8660 - Informal Amendment 1 Executed
DocuSign Transmittal Coversheet
File Name
Purchasing Contact
Docusign Envelope ID: 8394EC6C-BCD8-4FA5-91FC-A26F0AD6016E
Kayla Clark
8660 Fleet Asset Management Software
Procurement
901 B Texas St., Denton, TX 76209 (940) 349-7100
OUR CORE VALUES
Inclusion Collaboration Quality Service Strategic Focus Fiscal Responsibility
June 5, 2025
ASSETWORKS INC.
1001 Old Cassatt Road, Ste. 204,
Berwyn, PA 19312
Re: 8660- Fleet asset management, Amendment 1
Dear Name
Thank you for being such a valued partner. By signing this Amendment below, COD and
ASSETWORKS INC. agree that the Contract is hereby deemed amended to the updated Schedule of
Charges, as shown in Attachment A.
Except as amended by this Amendment, the Contract is not otherwise amended and all other terms
and conditions of the Contract remain in full force and effect, as amended hereby. This Amendment
may be executed in any number of counterparts, each of which shall be deemed an original and all of
which together shall constitute one and the same instrument. Signatures transmitted electronically
shall have the same effect as the delivery of original signatures.
The City of Denton reserves the right to re-evaluate pricing as the market conditions change and can
ask your firm to provide updated proposed pricing, including, but not limited to, a decrease in
pricing, as a result of any such change.
We look forward to future business with your firm.
Regards,
____________________________ ___________________________
Kayla Clark, Buyer Greg Richards
Procurement or Authorized Representative
City of Denton ASSETWORKS INC.
Docusign Envelope ID: 8394EC6C-BCD8-4FA5-91FC-A26F0AD6016E
STATEMENT OF WORK
CITY OF DENTON
Q-13945
FleetFocus Asset, Inventory and Maintenance Management
Applications
11/6/2024
Docusign Envelope ID: 8394EC6C-BCD8-4FA5-91FC-A26F0AD6016E
Attachment A
STATEMENT OF WORK
PAGE 2
Contents
Contents ............................................................................................................................................................. 2
FleetFocus Introduction ...................................................................................................................................... 3
Implementation Approach ............................................................................................................................................. 3
FleetFocus Project Task Descriptions ................................................................................................................... 3
WBS A.1.0 Initiation .................................................................................................................................................... 3
WBS A.2.0 Discovery ................................................................................................................................................... 7
WBS A.3.0 Design ....................................................................................................................................................... 8
WBS A.4.0 Build ........................................................................................................................................................ 10
WBS A.5.0 Train & Test ............................................................................................................................................. 24
WBS A.6.0 Deployment ............................................................................................................................................ 34
FleetFocus Preliminary Schedule ....................................................................................................................... 35
FleetFocus Milestone Schedule ......................................................................................................................... 37
FleetFocus Optional Services ............................................................................................................................. 37
FleetFocus Standard Assumptions ..................................................................................................................... 37
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FleetFocus Introduction
AssetWorks is pleased to partner with CITY OF DENTON (“DENTON”) for a successful implementation of the FleetFocus
asset and maintenance management application for its Fleet assets. This Statement of Work (“SOW”) identifies the
tasks required for the implementation of the FleetFocus solution. This SOW is based on AssetWorks’ current
understanding of the requirements and AssetWorks’ previous experience with similar engagements.
AssetWorks recommends DENTON use AssetWorks’ expertise and consulting resources to ensure a timely and cost-
effective implementation. AssetWorks offers a variety of services ranging from workflow re-engineering to general
business and technical consulting.
To best facilitate the implementation, AssetWorks urges DENTON to formally identify a core team of members from
each of the critical business groups who will participate in or be affected by the implementation of the project. This
involvement must come from all parties. This core team should be both technically qualified and knowledgeable of
their group’s business practices. These individuals will be responsible for spearheading the system configuration, data
mapping, and workflow tasks to ensure a feasible and effective production rollout.
Circumstances may necessitate changes to the tasks and/or time estimates, at which time AssetWorks and DENTON
will discuss these changes in good faith at their earliest opportunity.
Implementation Approach
In this document, AssetWorks has provided a detailed Statement of Work, which outlines our proposed
implementation approach for the initial implementation of the AssetWorks FleetFocus solution for DENTON.
AssetWorks implementation approach is built around industry and business standards for software implementation
and project management. This standards-based approach allows us to focus on implementing the solution and
focusing on those aspects of the project that represent the biggest challenges. This flexibility facilitates adjustments to
the project implementation to accommodate the nuanced needs of our various customers and has yielded successful
implementations for all our current and past customers.
AssetWorks follows a collaborative approach to the implementation effort, engaging DENTON staff in each step of the
process. This approach is built upon a foundation of knowledge transfer. As we work through the implementation
together, DENTON staff will become increasingly knowledgeable and experienced with the product, how and why
configuration decisions were made, how the data was organized and loaded, and how to manage and execute
workflows within the system. In our experience this approach leads to the quicker adoption of the solution by the
organization’s staff, and results in a much smoother transition from implementation to operations and enables the
customer to take full ownership of the solution.
FleetFocus Project Task Descriptions
WBS A.1.0 Initiation
WBS A.1.1 Project Management Services
Project kick-off and planning
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AssetWorks will facilitate a remote project kick-off meeting wherein we will review the project timeline, identify roles
and responsibilities and discuss status reporting with DENTON staff.
AssetWorks recommends DENTON appoint a core project team for the implementation stage with representatives
from all functional or operational areas of DENTON’s business. This core group must have the authority and charter to
make appropriate decisions regarding the implementation. The core group representatives should have complete
knowledge and familiarity with DENTON’s operations and objectives. They will form most of the roll-out team later in
the project. DENTON project team will define their roles and responsibilities and establish project standards and
controls.
DENTON will appoint a dedicated Project Manager, Subject Matter Project Leads, and supporting personnel from the
designated DENTON functional and operational areas. DENTON Project Manager will lead the overall DENTON project
team and be responsible for DENTON personnel and resources on the project. The Project Leads will be responsible
for assisting AssetWorks with the configuration and implementation of FleetFocus and for facilitating decisions among
the core maintenance group.
The Project Kick-off Meeting will discuss and review the following topics:
•Project plan tasks and timeline
•Contract deliverables
•Change management procedures
•AssetWorks roles and responsibilities
•Customer roles and responsibilities
•Implementation approach and phases
Project management and oversight
AssetWorks will provide project management and oversight services to execute the project plan. The AssetWorks
project manager will coordinate AssetWorks project activities. AssetWorks will provide the following project
management services:
•Serve as the main point of contact for DENTON Project Manager
•Coordinate of project resources and work so that milestones are met in an efficient manner; tasks will be
designed to minimize implementation time and cost while taking into consideration resource and time
constraints such as DENTON staff availability
•Work with DENTON to manage risks throughout the project
•Present progress to DENTON Project Manager and/or to DENTON Project Sponsors (as required)
•Attend project related meetings as needed to ensure timely resolution to open issues and action items
•Develop project deliverables
•Manage approval/sign-off processes
•Manage action items
•Manage scope control
•Maintain project schedule and schedule meetings
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The AssetWorks Project Manager will ensure that sufficient resources are available to implement the system in
accordance with the project requirements. The AssetWorks Project Manager will monitor the project resources to
ensure quality delivery of services and that the deliverables are completed in accordance with the project
requirements.
AssetWorks will assign a Professional Services Manager to provide additional subject matter expertise, monitor the
project resources and budget, and ensure quality delivery of services. The Professional Services Manager is
DENTON’s first escalation point for any issues arising during the project while the Program Manager will provide
executive level communication and support.
Deliverables for Project Management Services
•Complete Project Kick Off
•Update to relevant status reports prior to status meetings
•Manage action items, issues and risks
•Facilitate monthly status meetings
DENTON is responsible for all deliverables not specifically included above.
WBS A.1.2 Hardware Acquisition
AssetWorks recommends the following hardware configuration and hardware specifications for DENTON’s
implementation. Any recommendations noted in this SOW are subject to change and refer to FleetFocus product
documentation available on AssetWorks’ customer site, the Community.
Workstation Specifications
Workstation Recommendations
•Microsoft Windows Workstation (Laptop or Desktop) with supported Operating System
•and compatible/supported browser.
•Recommended resolution: 1920 x 1080
•Minimum supported resolution: 1024 x 768*
•* Most areas of the web application are certified utilizing a standard resolution of 1920 x 1080. The lower
resolution of 1024 x 768 can be utilized in most areas, but pages viewed at this resolution may cause
layout inconsistencies or require scrolling to view all areas of a screen. 1000+ Mbps Ethernet NIC
Laser Wedge Scanners
•DataLogic Gryphon
•QuickScan I QM2400
•USB
Label Printers
•Intermec printers supporting the IPL programming language
•All Zebra printers supporting the ZPL and EPL programming languages
Tablet / Mobile specification recommendations
•Screen Size: minimum specifications are 8" for EDGE and 5" for SmartApps
•Supported Mobile Browsers: Chrome and Safari (Microsoft EDGE is not supported for mobile)
•Supported Mobile OS: Android v.9 and above Apple iOS v.14 and above
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Additional Requirements for Any Configuration
In addition to the above, AssetWorks also recommends DENTON procure the following:
•An appropriate number of printers
•AssetWorks recommends 19” monitors to take better advantage of the FleetFocus screen and window
capabilities.
Customers are responsible for any site preparation or construction or communications or cabling infrastructure.
This is mainly for customers implementing projects with additional hardware such as KeyValet, FuelFocus, etc. If
this is the case, further scope will be listed later in the statement of work or supporting AssetWorks Product
documentation surrounding those requirements and is available upon request.
WBS A.1.3 Software Installation Services
Database and applications
As part of going SaaS with AssetWorks, we will create the non-production and production FleetFocus environments
as well as a reporting environment. AssetWorks Customer Care will work with the AssetWorks Project Manager to
schedule the installations and provide updates accordingly for project schedule purposes.
Once installed, the URL and login information to the production and non-production system will be provided to
DENTON. It is recommended, when possible, that DENTON have separate workstations and/or tablets for
technicians to login to the system to maximize the efficiency of capturing real-time labor and avoid the delays in
updating work orders with notes, labor, etc. that would come with shared computers. All workstation and browser
recommendations are contained within product documentation and can be provided on request. A chart is listed
below, however, that is subject to change with new releases and updates from the AssetWorks Product
Management team.
DENTON will also be provided with the details of the reporting instance’s connection information.
During the project “Initiation” phase, AssetWorks will install the latest FleetFocus release available at the time of
installation. Past releases are noted in the supported “Browser Version” chart below as these are considered
“supported” at the time the SOW was created. Based on project duration, DENTON should expect to potentially
upgrade an additional time before go-live, due to newer features or fixes available within the software branch
installed. AssetWorks Professional Services and/or Customer Care team will advise on the recommended version
prior to the final testing and go live phase of the project.
All system requirements and compatibility information for FleetFocus are available upon request. Below are the
current browser versions and SSO methods supported for FleetFocus.
