioner's Office, Oakland County Parks and Recreation, RCOC, Facilities Maintenance &
Operations and certain local communities; and
WHEREAS the CAMS participating agencies have agreed to pay a share of the centralized CAMS
maintenance/support costs and will be responsible for paying maintenance/support costs; and
WHEREAS to properly implement and operate the CAMS initiative in each participating local community,
an Intergovernmental Agreement that delineates the relationship and responsibilities between the Parties
is required; and
WHEREAS the local community that wishes to participate in the CAMS initiative is the City of Farmington
Hills (the named participating local community); and
WHEREAS the Departments of Information Technology and Corporation Counsel have prepared and
reviewed the contents of the attached CAMS Intergovernmental Agreement; and
WHEREAS legal representation from the named participating local community has reviewed and
approved the contents of the attached CAMS Intergovernmental Agreement between Oakland County
and the participating local community; and
WHEREAS the City Council from the named participating local community has reviewed and approved
the contents of the attached CAMS Intergovernmental Agreement between Oakland County and the
participating local community; and
WHEREAS Information Technology has estimated their support and maintenance costs identified within
this agreement of $7,304 for the first four years and will be capped at CPI after September 30, 2014; and
WHEREAS the annual support and maintenance fee will be billable to the City of Farmington Hills; and
WHEREAS it is the recommendation of the Department of Information Technology that the Oakland
County Board of Commissioners accept and approve the attached CAMS Intergovernmental Agreement.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby
approves and authorizes use of the attached CAMS Intergovernmental Agreement to govern the
relationship and responsibilities between the County and the named participating local community within
the County for the CAMS initiative.
Finance Committee Vote:
Motion carried unanimously on a roll call vote with Crawford absent
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners hereby directs its
Chairperson to execute the attached CAMS Intergovernmental Agreement between the County and the
named participating local community within the County on receipt of an authorizing resolution and a fully
executed original on behalf of the named participating local community.
BE IT FURTHER RESOLVED that the estimated support costs and revenue has been included in
Information Technology's FY 2011 budget and will be included in the FY 2012 — FY 2014 budget process.
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution.
FINANCE COMMITTEE
Copy of CAMS Intergovernmental Agreement; Contract between the County and the local governments.
COLLABORATIVE ASSET MANAGEMENT SYSTEM AGREEMENT
AN INTERGOVERNMENTAL AGREEMENT BETWEEN
THE COUNTY OF OAKLAND
AND
THE CITY OF FARMINGTON HILLS
THIS AGREEMENT is made between the County of Oakland (County), a Constitutional
and Municipal Corporation, with offices at 1200 N. Telegraph Road, Pontiac, Michigan 48341,
and the City of Farmington Hills, a Municipal Corporation, with offices at 31555 W. Eleven
Mile Road, Farmington Hills, Michigan 48336. In this Agreement, the County and the City of
Farmington Hills may be referred to individually as "Party" or jointly as "Parties."
WHEREAS, the City of Farmington Hills and Oakland County have determined that both
Parties will benefit from the establishment of a Collaborative Asset Management System
(CAMS) for more effective care and management of water, sanitary sewer, and/or storm sewer
infrastructure located in Oakland County and the City of Farmington Hills, through the use of
computer software to manage maintenance activities, such as work orders and inspections;
inventory; project costing; customer requests, such as complaints, correction, or feedback;, and
permitting; and
WHEREAS, the Urban Cooperation Act, 1967 PA 7, MCL 124.501 et seq., authorizes the
Parties to enter into an intergovernmental agreement for the joint performance of such
governmental functions; and
WHEREAS, the terms and conditions of the utilization, training, and service for such
system, to be operated by the County, through Oakland County Information Technology (OCIT),
are set forth in a Service Level Agreement (SLA) and Scope of Work Document (SOW),
between the City of Farmington Hills and the County, which are attached hereto and
incorporated herein by reference; and
WHEREAS, the total cost to the City of Farmington Hills for system utilization, training and
service are set forth in Section 4.0 (Application Support Costs) of the SLA.
IN CONSIDERATION of the mutual promises, obligations, representations, and assurances
in this Agreement, the Parties agree as follows:
1. The Purpose of this Agreement is to provide for the use, by the City of Farmington Hills,
of the CAMS application modules, through Oakland County Information Technology
(OCIT), together with related training and other related services, as needed; and to
provide for the collaborative use of information related to public assets, such as water,
sanitary sewer, and/or storm sewer infrastructure, that is managed by various
governmental entities within the County of Oakland, through use of the CAMS
application modules in order to promote the effective maintenance and care of these
assets.
