ICA 20C4430 Simpler Systems

PROPOSAL

Simpler for the Payroll System County of Santa Cruz

November 26, 2019

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Simpler for the Payroll System – County of Santa Cruz 2

| simplersystems.com

I. BACKGROUND

In 2002, the County of Santa Cruz began using an early version of the Simpler platform in order to navigate the data in the FAMIS financial application. After initial development, new customized datapps and datasets were added, including reports for the State Controller’s Office.

In 2007, the County contracted with Simpler Systems to utilize the SimplerSuite and SimplerWorkflow platforms and create a budget development and document preparation application. EZBudget integrates data from the County’s FAMIS and Budget applications as well as data from the Personnel Budget system and allows County staff to aggregate budget data and prepare budget related financial reports.

In 2015, the County implemented a new financial system, ONESolution by SunGard Simpler Systems implemented a new instance of Simpler/gov for the ONESolution application and EZBudget. In addition, the legacy data that resides in EZFAMIS continues to be available through the Simpler platform.

In February 2017, the County implemented a Simpler Systems public access portal for Financial data.

Currently, the County requires a fast, secure, and easy to use solution for the data from the Payroll System, developed in-house. Simpler System also proposes that systems be upgraded to the latest version of the platform. See Appendix A – New Simpler Platform for an overview of enhancements, new features and benefits.

II. PROJECT PHASES

This project has 3 phases:

1. Create datapps for payroll data.2. Upgrade the EZTax datapps to current version.3. Upgrade the EZOne and EZFamis datapps to current version.

III. SCOPE

There are 3 phases of the contract. Each phase will be managed as a separate project and schedule according to the preference of the County Auditor-Controller, or her designee. Simpler Systems and County responsibilities for phases 1 are as follows.

Simpler Systems will:

• Establish a Simpler site including SQL databases for Payroll System data• Simpler recommends that the site be located on the County’s network.• Synchronize the Payroll System data into the Simpler database on a regular schedule as directed by

County.• Meet with County staff to capture requirements for additional development.• Meet with County staff to determine security and authentication requirements.• Develop, customize, and refine datapps• Train staff on datapps.

The County will:

• Provide remote access to network location(s).

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• Provide read only access to Payroll System database. • Work with Simpler to setup the virtual server. • Identify functional domain experts to work with Simpler team to validate data. • Work with Simpler to modify existing queries for Payroll System, as needed.

PHASE 1 – PAYROLL DATAPPS Simpler Systems will setup a new Simpler site with the most recent version of the Simpler platform, hosted on the client network. Datapps will be created for all payroll related data, including:

• Paychecks • Earnings • Taxes • Deductions • Employer Paid

PHASE 2 & 3 – EZTAX AND EZONE UPGRADES Simpler Systems will leverage the existing Simpler databases and the new Simpler site created in Phase 1 for the upgrades of EZTax and EZOne. All existing datapps will be moved to the new Simpler Platform.

Simpler Systems will:

• Review and optimize existing tables and queries, as needed. • Create new xml templates • Test datapps • Validate data against existing reports • Support County testing and validation • Train staff on the new platform

IV. PROJECT SCHEDULE

The following project schedule and milestones assume a project start date of March 6, 2020.

Simpler recognizes that the ability to provide information requested and availability of County resources may impact Simpler’s ability to meet the milestones described in this statement of work. In the event of a project delay, the project managers for the County and Simpler will mutually agree upon a revised project schedule.

Phase 1 – Payroll Datapps No. Milestone Est. Completion Date

1 Installation & Framework March 13, 2020

2 Synchronization Process March 27, 2020

3 Initial Data Analysis and Optimization April 3, 2020

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No. Milestone Est. Completion Date

4 Datapp Development May 22, 2020

5 Administration & Authentication June 19, 2020

6 System Testing & Validation (Simpler) June 19, 2020

7 User Acceptance Testing & Validation (County) June 26, 2020

8 End User Training July 10, 2020

9 Final User Acceptance July 26, 2020

Phases 2 & 3 – EZTax & EZOne Upgrades The project timeline for phases 2 & 3 will be determined upon completion of phases 1.

V. PRICING

The pricing information in this proposal is confidential and intended only for the use of the County of Santa Cruz. Changes in scope or requirements may impact pricing.

The initial license is waived for the County as an existing client.

Phases 1 is an estimate and is based on Professional Services hours at a rate of $185/hour. County will be invoiced monthly for actual hours worked.

Phases 2 & 3 are a fixed price for the upgrade.

Ongoing License & Maintenance (L&M) is a monthly charge that includes user licenses, technical support, and minor enhancements. The License & Maintenance amounts for upgraded systems will continue according to amounts in previous contracts. Licensing and Maintenance for the Payroll System datapps can be extended for additional 12-month terms. During annual renewal, the charges are eligible for an increase, not to exceed 3% annually.