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Tablet / Mobile specification recommendations
•Screen Size: minimum specifications are 8" for EDGE and 5" for SmartApps
•Supported Mobile Browsers: Chrome and Safari (Microsoft EDGE is not supported for mobile)
•Supported Mobile OS: Android v.9 and above Apple iOS v.14 and above
Deliverables for Software Installation Services
•Installation of AssetWorks software in a production and non-production environment
•Provide URL and system administrator access to the production and non-production environment
•Reporting database connection information for use with the Crystal report writer license
WBS A.2.0 Discovery
WBS A.2.1 Current State Discovery – “Day in the Life”
Current State Questionnaires & System Overview
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Shortly after the project kick off meeting, AssetWorks will send to DENTON a series of current state questionnaires
for DENTON to fill out and return to AssetWorks. These questionnaires cover topics such as asset management,
work order management, materials management, motor pool (if licensed), fuel and financial tracking and billing.
Once returned, AssetWorks will schedule sessions to review these with the customer and ask further questions.
These documents are critical to understanding DENTON’s daily operations, key drivers and project expectations
and serves as the baseline for completing the system design and setup consulting sessions.
AssetWorks will also conduct, post kick-off meeting, a short “Day in the Life” overview session of the basic portals
for work management solutions and user-role based workflows commonly used in a maintenance organization to
assist in the facilitation of change management for the core project team to the FleetFocus system.
WBS A.3.0 Design
WBS A.3.1 System Design Services
System Design & Setup Consulting
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After the discovery session, AssetWorks will lead system setup sessions to complete the coding conventions for
equipment numbering, equipment classes, repair codes, PM schedules, PM parameters, PM checklists, and other
items. AssetWorks will also review the setup for all the modules being implemented as part of this project.
DENTON’s preparation for this engagement includes the assimilation and distribution of relevant inventory,
purchasing, operations, and maintenance data prior to the meeting. The goal for these meetings is to achieve at
least 90% of the standard coding schemes and business practices required for system roll-out. The coding schemes
listed on the agenda will be defined based on best practices with AssetWorks making recommendations as we
better understand DENTON’s standards (e.g., tasks (6-9 digit), work accomplished codes, condition ratings,
position, etc.) and with maintenance classes like NAFA or AWPA.
One of the strategies for success during this project that AssetWorks uses is to actively utilize the FleetFocus
Starter Database. The AssetWorks Professional Services team has jointly architected this based on the experience
of hundreds of past deployments and it is consistently refined each product release to be optimized for an asset
maintenance organization. It contains many industry-standard coding schemas, user groups with baseline security
setup, best practice workflow settings and pre-configured portals designed for DENTON to review and make
modifications to versus creating brand new coding structures.
This approach ensures that customers get up and running more quickly and allows for a greater engagement on
making informed decisions and facilitates stronger change management to new processes as workflows can be
quickly demonstrated. The starter database will be installed in the Production and Test environment with the test
version containing sample assets, classes, parts, etc. This is intentional so that post each setup session a customer
can login to practice and learn the system allowing for an easier transition time to the new application and
processes along the way. AssetWorks has found to create a stronger user adoption for the core project team who
then extend that knowledge more easily down to the end users at go live.
Deliverables for System Setup Consulting Services
•Conduct multiple remote sessions (12 setup sessions) to review core codes, starter database and discuss
initial workflow design conversations; services are fulfilled at the conclusion of the sessions with the
understanding additional follow-up is to occur during the System Configuration Services phase.
System Setup Session Topics by User Role – see Application Design Guide for topic breakdown
Session # FleetFocus System Setup Meeting Customer User Role(s)
1 FleetFocus Application Overview & New User Orientation Core Project Team
2 Organization Structure Core Project Team
Program Office Manager
Finance Manager
3 Application Security & Equipment Management - Part 1 Core Project Team
Asset Manager
IT / Network Administrator
4 Equipment Management - Part 2 Core Project Team
Asset Manager
Program Office Manager
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5 Work Management – Part 1 Core Project Team
Supervisor Lead / Technician Lead
6 CHECKPOINT – Progress Review Core Project Team
7 Work Management – Part 2 Core Project Team
Supervisor Lead / Technician Lead
8 Warranty & Fuel Core Project Team
Fuel Manager
Warranty Administrator
9 Materials Management Core Project Team
Storekeeper Lead
10 Purchasing Core Project Team
Storekeeper Lead
11 Financial Tracking Core Project Team
Finance Manager
12 Portals and Options Core Project Team
Finalize data definition and workflows
AssetWorks will advise the DENTON Project Team on how to setup and configure FleetFocus. However, the
configuration of the application is ultimately the responsibility of DENTON.
DENTON will take “action items” from the System Set-up Consulting sessions to finalize the definition of all
relevant FleetFocus data elements and work processes, including maintenance, parts management, procurement,
and other job functions. DENTON’s deliverable for this task is to complete documentation of DENTON’s definitions
for all applicable FleetFocus data elements. This deliverable is a critical prerequisite to the configuration of the
system. AssetWorks will work with DENTON to prepare this documentation. It is recommended to work on these
items as soon as possible following setup overview sessions to ensure a more complete comprehension of the
material being covered.
During the data definition process, DENTON will also be asked to start collecting certain data as the items are
covered during the system setup consulting sessions. This data may be converted and loaded to the application
based on the project timeline in conjunction with the other setup tasks for the various modules licensed.
AssetWorks will also work with DENTON team to configure FleetFocus per the discussed workflow in the system
setup consulting sessions. This configuration will build on the setup defined with DENTON core team and will focus
on specific decisions, such as location options, department settings, etc. DENTON will be required to perform setup
tasks as assigned by AssetWorks.
WBS A.4.0 Build
WBS A.4.1 System Configuration Services
Configure and Review Pre-Setup Starter Database Modules and Portals
AssetWorks will review settings to setup desired workflow and provide an orientation for the following modules:
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•Enterprise Portal – The Enterprise Portal module is a web-based alternate end user interface to the base
application logic. The module provides a familiar look-and-feel to grid and tabs, function buttons, and
screen menus, while removing the need for a client-side (GUI) installation. Users have access to all the
same screens and functions as through a GUI but now access the screens through a standard web
browser. It is primarily used for application setup and system administration management of AssetWorks
FleetFocus in complement to the Shop Activity web portals.
•Shop Activity Module – The Shop Activity module manages workflow driven portals for activity happening
in a shop or out in the field and with an external customer.
o Work Management Module - The Shop Activity Work Management Portal is designed to provide
supervisors with access to all the screens and functions required during their workday. Supervisors
can use the portal to do the following: view and assign work, view current status of employees on
the shop floor, view equipment repair history, service requests, and messages, request or post
parts for work orders, create and update test results related to work orders, complete PM
checklists for PM and inspection services, enter complaint, cause, and correction detail for repairsperformed, add comments and notes to work orders, create new work orders, create new service
requests, and assign employees to existing work orders.
o Technician Module - The Shop Activity Technician Portal is designed to provide technicians with
access to all the screens and functions required during their workday. Technicians can use the
portal to do the following: view work assigned to them, log on and off of tasks, view equipmentrepair history, service requests, and messages, request or post parts for work orders and view
status of past requests and postings, add comments and notes to work orders, create and update
test results related to work orders, complete PM checklists for PM and inspection services, enter
complaint, cause, and correction detail for repairs performed, create new work orders, manage
service requests, and print work orders.
o Storekeeper Module - The Shop Activity Storekeeper Portal is designed to provide storekeepers
with access to all the screens and functions required during their workday. Storekeepers can use
the portal to perform the following functions: manage part requests or requisitions, order parts,
and create new parts.
o Service Request Module - The Service Request Portal is designed for deploying and displaying
Service Request entries. It gives your organization the option to relieve the burden on shops or call
centers that record requests from employees and operators for asset maintenance or vehicle
service by allowing individuals to log the requests themselves. Using the kiosk feature eliminates
the need for each operator to have a login for entering and displaying vehicle service requests.
o Notification Module – The Notifications module provides instant alerts of important information
and scenarios for better communication and tracking. A collection of out-of-the-box notification
scenarios are provided. AssetWorks will assist in the configuration of up to three “out of the box”
notifications for customer use. This module is included in base FleetFocus.
o Ad Hoc Query Module - The Ad Hoc Query Module provides secure ad hoc query capabilities. Itallows users to build their own queries, format the display of the results, export the results, and
save queries for future use and sharing with others. AssetWorks will review a sampling (3) of the
created, out of the box ad hoc queries. AssetWorks will not create new customer specific custom
reports. AssetWorks will show DENTON how to adapt one report and in addition, how to setup
permissions for reports. This module is included in base FleetFocus.
•Reporting Module – The Reporting Module takes data stored in your database and reformats it into
information that can assist in effectively managing operations. At the same time, it opens visibility intoyour operations by publishing professional reports over a zero-client, browser interface. The Reporting
Module will provide standardized reports as well as accessibility to real-time data and report automation
using Crystal Reports; training on Crystal Designer is not included and modification of out of the box
Crystal reports by AssetWorks is not included in this scope of work.
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•KPI/Dashboards Module - The Dashboard Module provides real-time access to your database through
easy-to-interpret, out-of-the-box gauges and charts. Dashboard elements provide instant insight into your
maintenance key performance indicators via a standard web browser. You may provide access to
dashboards to anyone in your organization with an authenticated login, without the need to install any
software on their machines. AssetWorks will do a short review of the out of the box standard dashboards
included in the Starter Database. Any modifications to those will need to be done by DENTON unless
project budget supports additional configuration. AssetWorks recommends customers have knowledge of
SQL to build Advanced KPIs. AssetWorks does not provide training on SQL and does not build SQL
statements for use as Advanced KPIs.
•Motor Pool Module – The Motor Pool module allows for the setup of a motor pool asset types, rates by
meter, duration (i.e., Day), etc. and allows for manual dispatching options.
•Motor Pool Reservations Module – The Reservations Module allows your customers to create, view and
modify their motor pool reservations through a web-based portal. It also provides the option to email
confirmation tickets to users requesting reservations. The Reservations Module improves efficiency by
providing users with instant access to the information they need to streamline the reservation process.
•AssetWorks will provide remote professional services to setup and train on the motor pool
module functionality and the Reservations module/portal for online reservations. Setup and
training agenda to include:
o Motor Pool module setup and overview
Pool Vehicle Types
Operators
Calendars
Locations
Departments
Fleet Equipment
Creating a Motor Pool Reservation
Dispatching a Motor Pool Reservation
Returning a Motor Pool Reservation
Reservation Status Definitions
Printing a Reservation Confirmation
o Reservations Module setup and overview
Creating a Motor Pool Reservation
Printing a Reservation Confirmation
•Reservations can also be made available in the SmartApps Reservations app if installed and
setup.
•AssetWorks will advise on Operator/Employee setup and work with the customer to train
them on how to load this data.
•This project does not provide any interfaces to keep Operators/Employees in sync with a 3rd
party system or services to setup SSO (Single Sign On) unless specifically noted.
•Customer Access Module – The Customer Access Module is designed to provide maintenance department
administrators with an easy to use, browser-based, real-time view into information regarding the vehicles
and assets in their departments. It provides a link to enter service requests on vehicles, display assignedassets to the user’s department, display open work orders for assets assigned to the user’s department,
and enter meter readings and usage tickets for assets. Does not include PM scheduling.
•MobileFocus Enterprise - MobileFocus is a suite of software applications that allows integration of system
applications with mobile devices. This makes the applications portable, enabling employees to access and
update data related to work orders, asset meter readings, asset main records, part transactions, PMs and
inspections and submit service requests from where the work occurs rather than “tied” to a PC or kiosk.
