HomeMy WebLinkAboutWorkday HR Management Software Master Services Agreement DocuSign Envelope ID:42B1FEDC-CBB3-42C7-A456-B56878624B76
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MASTER SERVICES AGREEMENT
This Master Services Agreement (this "Agreement"), dated as of January 23, 2024, is made by
and between City of Meridian, Idaho, with its principal office located at 33 East Broadway
Avenue, Suite 106, Meridian, Idaho 83642, United States of America ("Client"), and Cognizant
Worldwide Limited, a United Kingdom limited liability company with its principal office located at
280 Bishopsgate, Liverpool Street, London EC2M 4AG, United Kingdom ("CWW"or"Cognizant").
In addition, Cognizant Technology Solutions U.S. Corporation ("CTS US") shall execute this
Agreement together with Cognizant solely for the purpose of acknowledging that CTS US is
authorized to perform for Cognizant any Services to be provided to Client in the United States of
America pursuant to a relevant Statement of Work (as defined below), which CTS US or another
U.S. Affiliate may also execute for such purpose as provided in Section 1.1. For the purposes of
this Agreement, Client and Cognizant may each be referred to as "Party" or, collectively, as the
"Parties." The Parties, intending to be legally bound, hereby agree as follows:
1. SERVICES.
1.1 Services. Cognizant and Client will develop and enter into one or more statements of
work incorporating a description of the specific services to be provided, each in a form mutually
agreed by the Parties (a "Statement of Work" or "SOW"). Each Statement of Work will set forth,
among other things, project scope, various project activities and tasks to be performed by the
Parties, and roles and responsibilities of the Parties. Cognizant may provide to Client the following
types of services as, and to the extent, described in each Statement of Work: (i)the management
of certain business and IT operational services, which may be performed either onsite or from
remote locations ("Managed Services"); (ii) certain consulting, development, integration and or
other support services provided in addition to the Managed Services ("Professional Services");
and (iii) any other services described as Cognizant's obligation in a Statement of Work,
(collectively the"Services"). In addition, Cognizant will provide to Client certain results or proceeds
of the Services that are defined as deliverables in each Statement of Work (collectively, the
"Deliverables"). Each Statement of Work shall specifically identify this Agreement and indicate
that it is subject to the terms hereof and be executed by Client and Cognizant. Unless otherwise
set forth herein or expressly identified in the SOW as a modification to a specified provision of
this Agreement, to the extent there are any conflicts or inconsistencies between this Agreement
and any Statement of Work, the provisions of this Agreement shall govern and control. Cognizant
may engage any Affiliate (as hereinafter defined) of Cognizant to provide Services and
Deliverables to Client and any Affiliates of Client for Cognizant under this Agreement. For SOWs
executed in connection with work to be performed for Client in the United States of America, and
solely to the extent that employees of a U.S.-domiciled Cognizant Affiliate who are foreign skilled
workers are required for the provision of Services by Cognizant in connection with such SOW,
such Cognizant Affiliate may also execute such SOW solely for the purpose of providing Services
to Client for Cognizant. Any Affiliate of Cognizant may itself provide Services directly to Client and
any Affiliates of Client under this Agreement by executing SOWs in its own name, exclusive of
Cognizant, and only for the purposes of any such SOW(s), shall be considered "Cognizant" as
that term is used in this Agreement. Any Affiliate of Client may enter into SOW(s)with Cognizant
or any Affiliate of Cognizant and, only for the purposes of any such SOW(s), shall be considered
"Client" as that term is used in this Agreement. As used herein, the term "Affiliate" means any
entity that controls or is controlled by or is under common control with Cognizant or Client, as
applicable, where "control" means possessing, directly or indirectly, the power to direct or cause
the direction of the management, policies and operations of such entity, whether through
ownership of voting securities, by contract or otherwise.
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1.2 Deliverables and Acceptance. Deliverables, if any, under this Agreement will be as set
forth under any SOW. Each SOW will describe, if applicable, the Deliverables that Cognizant is
obligated to furnish to Client hereunder, the acceptance criteria for each of the Deliverables (the
"Acceptance Criteria") and the completion criteria, if any, to signify completion of each phase of a
project. Client shall review, evaluate and/or test, as the case may be, each of the Deliverables
within the applicable time period set forth in a SOW (with respect to each Deliverable, the
"Acceptance Period") to determine whether or not such Deliverable satisfies the applicable
Acceptance Criteria in all material respects. If Client does not furnish a written notice to Cognizant
specifying that a Deliverable has failed to satisfy its Acceptance Criteria in all material respects
prior to the end of the Acceptance Period therefor and/or if Client commences using the
Deliverables commercially or in a production environment, then Client will be deemed to have
accepted such Deliverable. If any Deliverable fails to satisfy its Acceptance Criteria in any material
respect, then Client will notify Cognizant in writing specifying the respects in which such
Deliverable does not conform to the applicable Acceptance Criteria and what modifications are
necessary to make it conform thereto. Thereafter, Cognizant shall use its diligent commercially
reasonable efforts to modify such Deliverable to so conform and the Deliverable will be
resubmitted for acceptance by Client. If, after repeated attempts, Cognizant is unable to remedy
any non-conforming portion of any Deliverable, Client may terminate pursuant to Section 12.2
herein.
2. PROJECT SCHEDULE; CHANGES.
2.1 Project Schedule; Changes. Each Statement of Work will set forth the projected work
effort and schedule applicable to the Services. All statements and agreements concerning time
are based upon information available and circumstances existing at the time made, and each
Statement of Work is subject to equitable adjustment upon any material change in such
information or circumstances, the occurrence of an excusable delay (as provided for in Section
2.2 hereof) or upon modification of the scope, timing or level of work to be performed by
Cognizant. Either Party will be entitled to propose changes. It is mutually acknowledged that any
such change may affect the fees or charges ("Charges") payable to Cognizant and/or the project
schedule. Neither Party shall have any obligation respecting any change until an appropriate
change order or amendment to the applicable Statement of Work is executed and delivered by
both Parties.
2.2 Excusable Delays and Failures. Cognizant will be excused from delays in performing,
or from a failure to perform, hereunder to the extent that such delays or failures result from causes
beyond Cognizant's reasonable control. Without limiting the generality of the foregoing, Client
acknowledges that Client's failure or delay in furnishing necessary information, equipment or
access to facilities, delays or failure by Client in completing tasks required of Client or in otherwise
performing Client's obligations hereunder or under any Statement of Work and any assumption
contained in a Statement of Work which is untrue or incorrect will be considered an excusable
delay or excusable failure to perform hereunder and may impede or delay completion of the
Services. Client further acknowledges that such delays or failures may result in additional charges
for the Services.
3. PAYMENT.
3.1 Project Charges and Reimbursable Items. Client shall pay to Cognizant the Charges
set forth in each Statement of Work, which such Charges shall be subject to adjustment by
Cognizant annually unless otherwise expressly agreed in the applicable Statement of Work. Client
will also reimburse Cognizant for all reasonable out-of-pocket travel, living and other ancillary
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expenses paid or incurred by Cognizant in connection with the Services and any other
reimbursable items set forth in each Statement of Work. Cognizant will have no obligation to
perform any Services when any amount required to be paid by Client remains due and unpaid
beyond the date such amount is due. Any suspension of Services by Cognizant as a result of
Client's failure to make payment as required will extend the due dates of Deliverables and other
Services to the extent impacted by such suspension or delay.
