6592 - Services for the JD Edwards 9.2 Upgrade, 3.Statement of Work/ Specifications
Materials Management Department
901-B Texas Street
Denton, Texas 76209
REQUEST FOR PROPOSALS
RFP #6592- 3 SCOPE OF WORK
The City of Denton is seeking the best value solution for the:
Supply of Services for JD Edwards 9.2 Upgrade
RFP#6592
EXHIBIT 3
SUPPLY OF SERVICES FOR JD EDWARDS 9.2 UPGRADE
SCOPE OF WORK AND TECHNICAL SERVICES
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1. SCOPE OF WORK AND SERVICES
The scope of work shall be finalized upon the selection of the Contractor. The proposal submission
shall have accurately described your understanding of the objectives and scope of the requested
services and provided an outline of your process to implement the requirements of the Scope of
Work and Services. It is anticipated that the scope proposal submission will include, at a
minimum, the following:
A. GENERAL RESPONSIBILITIES AND REQUIREMENTS
The City of Denton (City/COD) is interested in receiving proposals to contract with a
qualified and experienced technology contractor to perform a JD Edwards (JDE) software
application and tools upgrade from version 9.1 to 9.2 (latest generally available version
and patches). This is a collaborative effort that will be performed with City technical
resources. The work shall include the following requirements:
The requirements of the upgrade performed by the technology contractor are as follows:
1. Project planning and management in collaboration with COD resources.
2. Recommendation of latest generally available version and patches of JDE 9.2.
3. Subject matter expert resource to validate target environment set up and health.
4. Subject matter expert resource to execute install of JDE 9.2 and 9.2 tools.
5. Migration of 9.1 data and configuration migrated to new 9.2 environments.
6. Application of necessary 9.2 configuration changes
7. Assistance in identifying priority areas for testing based on changes between JDE 9.1
and 9.2
8. Assistance sanity testing of 9.2 base deployment
9. Migration of Customizations (OBJ Codes 55 and 56):
Custom table settings
Custom processes
Custom user views
Custom processing options
10. Enable, Configure and Test UX One:
UX One for up to 5 roles (Procurement, Buyer, AP and AR Manager) and up
to 15 users
11. Implement, Configure and Test Mobility:
AIS installation and configuration
Configuration of PO Approval and Employee Contact Mobile Services
sanity, data integrity, and regression testing of 9.2
12. Participation in sanity, data integrity, and regression testing of 9.2
13. Perform a technical and functional readiness assessment in preparation of production
freeze and cutover
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14. Freeze production data and perform final data migration to 9.2 environment.
15. Participate in environment health, data validation and regression testing.
16. Onsite SME resource(s) to support the production transition to 9.2 and support users
post cut-over (5 day business period of stability).
17. Remote SME resource(s) to support the production transition to 9.2 and support users
post cut-over (day 6-10 business period of stability).
B. Additionally, the following requirements shall be met by the contractor:
1. Project Plan development in collaboration with COD Project Manager, resulting in
plan with timelines, installation, data migration documentation and configuration
steps for new install.
2. JDE SME on 9.1 and 9.2 system operation, features, database and workflow
3. Consult COD on the net changes between current installed 9.1 and target 9.2 versions.
4. Identify areas that require configuration changes
5. Identify key areas of high change and risk that testing should be focused on.
6. Install 9.2 + on deployment server
7. Install 9.2 + on enterprise server and dbase server
8. Install 9.2 + on JAS server and workstation
9. All data migrated (custom w/o standard naming convention (all OBJ Codes 55/56-not
named as, E1 code, tables, screens, reports, etc).
C. City of Denton responsibilities:
The City of Denton resource availability for the project is 2 FTE JDE, 1.5 Project
manager, and internal user testers, which will require the upgrade partner to collaborate
and consult to deliver the project
1. Project Management collaboration
2. Technical infrastructure build, configuration and support of target environment
3. Identify critical COD applications and workflows (top tier)
4. Validate and verify data migration for data accuracy
5. Validate migrated data
6. Validate customizations migrated and operating (E1, tables settings, processes, user
views, processing options, and reports)
7. Develop Test Approach, Plan and Test Scripts for validation of continuity of
procedures / processes from 9.1 to 9.2.