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2. The County and the City of Farmington Hills shall be defined to include any and all
departments, divisions, commissioners, elected and appointed officials, directors, board
members, council members, authorities, officers, committees, employees, agents,
subcontractors, volunteers and/or any such persons' successors.
3. The Service Level Agreement (SLA) and Scope of Work Document (SOW) attached
hereto in reference to the City of Farmington Hills's utilization of the CAMS application
modules are fully incorporated by reference herein.
4. The County, through OCIT, will host and make available to the City of Farmington Hills
the CAMS application modules and will provide training and service as appropriate, in
accordance with the terms of the SLA and SOW attached hereto.
5, The Parties acknowledge that the annual fees set forth in the SLA cover only a portion of
the actual costs incurred by the County for providing service and support for the CAMS
application modules. The annual fee shall be paid as set forth in Section 4.0 (Application
Support Costs) of the SLA attached hereto.
6. The City of Farmington Hills will make payments to the County in accordance with the
terms set forth in Section 4.0 of the SLA attached hereto.
7. The City of Farmington Hills will fulfill the duties and responsibilities set forth in Section
5.0 (CVT Responsibilities) of the SLA, including, but not limited to, those relating to
maintaining the currency and accuracy of its data, maintaining data security, maintaining
system security, monitoring and limiting access to data to qualified individuals, giving
timely notification of possible or confirmed security breaches, responding to Freedom of
Information Act requests for the records of the City of Farmington Hills, responding to
and routing other communications by the public to the responsible governmental unit,
and cooperating with the participating governmental entities in the use of CAMS
Application Modules. The City of Farmington Hills warrants that it will use best efforts
to ensure the currency and accuracy of the data it provides for use in CAMS.
8. Each Party shall comply with all federal, state, and local ordinances, regulations,
administrative rules, and requirements applicable to its activities performed under this
Agreement.
9. The County makes no warranties regarding, and assumes no responsibility for, the
currency and accuracy of data owned, managed, or contributed to CAMS by the City of
Farmington Hills, the County, or any other participating entity.
10. The City of Farmington Hills makes no warranties regarding and assumes no
responsibility for the currency and accuracy of data owned, managed or contributed to
CAMS by the County or any other participating agency.
rev 10,28.10. 2
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11. Nothing in this Agreement shall be construed as creating an employer-employee
relationship between the County (including any of its employees) and the City of
Farmington Hills (including any of its employees).
12. Each Party shall be responsible for any CLAIMS made against that Party, and for the acts
of its Employees or Agents, arising under or related to this Agreement.
13. In any CLAIMS that may arise under or relate to this Agreement, each Party shall seek its
own legal representation and bear the costs associated with such representation, including
any attorney fees.
14. Except as otherwise provided in this Agreement, neither Party shall have any right under
any legal principle to be indemnified by the other Party or any of its employees or agents
in connection with any CLAIM.
15. For purposes of this Agreement, "CLAIM" or "CLAIMS" shall be defined to include any
and all losses, complaints, demands •for relief, damages, lawsuits, causes of action,
proceedings, judgments, deficiencies, penalties, costs, and expenses arising under or
relating to this Agreement, including, but not limited to, reimbursement for reasonable
attorney fees, witness fees, court costs, investigation, litigation expenses, amounts paid in
settlement, and/or any other amount for which either Party becomes legally and/or
contractually obligated to pay, whether direct, indirect, or consequential, whether based
upon any alleged violation of the constitution (federal or state), any statute, rule,
regulation, or the common law, whether in law or equity, tort, contract, or otherwise,
and/or whether commenced or threatened.
16. This Agreement does not and is not intended to impair, divest, delegate, or contravene
any constitutional, statutory, and/or other legal right, privilege, power, obligation, duty or
immunity of the Parties. Nothing in this Agreement shall be construed as a waiver of
governmental immunity for either Party.
17. Except as expressly provided herein, this Agreement does not, and is not intended to,
transfer, delegate, or assign to the other Party any civil or legal responsibility, duty,
obligation, duty of care, cost, legal obligation or liability associated with any
governmental function delegated and/or entrusted to either Party under any existing law
or regulations.