3.2 Invoices; Payments. Cognizant will invoice Client for all Charges and reimbursable items
payable to Cognizant on a monthly basis or otherwise in accordance with the schedule set forth
in the relevant Statement of Work as such payments are due. Client will pay the invoiced amount
in full within thirty (30) days of the date of each invoice, without deduction, setoff, defense or
counterclaim for any reason; provided that the Client may withhold amounts disputed reasonably
and in good faith pending resolution of such dispute. Client will pay interest, at a rate equal to the
lesser of 1.5% per month (or part thereof) or the maximum legal rate permitted, on the amount
shown on any invoice that is paid later than thirty (30) days after the date of the invoice, other
than such amounts that are disputed in such good faith during the pendency of the relevant
dispute. All amounts hereunder will be invoiced and paid in United States Dollars unless otherwise
set forth in an applicable SOW.
3.3 Taxes. All Charges are exclusive of taxes. Client shall pay amounts equal to any federal,
state or local sales, use, excise, privilege, value added, goods and services or other taxes, duties,
imposts, levies or similar assessment relating to the Services and Deliverables provided by
Cognizant hereunder, exclusive of taxes based on Cognizant's net income or net worth. Client
and Cognizant agree to cooperate on any tax matters arising from the provision of the Services
and Deliverables under this Agreement. Both Parties agree to provide reasonable assistance to
the other in order to mitigate any taxes applicable to the Services and Deliverables provided to
Client or to payments made pursuant to this Agreement with respect to the Services and
Deliverables.
4. OBLIGATIONS OF THE PARTIES.
4.1 Working Environment. For any Services to be provided by Cognizant at any of Client's
sites, Client shall provide Cognizant's personnel with (i) access to and use of Client's facilities
and relevant information, including software, hardware and documentation; and (ii) assistance to
such personnel in a timely manner by promptly correcting any hardware or software problems
that would affect the performance of Services; and (v) any other items set forth in each Statement
of Work.
4.2 Client's Personnel Commitment. Client will ensure that all Client personnel who may be
necessary or appropriate for the successful implementation of the Services will, on reasonable
notice, (i) be available to assist Cognizant's personnel by answering business, technical and
operational questions and providing requested documents, guidelines and procedures in a timely
manner; (ii) participate in the Services as outlined in the Statement of Work; (iii) participate in
progress and other Service related meetings; (iv) contribute to software and system testing; and
(v) be available to assist Cognizant with any other activities or tasks required to complete the
Services in accordance with the Statement of Work.
4.3 Export Control. Client agrees to notify Cognizant of any requirements for Deliverables or
any other technology, technical data or information to which Cognizant will have access as a
result of the Services that, in any case, will subject the Deliverables or the other technology,
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technical data or information to control under applicable export regulations under any
classification other than EAR99 (or its non-U.S. equivalent) and, in such event, Client will (i)
identify to Cognizant the applicable regulations (e.g. the United States Export Administration
Regulations ("EAR") or the International Traffic in Arms Regulations ("ITAR")) and classifications
(e.g. ECCN) and (ii) follow such guidelines as Cognizant may communicate to Client that
reasonably are required to avoid violations. Each Party acknowledges and agrees that to the
extent that any tangible or intangible technical data provided under this Agreement is subject to
US export laws and regulations, such Party will not use, distribute, transfer, or transmit technical
data provided by the other Party under this Agreement except in compliance with US export laws
and regulations. Notwithstanding the foregoing, Client agrees that it will not provide Cognizant
with any technology, technical data or information that is subject to control under the ITAR. In the
event that Client wishes to provide Cognizant with ITAR-controlled technology, technical data or
information, Client will notify Cognizant in writing of such intent, and the Parties agree to cooperate
to determine the appropriate agreements and controls, if any, required before Client makes such
disclosure.
4.4 FCPA. Neither Party shall take any action in connection with the performance of its
obligations under this Agreement that violates the Foreign Corrupt Practices Act, as amended,
and the rules and regulations thereunder in any manner that has a material adverse impact on
the other Party. To the extent that any of the Services or Deliverables cannot be performed or
provided without violation of any law, regulation, or other control, then Cognizant shall not be
obligated to provide the same and the applicable Statement of Work shall be amended
accordingly.
4.5 Work Authorization/HR Compliance/Relationship Matters. In the event that it is
necessary for Cognizant to obtain visas or work permits for Cognizant personnel, Client will
cooperate with Cognizant by taking all reasonably necessary actions to facilitate Cognizant's
efforts, including, but not limited to, providing, and hereby consents to Cognizant providing to
immigration authorities, documentation indicating the nature and location of the work to be
performed, the necessity of the work to be performed, and other documentation as may be
reasonably required and related to this Agreement (including the existence and terms of this
Agreement and the identity of the Parties hereto), and posting such notices as may be legally
required (including any legally required notice posting at Client sites from which the parties
contemplate services being provided by Cognizant personnel who are foreign skilled workers).
Notwithstanding anything herein to the contrary, Client hereby authorizes Cognizant to use
Client's name and/or logo to internally (within Cognizant) or externally reference to Client as a
Cognizant customer and to describe the services provided to Client.
5. OWNERSHIP.
5.1 Ownership of Developed IP. Unless otherwise agreed in an SOW, Cognizant agrees
that, upon Client's payment in full, the software or other works of authorship developed by
Cognizant or its Affiliates specifically for Client as a Deliverable or a part of a Deliverable, as set
forth in a Statement of Work ("Developed IP") shall be the property of, and ownership shall vest
in, Client. Developed IP does not include Cognizant Confidential Information, Cognizant
Proprietary Intellectual Property (as defined below), any Third Party Items, or any derivative of
the foregoing, that may be incorporated into a Deliverable. Cognizant agrees to take, at Client's
cost and expense, all actions requested by Client which are reasonably necessary to assure the
conveyance to Client of the foregoing rights to the Developed IP.
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5.2 Residual Rights. Notwithstanding anything to the contrary herein, Cognizant, Cognizant
Affiliates, and their respective employees and agents shall be free to use and employ any
Residual Information. "Residual Information" means the general knowledge, ideas, know-how,
experience, and techniques that would be retained in the unaided memory of an ordinary person
skilled in the art, not intent on appropriating the proprietary information of the disclosing party.
Nothing in this paragraph, however, shall be deemed to grant a license under Client's registered
intellectual property rights.