Services for in scope mobile products are listed in WBS A.4.3.
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•Billing Module - The Billing Module is designed for review, adjustment and editing of transactions, for the
purpose of billing out work order transactions, fuel transactions, end of the month charges, special fees,
motor pool usage and more. A short overview will be given on this module. However, there are no
services included in this statement of work to set this up as it requires further discussion with the
customer to decide if this is needed as part of the implementation. If it is decided that it will be used, a
change order will be required.
•MAXQueue Module PLUS - MAXQueue Module PLUS - The AssetWorks API Module licensing (MAXQueue
Module PLUS) has been included in the licensing model. A small bucket of 32 hours of consulting services
have been included as time and materials. Once installed, it will be made accessible with the released API
routes included in a generally available (GA) version DENTON utilizes for test and production. No
development services are included.
Module system orientation sessions are approximately each 2 hours in length covering one or more of the topics
listed above. AssetWorks maintains an “Application Design Guide (ADG)” checklist covering System Setup and
various configuration tasks and which also documents business decisions and application setup and configuration
decisions for all in scope to be utilized. Utilizing that guide, AssetWorks will schedule sessions with DENTON and
recommend the types of resources required. An example screenshot of this document is located below.
Application Design Guide (ADG)
In addition, AssetWorks will consult with DENTON to configure the modules to facilitate the workflows for the
maintenance and back-office functions. Configuration includes:
•Assigning user groups for specific functions
•Initializing (out of box) notifications to facilitate business processes
•Creating custom menus for specific user groups
Deliverables for System Configuration Services
•Setup configuration completed in the production database
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•Production database available to re-fresh (database restore) the non-production database for customer
review.
•Overview of all in scope noted modules and setup of those modules with decided workflows and
processes from system setup consulting sessions.
WBS A.4.2 Data Conversion Services
Data Conversion Overview
AssetWorks will provide an overview session on the data conversion process and how data is to be collected and
converted by DENTON and subsequently what is to be loaded by AssetWorks. Data loading tasks occur during the
System Design and Configuration Services phases so that the project progresses naturally with items being taught
and configured to encourage customer retention and engagement to meet project schedules.
While AssetWorks is the developer of FleetFocus and we understand the application’s data structure, DENTON is
the owner of the data and as such, needs to provide timely input into specific uses of existing data and to resolve
any data integrity issues that may occur upload into FleetFocus. The proposed project timeline has limited slack to
allow for prolonged analysis or responses.
AssetWorks will identify any data integrity issues and provide a report log to assist DENTON with resolving errors.
Failure to respond to questions regarding the mapping, the use or meaning of data, or to resolve data integrity
issues jeopardizes the project timeline by delaying AssetWorks ability to complete the conversion. AssetWorks is
not responsible for delays caused by waiting for DENTON response or resolution to data issues. If AssetWorks must
wait for more than three (3) business days for a response from DENTON to a data conversion issue or decision
request, AssetWorks may issue a change order delaying the start of the go-live deployment.
Data Loading
AssetWorks will provide a training session for data loading for DENTON administrators. A user with a solid
understanding of Microsoft Excel will likely be able to grasp this tool and process very quickly. DENTON staff will
use the AssetWorks Data Loader tool to load its data into FleetFocus. Data loading tasks occur during the System
Design and Configuration Services phases so that the project progresses naturally with items being taught and
configured to encourage customer retention and engagement to meet project schedules.
Assist with Data Loads for Equipment, Parts, and Summary Cost History
DENTON will extract the agreed-upon data from its current systems and files (paper, PDFs, XLS, etc.) where it
stores data to be converted. AssetWorks will consult with DENTON on data “scrubbing” or “cleansing” legacy
DENTON data but will not be responsible for the final cleansed data. DENTON will be responsible for populating
FleetFocus with approved and “clean” DENTON data.
AssetWorks will provide Microsoft Excel™ templates to assist in loading data into FleetFocus. DENTON will convert
only the data that maps into FleetFocus. Data that does not map into FleetFocus will not be converted. Further,
only data elements that can be entered on a FleetFocus screen are part of this conversion. DENTON, with
assistance from AssetWorks, will use FleetFocus’ data loading processing feature to load the data on these screens.
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DENTON will provide the data in the properly formatted spreadsheets (per AssetWorks’ specification) for loading
into FleetFocus. AssetWorks makes the following assumptions about the data from DENTON’s legacy system(s):
•The data files to be loaded into FleetFocus will be text-based flat files with one row of data per asset or per
part.
•AssetWorks will not provide services to manipulate or move data from DENTON data in files or on paper into
AssetWorks provided data templates.
•DENTON will provide the data to load into in the format of the data load files provided.
•DENTON will provide each test data file and each production data file in the same format.
•DENTON will use default values for any data element that FleetFocus requires that is not in the data file.
•AssetWorks will convert only master equipment records, parts (part master, part location and vendor part)records and summary cost history (summed totals of data by year and month) records. Additional data will be
required to load or manually key in to support system deployment. This data will be loaded by DENTON with
AssetWorks guidance and assistance. This process is discussed further below.
•AssetWorks will load a maximum of 1,500 fleet active assets as well as defined active components; active
defined as the ability to write a work order for the asset or component.
•AssetWorks will load a maximum of 2 inventory locations with a maximum of 15,000 parts per inventory
location. AssetWorks will review the 2 inventory location’s data prior to load for data integrity purposes to
ensure it supports application functionality however, the customer is responsible for the accuracy of the data
such as descriptions, part numbers and prior to go live. After the initial 2 inventory locations are loaded,
AssetWorks will train the customer on how to load additional inventory locations.
•AssetWorks will convert only these fields for summary cost history:
•Fuel Quantity and Cost
•Alternative Fuel and Cost
•Repair Labor
•Repair Parts
•Repair Commercial Labor
•Repair Commercial Parts
•PM Labor
•PM Parts
•PM Commercial Labor
•PM Commercial Parts
•Meter Readings
•Equipment Downtime hours
•Fixed Monthly Costs – broken out to 7 fields
•AssetWorks will provide services for assets to load the current meter, next PM due date and last meter PM
performed information as part of this scope of work, shortly before going live.
•AssetWorks will provide services for parts to load the current unit price and current quantity on hand as part of
this scope of work, shortly before going live.
•AssetWorks will not provide services to convert current open or historical purchase order or receipt detail from
a legacy system.
•AssetWorks will not bring over detailed fuel transactions from a legacy system(s).
•AssetWorks will assist in the form of troubleshooting errors in data load runs and providing direction in the
mapping of legacy data elements to FleetFocus fields.
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•The customer will be responsible for ensuring all data loads are loaded fully into the application and
AssetWorks will assist in training on how to verify this using the application and various out of the box reportsor ad hoc queries as required.
•All data loads by AssetWorks indicates a one-time load. After initial load data is to be updated manually in the
FleetFocus system by the customer for incremental changes up to go live and cutover into a Production system.
These data loads are typically done towards the end of the project and shortly before testing, training and go
live to minimize any manual updates that might need to be done.
•There will be other data required to load as part of the project such as accounts, departments, operators,
equipment classes, etc. and these will be loaded by DENTON but with guidance from AssetWorks and after
receiving data loader training from AssetWorks. This will help to ensure DENTON continues to learn the system
and how the data loading process occurs for future system maintenance and updates.
•All DENTON data loads are to be reviewed by AssetWorks to ensure data is optimal before being loaded to the
Production system before the go live cutover, even if DENTON is loading the data.
•AssetWorks will execute the data conversion process with the prepared data to populate the pre-production
database. Once all necessary data items have been loaded to allow for sufficient application testing, the pre-
production instance will be imported/restored into a non-production (test) environment for review. This
process is done in full as an override of the database, not as a delta of incremental changes.
•DENTON will utilize the data conversion process such that all assets will be in a single production FleetFocus™
database. Additional database requirements will require a change order.
Detailed Work Order History Conversion
The customer will extract their posted transactional work order history data from its current system(s).
AssetWorks will consult with the customer on data “scrubbing/cleansing” legacy customer data but will not be
responsible for the final cleansed data or the actual “scrubbing/cleansing” efforts. The customer will be
responsible for populating FleetFocus with approved and “clean” customer data per FleetFocus standards such as
conforming to field lengths and validations.
AssetWorks will provide Microsoft Excel™ templates to assist in loading data into FleetFocus. The customer will
convert only the data that maps into FleetFocus. Data that does not map into FleetFocus will not be converted.
Only data elements that can be entered on a FleetFocus screen are part of this conversion. The customer, with
assistance from AssetWorks, will use FleetFocus’ History Import Tool to load the data on these screens. Generic
references may be used for data elements where the reference is not loaded to the FleetFocus database or items
that are decided to be defaulted to codes new to the FleetFocus implementation to assist with standardized
reporting or historical and new data to now be consolidated and reporting on in FleetFocus only.
The customer will provide the data in the properly formatted spreadsheets (per AssetWorks’ specification) for
loading into FleetFocus. AssetWorks makes the following assumptions about the data from the customer’s legacy
system(s):
•The data loading tool requires network connectivity to a separately configured and connected FleetFocus
Application.
•The data requires the following standards:
o The data files will be text-based flat files (CSV) with one row of data per transaction per work
order.
o The customer will use default values for any data element(s) that FleetFocus requires that is not
in the data files.
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o The data will not include any commas in the data files as the import file format is in CSV.
o Only free form text (no HTML to be converted) will be mapped to the Notes field in FleetFocus.
o The customer will remove any “zero” cost rows before providing data.
o The data files will support reversal transactions for both labor and parts entries. Labor and parts
reversal postings require a single line entry for the original posting and a secondary line entry for
the reversal charge noted with a reversal flag.
o The data files will also support labor and part reversals as a single line item where the customer
manually sums the positive number of the original and the reversal transaction amount and
enters that as the final charge.
o All data must conform to the length and validation of FleetFocus fields (ex: EQ numbers are 20
characters).
o Dates need to be provided in a YYYY-MM-DD HH24:MI:SS or a YYYY-MM-DD format.
o All data must remove all special characters from the data since they will cause unexpected
results in the application, such as:
Single quotes
Ampersands
Percent
Underscore
Forward slash
Plain text usage of characters such as < or > may be interpreted by the browser as HTML
tags and could be considered a security risk.
Character sets that are not 8-bit.
Accepted characters are A-Z, 0-9, hyphen (-), period (.), and space ( ).
•Only posted transactional work order history will be converted for labor, parts and commercial line items;
pm or inspection checklist detail or test results will not be converted, only the labor and parts associated
with the high level pm or inspection task.
•The customer will provide each test and production data file in exactly the same format.
•The customer will work with AssetWorks to run the files into a non-production environment before
running into a production environment; data is to be provided and run in one time to production. Multiple
re-pulls of data may result in a change order.
•The customer will provide written sign off that they have tested the data conversion and agree it is ready
to be run into a production environment; if there are issues encountered after sign-off and entry to
production and additional professional services are required, a change order will be necessary.
•AssetWorks will work with the customer to convert only up to 10 years of detailed work order history for
active equipment; history on inactive, sold, or legacy equipment will not be converted. If additional years
or amounts of data are requested, it will require a change order.
•AssetWorks will provide assistance in the form of troubleshooting errors in batch runs and providing
direction in the mapping of legacy data elements to FleetFocus fields.