Description Amount

Initial License, unlimited users, Payroll System data N/A

Phase 1 – Payroll Datapps, 400 Hours 74,000

Phase 2 – EZTax Upgrade 10,000

Phase 3 – EZOne Upgrade 10,000

Total Amount $ 94,000

Payroll System Ongoing License & Maintenance (monthly) $ 2,000

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Payment Terms Simpler Systems will invoice County monthly for professional services, starting one month after the effective date of the contract. Professional services will be conducted remotely and will be billed on a time and materials basis. Invoices will be due when received by County.

VI. ABOUT SIMPLER SYSTEMS

Simpler Systems develops software and delivers services to let users navigate data. Our driving force is freeing data and giving people – regardless of their data disposition – the ability to engage with any data meaningfully and independently. This means access to data, whether locked up in legacy databases or scattered about in isolated files. It means composing the data from a user's perspective. And it means providing dramatically different software with an intuitive interface that lets anyone navigate data, independently.

Simpler Systems has been providing software and services to government and education since 1998.

VII. CONTACT INFORMATION

Simpler Systems 1233-B State Street Santa Barbara, CA 93101 805-882-1848www.simplersystems.com

Ms. Keri Collins [email protected]

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http://www.simplersystems.com/

mailto:[email protected]



APPENDIX A – NEW SIMPLER PLATFORM

SIMPLER SIMPLIFIED

The new Simpler Platform takes everything that you loved in your datapps and made it better, simpler. No forms to fill out, no toggling between Search and Data Pages. Even the largest data sets with numerous columns can be navigated quickly. The speed to get your results and change the way they are displayed is even faster. In addition, all primary functions - filtering, sorting, grouping, aggregating - are available from the Data Page by clicking values or column headers. The new Simpler platform gives you simple and intuitive Control Panels to Navigate data, access Shortcuts, Export and Share data, or provide Feedback without ever leaving your data.

WHAT WE DO BETTER

• Filters - No change here, click on a value to filter, use wildcards and operators for ranges, exclusions, or any combination you can think of. Filters are now accessed via the Navigate Control Panel, but you can also change values and access the Control Panel using the Criteria Bar.

• Sorting - Also the same as previous version; sort by clicking the column header for data in ascending or descending order. However, the new Simpler makes it easier to sort on multiple columns from the Navigate Control Panel and also designate ascending or descending order for each column.

• Grouping & Aggregation - We still do this but SO much simpler. Click one time on the title of a column to group the data. Click on the same title again and it will aggregate. Just two clicks!

• Drill Down - No change to this either, just click on the summarized value to view the details and keep navigating.

• Display Options - Column visibility and ordering can be changed directly from the Data Page and is performed instantly. You can also now add columns to the "fixed" area of columns that will always stay visible on the page.

NEW ADVANCED FEATURES

• Macros - Create macros that filter based on any condition. This is an extension of the helpers in the previous version. For example, you can create macros for period begin and end dates, filters based on multiple codes, almost anything.

• Datapps can be filtered using the results of other datapps. Just click on the Share Control Panel and create link that will filter the results in another datapp. For example, you can filter Employee ID's based on a union code and then use that filter in Personal Information to get addresses or email for that list of employees.

• Frequently used columns can be designated for Quick Search, so they are always available at the top of the column list in the Control Panels.

• Column can be expanded to show related data or break data into components. This reduces the number of columns in the original data set and you need only to expand when detail is needed. An example of

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this is displaying a Department Name; if more detail is needed you can click an arrow and see details like Department Number, Location, or any related data.

• Icons next to data values that can link to other datapps or outside systems. Examples of this would be alink from Employee data to related Payroll information or link from a Property Address to Google Maps.

• Each user now has the option to designate a default Shortcut for each datapp. This means that eachtime they click the datapp link on the Home Page, they decide what the data will look like.

CONTROL PANELS Each of these icons will activate a panel on the right side of the page for advanced navigation features, additional information, or to provide feedback and ask questions. Once you make your selection, the panel will automatically close or you can also close it by clicking on the in the top right of the panel. Each of these panels is covered in more detail in the following sections.

Navigate The Navigate Panel can be used for applying Filters, Groups, and Sorting.

Shortcuts The Shortcuts panel will list Personal Shortcuts that you have created and Common Shortcuts that are created for everyone to use.

Create / Update Shortcut

The Create /Update Shortcuts Panel is used to Create, Update, and set Default Shortcuts.

Export The Export Panel provides options to download data in three different formats: PDF, MS Excel, CSV.

Share The Share Panel provides a link that you can use to send to other users and a link that can be shared as a filter with other datapps.

Info The Info Panel provides information about the datapp and the fields.

Feedback The Feedback Panel provides a form that allows users to report bugs, request enhancements, and ask questions.

TECHNICAL CHANGES Metadata Based

• Template development is faster and more consistent since framework behavior is driven by metadatarather than independent attributes/templates.