5.3 Cognizant Proprietary Intellectual Property. Client acknowledges that Cognizant
personnel may utilize proprietary software, methodologies, tools, specifications, drawings,
sketches, models, samples, records, documentation, works of authorship, creative works, ideas,
know-how, research results, data or other materials which have been or are originated,
developed, licensed, purchased, or acquired by Cognizant or its Affiliates or subcontractors
(collectively, "Cognizant Proprietary Intellectual Property"); which constitutes Cognizant
Confidential Information. Client agrees that Cognizant Proprietary Intellectual Property and
Residual Information, any derivatives of Cognizant Proprietary Intellectual Property or Residual
Information, is the sole property of Cognizant(or its licensors) and that Cognizant(or its licensors)
will retain sole and exclusive title to and ownership thereof. If any Cognizant Proprietary
Intellectual Property owned by Cognizant is embedded in a Deliverable, Cognizant grants to Client
a worldwide, royalty free, non-exclusive, transferable, perpetual license to use, execute and
perform such Cognizant Proprietary Intellectual Property as a functional element of the applicable
Deliverable, subject to any additional terms or limitations set forth in the applicable Statement of
Work, and provided that no portion of the Cognizant Proprietary Intellectual Property is separated
or unbundled from the applicable Deliverables or used as a stand-alone product or development
tool. Except as expressly provided in the foregoing sentence, nothing contained in this Agreement
or otherwise shall be construed to grant to Client any right, title, license or other interest in, to or
under any Cognizant Proprietary Intellectual Property (whether by estoppel, implication or
otherwise). Any license to Cognizant Proprietary Intellectual Property that is not embedded in
Deliverables or that is commercially available will be pursuant to a separate license agreement
between Client and Cognizant (or its licensor).
5.4 Client Provided IP and Third Party Items. Client grants Cognizant and its
Subcontractors a non-exclusive, paid-up license to access, use, execute, reproduce, distribute,
and prepare derivative works of Client software and/or third party software licensed to Client as
reasonably required to perform Services. Cognizant shall obtain Client's prior written consent
before embedding in Deliverables or installing in Client's environment any proprietary third party
tools or applications. If any third party tools, applications, utilities and cloud infrastructure are
distributed, resold, or provided to Client in connection with this Agreement (collectively, "Third
Party Items"), such Third Party Items shall be provided AS-IS and may be made available to Client
under a separate agreement between Client and the licensor of the Third Party Item or made
available to Client by Cognizant under a separate agreement or pass-through terms set forth in
an SOW, which shall apply to the relevant Third Party Item(s) in lieu of any of the terms of this
Agreement. Notwithstanding anything to the contrary herein, Client's use of each open-source
component incorporated by Cognizant into a Deliverable will be governed by, and is subject to
the terms and conditions of the applicable open-source license.
5.5 Installation of Tools. Cognizant may use certain Cognizant owned or licensed Tools (the
"Tools"), including those set forth in the applicable SOW in connection with its performance of the
Services. The Tools are Cognizant Proprietary Intellectual Property and are not part of any
Deliverable. As between Cognizant and Client, Cognizant is the sole owner of the Tools, together
with all modifications, enhancements and changes to the Tools and the information generated by
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any of the foregoing. To the extent permitted by Client, Cognizant may install such onto Client's
systems solely for performance of the applicable Services. Only Cognizant may install, configure,
control, or grant access to the Tools. Client agrees that Cognizant may uninstall and remove the
Tools at any time, and that the consent set forth in this paragraph is not a software license or
subscription agreement. Cognizant will use the Tools as installed on Client's systems solely to
perform the Services for Client.
5.6 CONFIDENTIAL INFORMATION.
5.7 Confidentiality Obligations. For a period of three (3) years from the date of disclosure
of the applicable Confidential Information (as hereinafter defined), Client and Cognizant shall each
(i) hold the Confidential Information of the other in trust and confidence and avoid the disclosure
or release thereof to any other person or entity by using the same degree of care as it uses to
avoid unauthorized use, disclosure, or dissemination of its own Confidential Information of a
similar nature, but not less than reasonable care, and (ii) not use the Confidential Information of
the other Party for any purpose whatsoever except as expressly contemplated under this
Agreement or any Statement of Work. Except with the express written consent of the other Party,
each Party shall disclose the Confidential Information of the other Party only to those of its and
its affiliates' employees, officers, directors, subcontractors, agents or representatives having a
legitimate need to know the information for the purposes of this Agreement ("Representatives")
and shall take all reasonable precautions to ensure that such Representatives comply with the
provisions of this Section 6.1.
5.8 Definition. The term "Confidential Information" shall mean any and all information or
proprietary materials other than Personal Information (as defined in Exhibit A attached hereto) (in
every form and media) not generally known in the relevant trade or industry and which has been
or is hereafter disclosed or made available by either Party(the "disclosing party")to the other(the
"receiving party") in connection with the efforts contemplated hereunder, including (i) all trade
secrets, (ii) existing or contemplated products, services, designs, technology, processes,
technical data, engineering, techniques, methodologies and concepts and any information related
thereto, and (iii) information relating to business plans, sales or marketing methods and customer
lists or requirements.
5.9 Exceptions. The obligations of either Party under Section 6.1 will not apply to information
(other than Personal Information) that (i) was in the receiving party's possession at the time of
disclosure and without restriction as to confidentiality, (ii) at the time of disclosure is generally
available to the public or after disclosure becomes generally available to the public through no
breach of agreement or other wrongful act by the receiving party, (iii) has been received from a
third party without restriction on disclosure and without breach of agreement by the receiving
party, or (iv) is independently developed by the receiving party without regard to the Confidential
Information of the disclosing party. In addition, the receiving party may disclose Confidential
Information as required to comply with binding orders of governmental entities that have
jurisdiction over it; provided that the receiving party (a) gives the disclosing party reasonable
written notice to allow the disclosing party to seek a protective order or other appropriate remedy,
(b) discloses only such Confidential Information as is required by the governmental entity, and
(c) uses commercially reasonable efforts to obtain confidential treatment for any Confidential
Information so disclosed.
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6. DATA PROTECTION
6.1 Data Protection. If and to the extent that the Services require Cognizant to process
Client's Personal Information, the Parties shall abide by the terms set forth under Exhibit A
attached hereto.
7. INDEMNIFICATION.
7.1 Intellectual Property Rights Indemnity. Cognizant agrees to indemnify and hold
harmless the Client (the "indemnified party") from and against any costs and damages awarded
against the indemnified party by a court pursuant to a final judgment as a result of, and defend
the indemnified party against, claims of infringement of a U.S. patent or registered copyright or
misappropriation of any trade secret related to a Deliverable.
7.2 Assumption of liability. Notwithstanding anything contained herein to the contrary,
Client's liability is at all times herein strictly limited and controlled by the provisions of the Idaho
Tort Claims Act, as now or hereafter amended. Nothing herein shall be deemed a waiver of any
privilege, immunity, protection or defense afforded to Client as a political subdivision of the State
of Idaho, under the Idaho Constitution, the Idaho Tort Claims Act, or any other applicable law.
7.3 Intellectual Property Rights Exclusions. Cognizant shall have no obligation under
Section 8.1 or other liability for any infringement or misappropriation claim resulting or alleged to
result from: (i) modifications made other than by Cognizant, (ii) use of the Deliverables other than
for Client's internal purposes or in combination with any equipment, software or material not
approved or provided by Cognizant, (iii) Client's use or incorporation of materials not provided by
Cognizant, (iv) the instructions, designs or specifications provided or approved by Client; (v) any
software or other materials furnished by any third party; or (vi) Client's continuing the allegedly
infringing activity after being notified thereof or after being informed and provided with
modifications that would have avoided the alleged infringement.