Conversion of Specific Data
AssetWorks and DENTON will jointly resolve issues arising out of the data translation, including codes (if any) to be
changed. AssetWorks will help DENTON finalize the data mapping and identify the sources for each data element.
DENTON will be responsible for mapping old codes into new codes (i.e., translating) within the data set to be
converted. All converted data must be mapped to an existing data field in FleetFocus and adhere to the validation
of that field and the overall FleetFocus application, as all data loaded goes through the application interface or
authorized tool to ensure data integrity in the customer’s new system.
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Data Conversion Testing and Validation
After AssetWorks and DENTON have jointly documented the data mapping and data load process, DENTON will
test the results from the data extractions. This process will require involvement from DENTON Information
Technology personnel supporting the existing systems.
Deliverables for Data Conversion Services
•One-time load of Fleet Equipment and Component data (adheres to limits listed above)
•One-time load of Parts Inventory data (adheres to limits listed above)
•One-time load of Summary Cost History (adheres to limits listed above)
•One-time load of ten years of work order detail history (adheres to scope listed above)
•Delivery of data load training to customer system administration staff.
WBS A.4.3 Technical Services
Configure Fueling System Import
To provide a very straightforward and flexible solution, AssetWorks proposes that DENTON use FleetFocus’
Automated Fuel Systems screen to define its fuel import. The base application includes this screen, with which end
users can create fuel import definitions for use with the Automated Fuel Tickets screen. Using this screen, DENTON
could build its own import for processing fuel transactions from its 3rd party fuel system. This process does require
a manual step to import the file. The file must be located on and run from the application server; this can be done
with a mapped drive to the user’s local desktop or a shared folder. It is the responsibility of DENTON to setup up
the mapping of a local drive or permissions for the user to access the application server to run the file or if the
customer is installed on AssetWorks’ servers then they will need to use the FTP credentials and locations provided
by AssetWorks to place the fuel file for upload.
AssetWorks will assist DENTON in defining one fuel import from the 3rd party fuel system using FleetFocus’ fueling
system import feature. DENTON will provide AssetWorks a sample fuel file with appropriate data layout definition
documentation for the fuel system’s data file. The files shall be fixed width or comma separated.
The fields below are available for import to the Automated Fuel Ticket screen in FleetFocus. Many of these fields
use validated lists which must be populated by DENTON. The data in the import file must match the data available
in FleetFocus. This process does not allow data translation, for example, translating differing fuel types between
the 3rd party system and FleetFocus.
•Equipment Identifier
•Date/Time
•Account ID
•Employee ID
•Site/Pump/Tank ID
•Product ID
•Reversal Indicator (must be Y or N)
•Transaction Code (for limiting the type of transaction to be processed)
•State/Province (hardcoded list)
•Vendor ID
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•Meter 1/2 readings
•Fuel or Fluid Quantity
•Fuel or Fluid Price (or Fuel or Fluid Total Cost)
•Miscellaneous Cost (ex: car wash)
Deliverables for Configure Fueling System Import
•Setup one 3rd party fueling system in the FleetFocus Automated Fuel Screen as a template in both
production and non-production.
•Run in a test file in the non-production setup and confirm any necessary changes for production.
•Costs for these services are fixed and do not include applicable taxes. Milestones are to be billed with the
amounts noted and described in the milestone schedule of this SOW.
Existing FleetFocus Integrations and Initiatives
AssetWorks will provide services to implement the following existing FleetFocus integrations. Services are to
include setup in FleetFocus, installation of the integration, configuration in MAXQueue (proprietary middleware),
testing in a non-production environment and rollout in a production environment. The following existing
integrations have been included:
Existing
Integration /
Initiative Name
Functional Description
Telematics
Cloud
Integration
AssetWorks Telematics Cloud Integration Scope and Assumptions
•AssetWorks will provide professional services to install and configure the Telematics
Cloud integration to FleetFocus for a single provider on the approved list of
GPS/AVL providers integrating to FleetFocus. The module and integration assume
usage of all FleetFocus settings out of the box and utilizes functionality built within
supported versions, as noted in AssetWorks product documentation.
•Data is limited to meters, diagnostics and faults, and “last location” data.
•AssetWorks is not responsible for providing, maintaining, or advising on any
GPS/AVL provider specific terms/conditions and/or functionality, login access, etc.
•Where applicable, standard training materials will be utilized; scope does not
include customized training materials.
•Training is delivered as “train the trainer” for system administrators; end user
training is not included unless otherwise noted.
•Customer may be required to upgrade if new features are available for the module
that are considered necessary for the project success.
•Customer will be responsible for working with the AssetWorks’ Professional
Services to move the module into a production environment.
•Costs for these services are fixed and do not include applicable taxes. Milestones
are to be billed with the amounts noted and described in the milestone schedule of
this SOW.
MobileFocus
SmartApps
MobileFocus SmartApps Scope
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Existing
Integration /
Initiative Name
Functional Description
AssetWorks will provide services to install SmartApps and perform base FleetFocus
configuration to support up to three (3) apps used by the customer as well as test the
configuration.
•The Inspections App will provide for one “test results” setup and be conducted as a
train the trainer for the Customer to complete any additional test results needed.
•The Dashboard App can be utilized to show dashboards created in FleetFocus.
AssetWorks recommends customers have knowledge of SQL to build Advanced KPIs
as part of this quote. AssetWorks does not provide training on SQL and does not
build SQL statements for use as Advanced KPIs.
•All end users must have a FleetFocus user account (password required on user
account) created with an attached operator account.
•SmartApps supports the SSO methods per AssetWorks Product documentation per
version.
•Where applicable, standard training materials will be utilized; scope does not
include customized training materials.
•Training is delivered as “train the trainer” for system administrators; end user
training is not included unless otherwise noted.
•Customer may be required to upgrade if new features are available for the module
that are considered necessary for the project success.
•Customer will be responsible for working with the AssetWorks’ Professional
Services to move the module into a production environment.
•Costs for these services are fixed and do not include applicable taxes. Milestones
are to be billed with the amounts noted and described in the milestone schedule of
this SOW.
Motor Pool /
Reservations
Module
Motor Pool & Reservations Module Setup and Training Scope and Assumptions
•AssetWorks will provide remote professional services to setup and train on the
motor pool module functionality and the Reservations module/portal for online
reservations.
•Setup and training agenda to include:
o Motor Pool module setup and overview
Pool Vehicle Types
Operators
Calendars
Locations
Departments
Fleet Equipment
Creating a Motor Pool Reservation
Dispatching a Motor Pool Reservation
Returning a Motor Pool Reservation
Reservation Status Definitions
Printing a Reservation Confirmation
o Reservations Module setup and overview
Creating a Motor Pool Reservation
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Existing
Integration /
Initiative Name
Functional Description
Printing a Reservation Confirmation
•Reservations can also be made available in the SmartApps Reservations app if
installed and setup; this project does not include SmartApps implementation.
•AssetWorks will advise on Operator/Employee setup and work with the customer to
train them on how to load this data.
•This project does not provide any interfaces to keep Operators/Employees in syncwith a 3rd party system or services to setup SSO (Single Sign On) unless specifically
noted.
•Where applicable, standard training materials will be utilized. Quote does not
include customized training materials.
•Costs for these services are fixed and do not include applicable taxes. Milestones
are to be billed with the amounts noted and described in the milestone schedule of
this SOW.
Custom
Notification
Development
Services
AssetWorks will provide an overview of the Notifications Module and the list of the out of
the box notifications available for DENTON to review. AssetWorks will setup up to three out
of box notifications for DENTON to learn how to setup further ones. If custom notifications
are needed, a specification will be written by AssetWorks utilizing time and materials hours
for customer approval. That approved specification will be given to AssetWorks
Development to give an estimate on the effort to develop the notification. The development
effort will be presented as fixed fee and billed upon delivery of the notification.
AssetWorks has scoped for up to 32 time and materials hours for Custom Notification
Development Services as described above.
NAPA HUB FleetFocus to NAPA IBS HUB Integration Scope
Project Scope:
Project Planning and Management
•This phase includes a remote kick-off meeting involving the client, AssetWorks and
NAPA. An overview of the functional aspects of the interface will be presented by
AssetWorks. Discussions will center on the definition and creation of NAPA parts in
the FleetFocus system and how this will affect other inventory locations for which
NAPA may not be responsible. Further review will occur on the technical
configuration of this interface that will involve client technical resources. The result
of this meeting will be to establish timeframes for the remaining phases of the
project.
Software Installation Services
•AssetWorks will assist client Technical Staff with the installation and configuration
of the FleetFocus NAPA interface in MAXQueue through the execution of a custom
MAXQueue package. AssetWorks will provide an installation guide that will define
what needs to be installed and configured on the client server and in what order.
The project assumes that the MAXQueue base is installed in a non-Production and
Production environment. AssetWorks or the customer will request a NAPA
MAXQueue package for the correct version of the software and do a “re-install” to
set this up on the non-Production and Production servers. The non-Production
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Existing
Integration /
Initiative Name
Functional Description
package will be enabled first, and after testing, and before go-live, Production be
enabled.
Configuration / Data Load Assistance Services
•AssetWorks will assist client Technical Staff with the configuration of the FleetFocus
NAPA interface in MAXQueue. AssetWorks will provide the current NAPA product
installation guide that will define what needs to be installed and configured on the
client server and in what order but will assist the client in this phase of
configuration.
•Once the interface is installed, AssetWorks will assist with the configuration of the
FleetFocus application in the client non-Production and Production environment.
This will include the execution of the interface initially in the non-Production
environment for a ping to NAPA to see a part request initiate and be issued back by
NAPA. Data loads of the client’s NAPA HUB inventory data provided by NAPA (Line
Abbreviation, Part Number, Description, Cost and On Hand Quantity) will be
executed by AssetWorks once in the non-Production environment (a limited
amount is needed in non-Production for testing scenarios) and once in the
Production environment. Final cost and on hand quantity should be provided for
Production shortly before go-live by NAPA for a final batch to set price and current
quantity on hand in FleetFocus. Additional rounds of data loading may incur
additional costs and are to be discussed with AssetWorks.
Testing
•AssetWorks will provide testing for the NAPA configuration in the non-Production
environment once the MAXQueue package is installed and configured, FleetFocus is
configured, NAPA web services connection information is delivered by NAPA and
client NAPA inventory data is loaded.
•For this testing to occur, NAPA will need to have their NAPA HUB system also
configured in the client inventory location. AssetWorks is not responsible for any
installation or connectivity issues related to the NAPA HUB system installation and
its configuration within the client network and its firewalls. Testing will be
conducted remotely with AssetWorks, NAPA and the client in a test environment
using test inventory, web service credentials, store numbers, and customer account
numbers provided by NAPA. If the interface is required to use NAPA TAMS and not
NAPA IBS HUB, please note this to AssetWorks immediately on contract execution
as it requires a different MAXQueue package and there are specific version
requirements.
Training
•AssetWorks will provide training on the FleetFocus parts functionality that is
affected by the NAPA interface. Training will be provided in a single location, with
the client bringing key users and trainers together for the training.
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Existing
Integration /
Initiative Name
Functional Description
•Training client staff will focus on changes to inventory processes, including part
requests and part issues that are affected by the interface. AssetWorks will also
provide training related to the monitoring and troubleshooting of the interface with
MAXQueue and the Reporting module to provide possibilities related to the
auditing of NAPA invoices.