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• Metadata can be reused or parameterized to reduce template size and make system-wide changes in asingle location.

Enhanced Security Features

• Optional URL signing and origin control allows templates to be locked down to specific scenarios (onlyaccessible if the application authorizes it, and for a determined period of time).

• Claims-based authentication makes access flexible and easy to integrate with third party authenticationsystems.

Enhanced Caching

• Only broadening the data requires re-querying. All filtering, grouping, sorting, and aggregating can bedone within memory on the previously cached results.

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APPENDIX B – APPLICATION SUPPORT

Simpler will provide support services for all work provided under this statement of work from 7am to 6 pm Pacific Time on all business days, excluding County holidays. Support for activities outside of normal business hours can be arranged upon request and is dependent on availability of resources.

REPORT AN INCIDENT You can report an incident by contacting Simpler Systems using one of the following methods. Each incident will be assigned a Priority Level and managed accordingly.

a. Feedback icon (where available) – From within the application, any user can click on theFeedback icon on the Task Bar. This method supports asking questions, requesting anenhancement, or reporting a bug. See Feedback Process for additional information.

b. Email – Requests for support should be sent to your Support Representative for fastest responseor can also be sent to [email protected].

c. Telephone – Users should call your Support Representative for fastest response. If therepresentative is not available, you can call our main line at 905.882.1848.

INCIDENT PRIORITY LEVELS If analysis by Simpler indicates that a reported problem is caused by a reproducible problem or defect, Simpler will use commercially reasonable efforts to provide support services in accordance with the following prioritization of reported problems:

Priority Definition

1 - Critical Priority 1: will be assigned when the Simpler product listed in Section VII or a material Simpler product component is non-operational as a result of a defect [in production environment only] such as the production system cannot be accessed or utilized in any capacity. Simpler will maintain continuous troubleshooting efforts during regular business hours, until issue is resolved and will update plan communication at regular intervals. Commercially reasonable efforts will be made to correct Priority 1 issues immediately, or to provide a plan for such correction, within two (2) business days. Environment availability will be addressed in accordance with Attachment B – Hosting Terms and Conditions.

County’s Commitment:

• This case Priority must be called in directly to the Simpler support department.• County provides specific, detailed information required for

troubleshooting/investigation.• County provides appropriate staff and resources to sustain continuous

communication and work effort as required.• Without appropriate County resources, the case will be downgraded to Priority 2

after three (3) business days.

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Priority Definition

2 – High

Priority 2: will be assigned to production defects that result in functions that have a significant negative impact on daily operations but do not constitute as a “System Down”. A workaround may be available and/or the capacity to maintain daily business functionality. Simpler will maintain diligent troubleshooting efforts during business hours to provide error support and will update plan communication at regular intervals. Commercially reasonable efforts will be made to correct Priority 2 issues, or to provide a plan for such correction, within five (5) business days.


• County provides specific, detailed information required for troubleshooting/investigation.

• County provides appropriate staff and resources to sustain continuous communication and work effort as required.

• Without appropriate County resources, the case will be downgraded to Priority 3 after six (6) business days.

3-Medium Priority 3: will be assigned for system defects that result in functions that have no major impact on daily operations. An issue that allows the continuation of function, including issues in which a reasonable workaround is available. Commercially reasonable efforts will be made to correct Priority 3 problems, or to provide a plan for such correction, within ten (10) business day.




• Without appropriate County resources, the case will be downgraded to Priority 4 after eleven (11) business days.

4 – Low

Priority 4: will be assigned to cosmetic defects that do not affect system usability or non-defect related requests including, but not limited to, system set up/configuration, training, functionality questions, documentation, portal access, and upgrade requests. Commercially reasonable efforts will be made to address Priority 4 issues, or to provide a plan for such correction, within fifteen (15) business days.




• Without appropriate County resources, the case will be closed following our Case Closure Notification policy.

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FEEDBACK PROCESS

Simpler has integrated a method for capturing feedback and issues directly into the application. In the Control Panel menu on the top right corner of the window, the icon with the dialog balloons will allow you to submit feedback, ask questions, or report a bug. Click on the icon from datapp that you would like to submit feedback on. A form will open that will ask you to enter some basic information. The URL or address of the page will automatically be entered into the form.

The form is completed by the user. Once submitted, an email notification will be sent to the Simpler Help Desk. The issue is saved to a log that will track the progress and final resolution of the issue or question. All users are able to view log items at any time. A link to the feedback details will show comments and final resolution.

SIMPLER CONTACT INFORMATION Have fun navigating your data! If you have any questions or need additional support, please contact your Support Representative or call our main office line.

Description Support Rep Email Phone

EZBudget (original and V2) Travis Kimes [email protected] 805.451.6298

Account Manager Keri Collins [email protected] 805-612-6673Simpler Systems [email protected] 805-882-1848

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ICA 20C4430 Simpler Systems

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