7.4 Infringement Remedies. In the event of an infringement or misappropriation claim as
described in Section 8.1 above arises, or if Cognizant reasonably believes that a claim is likely to
be made, Cognizant, at its option and in lieu of indemnification, may: (i) modify the applicable
Deliverables so that they become non-infringing but functionally equivalent; or (ii) replace the
applicable Deliverables with material that is non-infringing but functionally equivalent; or(iii)obtain
for Client the right to use such Deliverables upon commercially reasonable terms; or (iv) remove
the infringing or violative Deliverables and refund to Client the fees received for such Deliverables
that are the subject of such a claim based on a five (5)year straight line depreciation. This Section
8 sets forth the exclusive remedy and entire liability and obligation of each Party with respect to
intellectual property infringement or misappropriation claims, including patent or copyright
infringement claims and trade secret misappropriation.
7.5 Indemnification Procedures. The obligations to indemnify, defend and hold harmless
set forth above in this Section 7 will not apply to the extent the indemnified party was responsible
for giving rise to the matter upon which the claim for indemnification is based and will not apply
unless the indemnified party (i) promptly notifies Cognizant of any matters in respect of which the
indemnity may apply and of which the indemnified party has knowledge; (ii) gives Cognizant full
opportunity to control the response thereto and the defense thereof, including any agreement
relating to the settlement thereof, provided that Cognizant shall not settle any such claim or action
without the prior written consent of the indemnified party; and (iii) cooperates with Cognizant, at
Cognizant's cost and expense in the defense or settlement thereof. The indemnified party may
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participate, at its own expense, in such defense and in any settlement discussions directly or
through counsel of its choice on a monitoring, non-controlling basis.
8. WARRANTY.
8.1 Limited Warranty. Cognizant warrants the following:
8.1.1 the applicable Services rendered hereunder will be performed by qualified
personnel;
8.1.2 the Professional Services performed will substantially conform to any applicable
requirements set forth in the Statement of Work for a period of thirty (30) days (the
"Warranty Period") following performance of such Professional Services; and
8.1.3 during the Warranty Period, the Deliverable(s) will materially conform to the
corresponding product specifications set forth in the applicable Statement of Work
for such Deliverable.
8.2 Remedies. Cognizant does not warrant that any Deliverable will operate uninterrupted or
error-free, provided that Cognizant shall remain obligated pursuant to this Section 9. In the event
that any Deliverable or Service fails to conform to the foregoing warranty in any material respect,
the sole and exclusive remedy of Client will be for Cognizant, at its expense, to promptly use
commercially reasonable efforts to cure or correct such failure. The foregoing warranty is
expressly conditioned upon (i) Client providing Cognizant with prompt written notice of any claim
thereunder prior to the expiration of the applicable Warranty Period, which notice must identify
with particularity the non-conformity; (ii) Client's full cooperation with Cognizant in all reasonable
respects relating thereto, including, in the case of modified software, assisting Cognizant to locate
and reproduce the non-conformity; and (iii) with respect to any Deliverable, the absence of any
alteration or other modification of such Deliverable by any person or entity other than Cognizant.
8.3 Disclaimer. EXCEPT AS EXPRESSLY PROVIDED IN SECTION 9.1, COGNIZANT
DOES NOT MAKE OR GIVE ANY REPRESENTATION OR WARRANTY OR CONDITION OF
ANY KIND, WHETHER SUCH REPRESENTATION, WARRANTY, OR CONDITION BE
EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY OF MERCHANTABILITY, QUALITY,
OR FITNESS FOR A PARTICULAR PURPOSE OR ANY REPRESENTATION, WARRANTY OR
CONDITION FROM COURSE OF DEALING OR USAGE OF TRADE.
8.4 Responsibility of Client. In the event that Client asserts any claim for warranty services
hereunder and such claim relates to any matter that is determined not to be Cognizant's
responsibility hereunder (including any problem with Client's third party vendors, Client's
computer hardware or software that was not caused by any Services performed by Cognizant),
Client will be responsible to pay Cognizant for all reasonable costs incurred for all evaluation,
correction or other services performed by Cognizant relating to such claim on a time and materials
basis at Cognizant's then standard billing rates.
9. LIMITATION OF LIABILITY AND REMEDIES.
9.1 Exclusion of Damages. In no event shall either Party be liable to the other Party or any
other person or entity for any lost profits, special, exemplary, indirect, incidental, consequential or
punitive damages or liabilities, or for any costs (including transition costs) associated with
procuring substitute or replacement services, of any kind or nature whatsoever (collectively,
"Indirect Damages"), whether in an action based on contract, warranty, strict liability, tort or
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otherwise, even if such Party has been informed in advance of the possibility of such Indirect
Damages or such Indirect Damages could have been reasonably foreseen by such Party.
9.2 Total Liability. In no event shall Cognizant's liability to Client or any other person or entity
arising out of or in connection with this Agreement or the Services exceed, in the aggregate, the
total fees paid by Client to Cognizant for the particular Service or Deliverable with respect to which
such liability relates (or in the case of any liability not related to a particular portion of the Services,
the total fees paid by Client to Cognizant under the applicable Statement of Work) in the twelve
(12) month period preceding the last act or omission giving rise to any such liability, whether such
liability is based on an action in contract, warranty, strict liability or tort (including, without
limitation, negligence) or otherwise. The limitations specified in this Section 10 will survive and
apply even if any limited remedy specified in this Agreement is found to have failed of its essential
purpose.
10. EMPLOYEES.
10.1 No Employee Relationship. Neither Party's personnel shall be deemed to be employees
of the other Party. Each Party and its Affiliates shall be solely responsible for the payment of all
compensation to its employees, including provisions for employment taxes, workmen's
compensation and any similar taxes associated with employment of its personnel. A Party's
employees shall not be entitled to any benefits paid or made available by the other Party to its
employees.
10.2 Non-Solicitation Obligations. During the term hereof and for a period of twelve (12)
months thereafter, neither Party shall, directly or indirectly, solicit for employment in a substantially
similar role or employ, or accept substantially similar services provided by, (i) any employee of
the other Party (including employees of Cognizant's Affiliates) that was materially involved in the
performance of Services hereunder; or (ii) any former employee of the other Party (including
former employees of Cognizant's Affiliates)who was materially involved in the performance of the
Services.
10.3 Subcontractors and Third-Party Providers. In addition to the right to engage Affiliates
to provide Services as specified hereunder, Cognizant may engage non-Affiliate third parties
which will be responsible for providing a portion of the Services that Cognizant provides to Client
(such as field services and end user support)where such services are not dependent on a product
being provided by such third party ("Subcontractors"), provided that such Subcontractors have
executed appropriate confidentiality agreements with Cognizant. Cognizant may also (i) engage
vendors providing equipment or software (and services in support of such equipment or software)
to support the provision of Services and/or(ii) subcontract for third party services or products that
are not principally dedicated to performance of Services for the Client, which are not material to
a function constituting a part of the Services, do not result in a material change in the way
Cognizant conducts its business, or are composed of small scale temporary labor (collectively,
"Third Party Providers"). For the avoidance of doubt, Third Party Providers shall not be deemed
"Subcontractors" as such term is defined under this Section 11.3. Cognizant may engage such
Third Party Providers pursuant to such Third Party Providers' standard terms and conditions.