•In addition, local NAPA personnel will require training related to the correction of
data in the MAXQueue error handler for transactions that fail to send to FleetFocus.
Training for NAPA personnel will take place in a single location, with NAPA
responsible for bringing its employees together at the location for the training.
NAPA will be responsible for training all NAPA personnel on the changes in issuing
parts out of the NAPA HUB system to issue back to FleetFocus work orders.
•Depending on the FleetFocus functionality currently deployed by the client or if the
client chooses to train the NAPA personnel themselves, these training requirements
may vary.
Production Roll-out
•AssetWorks will provide remote technical and application consulting assistance
during the final Production rollout of the NAPA interface. We will assist client
technical resources with configuring the Production environment for the NAPA
interface. NAPA will be required to troubleshoot with NAPA personnel any
additional training and go-live support required for the NAPA HUB system.
•Costs for these services are fixed and do not include applicable taxes. Milestones
are to be billed with the amounts noted and described in the milestone schedule of
this SOW.
Optional
Capital Planning
Module
Implementation
Optional Capital Planning Module Implementation Services Scope and Assumptions
The Capital Planning Module manages long term and cyclical planning processes for budget
purposes. It facilitates the definition of projects and the linking of associated work activities,
both by internal as well as external staff with the project for tracking budgets, future
estimates, and expenditures against funding sources. The module facilitates managing the
condition and replacement/refurbishment life cycle of fixed assets and include tools for
tracking condition degradation over time and planning for asset replacement or
rehabilitation. As part of the scope, there is consulting time to facilitate setup and
configuration. The module includes the following major component functions:
•Capital Projects Portal
•Capital Plan Portal
•Asset Condition Assessment Portal which includes configurable asset decay curves
AssetWorks will provide services to implement the Capital Planning Module to include:
•Conduct a workshop to review the capabilities and setup options for setting up the
capital planning module and condition assessment tools. This will include review of
various coding values, status and category codes, approval workflows, and
condition rating information.
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Existing
Integration /
Initiative Name
Functional Description
•Facilitate the loading of the coding values for capital plan and Capital Projects which
will include providing recommendations on coding values, guiding the customer’s
staff on the setup, and loading of the values, and assist in the configuration of
capital plan and project setup and workflow configuration.
•Provide key user training for up to 10 customer staff on the use of the Capital
Planning and Condition Assessment modules. This will include classroom style
training on the use of the planning tools, setting up new capital plans, defining
capital projects within the framework of the plan, and tracking and managing the
work associated with the capital projects.
Capital Planning Assumptions
•After training and configuration sessions are complete, the customer will finalize
the setup in FleetFocus and is responsible for loading all data required for project
success.
•Assumes fleet assets are setup in FleetFocus and ready for configuration to support
the Capital Planning Module functionality.
•All services will be performed remotely using web teleconferencing, unless
otherwise noted.
•Training is delivered as “train the trainer” for system administrators; end user
training is not included. Where applicable, standard training materials will be
utilized. Quote does not include customized training materials unless otherwise
noted.
•Customer will be responsible for working with AssetWorks’ Professional Services to
move the module into a production environment.
•Customer will make appropriate technical resources available to AssetWorks’
consultants and provide necessary and appropriate personnel at meetings to define
project requirements.
•Costs for these services are fixed and do not include applicable taxes. Milestones
are to be billed with the amounts noted and described in the milestone schedule of
this SOW.
WBS A.5.0 Train & Test
WBS A.5.1 Pre-Training Testing Services
Provide Standard Test Plan
AssetWorks will first provide its standard FleetFocus test plan. DENTON is responsible for any changes to the test
plan. The test plan will consist of but not be limited to the following functional and data validation test cases:
•Add and modify asset information
•Add and modify parts primary information
•Open a repair work order and a work PM order for an equipment unit
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•Charge labor to the work orders and verify the charges of hours and costs
•Issue inventory parts to the work orders and verify the charges of quantity and cost as well as proper
inventory relief
•Charge commercial charges to the work orders and verify the charges of labor and parts
•Close the repair and PM orders
•Verify work order charges (labor, parts and/or commercial services)
•Adjust parts inventory both upward and downward
•Click on and generate a standard Crystal reports
•Verify a sample of asset master records
•Verify a sample of part master records
Provide Pre-Testing Application Training Workshop
AssetWorks will conduct a Pre-testing Application Training Workshop for customer system administrators, core
project team members and key system users (SME’s) in various application functions. The goal of this session is to
walk the customer through the standard test plan and how to utilize it. It will also cover how to navigate the
system and overall system application terms and definitions. The DENTON Project Manager will be responsible for
having the appropriate key personnel from each functional area available for the training sessions.
Testing Methodology
AssetWorks organizes its user testing into functional groups and works with DENTON to identify the appropriate
internal group to participate in testing for their designated functional group(s). Prior to the testing session,
AssetWorks will verify the security and access control functions for User Groups with DENTON. Each group will
work through all test cases for a functional group in a single session and document the results. At the end of the
testing session, all results are to be submitted to AssetWorks to review with DENTON.
If a test case was unable to be completed, the cause will be determined, whether it is further training and/or
additional configuration needed. If the failed result is not related to training or configuration, it will be submitted
to AssetWorks Customer Care to be reviewed and resolved or passed to AssetWorks Product Management for
further analysis. Depending on those results, it may require the customer to either upgrade immediately or in a
future release and/or decide if the item is critical for the initial go live phase. The core DENTON project team will
make this decision with AssetWorks acting in an advisory role.
The test cases will be repeated until all cases are documented as passed, by each designated group at DENTON for
each relevant functional group as determined by project needs. Note that a project team may opt to not elect to
use all core system functionality for the initial project launch. As such, the group will discuss, document, and agree
to remove specific test cases in this event from the standard test plan.
Custom interfaces, existing product add-ons (initiatives) and custom reports and enhancements will require
testing. That testing occurs within the configuration and training aspects of those tasks and are detailed in the WBS
A.4.3 section of the SOW.
All core functional groups are listed below but not limited to these example topics in associated testing areas:
1. Purchasing - replenishment, purchase orders, receipts
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2.Asset Management - campaign/recalls, adding/modify equipment
3.Work Management - work orders, service requests, logging time, part requests
4.Materials Management - issuing parts, adding parts, inventory counts, inventory transfers
Testing Document Example:
Support System Test Plan Execution
AssetWorks will support the core DENTON team as they test the FleetFocus system features to display the
converted data in the test environment, according to the above standard test plan and methodology. The objective
is to be able to run through the various testing scenarios, validate the data and system configuration, identify areas
for adjustments, and facilitate retesting where needed.
This test plan will be executed according to the schedule agreed upon by DENTON and AssetWorks during the
project. AssetWorks will provide remote support for system testing for up to 16 hours. DENTON will perform and
document the test results within 30 days of receiving the standard test scripts.
Deliverables for Testing Services
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•Deliver FleetFocus out of the box user test scripts to the customer
•Support the customer with questions as customer performs and documents test results
WBS A.5.2 Training Services
The training will be role-based and will differ for trainees from the various organizational and functional areas.
Each DENTON trainee will have the basic skills in the overall use of FleetFocus and strong knowledge of how to use
the application in his or her specific job function or area of expertise. The deliverables will not include remedial
training for computer skills or any computer-based training.
Training Overview
AssetWorks will provide up to 48 hours of training prep, system administration training and training in the
configured base application and add-on modules for the roll-out of FleetFocus (according to the project plan).
Hours noted include preparation time for the instructor as well as with the customer in advance of training
sessions. Training assumes train-the-trainer approach completed one time for all groups. The max class size is ten
(10) participants. If the size of the organization is smaller and meets this class size for sessions such as technical,
supervisor and storekeeper, direct end user training will be utilized over a train the trainer approach. This will be a
discussion required prior to training between the AssetWorks Project Manager and the DENTON Project Manager.
This assumes that DENTON’s training facility has enough workstations for these training sessions. All training will
be held at one central location or remotely as determined by the final agenda and project needs. The topics and
workflows included in the training will be those finalized by DENTON team during the system setup and follow-up
tasks. However, DENTON should remain especially sensitive to necessary last-minute procedural changes or
clarifications based on trainee feedback.
AssetWorks recommends that DENTON schedules their go-live rollout and deploys no more than two weeks after
the completion of training for maximum retention of application knowledge.
Training Preparation
AssetWorks will provide its standard training plan, standard training materials and begin scheduling and planning
for the training. DENTON is authorized to tailor the standard training materials to apply branding and match
workflows specific to DENTON. AssetWorks training materials assume all users are familiar with a Windows
environment; the AssetWorks training will not include any Windows or remedial computer training.
The training will cover work order functions; parts and labor posting functions; and other common features and
transactions. The topics and workflows included in the training will be those finalized by DENTON team during the
system setup and follow-up tasks. Any deviations in the defined and agreed upon workflow will cause delays and
added costs to the training.
AssetWorks will provide a master electronic version for DENTON Project Manager. DENTON will produce and
provide copies (across all roles) of the final training materials for use during the training sessions. DENTON will be
authorized to reproduce and use any training materials for ongoing training within DENTON.
Training “Sample” Schedule and Typical User Role Participation
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Class ID Class Name Date Time Participants
FF101 Work Management Portal - Part 1 Day 1 8:00 am –
12:00 pm
Supervisor
Service Writer
Fleet Manager
Admin Office
FF102 Work Management Portal - Part 2 Day 1 1:00 pm –
5:00 pm
Supervisor
Service Writer
Fleet Manager
Admin Office
FF103 Technician Portal Day 2 8:00 am –
12:00 pm
Technician
Supervisor
Fleet Manager
FF103 Technician Portal (*offered twice to ensure
daily operations are properly maintained)
Day 2 1:00 pm –
5:00 pm
Technician
Supervisor
Fleet Manager
FF104 Storekeeper Portal Day 3 8:00 am –
12:00 pm
Storekeeper
Fleet Manager
Admin Office
FF105 Enterprise Purchasing and Inventory
Management
Day 3 1:00 pm –
5:00 pm
Storekeeper
Fleet Manager
Admin Office
FF106 Customer Access & Service Request Portals Day 4 8:00 am –
10:00 pm
Fleet Manager
Admin Office
FF107 Fleet Administrator and Equipment
Management
Day 4 10:00 am –
12:00 pm
Supervisor
Fleet Manager
Admin Office
FF108 Reporting Portal Day 4 1:00 pm –
3:00 pm
IT
Fleet Manager
Admin Office
FF109 Ad Hoc Query Portal Day 4 3:00 pm –
5:00 pm
IT
Fleet Manager
Admin Office
FF110 Application Administrator Remote 4 hours IT
Fleet Manager
Admin Office
Training Courses
FF101 - Work Management Portal – Part 1
In this course, participants will learn how to use the FleetFocus Work Management portal to manage the daily
operations within the maintenance areas. In hands-on exercises, participants will practice creating repair and PM
work orders, directing employee assignments, accessing equipment work order history, managing service requests,
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generating shop schedules and multi-unit work orders, and executing reports. Training will cover the areas below
and additional areas necessary to answer questions regarding shop operations.