18. This Agreement does not and is not intended to create any obligation, duty, promise,
contractual right or benefit, right to indemnification, right to subrogation ; and/or any
other right in favor of any other person or entity.
19. Any modifications, amendments, rescissions, waivers, or releases to this Agreement must
be in writing and signed by both Parties.
20. This Agreement shall be governed, interpreted, and enforced by the laws of the State of
Michigan. Except as otherwise required by law or court rule, any action brought to
rev 10.28.10. 3
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enforce, interpret, or decide any CLAIM arising under or related to this Agreement shall
be brought in the 6`11 Judicial Circuit Court of the State of Michigan, the 50 th District
Court of the State of Michigan, or the United States District Court for the Eastern District
of Michigan, Southern Division, as dictated by the applicable jurisdiction of the court.
Except as otherwise required by law or court rule, venue is proper in the courts set forth
above.
21. This Agreement shall be for a teiiii of 4 years and, unless terminated as provided in this
Agreement, the Parties may agree to extend this Agreement thereafter for successive
three-year periods by signed amendment. If the Agreement is not extended and expires
without termination, the County will provide the City of Farmington Hills with all of its
records and data and all current CAMS Application database tables and database
schemas, in a format agreed upon by both Parties, for all CAMS modules as defined in
the SOW specific to- the Cityr of .Farmington Hills's operations.
22. This Agreement may be terminated by the City of Fatiiiington Hills during the term, or
any extension of this Agreement, on one year's written notice (One-Year Notice Period)
with or without cause and for any reason, including convenience. In the event of
termination by the City of Farmington Hills:
a. Notice of termination does not relieve the City of Farmington Hills of its
obligation to pay any annual fee, prorated up to the date of termination that
becomes due and owing to the County during the One-Year Notice Period.
b. The City of Farmington Hills shalt have rights to continue to use the CAMS
application during the Notice Period and, provided payment, as described in the
SLA and here, has been made, the County shall continue to provide the services
described in the SLA through the date of telinination.
c. All City of Farmington Hills records and data will be returned promptly to the
City of Farmington Hills at the end of the Notice Period.
d. If the City of Farmington Hills terminates this Agreement at any time during the
original four-year term, the City of Farmington Hills shall pay the County, in
consideration for the data conversion and implementation services performed for
the CVT by the County, the benefit of which will be lost to the County by the City
of Farmington Hills's early termination of this Agreement, the sum set forth in
Section 4 of the Service Level Agreement, identified as "County Cost Recovery
for Early Termination," for each month remaining in the original four-year term
of the Agreement that occurs after the date of termination: This sum shall be in
addition to payment of the prorated annual fee, described in Section 22(a) above.
The City of Farmington Hills shall, upon payment of all sums due hereunder, be
entitled to receive from the County all of its records and data and all current
CAMS Application database tables and database schemas, in a format agreed
upon by both Parties, for all CAMS modules as defined in the SOW specific to
the City of Farmington Hills's operations.
rev 10.28.10. 4
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23. If the City of Fatmington Hills, for any reason, fails to pay the County any monies when
and as due under this Agreement, the City of Farmington Hills agrees that unless
expressly prohibited by law, the County or the County Treasurer, at their sole option,
shall be entitled to setoff from any other City of Farmington Hills funds that are in the
County's possession for any reason. Funds include but are not limited to the Delinquent
Tax Revolving Fund ("DTRF"). Any setoff or retention of funds by the County shall be
deemed a voluntary assignment of the amount by the Municipality to the County. The
City of Farmington Hills waives any CLAIMS against the County or its Officials for any
acts related specifically to the County's offsetting or retaining such amounts. This
paragraph shall not limit the City of Farmington Hills's legal right to dispute whether the
underlying amount retained by the County was actually due and owing under this
Agreement.
If the County chooses not to exercise its right to setoff or if any setoff is insufficient to
fully pay the County any amounts due and owing the County under this Agreement, the
County shall have the right to charge up to the then-maximum legal interest on any
unpaid amount. Interest charges shall be in addition to any other amounts due to the
County under this Agreement. Interest charges shall be calculated using the daily unpaid
balance method and accumulate until all outstanding amounts and accumulated interest
are fully paid.