Client shall have an opportunity to review and may agree in writing to be bound by the Third Party
Providers' standard terms and conditions to the extent necessary, if at all, for Client to (iii) be able
to use of the relevant Third Party Provider's product or services in connection with its receipt of
the Services and/or(iv) make use of any of the Services supported by such Third Party Provider's
product/services. No engagement of Subcontractors or Third Party Providers hereunder will
relieve Cognizant from any of its obligations under this Agreement.
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10.4 Nondiscrimination. To the extent applicable to Services under this Agreement,
Cognizant shall abide by the requirements of 41 C.F.R. §§ 60-1.4(a), 60-300.5(a) and 60-
741.5(a). These regulations prohibit discrimination against qualified individuals based on their
status as protected veterans or individuals with disabilities, and prohibit discrimination against all
individuals based on their race, color, religion, sex, sexual orientation, gender identity or national
origin. Moreover, these regulations require that covered prime contractors and subcontractors
take affirmative action to employ and advance in employment individuals without regard to race,
color, religion, sex, national origin, protected veteran status or disability.
11. TERM AND TERMINATION.
11.1 Term. The Agreement is effective as of the date on the Agreement and shall continue in
effect for an initial term ending three years thereafter. The Agreement shall thereafter continue
in effect for successive one-year terms, unless not later than sixty (60) days prior to the end of
the then-current term, either party shall notify the other that the Agreement shall expire, in which
event the Agreement shall expire on the last day of the then-current term (except with respect to
any Statement of Work for which the term set forth in such Statement of Work has not yet been
completed, which Statement of Work shall continue until expiration or termination).
11.2 Termination or Suspension. This Agreement may be terminated in whole or in part by
either Party(the"non-breaching party") upon written notice to the other Party if any of the following
events occur by or with respect to such other Party (the "breaching party"): (i) the breaching party
commits a material breach of any of its obligations hereunder and fails to cure such breach within
thirty (30) days after receipt of notice of such breach or fails to reach an agreement with the non-
breaching party regarding the cure thereof; or(ii) any insolvency of the breaching party, any filing
of a petition in bankruptcy by or against the breaching party, any appointment of a receiver for the
breaching party, or any assignment for the benefit of the breaching party's creditors. In addition
to any right to terminate as provided in this Agreement, the Parties agree that in connection with
any dispute for which Client withholds the payment of charges pursuant to this Agreement, if the
total amount being disputed (other than amounts in dispute resulting from clear billing errors of
Cognizant), plus any amount that is undisputed but past due and any interest that has accrued
thereon, exceeds the amount of fees billed by Cognizant in the then-prior three-month period (the
"Disputed Amount"), Cognizant may, without liability to Client or its Affiliates, with at least 30 days'
prior written notice to Client, suspend the further delivery of Services that are not paid for in
advance until all payment disputes are resolved using the dispute resolution process set forth in
this Agreement. If Client pays the Disputed Amount, Cognizant shall promptly recommence
performance of the Services and all Cognizant timing obligations and delivery commitments under
this Agreement and/or each applicable SOW shall be extended by the number of days between
the date of suspension and the date Cognizant recommences performance of the relevant
Services.
11.3 Payment upon Termination. Upon termination, Cognizant will be entitled to recover
payment for all Services rendered through the date of termination (including for work in progress),
and in the event of termination of this Agreement, in whole or in part, by either Party pursuant to
this Section 12, Cognizant will also be entitled to recover those reasonable costs incurred in
anticipation of performance of the Services to the extent they cannot reasonably be eliminated.
11.4 Survival. In the event of termination or upon expiration of this Agreement, Sections 3, 5,
6, 8, 9 (subject to the expiration of any warranty period), 10, 11, 12, and 13 hereof will survive
and continue in full force and effect.
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12. MISCELLANEOUS.
12.1 Nonappropriation. Cognizant acknowledges that Client is a governmental entity, and the
validity of this Agreement is based upon the availability of public funding under the authority of its
statutory mandate. Notwithstanding anything in this Agreement to the contrary, Client's
obligations under this Agreement to provide payment to Cognizant as described herein shall be
subject to and dependent upon appropriations being made by Client's City Council for such
purpose. The officer or administrator charged with the responsibility of preparing the Information
Technology Department shall include in its proposed budget the amount noted herein for each
year in which this Agreement is in effect.
12.2 Governing Law. This Agreement will be governed by the laws of the State of Idaho,
without reference to the principles of conflicts of law. The Parties acknowledge and agree that
this Agreement relates solely to the performance of services (not the sale of goods) and,
accordingly, will not be governed by the Uniform Commercial Code of any State having
jurisdiction. In addition, the provisions of the Uniform Computerized Information Transaction Act
and United Nations Convention on Contracts for the International Sale of Goods shall not apply
to this Agreement.
12.3 Dispute Resolution.
12.3.1 Informal Negotiations. In the event of any dispute, controversy, or claim of any
kind arising out of or relating in any way to this Agreement or the breach thereof
(each a "Dispute"), prior to filing a notice of arbitration, the Party claiming a Dispute
shall send a written notice to the other Party describing the basis for the Dispute
and the requested remedy, and inviting the other Party to have its executive confer
with a named executive of the claiming party to attempt to negotiate a resolution.
The claiming Party may file the notice of arbitration in accordance with the Rules
(defined below) after the executive conference is completed, if the invitation to
confer is declined, or if, within ten (10) business days after the Dispute notice is
delivered, there is no response to the invitation or the Parties are unable to
schedule the conference.
12.3.2 Arbitration. Subject only to Section 13.2.4 below, any Dispute that is not settled
through the negotiation process required under Section 13.2.1, shall be settled by
final and binding arbitration administered by the International Centre for Dispute
Resolution under the International Dispute Resolution Procedures — International
Arbitration Rules (available at WWW.ICDR.ORG) (the "Rules"). The Parties waive
any right to mediate a Dispute and any mediation provisions contained in the Rules
shall not apply.
12.3.3 Arbitration Process. In-person hearings or meetings with the arbitrator(s) shall
be held in Meridian, Idaho and the seat of the arbitration shall be Meridian, Idaho.
The sole arbitrator, or the presiding arbitrator in the case of a three-arbitrator panel,
shall either be a retired judge or a lawyer with at least ten (10) years of experience
in information technology matters. Each award shall include written findings of fact
and conclusions of law and shall be final and binding, except that if the arbitration
is conducted by a single arbitrator and US$10,000,000 or more in damages are
awarded against a Party(exclusive of interest, attorneys'fees, and arbitration fees
and costs), that Party may appeal the award to a panel of three arbitrators pursuant
to the Optional Appellate Arbitration Rules of the American Arbitration Association.