•Work Management Portal overview
•Gadgets & Layout options
•Work Orders – Repair
•Equipment Due for PM/Inspection
•Work Orders – PM
•Work Order assignment
•Work Orders – Posting Charges (after the fact)
•Work Orders – Reviewing Charges
•Work Orders – Finishing/Closing
•Work Orders – Printing
•Work Order Summary
•Commercial Charges
•Parts Requests
FF102 - Work Management Portal – Part 2
In this course, participants will learn how to use the FleetFocus Work Management portal to manage the daily
operations within the maintenance areas. In hands-on exercises, participants will practice creating repair and PM
work orders, directing employee assignments, accessing equipment work order history, managing service requests,
generating shop schedules and multi-unit work orders, and executing reports. Training will cover the areas below
and additional areas necessary to answer questions regarding shop operations.
•Review of Maintenance Coding structures
o PM class codes
o PM checklist items
o Task codes, etc.
•Filtering in the Work Management Portal
•Using the Asset Viewer
•Shop Calendar
•Employee Management
•Time Sheets
•Historical Costs
•Service Requests/Defects
•Generating Work Management Portal reports
•Work Order – Multi-unit (as needed)
FF103 - Technician Portal
In this course, participants will learn how to use the FleetFocus Technician portal as a maintenance tool to manage
tasks they perform on a day-to-basis. In hands-on exercises, participants will practice accessing the system,
clocking in and out, viewing work status and assignments, managing individual time reporting, posting time to
work order tasks, changing/adding tasks to work orders, requesting parts, completing PM checklists, and creating
service requests.
•Technician Portal overview
•Review of Critical Coding structures
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o Task codes
o Work Accomplished Codes
o Work Delay Codes
o Priority Codes
•Technician Portal – Work Orders
o Clock in and out
o Using the Asset Viewer
o View work status and assignments
o Job on and off tasks (real-time)
o View work order history
o Find existing work orders
o Putting work orders in delay
o Work Order Main page and action buttons
o Modify tasks
o Request parts and commercial services
o Add notes to work orders and tasks
o Search for existing work orders
o Work order postings (after the fact)
o Complete PM checklist items (as needed)
o Finish work order
o View personal daily timesheet
o Generating technical portal reports
•Technician Portal – Indirect time tracking
FF104 - Storekeeper Portal
In this course, participants will learn how to use the FleetFocus Storekeeper Portal as a tool to manage part
transactions coming from the shop daily. In hands-on exercises, participants will practice issuing parts, cancelling
part requests, creating new parts, ordering parts on a requisition or purchase order, receiving parts, and returning
parts to stock and a vendor.
•Enterprise Portal
System Operation & Navigation
Using the Filter to Search for Data
Part Primary
Part Location
Vendor/Part Information
•Storekeeper Portal
Overview
Part request management
Part request detail
Set Notify flag
Issue parts
Ordering from part requests
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Purchase order management
Updating purchase orders
Creating purchase orders
Line-item overview
Receiving parts
Deleting lines on a purchase order
Returning parts to a vendor
Creating a new part
Editing an existing part
Direct Issues
Generating Storekeeper Portal reports
FF105 - Enterprise Purchasing and Inventory Management
In this course, participants will learn how to use FleetFocus to manage more complex areas of inventory
management including enterprise purchasing setup, enterprise purchasing flows and replenishment management
and inventory counts.
•Enterprise Purchasing Workflow
•Enterprise Purchasing codes
•Enterprise Portal
o Inventory Replenishment
o Cross References
o Vendor Contracts
o Historical Costs
o Inventory Counts
o Generating Enterprise Purchasing reports
FF106 - Customer Access and Service Request Portals
In this course, participants will learn the basics of the FleetFocus Customer Access and the Service Request
module. This module is used for end users outside of the asset maintenance operation to view equipment, update
operators on assets, view open work orders on assets by department and enter in meter readings, service requests
and usage tickets.
•View Assets
•Run Asset report
•Update Operators
•View Work Orders
•Run Work Orders report
•Enter Meter Readings
•Enter Service Requests
•Enter Usage Tickets
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FF107 - Fleet Administrator and Equipment Management
In this course, participants will learn how to use FleetFocus for managing the master equipment records, defining
technical specifications/subsystems and recording fuel information. In hands-on exercises, participants will
practice entering new assets, entering, and updating subsystems and properties information, campaign
management, accident tracking, and posting fuel records.
•Intro to FleetFocus
o Enterprise Portal introduction
o System Operation & Navigation
o Using the Filter to Search for Data
•Fleet Equipment – Adding & Disposing assets
•Component - Adding/Disposing assets
•Component Relationships
•Assignment History
•Subsystems and Parts / Equipment Attributes
•Accident tracking
•Multi-Unit Projects & Recall Campaigns
•Historical Costs
•Equipment Renumbering
•Equipment Warranty
•Meter Readings – Assignments – Usage
•Fuel Management
o Setting up assets for fueling
o Internal Fuel Tickets
o External Fuel Tickets
o Automated Fuel Tickets
•Generating Equipment Management reports
FF108 - Reporting Portal
In this course, participants will learn the basics of reporting in the FleetFocus system. It will cover both how to run
existing Crystal reports, add them to favorites, set filters, and schedule them. This training does not cover creating
or modifying out of the box Crystal reports or any SQL language queries.
•Running Crystal Reports
•Scheduling Reports
•Exporting Reports
FF109 - Ad Hoc Query Portal
In this course, participants will learn the basics of reporting in the FleetFocus system. This session will cover the
basics of the FleetFocus Ad Hoc Query module that allows an end user to create simple queries of data from the
system. AssetWorks will review a sampling (3) of the created, out of the box ad hoc queries. AssetWorks will not
create new customer specific custom reports during the class.
•Running Ad Hoc Reports
•Building Ad Hoc Reports
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FF110 - Application Administrator
In this course, participants will learn the basics of managing the FleetFocus system from an application
administrator perspective. It will cover adding and deactivating users, creating user groups, setting up UI controls,
applying screen rights and viewing logs, setting up portals and general system admin rights as well as many other
features.
•Admin Mode
o UI Controls
o Bulk Edit
•Control Rights
•Screen Rights
•Report Rights
•User Security
o OptionsoUsers
o User Groups
•Employee & Operator – adding and disabling
•Table Management
•End of Period
•Activity Log
•Web Administration
o Confirm Version
o Health Check
o System Logs
o View Database Model
o Adding and managing tabs / module types
•Quick Links
•Welcome
•Announcements
•Events
•Contacts
•Web Modules Configuration
o Web Module - Gadgets & Layout options (i.e., Work Management Portal, etc.)
o Asset Profiles
•MAXQueue Designer Overview (optional – pending project requirements)
DENTON will identify at least one “key user” on each shift to closely support the cutover, particularly after the
training concludes. This individual will be responsible for answering initial end user questions and, most
importantly, implementing subsequent changes or alterations to the documented procedures. AssetWorks
recommends that these “key users” be those that attended the core team training sessions described above.
Deliverables for Training Services
•Deliver FleetFocus standard training agenda
•Deliver FleetFocus electronic standard training material; not customized
•Deliver FleetFocus training classes
o FF101 - Work Management Portal – Part 1
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o FF102 – Work Management Portal – Part 2
o FF103 – Technician Portal
o FF104 – Storekeeper Portal
o FF105 – Enterprise Purchasing and Inventory Management
o FF106 – Customer Access and Service Request Portals
o FF107 – Fleet Administrator and Equipment Management
o FF108 – Reporting Portal
o FF109 – Ad Hoc Query Portal
o FF110 – Application Administrator
WBS A.6.0 Deployment
WBS A.6.1 Prepare for Cutover
AssetWorks will work with DENTON to stage and prepare the system roll-out/cutover. This includes final validation
of system readiness and sign off by DENTON acknowledging that the go-live is approved to proceed. AssetWorks
will work with DENTON to document the specific cut-over steps and transition operations within the new system
utilizing a standard go-live checklist to verify that all items have been completed. It is anticipated that there will be
one (1) production roll-out.
WBS A.6.2 Production Cut Over
DENTON will commence “live” operations using FleetFocus. AssetWorks staff will provide up to 56 hours of go live
preparation, onsite and remote “go live” assistance for DENTON operation. This step is critical to success.
During the go-live week, AssetWorks and DENTON project team that received “train-the-trainer” training will
provide refresher training and assistance on the shop floor, parts room, and back-office staff to ensure a smooth
transition. AssetWorks will also work with the System Administrator and Subject Matter Experts to provide
escalated level technical and application support and to troubleshoot any issues related to data integrity and
application setup and configuration. AssetWorks will document any issues that occur during the go-live, and where
issues are related to the planned production deployment, provide follow-up support to the DENTON system
administrators and project team.
During the initial deployment period, AssetWorks will provide support during normal working hours. When
possible and agreed, AssetWorks will provide support to multiple shifts on a given day (e.g., by covering the last
four hours of one shift and the first four hours of a second shift).
AssetWorks will remain closely involved during this very critical period. AssetWorks will have one (1) resource
onsite for the go live week. During the second week, AssetWorks will be available remotely on an as-needed basis
to answer questions and make sure the cut-over is progressing well. Of course, additional onsite and off-site
support and new development and/or items not part of the original production deployment plan is available to
DENTON under a separate Statement of Work.
After this first week of go live AssetWorks will begin to transition DENTON to our Customer Care department for
follow up support and ticket management.
AssetWorks will also provide a sixty-day (60) post go live check-in for the Professional Services team to assist in
areas of follow-up and further training required to ensure adoption of the new system. DENTON can be
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transitioned to Customer Care and still utilize these Professional Services to refine and smooth out new processes
in the months after go-live with an Implementation Consultant.
Of course, ongoing onsite and off-site support is available to DENTON under a separate Statement of Work should
DENTON require more assistance. AssetWorks recommends yearly refresher training engagements with
Professional Services to ensure DENTON is utilizing the system properly and for the full potential preferred by
DENTON.
Deliverables for Deployment Services
•Customer begins use of FleetFocus in a live production operation
•Production rollout support for up to 56 hours (onsite)
•Post go live support for up to 24 hours (remote)
FleetFocus Preliminary Schedule
AssetWorks proposes the following schedule to accomplish the tasks described below. This schedule is subject to
change and dependent upon individual conditions and circumstances encountered during the project. AssetWorks
will work with DENTON’s project team during project kick-off to finalize the project schedule, which might extend
or reduce the timeline below. Services marked as “Optional” are not included in the project schedule. If later
elected, the schedule will be updated after the project kick-off by the assigned AssetWorks project manager to
determine the proposed timeline with the new selection of products and services.
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Project Initiation Timeline
Below is an outline of what to expect following an executed contract with AssetWorks for a FleetFocus project.
Named AssetWorks resources are assigned after contract execution.
•Project assigned to an AssetWorks Project Manager – within one week after contract execution
•Installation of initiated - within one week after contract execution; earlier when possible.
•Project hand off call between AssetWorks Account Manager, DENTON and AssetWorks Project Manager –
within two weeks of PM assignment
•Project kick off meeting scheduled between AssetWorks Project Manager, Implementation Consultant
and DENTON - within two weeks after project hand off call.
•Initial system setup meeting between Implementation Consultant and DENTON - within two weeks after
project kick-off meeting or at a time mutually agreed upon by both parties.
•All other project execution activities follow the system setup sessions and will be provided between the
project plan and the Project Implementation Guide managed by AssetWorks.
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FleetFocus Milestone Schedule
Professional services other than custom interfaces, enhancements and existing integrations/initiatives will be
provided on a Time & Materials basis. Any custom interfaces, enhancements, existing integrations/initiatives and
other modules as noted above will be provided on a Fixed Fee basis with specific milestone amounts and adheres
to the milestone schedule listed below.