8. Ensure all standard reports are migrated, tested, and pulling correct data files
9. Technical and functional testing of workflows
10. Verify End user menus and security settings are configured and tested with same
level of application access as in 9.1
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11. Engage and manage City of Denton core users in testing of data migration to 9.2
12. Configure and test JDE scheduler for auto-scheduling of reports and processes
13. Develop UPK document for Journal Entry to verify application is functional for core
users created for 9.2.
14. Train City of Denton technical team of differences between versions 9.1 and 9.2
using the current test data.
15. Knowledge transfer to COD technical team of Mobility architecture, configuration,
services deployed.
16. Document all changes made to support 9.2 (deltas) and definition/reason.
17. Train COD beta users (up to 15) on new features (UX One and Mobility features)
18. Migrate identified interfaces and 3rd party applications; validate that they compatible,
functional and in the 9.2 environments
19. Manage problem reporting (Cherwell) and all user notifications
20. The City of Denton shall provide appropriate work space within City offices for
project staff to complete the upgrade project.
21. The City of Denton shall provide remote access to the JDE System, as necessary.
22. The City of Denton shall not provide per diem or travel for project staff assigned to
this project. The negotiated price for the upgrade shall be firm, fixed.
D. Project Assumptions:
1. Vendor must be a minimum Platinum level Oracle Partner
2. Collaborative project, not a turn key project.
3. Technical upgrade – i.e. no business process changes except where required by
version changes or requested feature addition (UX ONE and Mobility)
4. Minimal to no impact to end user
5. Final migration will occur over a weekend: Friday evening-Sunday evening
6. Day 1 post upgrade support first Monday after migration at 7:00 am US Central
time, continuing through Friday at 5:00 pm US Central.
7. Project task work to be continuous, though there may be gaps on tasks in which
resources will not be needed or paid hourly. This will be defined in the project
schedule with the selected vendor.
8. Executing resource(s) on-site for work being done.
9. Tentative Schedule
a. Work start as soon as possible after PO originated (Target-Feb 7, 2018)
b. 2 pre-run/test Data exports/conversions to 9.2 environment (Est Feb 9 and
Mar 1)
c. Final data export/conversion and Production Cutover on 3/30/18
d. On-Site Support 1st week from first Monday production live on 9.2 (5
business days)
e. Remote Support for 2nd week from production live (5 business days)
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E. City of Denton is currently running:
1. JDE 9.1 in a virtual environment (VMware release 5.5) with 9.1.4 Tools Release.
2. Oracle database: 12g (release 12.1.0.2) Enterprise Edition, 64-bit.
3. Enterprise, Database, and JAS servers: Windows server 2012R2.
4. Oracle Access Manager windows Server 2012 - for SSO into the Production
Environment.