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The existence of a Dispute or the content or result of any award shall constitute
the Confidential Information of both parties and the parties shall require that the
arbitrator of any Dispute be bound to maintain the confidentiality of such
Confidential Information. All informal and formal negotiations between the Parties
regarding a Dispute shall be treated as compromise and settlement negotiations
under applicable rules of evidence and no written or oral statements of position or
offers of settlement made during the informal or formal Dispute resolution
procedures shall be offered into evidence for any purpose, or constitute an
admission or waiver of rights by either Party.
12.3.4 Access to Courts. Either Party may at any time apply to a court with appropriate
jurisdiction only to (a) seek interim or provisional relief necessary to protect its
rights or property pending the resolution of a Dispute in accordance with these
procedures, including injunctive relief and specific performance, or (b) enter or
enforce any final and binding arbitration award.
12.4 Binding Effect and Assignment. Neither Party may assign or otherwise transfer any of
its rights, duties or obligations under this Agreement without the prior written consent of the other
Party, except either Party may, upon prior written notice to the other Party (but without any
obligation to obtain the consent of such other Party), assign this Agreement or any of its rights
hereunder to any Affiliate of such Party, or to any entity who succeeds (by purchase, merger,
operation of law or otherwise) to all or substantially all of the capital stock, assets or business of
such Party, if such entity agrees in writing to assume and be bound by all of the obligations of
such Party under this Agreement. This Agreement shall be binding upon and inure to the benefit
of the Parties hereto and their respective successors and permitted assignees.
12.5 No Third Party Beneficiaries. This Agreement shall not confer any rights or remedies
upon any person other than the Parties and their respective successors and permitted assigns.
12.6 Notices. All notices required by this Agreement will be given in writing to the other Party
and delivered by registered mail, international air courier, or the equivalent. Notices will be
effective when received as indicated on the facsimile, registered mail, or other delivery receipt.
All notices will be given by one Party to the other at its address stated on the first page of this
Agreement unless a change thereof previously has been given to the Party giving the notice.
12.7 Amendments and Waivers. This Agreement may be modified only by a written
amendment executed by duly authorized officers or representatives of both Parties. No waiver by
either Party of any right or remedy hereunder shall be valid unless the same shall be in writing
and signed by the Party giving such waiver. No waiver by either Party with respect to any default,
misrepresentation, or breach of warranty or covenant hereunder shall be deemed to extend to
any prior or subsequent default, misrepresentation, or breach of warranty or covenant hereunder
or affect in any way any rights arising by virtue of any prior or subsequent such occurrence.
12.8 Severability. If any provision in this Agreement is held by a court of competent jurisdiction
to be invalid, void, or unenforceable, then such provision shall be severed from this Agreement
and the remaining provisions will continue in full force.
12.9 Counterparts. This Agreement and each Statement of Work may be executed in several
counterparts and by facsimile signature, each of which will be deemed an original, and all of which
taken together will constitute one single agreement between the Parties with the same effect as
if all the signatures were upon the same instrument. A telecopy signature shall be as legally
effective as an original signature.
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12.10 Entire Agreement.This Agreement and all Statements of Work attached hereto constitute
the complete and exclusive statement of the agreement between the Parties and supersede all
proposals, oral or written, and all other prior or contemporaneous communications between the
Parties relating to the subject matter herein.
12.11 Press Releases and Announcements. Either Party may make any public disclosure it
believes in good faith is required by applicable law, regulation or stock market rule (in which case
the disclosing party shall use reasonable efforts to advise the other Party and provide it with a
copy of the proposed disclosure prior to making the disclosure).
12.12 Headings. The section headings contained in this Agreement are inserted for
convenience only and shall not affect in any way the meaning or interpretation of this Agreement.
12.13 Consents and Approvals. Except where expressly provided as being in the discretion of
a Party, where approval, acceptance, consent or similar action by either Party is required under
this Agreement or the applicable Statement of Work, such action shall not be unreasonably
withheld or delayed.
12.14 State of Idaho requirements. The following provisions are required by the State of
Idaho. The inclusion of these provisions in this Agreement does not indicate Client's support or
opposition to these provisions nor agreement by Client that these clauses are relevant to the
subject matter of this Agreement. Rather, these provisions are included solely to comply with the
laws of the State of Idaho.
1. Anti-Boycott Against Israel Act. Pursuant to Idaho Code § 67-2346, Cognizant
certifies that Cognizant is not currently engaged in, and will not for the duration of this
Agreement engage in, a boycott of goods or services from Israel or territories under
Israel's control. The terms "company" and "boycott Israel" shall have the meanings
ascribed to them in Idaho Code § 67-2346.
2. Contract with company owned or operated by the government of China
prohibited. Pursuant to Idaho Code § 67-2359, Cognizant certifies that Cognizant is
not a company currently owned or operated by the government of China and will not for
the duration of this Agreement be owned or operated by the government of China. The
terms "company" and "government of China" shall have the meanings ascribed to them
in Idaho Code § 67-2359.
IN WITNESS WHEREOF, Cognizant and Client have caused this Agreement to be signed and
delivered by their duly authorized officers, all as of the date first herein above written.
COGNIZANT WORLDWIDE LIMITED CITY OF MERIDIAN, IDAHO
DocuSigned by:
Signature:�Navissa (9wun Signature:
e�eePsseseseesr...
Narissa Owen
Print Name: Print Name: Robert E. Simison
Title: Authorized Person Title: Mayor 1-23-2024
1/11/2024
Attest:
Chris Johnson, City Clerk 1-23-2024
Solely for the purpose of acknowledging that CTS US may perform local services in the3
United States of America in accordance with Section 1.1:
CONFIDENTIAL INFORMATION
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COGNIZANT TECHNOLOGY SOLUTIONS U.S. CORPORATION
b:
Signature: FDol"Sig"Id
6+S ,6 u s
Print Name: Douglas Tones
Title:
Authorized Signatory
1/11/2024
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EXHIBIT A
DATA PROTECTION AGREEMENT
This Data Protection Agreement (this "DPA"), is entered into by and between Cognizant
Worldwide Limited (collectively with its Affiliates, "Cognizant") and City of Meridian, Idaho
("Client") (each a "Party" and collectively, "Parties"), pursuant to the terms and conditions of the
Master Services Agreement (the "Agreement") effective January 23, 2024 between the Parties.
General Data Protection Terms
1. Introduction.
1.1. Order of Precedence. This DPA is part of the Agreement, and the terms of this
DPA are in addition to, and not in lieu of, the terms in the Agreement. Other than with
respect to the limitations of liability set forth in the Agreement, which shall govern and
control in all cases, the terms of this DPA shall prevail over any conflicting terms in the
Agreement's other sections.