Nothing in this Section shall operate to limit the County's right to pursue or exercise any
other legal rights or remedies under this Agreement against the City of Farmington Hills
to secure reimbursement of amounts due the County under this Agreement. The remedies
in this Section shall be available to the County on an ongoing and successive basis if the
City of Farmington Hills at any time becomes delinquent in its payment.
Notwithstanding any other term and condition in this Agreement, if the County pursues
any legal action in any court to secure its payment under this Agreement, the City of
Farmington Hills agrees to pay all costs and expenses, including attorney's fees and court
costs, incurred by the County in the collection of any amount owed by the City of
Farmington Hills.
24. The County may terminate and/or cancel this Agreement or reduce the scope of services
or any part thereof at any time during the term or any extension of this Agreement, upon
one hundred eighty (180) days' written notice to the City of Farmington Hills, for any
reason, including convenience, without incurring obligation or penalty of any kind except
as otherwise provided herein. If the County becomes aware that it will terminate or
cancel this Agreement or reduce the scope of services it provides to the City of
Farmington Hills at a time prior to the required 180-day notice period, the County will
promptly inform the City of Farmington Hills of its intention to terminate or cancel this
Agreement or reduce the scope of services. The County will work with the City of
Fatinington Hills to develop a transition plan regarding the return of its records and data.
In the event of termination (with or without the 180-day notice), the County will provide
the City of Farmington Hills, on or before the effective date of the termination, with all of
its records and data and all current CAMS Application database tables and database
rev 10.28.10. 5
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schemas, in a format agreed upon by both Parties, for all CAMS modules as defined in
the SOW specific to the City of Farmington Hills's operations,
Notwithstanding the above, if funding for this project becomes unavailable, or if the
County is subject to a court order or other legal or technical obligation requiring it to
terminate or stop the project or modify or reduce its scope, at any time before, during, or
after implementation of the CAMS application modules pursuant to the SOW, the County
may terminate or cancel this Agreement or modify the scope of the project immediately
upon written notice to the City of Farmington Hills. The effective date for termination,
cancellation, or scope modification shall be clearly stated in the written notice. Except as
provided in Section 18(d) or elsewhere in this Agreement, if the County terminates or
cancels the project, the City of Fa' iiiington Hills shall have no further obligation for the
payment of any sums hereunder. If the County modifies the scope of the project, and the
City of Farmington Hills does not terminate its Agreement vvith the County, the calLlcs
shall meet to review the annual maintenance fee, which may be modified by written
amendment to this Agreement. If the County reduces the scope of the project or the
service level for the project, a corresponding reasonable reduction in the maintenance fee
shall be agreed upon by the Parties.
Termination or cancellation by the County under this section shall not result in any cost,
fee, fine, penalty, special, incidental, consequential, or punitive damages.
25. During the initial term of this Agreement, within 30 days of the anniversary of the
effective date of the Agreement, the County will provide the City of Farmington Hills
with an annual written update regarding CAMS and anticipated changes to CAMS which
may impact the operation of the City of Farmington Hills. Notwithstanding the
preceding, nothing in this Agreement shall limit, modify, alter, or divest the County of its
right to terminate this Agreement as provided herein.
26. Written notices under this Agreement shall be sent by registered mail or hand-delivered
to:
For the CVT: the City Manager and City Clerk at the address listed on page one
For the County: Director, Department of Information at the address listed on page one.
27. This Agreement represents the entire Agreement between the Parties and supersedes all
other prior or contemporaneous Agreements, communications, or understandings,
whether oral, written, or otherwise presented, between the Parties governing the matters
described herein. The language of this Agreement shall be construed as a whole
according to its fair meaning, and not construed strictly for or against any Party,
28. The Parties have taken all actions and secured all approvals necessary to authorize and
complete this Agreement. The persons signing this Agreement on behalf of each Party
have legal authority, by resolution of each legislative body, attached to this Agreement, to
sign this Agreement and bind the Parties to the terms and conditions contained herein.
rev 10.28.10. 6
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For and in consideration of the mutual promises and representations set forth in this
Intergovernmental Agreement between the County of Oakland and the City of Farmington Hills,
the undersigned execute this Collaborative Asset Management System Intergovernmental
Agreement on behalf of the County and the City of Farmington Hills, and by doing so legally
obligate and bind the County and the City of Farmington Hills to the terms and conditions of this
Intergovernmental Agreement.