Milestone # Category/
Product Milestone Name Milestone Amount
(USD)
Milestone 1 SaaS SaaS Environment and Reporting Database Setup Fee $10,560 USD
Milestone 2 Fuel Configure One Fueling System Import $1,760 USD
Milestone 3 MobilesFocus Configuration of MobileFocus SmartApps in Non-
Production Environment $5,280 USD
Milestone 4 Telematics Cloud Configuration of Telematics Cloud Integration in
Production Environment (Single Provider) $7,040 USD
Milestone 5 NAPA HUB Complete Setup and Testing in Non-Production
Environment of FleetFocus to NAPA HUB Integration $10,560 USD
Milestone 6 NAPA HUB Production Go Live of FleetFocus to NAPA HUB
Integration $3,520 USD
Milestone 7 Motor Pool Motor Pool Module and Reservations Portal
Configuration Complete in Production $4,400 USD
Optional
Milestone 8 Capital Planning Complete Setup of Capital Planning Module in a Non-
Production Environment $8,800 USD
Optional
Milestone 9 Capital Planning Deliver Capital Planning Module Training $8,800 USD
FleetFocus Optional Services
Any items listed as optional in the AssetWorks Order Form and not noted in the above Statement of Work can be
added upon request. A full scope, deliverables, pricing and timeline will be appended into this SOW and presented
back to the customer for review and prior to any final contract signatures.
FleetFocus Standard Assumptions
The following general assumptions apply to this proposal:
General
•Professional services other than custom interfaces, enhancements and existing integrations/initiatives
and other modules will be provided on a Time & Materials basis.
•Any custom interfaces, enhancements, existing integrations/initiatives and other modules as noted above
will be provided on a Fixed Fee basis with specific milestone amounts and adheres to the milestone
schedule listed above.
•All professional services delivered will be invoiced at the beginning of each month following their delivery.
•For all time and materials work provided in this Scope of Work as noted above, a signed change order
and/or other legally approved amendment must be provided from the customer in order to proceed with
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the billing of additional costs not contained in this scope of work. The only exception being travel costs as
that is variable and travel is provided as an estimate.
•Any onsite services provided are done so as a minimum of three (3) days onsite and require a minimum of
eight (8) hours a day to be billed by an AssetWorks’ resource or four (4) hours if the resource is available
for an additional half day.
•This Statement of Work assumes the customer is properly licensed/subscribed for the necessarymodule(s) to utilize any areas which require licensing/subscription as part of the delivery of professional
services and custom development services.
•Only the modules identified in the accompanying agreement and also specifically noted in this Statement
of Work are to be implemented.
•Modules and/or product enhancement services purchased after implementation has begun will require a
change order or separate statement of work for services related to installation, setup, configuration and
training.
•All modules and product functionality to be delivered as part of this Statement of Work assumes out of
the box usage of FleetFocus. Out of the box usage assumes implementation is limited to only fields and
functionality available in FleetFocus at the time of implementation and that implementation adheres to
the FleetFocus data type and field length for all available fields, unless noted otherwise.
•Where applicable, standard training materials will be utilized; scope does not include customized training
materials.
•Travel expenses will be reimbursed as incurred. Expenses include actual costs for lodging, air, and ground
travel and per diem rates for meal expenses (corporate rate/government agreement).
•This Statement of Work does not include any costs associated with third party vendors or software not
already provided by AssetWorks that may be needed to complete the implementation.
•AssetWorks is the author, owner, distributor and sole source provider of fleet management software,
professional services and maintenance services for the FleetFocus™ family of products which includes
FleetFocus, FASuite, CAM, AssetWorks EAM, M5, MCMS, FuelFocus, M4 and FleetFocus™. Use of software
products is subject to applicable license and restrictions.
•If this order is abandoned/paused by DENTON for any reason mid-effort, DENTON will be billed for all
AssetWorks time incurred at the current contracted labor rate.
Customer Resources
•All functional and operational groups who will be using and/or impacted by the new system should
participate in all the sessions which will be conducted once. Repeating previously run sessions may
require a change order for additional project budget.
•DENTON will provide the resources described in this Statement of Work to ensure a successful
implementation of the products.
•DENTON will appoint a single point of contact for the duration of the project. This person should haveproject management responsibilities and decision-making authority. This person will be the focal point of
contact for AssetWorks’ Customer Support department.
•All key DENTON project team resources will be committed to the project as of the project start date.
•DENTON commits to training appropriate functional and technical resources as required.
•DENTON is responsible for all manual data entry.
•DENTON will have all of the necessary and appropriate personnel at all of the meetings for the purpose of
defining the requirements of the system. If additional meetings are required to repeat discussions due to
the unavailability of DENTON resources, additional cost will be invoiced.
•AssetWorks will provide onsite training to DENTON (as outlined above) in a classroom environment
suitable for training. AssetWorks recommends class size to not exceed 10 users to ensure proper
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attention can be given to individual users and maintain the needed pace to ensure training sessions are
completed in a timely manner consistent with the training schedule. If training is proposed as all remote,
then web conferencing tools will be used in place but the customer is still encouraged to not exceed 10
users to allow for effective training.
•DENTON will be responsible for preparing the training facility. The training facility should include
hardware comparable to that found in the actual work place. Some end-user training can take directly in
the storerooms or on the shop
•All training sessions will be based on standard application training materials. DENTON will be responsible
for customizing training materials to meet its implementation requirements.
•DENTON will make appropriate technical resources available to AssetWorks’ consultants.
•In the event that DENTON schedules on-site services and due to circumstances within DENTON’s control
AssetWorks’ scheduled personnel are unable to perform such services, AssetWorks will be entitled to
payment for each such scheduled personnel on the basis of an 8-hour day.
•AssetWorks will need assistance from DENTON to coordinate training and roll-out schedules,
communications with field personnel and setting up training sites.
Infrastructure
•DENTON will provide a project work area and infrastructure at the centralized implementation location
appropriate for the size of the combined DENTON/AssetWorks project team. This infrastructure should
include desks, chairs, telephones, and workstations with network access to printers and to the
applications and implementation databases.
•AssetWorks’ consulting estimates do not include installation and/or configuration of any computerhardware and peripheral equipment.
•DENTON will be responsible for installing and configuring computer hardware and peripheral equipmentsuch as printers and bar code equipment (if applicable).
•DENTON is responsible for providing browser access to the FleetFocus™ application.
•DENTON is responsible for providing and maintaining TCP/IP connectivity with sufficient bandwidth from
all user workstations to the FleetFocus™ servers.
•DENTON will receive all standard, out-of-the-box reports with the purchase of the reporting module; the
reporting module leverages the Crystal Reports Server OEM Edition license. A non-production and
production reporting environment will be available.
•DENTON will utilize a single production FleetFocus™ database. A test database instance will also be
implemented.
•The following information technology services are not included in this Statement of Work: network
connections; telecommunications network(s); operating system, network and database administration;
disaster recovery planning; the acquisition, installation, testing and tuning of any required hardware,
operating software, peripherals and communications infrastructure.
Project Management and Risk Factors
•DENTON and AssetWorks will agree on scope, services, and deliverables for optional modules and services
prior to the Notice to Proceed.
•DENTON project manager will be responsible for obtaining any required authorizations, approvals and/or
signoffs by DENTON related to project deliverables and project progression in a timeframe in alignment
with the project work plan. Delays to this process as well as any DENTON tasks not completed within thework plan timeframe will be subject to the Change Order Management process, delayed deadlines, and
increased services fees.
•This Statement of Work does not include the expenses associated with DENTON or DENTON resources
assigned to the project.
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•DENTON remains responsible for all integration effort not described in this Statement of Work
•The project schedule is contingent upon the timely attainment of several external milestones that are
outside the control of AssetWorks. Examples include but are not limited to the acquisition of the requisite
software licenses and hardware and the approval of requisite capital appropriation requests as required.
•Circumstances may necessitate changes to the tasks and/or time estimates, at which time AssetWorks
and DENTON will discuss these changes in good faith at their earliest opportunity.
•This proposed Statement of Work includes implementation support for only those optional modules,
interfaces, and modifications listed in the task list. Any change to the proposed Statement of Work,
particularly the implementation services, data conversion, interfaces, and application modifications, will
be documented and follow the same procedures for new enhancements or change orders.
•Unless otherwise noted, all integration, enhancement and report development effort quoted in thisproposed Statement of Work are an estimate based on AssetWorks’ experience providing similar services
for other clients based on our current understanding of the requirements. AssetWorks will develop a
detailed Development Specification for all services before proceeding with any development.
•This Statement of Work includes services to determine DENTON’s requirements and preparing the
development specifications and quotes for only those development items identified in this Statement of
Work. Any requirement analysis and specification work for additional items not identified in this
Statement of Work would be done on a time and materials basis.
Project Delays
•When Professional Service days are contracted, they are removed from AssetWorks’ capacity and
considered sold to the customer, and as a result AssetWorks makes financial plans based upon the
revenues it expects to achieve from the full performance of the contract. It is impossible for AssetWorks
to know in advance whether or under what circumstances it would be able to resell the service days if the
customer does not use them, either as a result of delaying or canceling meetings, tasks or deliverables. In
most instances, when customers do not use the contracted time, AssetWorks is unable to resell those
days or services. Even when days or services may be resold, it is costly to re-market the services, and suchefforts divert effort to do so. While customer days have been held out of AssetWorks’ capacity planning,
AssetWorks may have turned away or delayed the start of other customers in order to meet AssetWorks’
commitment to the customer. For these reasons, AssetWorks and the customer agree that in the event of
delay or cancellation of scheduled project tasks and meetings at the customer’s request within two weeks
of execution, AssetWorks shall be due compensation equal to the contracted amount to deliver the
services cancelled including any travel expenses incurred in preparation for the delayed or cancelled
services.
Technical Services / Interfaces
Custom Reports Standard Terms
•All custom reports require a licensed and installed Reporting Module in a non-production and
production environment for reports to be run from the FleetFocus web portal.
•If AssetWorks is contracted to make modifications to a customer created report and identifies areas
with incorrect design and/or data, AssetWorks will notify the customer immediately. If the customer
requires AssetWorks to resolve the issue, it will require a change order.
•Customer is responsible for working with AssetWorks’ Professional Services to provide their business
process and identify specific system data mapping/elements requirements for the purposes of
developing an approved functional and technical specifications for AssetWorks’ Development to
proceed with building a custom report.
Product Enhancements Standard Terms
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•For all product enhancements, full and final design details will be determined by AssetWorks Product
Management during the internal scoping process and discussed with the customer. Exact namingconventions and fields are subject to change upon creation of the specification document and final
design by AssetWorks.
•For all product enhancements, if the quoted design details are requested to change, all other noted
scope and assumptions are negated and a re-quote or change order will be required.
•All enhancement services must be re-quoted and AssetWorks reserves the right to adjust the quoted
delivery version and standard delivery timeline, if not signed with 30 days of delivery of the quote or
earlier if noted above.
Custom Notifications Standard Terms
•The custom notifications assume usage of all FleetFocus settings out of the box, no additional rules
outside of standard application logic are to be used such as advanced lookups or data
transformations unless noted above in the scope and assumptions.
•Notification(s) is quoted for only supported versions and only for a specific version if noted above in
the scope and assumptions.