2. Definitions.
2.1. In this DPA:
a. "Access" or "Accessing" means to access, view, alter, use, process, transfer, store,
host, disclose, erase, destroy, or dispose of Protected Data, and includes any
operation or set of operations performed upon Protected Data, whether or not by
automated means.
b. "Applicable Laws" means the privacy, data security, and data protection laws,
directives, regulations, orders, and rules in the jurisdiction(s) applicable to the
Cognizant and/or the Services provided under the Agreement.
c. "Applicable Standards" means government standards, industry standards, and
commercially reasonable practices related to privacy, data security or data protection
that are applicable to Cognizant and the Services provided under the Agreement, or
such other standards as otherwise agreed to by the Parties and specifically set forth
in an applicable Statement of Work or other written agreement.
d. "Authorized Person(s)" means the individual(s) to whom Client or Cognizant has
granted Access to Protected Data.
e. "Employee Personal Data" means the Personal Information of the personnel of
Cognizant, Cognizant's Affiliates, or Cognizant subcontractors or other
representatives.
f. "European Data Protection Legislation" means: Regulation 2016/679 of the
European Parliament and of the Council on the protection of natural persons with
regard to the processing of Personal Data and on the free movement of such data,
and repealing Directive 95/46/EC ("General Data Protection Regulation"), including
any applicable delegated acts adopted by the European Commission and any
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applicable national legislation made under or otherwise adopted by member states of
the EEA (defined below), Switzerland, or the UK pursuant to specific rights or powers
contained within the General Data Protection Regulation and all other applicable
legislation in the EEA, Switzerland, and the UK relating to the protection of Personal
Information.
g. "include" or"including" means including but not limited to.
h. "Personal Data" means: any information relating to an identified or identifiable natural
person; an identifiable person is one who can be identified, directly or indirectly, in
particular by reference to an identifier such as a name, an identification number,
location data, online identifier or to one or more factors specific to the physical,
physiological, genetic, mental, economic, cultural or social identity of that person.
i. "Personal Information" means: (i) information relating to an identified or identifiable
individual in any form or medium; (ii) information related to an identified or identifiable
individual that is protected under Applicable Law (including Personal Data); or (iii)
information that is not specifically about an identified or identifiable individual but,when
combined with other information, may identify an individual. In the event that the
definition of Personal Information in this DPA is inconsistent with a definition of
Personal Data, Personal Information, or similar concept under an Applicable Law, then
the definition of such concept under the Applicable Law shall prevail solely to the
extent of the inconsistency.
j. "Protected Data" means the Personal Information to which Client has granted
Cognizant access for the performance of Cognizant's obligations under the
Agreement.
k. "Security Incident" means the unauthorized or unlawful destruction, loss, alteration,
or disclosure of Protected Data caused by Cognizant's breach of this DPA. Security
Incidents will not include unsuccessful attempts to Access Protected Information or to
interfere with system operations in an information system, such as "scans" or "pings"
on a firewall.
I. "Security Standards" has the meaning set forth in Section 5 of this DPA.
2.2. All capitalized terms that are not expressly defined in this DPA will have the
meaning given to them in the Agreement. All examples are illustrative and not the sole or
exclusive examples of a particular concept.
3. General Obligations.
3.1. Compliance. Cognizant agrees that, during the period in which Cognizant has been
given Access to Protected Data, it will comply with its obligations under Applicable Laws.
Cognizant will provide commercially reasonable information, assistance, and cooperation
regarding the processing of Personal Information as Client may reasonably require to
enable Client to comply with Applicable Laws, including (when required by Applicable
Laws) assisting Client (at Client's expense) with its security, notification, communication,
recordkeeping, and reporting obligations under Applicable Laws.
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3.2. Purpose Limitation. Cognizant agrees that it will Access Protected Data: (i) in
accordance with the lawful, written instructions of Client (provided such instructions are
reasonable and provided that Client shall be responsible for any material costs incurred
by Cognizant in order to comply with such documented instructions); (ii) for the proper
management and administration of Cognizant or to carry out Cognizant's legal
responsibilities under Applicable Laws; and (iii) to fulfill its obligations under the
Agreement and the relevant Statement(s) of Work.
3.3. International Transfers of Personal Information. When applicable, and where
required by Applicable Laws, the Parties agree to execute appropriate data transfer
agreements to ensure the lawfulness of cross-border transfers of Personal Information.
3.4. Duty of Confidentiality. Cognizant agrees that Authorized Persons to whom
Cognizant has granted Access to Protected Information will be subject to a duty of
confidentiality (whether such duty is contractual, statutory, or otherwise).
3.5. Individual Rights. Cognizant will reasonably assist the Client to fulfill or resolve an
individual's request for access to his or her Personal Information, including with respect to
a request from a data subject to exercise any of his or her rights under Applicable Laws
(including the rights of access, correction, blocking, objection, erasure and data portability,
as applicable). If Cognizant receives such a request directly from the individual(s),
Cognizant will promptly inform Client of the request.
3.6. Prohibited Personal Information. Client will not provide Cognizant with Access to
Personal Information that contains any special categories of Personal Data or information
related to criminal convictions and offenses that are not expressly disclosed in the relevant
SOW(s).
4. Obligations for Special Categories of Personal Information.
4.1. European Data Protection Requirements. If Cognizant or a Cognizant Affiliate: (i)
is established within the European Economic Area ("EEA"), Switzerland, or the UK and
processes Personal Data of EEA or UK data subjects on behalf of Client or a Client
Affiliate as part of the Services; (ii) processes Personal Data on behalf of a Client Affiliate
established in the EEA, Switzerland, or the UK as part of the Services; or (iii) processes
the Personal Data of data subjects located in the EEA, Switzerland, or the UK on behalf
of the Client or a Client Affiliate as part of the Services, then the Parties will enter into
additional EU-specific data privacy terms with respect to the Services that involve
processing of such Personal Data.
4.2. HIPAA. If and to the extent Cognizant has Access to Protected Health Information
as defined at 45 C.F.R. §160.103 ("PHI") subject to the Health Insurance Portability and
Accountability Act of 1996 ("HIP AA"), then the Parties shall enter into a mutually agreeable
Business Associate Agreement subject to the provisions of the Agreement.
5. Security Standards.
5.1. Minimum Security Standards. Cognizant agrees to implement and maintain
commercially reasonable and appropriate administrative, technical, organizational, and
physical controls designed to provide a level of security appropriate to the risk and to
protect the confidentiality, integrity, and availability of Protected Data ("Security
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Standards"), including: (i) controls designed to secure facilities, infrastructure, data
centers, servers, hard copy files, systems, equipment, applications, and devices used to
Access Protected Data, including controls to monitor, prevent, detect, and respond to
Security Incidents; (ii) policies and practices limiting Access to Protected Data only to
Authorized Persons; and (iii) procedures to regularly assess and evaluate the
effectiveness of the Security Standards.
5.2. Training. Cognizant will provide privacy and security training for all Authorized
Persons who Access Protected Data.
5.3. Client Responsibility for Employee Personal Data. To the extent that Client has
Access to Employee Personal Data, Client shall implement and maintain, in compliance
with Applicable laws, a data privacy and security program to protect Employee Personal
Data to a standard materially the same as those required of Cognizant hereunder. Client
shall collect only the minimum necessary amount of Employee Personal Data to comply
with Client's obligations under Applicable Laws.