OAKLAND COUNTY
By:
Michael J. Gingell
Its Chairperson, Oakland County Board of Commissioners
City of Farmington Hills
By:
(Print Name):
Date: Its
Date:
rev 10.28.10. 7
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City of Farminytori !fills
Impiementajon
on
December 21, 2010
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1.0 Project Or..-unr!Ai
This Scope of Work (SOW) document details the actions that will be undertaken by Oakland
County Information Technology (OCIT or County) and the City of Farmington Hills (the City) to
implement the Collaborative Asset Management System (CAMS) Agreement between the City
and Oakland County. The CAMS system includes Azteca's Cityworks Computerized Maintenance
Management System (CMMS), Customer Request Management (CRM), Public Access Portal,
Storeroom, and Permitting applications, to facilitate the effective care & management of water,
sanitary, and/or storm related infrastructure.
The CAMS Application, including CRM, CMMS, Storeroom, and Permitting are "commercial-off-
the-shelf" software of Azteca's Cityworks ArcGIS Server-based product. The Public Access
Portal module is a custom application being developed by a third party integrator.
• CMMS will centralize the management of work orders, inspections, inventory and project
costing.
• CRM will include call center functionality and will provide for the streamlined entry of
service requests, complaints, and feedback.
• Public Access Portal will include an online, internet resource providing the public with the
means of submitting service requests that will be routed to the appropriate agency
responsible for maintaining the utility infrastructure.
• Permitting will allow for the management of permit related information received from
the public.
• Storeroom will provide a means for managing material, supplier, and requisition
information for utility related infrastructure components.
• Designer is the module that allows Cityworks administrators to manage and customize
the configurations for each of the other modules, including CRM, CMMS, Permitting and
Storeroom.
2.0 Project Co
There is no charge to the City to implement CAMS for the City, because Oakland County
included the implementation costs in the CAMS funding proposal to the Oakland County Board
of Commissioners. However, beginning on October 1, 2011, the City will be responsible for the
annual software support and maintenance fee which covers a portion of the actual costs of the
system. (See the CAMS Service Level Agreement [SLA] document for details.)
3.0 Project Team
The project team established to guide the implementation of CAMS for the City will consist of
representatives from the County and the City. Individual roles and responsibilities for the team
members will be as follows:
• The City will be responsible for gathering and documenting business requirements and
workflows, documentation review, testing, quality assurance, and end-user training. A
designated point of contact will serve as the City's Project Manager.
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• OCIT will be responsible for project administration, technical strategy, server hardware and
software environments, application configuration, testing, and quality assurance. OCIT will
assign a dedicated Project Manager to oversee the implementation process.
4.1; Project Pkinnirf.7 nrd Initiation Pirzse
The County and the City will hold an initial project planning meeting to facilitate the
development of a Detailed Project Plan that will address each phase of the CAMS
implementation project. The Detailed Project Plan will subsequently be used to coordinate the
schedule, staffing, milestones and other resources needed to successfully complete the project
described herein. This initial meeting will provide the foundation and operational details for the
implementation of the CAMS Application Modules. The County will also establish a clear
communications plan that will be used by each member of the project team.
4.. eview Procedare
For each and every deliverable document or report defined in this Scope of Services, OCIT shall
provide the deliverable document to the City for review. The City shall review the deliverable
document and advise OCIT, within ten (10) business days, of any changes to the deliverable
document that it deems necessary. OCIT shall incorporate these changes into the deliverable
document to the extent possible and provide the revised deliverable document to the City for a
subsequent review within five (5) business days of receiving the requested changes from the
City. The City shall advise OCIT within ten (10) business days if the revised deliverable
document is acceptable. This Deliverable Review Procedure shall continue until the City Primary
Point of Contact has advised OCIT that the deliverable document is acceptable. Failure of the
City to respond to OCIT's changes to a deliverable document within fifteen (15) business days
shall be deemed acceptance by the City of the deliverable document.
4.2 Project Escalat:JA Vrocedure
All disputes arising under or relating to the execution, interpretation, performance, or
nonperformance of this Scope of Work involving or affecting the Parties may first be submitted
to the respective Project Managers for possible resolution. The Project Managers may promptly
meet and confer in an effort to resolve the dispute. If the Project Managers cannot resolve the
dispute in five (5) business days, the dispute may be submitted to the Project Managers'
respective direct Supervisors. The Supervisors may meet promptly and confer in an effort to
resolve the dispute. If the Supervisors cannot resolve the dispute within 15 days, either Party
may terminate the Intergovernmental Agreement as provided therein.