5. Deployment Server: Windows Server 2008R2
6. City of Denton will potentially be migrating to a Linux based target server farm.
Summary of Roles
Activity COD
TS
COD
PM
COD
Users
Vendor
Project Plan creation and Management X X Collaborative
Data Cleanup - Existing System Ver 9.1 X
Environment Creation – Server build/OS Install X
Identification of Summary of Changes 9.19.2 bas on COD
use
X
JDE (all services) 9.2 Fresh Install X X Collaborative-
Vendor lead
Data Migration/Conversion (x3) X X Collaborative-
Vendor lead
Implementation/config of Mobility (AIS) and UX One Roles X X Collaborative-
Vendor lead
9.2 Configuration Changes (as required) X X Collaborative-
Vendor lead
Sanity, Regression, functional and data integrity Testing X X Collaborative-
Vendor lead
User Acceptance Testing X X
TOI config changes and new feature config/operation X
Day 1 Support X X Collaborative-
COD lead
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Current 9.1 JDE Modules Used by City of Denton:
MODULE ACTIVE INACTIVE
Accounts Payable X
Accounts Receivable X
Advanced Pricing X
Advanced Stock Valuation X
Agreement Management X
Bulk Stock Inventory X
Capital Asset Management X
Configurator X
Content Builder X
Contract and Service Billing X
Fixed Asset Accounting X
Foundation – Address Book X
Foundation – Order Processing X
Foundation – Work Order X
General Ledger X
HCM Foundation X
Human Resource Management X
Inventory Management X
Manufacturing – ETO Foundations X
Manufacturing – PDM X
Manufacturing – Shop Floor-MRP X
Procurement and Subcontracts X
Project Costing X
Quality Management X
Real Estate Management X
Requirements Planning X
Sales Order Entry X
Sales Order Processing X
Service Management Foundation X
Solution Concurrent Users X
Suite – Concurrent – Full-Use User X
Technology Foundation X
F. Project Understanding
1. Based on the mentioned assumptions provide details of how you would approach completing
the project in a timely and cost effective manner, including what tools and resources will be
required to be successful.
2. Please explain how your company will identify risks and mitigation strategies for an upgrade
of this complexity and size. Define Critical Success Factors (CSF) that makes an
implementation successful and what kind of safeguards do you put in place to guarantee a
successful implementation?
3. Please explain your knowledge transfer and training strategy including experience with UPK.
4. Provide a brief resume of the proposed consultants and project Manager.
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G. Methodology/Management Strategy
1. Provide project plan considering all mentioned assumptions. The project plan should
include, but not limited to:
a. Itemized key tasks as well as defined major milestones and identification of
key dependencies per focus area. These high level tasks should correlate to a
resource based pricing. The City of Denton expects all responses to this RFP
to include a summary project schedule (plan – in MS Project format)
identifying at least the planned high level tasks required to accomplish the
upgrade. A more detailed project schedule denoting additional detail will
provide an indication that the proposer has experience and in-depth
knowledge of this type of implementation. City of Denton will expect that the
schedule noted above will identify the generic resource requirements (type
and rough estimate of hours) needed to accomplish the tasks listed on the
schedule.
b. The proposed timeline specifically broken down on hours per week of
resource requirements (both consulting and City of Denton resources) based
on identified key tasks. The timeline and resource allocation should cover the
proposed phases and appropriate post go-live support services.
c. The timeline can be done in Microsoft Excel or Microsoft Project but should
visually show year, months and weeks on a Gantt chart format with a
summary page identifying total hours per key steps and resource.
H. COST PROPOSAL
1. The City of Denton will entertain either a Time and Material OR Fixed Cost proposal,
as long as they are documented as to the hours and rates used to arrive at overall total
costs with /breakdown, and the assumptions used to arrive at these costs, including
travel expenses. Please provide the specific Resource Fee Structure that is going to
be charged to City of Denton for this upgrade - broken out per resource you identified
that is going to be participating on this upgrade. City of Denton requires that you
provide hourly rates and the estimated number of hours by resource, and by Phase of
the project, to determine overall estimated Project Cost.
For example:
Resource Approved City of Denton
Hourly Rate
Project Manager $150
Financial Consultant $100
HR Consultant
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2. For Fixed Cost proposals we will still want to know how you came up with
your proposal, including assumptions used.
3. For either method, we expect that your proposal will also include anticipated
travel expenses, to provide a complete Total Cost for the Project. Failure to provide a
Total cost estimated whether by time and materials or fixed, will
result in your proposal being deemed non-responsive.
4. The Cost Proposal Form must be submitted in a separate sealed envelope
and placed within the sealed submittal package. The Cost Proposal
envelopes will NOT be opened until all evaluations and references are
completed for all Proposers.
5. The City of Denton reserves the right to negotiate costs with any and all Proposers
that may be awarded work under this RFP. Such negotiations are at the sole
discretion of the City of Denton .
6. No other references or mentioning of costs should be included in any other sections
of your submitted proposal.
7. In order for the Proposal Package to be considered responsive, the Cost
Proposal Form must be completed in its entirety.