•This notification(s) will be delivered in a future release if specified above or a custom package for
customer’s current version, as determined by AssetWorks during development phase. Notifications
are quoted for only supported versions and assumed logic is quoted utilizing the latest major build
release.
•All custom notification(s) require a licensed and installed MAXQueue Integration Module in a non-
production and production environment.
Custom Interfaces Standard Terms
•The custom interface(s) assumes usage of all FleetFocus settings out of the box, no additional rules
outside of standard application logic are to be used such as advanced lookups or data
transformations unless noted above in the scope and assumptions.
•Interface is quoted for supported versions and only for a specific version if noted above in the scope
and assumptions.
•The interface will be delivered in a future release if specified above or a custom package forcustomer’s current version, as determined by AssetWorks during the development phase. Interfaces
are quoted for supported versions and assumed logic is quoted utilizing the latest major build release.
If a version of the interface is requested to be delivered that is lower than the version noted in the
approved specification, it will require a change order.
•The customer must ensure their non-production system version matches the production system
version until final interface testing is complete. Otherwise, a change order may be required to ensure
the interface is compatible to a prior version.
•Interface errors or rejects will be sent to the MAXQueue error handler to review/reprocess. Customer
is responsible for the management of errors/rejects; standard error processing rules and logic of
FleetFocus will apply.
•Customer is responsible for any errors outside of FleetFocus from any external system, and these will
not be processed through FleetFocus.
•Unless noted above in the specified interface scope and assumptions, all custom interfaces quoted
only allow for all errors to be directed to a single MAXQueue error portal for review and re-
processing. If as an example, multiple groups within an organization need to see separate errors
based on variable criteria or by their group in different MAXQueue error portals, it would be
considered a change request.
Docusign Envelope ID: 8394EC6C-BCD8-4FA5-91FC-A26F0AD6016E
STATEMENT OF WORK
PAGE 42
•Customer is responsible for working with AssetWorks’ Professional Services to provide their business
process, provide relevant files, web services schemas, coordinate FTP file transfers and identify theexternal system data mapping/elements requirements (i.e., web services, XML, APIs, etc.) for
functional and technical specification(s) creation, development and/or quality assurance purposes.
•Customer is responsible for building the other side of the interface(s) for the external system(s) to
push and pull data based on the direction specified as part of the interface; customer is also
responsible for resolving any firewall issues related to accepting or sending data on their side.
•If using web services or APIs, the customer must provide a fully maintained web service and API from
the external system. The interface assumes the 3rd party technology is available within the
FleetFocus standards to be able to access these methods and services. The customer’s system must
be capable of providing AssetWorks with the proper services and/or connections so that FleetFocus
can distinguish data updates such as “INSERT” and “UPDATE” data and send items using triggers
rather than timers. FleetFocus will process each change in this method specified, as it is received.
FleetFocus assumes no callbacks from 3rd party system web services or APIs that require additional
data transformations unless otherwise noted in the scope.
•If the integration is scoped to accept attachment transfers, the customer must send one file per
transaction and must send them in the FleetFocus supported format.
•All custom interface(s) require a licensed and installed MAXQueue Integration Module in a non-
production and production environment.
Custom Deliverable(s) Standard Terms
•This quote assumes customer is properly licensed for necessary module(s) to utilize any areas which
require licensing.
•All custom deliverable(s) (interfaces, reports, enhancements and/or notifications) or changes to out
of the box reports and/or notifications assumes that only fields, screens, and tables currently
available within FleetFocus are available to be sent and all fields utilized adhere to the FleetFocusdata type and field length of the specific field, unless noted above in the scope and assumptions of
this Statement of Work.
•All technical services must be re-quoted and AssetWorks reserves the right to adjust the quoted
delivery version and standard delivery timeline, if not signed with 60 days of delivery of the quote or
earlier if noted above.
•Core software features are not eligible for patch back or delivery cycle outside of standard release
unless an adjusted delivery cycle is expressly specified in this document. Customers must upgrade to
a new major version to receive and test these features.
•Development delivery timelines will be set upon signature of the specification by the customer; these
dates will be coordinated as part of the project plan once specifications are signed.
•For AssetWorks to begin development, a customer approved custom deliverable specification(s) with
data mapping to the FleetFocus database must be reviewed, approved, and signed by the customer;
this includes any iterations after the initial approval.
•Signed functional and technical specification(s) take precedence on all design and development.
•Approval of all functional and technical specifications are required by the customer within 30 days of
delivery by AssetWorks or AssetWorks reserves the right to adjust the delivery version and delivery
timeline, unless otherwise noted.
•Testing is the customer’s responsibility and expected to be completed within 30 days of delivery of
the custom deliverable(s) by AssetWorks, unless otherwise noted. If the custom deliverable(s) is a
product enhancement, the Customer will be required to complete testing in the first available version
containing the product enhancement, including an early delivery release if made available.
•All services will be performed remotely using web teleconferencing, unless otherwise noted.
Docusign Envelope ID: 8394EC6C-BCD8-4FA5-91FC-A26F0AD6016E
STATEMENT OF WORK
PAGE 43
•Non-production and production are required to be on a generally available (GA) release and the
supported version(s) per assumptions noted above for custom deliverable(s).
•Customer may be required to upgrade, if FleetFocus business logic changes in future releases that
impacts the dependencies for the custom deliverable(s). Upgrade services for FleetFocus are not
included, unless otherwise noted.
•If customer changes their database type after signing design specifications a change order will be
required.
•If a customer’s internal systems (i.e., ERP) require any additional analysis, configuration and/or
development to support the proposed custom deliverable(s), AssetWorks assumes the customer will
provide internal resources to immediately resolve any work and/or process resolution needed to
support the agreed upon project timeline. If AssetWorks is required to assist, a change order will be
necessary.
•Customer will make appropriate technical resources available to AssetWorks’ consultants and have all
of the necessary and appropriate personnel at meetings for the purpose of defining the requirements
of the system and project.
•Customer will appoint a single point of contact for the duration of the project. This person should
have project management responsibilities and decision-making authority. This person will be the
focal point of contact for AssetWorks’ Professional Services and Customer Care team.
•AssetWorks assumes customer utilizes an internal system administrator to maintain all aspects of
FleetFocus configuration, user training and system administrator duties including the setup of all
FleetFocus data (customer responsibility) as required to support this custom deliverable(s).
•Customer will be responsible for working with AssetWorks’ Professional Services and Customer Care
teams to move the custom deliverable(s) into a production environment. Sign-off is required to move
the custom deliverable from test to production and a secondary sign-off is required once in
production for Customer Care to support the custom deliverable. As enhancements are delivered in a
general release, there is no sign-off process to put them in a production environment.
•Annual maintenance for quoted custom deliverable(s) is billed upon delivery of the item(s) as defined
the scope.
•The customer must maintain an active non-production environment that is configured and available
for testing of all custom deliverables prior to the testing phase of a project.
Logistical and Scheduling Support
AssetWorks will need assistance from DENTON to coordinate training and roll-out schedules, communications with
field personnel and setting up training sites.
Procedures for Handling Change Orders
If there is a change to the scope, or additional requirements to the project, these will be documented in the
project change log, and the AssetWorks PM will review these potential changes with the DENTON Project Manager
to determine the need and priority for the change. If the change is something that will be required, then the next
determination would be who will be responsible for executing the change, if the change will result in a change of
scope requiring additional support or effort from AssetWorks a formal change order request will be developed and
provided to DENTON for review and approval to be added to the scope of work. Any changes to the scope of work
will be reflected in the project decision log and will result in updates to the project scope of work, schedule, and
budget, including the addition of any additional milestones. Only after all parties agree on the need for the change,
Docusign Envelope ID: 8394EC6C-BCD8-4FA5-91FC-A26F0AD6016E
STATEMENT OF WORK
PAGE 44
and the plan for integrating the change into the overall implementation project plan, would AssetWorks begin
work on this change.
SOW Signature Block
CITY OF DENTON Authorized Representative:
Signature: Date:
AssetWorks Authorized Representative:
Signature: Date:
Docusign Envelope ID: 8394EC6C-BCD8-4FA5-91FC-A26F0AD6016E
Certificate Of Completion
Envelope Id: 8394EC6C-BCD8-4FA5-91FC-A26F0AD6016E Status: Completed
Subject: ***Purchasing Approval*** 8660 Fleet Asset Management Software- Amendment to add SOW
Source Envelope:
Document Pages: 46 Signatures: 2 Envelope Originator:
Certificate Pages: 5 Initials: 3 Kayla Clark
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
901B Texas Street
Denton, TX 76209
kayla.clark@cityofdenton.com
IP Address: 198.49.140.10
Record Tracking
Status: Original
6/6/2025 7:12:37 AM
Holder: Kayla Clark
kayla.clark@cityofdenton.com
Location: DocuSign
Signer Events Signature Timestamp
Kayla Clark
kayla.clark@cityofdenton.com
Buyer
City of Denton
Security Level: Email, Account Authentication
(None)
Completed
Using IP Address: 198.49.140.10
Sent: 6/6/2025 7:27:45 AM
Viewed: 6/6/2025 7:27:56 AM
Signed: 6/6/2025 7:28:07 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Lori Hewell
lori.hewell@cityofdenton.com
Purchasing Manager
City of Denton
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(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.104
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Signed: 6/6/2025 8:28:53 AM
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Marcella Lunn
marcella.lunn@cityofdenton.com
Senior Deputy City Attorney
City of Denton
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Using IP Address: 198.49.140.10
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Signed: 6/6/2025 10:10:36 AM
Electronic Record and Signature Disclosure:
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Greg Richards
Greg.Richards@assetworks.com
General Manager
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 76.154.192.73
Sent: 6/6/2025 10:10:39 AM
Viewed: 6/6/2025 10:15:36 AM
Signed: 6/6/2025 10:15:43 AM
Electronic Record and Signature Disclosure:
Accepted: 6/6/2025 10:15:36 AM
ID: 2b0caa3e-5e90-4035-a5ac-8bba1ef826df
Signer Events Signature Timestamp
Thomas Gramer
Tom.Gramer@cityofdenton.com
Director
Facilities and Fleet
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(None)
Signature Adoption: Drawn on Device
Using IP Address: 198.49.140.10
Sent: 6/6/2025 10:15:44 AM
Viewed: 6/6/2025 10:16:25 AM
Signed: 6/6/2025 10:16:31 AM
Electronic Record and Signature Disclosure:
Accepted: 6/6/2025 10:16:25 AM
ID: 94938d22-ce79-43cf-abae-065f048877fd
Kayla Clark
kayla.clark@cityofdenton.com
Buyer
City of Denton
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.10
Sent: 6/6/2025 10:16:34 AM
Viewed: 6/6/2025 1:36:16 PM
Signed: 6/6/2025 1:36:20 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
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Intermediary Delivery Events Status Timestamp
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Carbon Copy Events Status Timestamp
Cheyenne Defee
cheyenne.defee@cityofdenton.com
Procurement Administration Supervisor
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 6/6/2025 1:36:23 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 6/6/2025 7:27:45 AM
Certified Delivered Security Checked 6/6/2025 1:36:16 PM
Signing Complete Security Checked 6/6/2025 1:36:20 PM
Completed Security Checked 6/6/2025 1:36:23 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
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Electronic Record and Signature Disclosure created on: 7/21/2017 1:59:03 PM
Parties agreed to: Greg Richards, Thomas Gramer
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