4.3 Delivery of Converted Watf..:, :;ewer and Stca°L,4 GIS Datasets
The County will deliver the Water, Sewer and Storm GIS data that has been converted or
translated from source materials (hardcopy and/or digital) provided by the City and integrated
into the County's data model to facilitate participation in CAMS.
4.4 Detailed Project Plan Development
The County will develop, with input and assistance from the City Primary Point of Contact, a
Detailed Project Plan, Clarity Software, that will address each phase of the CAMS
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implementation project. The phases are: Configuration, Testing, and Deployment. The Detailed
Project Plan created by the County will include activities, tasks, milestones and resource
allocations that ultimately will be used to build a Project Implementation Schedule and must be
approved by the City Primary Point of Contact before any work under the Agreement begins.
Each phase of the Detailed Project Plan will have key milestones that will require signed
approval from the City before the phase can be considered complete.
The Detailed Project Plan will be maintained and updated on a regular basis by the County, with
approval of the City Primary Point of Contact, and expanded to include additional project detail
as it is available. The Detailed Project Plan will also be used to monitor the implementation
timeline and budget.
4.5 Project Communications
The County will develop, with the input and assistance from the City Primary Point of Contact, a
Project Communications Plan that will be used by the County and the City during the entire
term of the CAMS implementation. The Project Communications Plan will detail a scope change
process, as well as an issue management process. As a part of this plan, the County and the
City will participate in bi-weekly status meetings facilitated by the County Project Manager. The
County will produce the minutes from the meetings.
The County Project Manager will produce quarterly a project management report that
summarizes the work completed and updates to the Detailed Project Plan.
4.6 Project Launch Meeting
The County will facilitate a Project Launch Meeting that will include participants from the City
project team. The purpose of the meeting is to review the initial Project Plan, Schedule, and
Communications Plan.
4.7 Summary of Phase Deliverables
In summary, the following deliverables will be provided in Project Planning and Launch Phase:
• Delivery of Converted City NAME Water, Sewer and Storm.. (.1Is DatAcptc
• Detailed Project Plan for each of the project phases
• Communications Plan
• Project Launch Meeting
5.0 ConfigrTation Phase
The Configuration Phase will define the configuration and testing requirements for the
implementation of the CAMS Application Modules, including CRM, CMMS, Storeroom, and
Permitting.
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5.1 City NAMECon figuration Gathering
Existing workflow practices will be used as a basis for the City NAMEs CAMS configuration
requirements. As appropriate, the County will conduct meetings with members of City staff to
understand the content/functions of the existing system and processes, and the map output
and reporting needs of the City.
5.2 City NAMEConfiguration Guide
The County will document the configuration necessary for the City to utilize each CAMS
application module in a document to be called the "City 17AVE Configuration Guide." This
guide will include the following:
• User Administration: defining organizational roles, system users, user groups, and security
permissions.
• Service Requests: defining problem types and categories, customer account and citizen
information, and standard FAQ's.
Public Access Portal: definition and configuration of a subset of service requests for the
public to access via a web based application.
Work Orders: defining work order templates, accessing/modifying labor material and
equipment information on work order, grouping/summarizing work orders, etc.
• Work Activities: defining actions, inspections, violations, and fee calculations.
• Materials and Equipment: defining materials and equipment hierarchies, etc.
• Inventory: defining parts, supplies, equipment locations, quantities, etc.
• Custom Fields and Codes: defining custom codes, custom field templates, etc.
5.3 User Accept' ice Test Plan
The County will develop, with the input and assistance from the City Primary Point of Contact, a
User Acceptance Test Plan that will be used for acceptance of the City implementation of the
CAMS application modules. The User Acceptance Test Plan will be based on the approved
Configuration Guide. The plan will describe and provide directions for user testing processes for
testing the CAMS modules in a prototype environment, and also post-implementation validation.
5. Configurat!7i am' !Intification of Readiness
The County will use the City Configuration Guide document to configure the respective
Application modules in a prototype environment. The County will document any potential
configuration changes it uncovers during the configuration process and provide it to the City for
review. After the configuration is complete, the County will validate the system is ready for
User Acceptance Testing and notify the City that User Acceptance Testing can begin.
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5.5 City 17,,-.MA:Deployo,'.ent Plan
The County will develop, with the input and assistance from the City Primary Point of Contact,
and document a City NAME Deployment Plan that will detail the steps and resources needed to
successfully implement the CAMS Application Modules for the City in a production environment.
The Deployment Plan shall be approved by the City Primary Point of Contact before any work in
the Testing Phase begins.
5.6 Summary uf hase Deliverables
In summary, the following deliverables will be provided by the County in Configuration Phase:
• Configuration Guide
* User Acceptance Test Plan
• Configuration and Notification of Readiness
• Deployment Plan
6.0 Testing Phase
The Testing Phase will establish a functional release of CAMS in a prototype environment at the
County. This test release will be used to evaluate and validate each of the application modules'
configuration requirements. If necessary, following successful prototype testing, the County will
produce a revised Configuration Guide that shall be used to implement the CAMS Application
Modules in the production environment at the County.
6.1 User Acceptance Testing
The City shall use the User Acceptance Test Plan to execute User Tests. Upon successful
completion of the testing, the City shall provide written confirmation to the County that the User
Acceptance Tests were successful.
6.2 Training
The County shall conduct up to 2 days of CAMS training sessions for the City's designated
power user and trainer, who will be responsible for local system configuration and training the
City end users. The sessions will occur prior to the production deployment of CAMS for the City
at the County.
The County will provide classroom facilities, hardware, software, and sample data for each
application module training sessions. The County and the City Primary Point of Contact shall
review and approve all training materials prior to the start of CAMS Training.
The County shall provide the City with electronic copies of the training material used in the
sessions.
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15
6.3 Service Desk Scripts and Kncwledge Ducoments
The County shall complete the standard service desk script and knowledge templates. The
County shall develop a set of service desk scripts and knowledge documents that reflect the
most common questions asked during the City CAMS training.
6.4 Sunimary Elase DeliveraLlas
In summary, the following deliverables will be provided in Testing Phase:
• Revised City NAME Configuration Guide
• City NAME User Acceptance Tests
• City NAMETraining and Associated Materials
• City NAME Service Desk Scripts and Knowledge Documents
.
•
.0 Deployment Phase
The Deployment Phase will establish a functional release of CAMS for the City in the production
environment. The tasks outlined below will support the implementation of CAMS in a
production environment.
7.1 Post-Implementation Validation
The City will utilize the scripts in the User Acceptance Test Plan to capture live data in the CAMS
production environment. This activity will confirm that the City Configuration Guide was
implemented correctly and that the City NAME CAMS Application Modules are functioning and
performing properly in the production environment.
The City will be responsible for ensuring that CAMS users are equipped with computers that
meet the minimum requirements set-forth in the Service Level Agreement.
Within two wee.k_s after the successful deployment of CAMS, the City will provide written
confirmation to the County that the post-implementation validation was successful and
Configuration Guide was implemented correctly.
7.2 Update of Documentadc:-
The County will update any appropriate documentation to reflect any inconsistencies discovered
during the setup of the production environment.
7.3 Projec:: ''.3rap-Up eciL
The County and the City will participate in a Project Wrap-up Meeting to discuss the overall
project successes and lessons learned. The County will document minutes from the meeting.
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16
7.4 3ummary of Phasc;:abIs
In summary, the following deliverables will be provided in Production Deployment Phase:
• Post-Implementation Validation Confirmation
• Project Wrap-up Meeting
• Updated Documentation
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17
Resolution #11099 May 19, 2011
Moved by Weipert supported by McGillivray the resolutions (with fiscal notes attached) on the Consent
Agenda be adopted (with accompanying reports being accepted).
Commissioner Jackson addressed the Board to give a special thanks to the General Government
Committee for passing Miscellaneous Resolution #11081 entitled Board of Commissioners — Declaration
of May 25, 2011 as National Missing Child Day in Oakland County; she also wanted to give thanks to
Youth Assistance.
Vote on Consent Agenda:
AYES: Crawford, Dwyer, Gershenson, Gingell, Gosselin, Greimel, Hatchett, Hoffman, Jackson,
Long, Matis, McGillivray, Middleton, Nash, Nuccio, Potts, Quarles, Runestad, Scott, Taub,
Weipert, Woodward, Zack, Bosnic, Covey. (25)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Bill Bullard Jr., Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on May 19,
2011, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 19th day of May, 2011.
e
Bill Bullard Jr., Oakland County