6. Return and Disposal of Protected Data. Upon the earlier of Client's written request or
termination or expiration of the Agreement, Cognizant will securely destroy or, at Client's
expense, return the Protected Data in accordance with Client's reasonable written
instructions. Cognizant agrees to return or destroy Protected Data within ninety (90) days of
receipt of Client's written request or expiration or termination of the Agreement, as applicable;
provided, however, that Cognizant may retain copies of Protected Information that Cognizant
is legally required to retain, subject to a continued obligation to hold the same in confidence
in accordance with this Agreement.
7. Security Incident Response.
7.1. Security Incident Response Program. Cognizant will maintain an incident response
program in compliance with Applicable Laws to respond to Security Incidents.
7.2. Notice, Investigation, and Remediation. In the event of a Security Incident,
Cognizant will notify Client without undue delay (and in no event more than seventy-two
(72) hours after confirmation of the Security Incident). This notification will include, to the
extent know at the time notice is sent: (i) a description of the Security Incident; (ii) the
categories and types of Protected Data affected; and (iii) if applicable, the categories and
number of data subjects and individual records affected. Additionally, Cognizant will
promptly investigate and remedy the Security Incident, take commercially reasonable
steps to mitigate the effects of the Security Incident and to prevent further Security
Incidents, and take other actions required of it by Applicable Laws.
7.3. No Unauthorized Statements. Except as required by Applicable Laws, neither
Party will make public statements concerning a Security Incident that references or
identifies either Party, unless both Parties have provided express written consent for any
such statement prior to its release.
8. Change in Law. If an Applicable Law becomes effective after the execution of this DPA and
is inconsistent with the terms of this DPA or otherwise requires the Parties to amend this DPA
or change the Services, the Parties agree to enter into good faith negotiations to make
required changes to the Security Standards, the Services, and/or to amend this DPA or the
Agreement.
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9. Survival. Cognizant's obligations under this DPA will survive termination or expiration of the
Agreement and/or completion of the Services solely to the extent Cognizant is required to
Access Protected Data.
CONFIDENTIAL INFORMATION 19
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Prepared For:
City of Meridian, Idaho
Statement of Work
WorkdayDeployment Services
Preparation Date: November 28, 2023
City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
STATEMENT OF WORK
FOR
WORKDAY DEPLOYMENT SERVICES
This Statement of Work ("SOW") is made effective on the 20t" day of February 2024 (the "SOW
Effective Date") by and between City of Meridian, Idaho ("Client"), having its principal place of business
at 33 East Broadway Avenue, Meridian, ID 83642 and Collaborative Solutions, LLC, a limited liability
company ("CSLLC"), an Affiliate of Cognizant Worldwide Limited ("Cognizant"), having its principal
place of business at 300 Frank W Burr Boulevard, Suite 36, 6t" Floor, Teaneck, NJ 07666 for Services
scheduled to begin on February 20, 2024 ("Start Date") and expected to end on January 25, 2025
This SOW, together with the Agreement, sets out the terms pursuant to which CSLLC will provide
certain Services, as further described below. This SOW is being entered into in connection with and
subject to the terms and conditions contained in the Master Services Agreement by and between
Cognizant and Client dated as of January 23, 2024 (the "Agreement"). All capitalized terms used herein
that are not otherwise defined shall have the same meaning as ascribed to such terms in the
Agreement.
1.0 Scope of Work ("Scope")
The Scope set out below describes the limits of the implementation in terms of
organization, functionality, data conversion, integrations, reports, change management,
and training which will be a part of the project.
1.1 Organization Scope
1.1.1 Person Population
Population Type
Active Employees Six hundred fifty 650
Terminated Workers Fifty 50
- . . Countries
Americas United States of
America
1.1.2 Language: English. All communication, documentation, data and Deliverables
will be in English.
1.1.3 Currency: United States Dollars ("USD").
1.1.4 Security: Single sign-on and activation of Workday Factory delivered security
groups.
This SOW is proprietary and confidential to Collaborative Solutions, LLC. 2
City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
1.2 Functionality Scope
The following functional areas will be configured within the Workday application. Client
understands this project is being deployed using LaunchTm deployment approach.
Functional Area Location . . -
Human Capital Management("HCM"): United States of America
Core, including Core Compensation and
Absence Management
Benefits (with Workday Cloud Connect) United States of America
Talent Optimization United States of America
Recruiting United States of America
Learning Management United States of America
Time Tracking United States of America
Payroll United States of America
Mobile Solutions United States of America
Employee Self-Service United States of America
Manager Self-Service United States of America
Configuration of the functional areas above will be limited to the functionality Scope
contained in Appendix D of this SOW.
1.3 Data Conversion Scope
CSLLC will leverage Workday's Launch Deployment approach methodology and
process to support Client's data conversion where applicable for the duration of the
engagement.
• CSLLC team will utilize leading practice pre-configuration provided by Workday
for the Foundation tenant data conversion build.
• Client's project team will provide a single data file to Workday/CSLLC for each
template regardless of the number of legacy systems.
• Client is responsible for data validation and mapping requirements for all data.
Client will provide all translation values and mapping to Workday/CSLLC within
the design configuration workbooks.
• Client is responsible for updating, testing and maintaining delivered data
extraction scripts/accelerators to accommodate Client's specific configuration or
design.
• The CSLLC consultant project team will then load the provided information
directly into the Workday tenant using Workday's web services. As data
conversion is an iterative process, Client will be responsible for all data cleanup
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identified during the process and is responsible for supporting multiple data
extracts from the legacy systems.
Three (3) data load cycles are included in the Scope of this SOW. Data from Client's
current Production system(s) will be converted into Workday during each of the
conversion cycles without data scrambling or masking. Data scrambling or masking is
not included in the Scope of this SOW, with the exception of email addresses for all
person types which will be masked until the Gold build. The data load cycles for this
SOW include:
• Foundation tenant
• End-to-End Testing tenant
o Copy of the End-to-End tenant will be used for payroll Parallel Testing
• Gold/Pre-Production tenant in preparation for Move-to-Production
The data conversion Scope is further detailed in Appendix E.
1.4 Interfaces/Integrations Scope
The integrations listed in Appendix B are included in the Scope of the project.
Integrations that are critical for Go-Live have been assigned to CSLLC. Below is a
summary of the integration counts.
Cloud Enterprise Interface Workday
Connect Builder/Document Studio
Transformation
CSLLC Nine 9 Five 5 One 1 Two 2
Client Zero 0 Five 5 Zero 0 Zero 0
2.0 Services and Responsibilities
This section identifies the Services to be performed by CSLLC and the responsibilities of Client.
CSLLC 'Services Client Responsibilities
Plan M07 Assemble the CSLLC project team Identify and provide project team
and introduce to Client counterpart and project Subject Matter Experts
• Review Launch approach, Scope, ("SMEs")
and integration discovery document • Identify stakeholders, sponsors,
with Client and system administrators
• Schedule recurring project • Establish and attend monthly
meetings and status reporting steering committee meetings
• Jointly schedule planning sessions including the CSLLC Engagement
• Refer to Appendix A for a Manager("CSLLC EM")
description of Roles • Participate in planning sessions
• Provide input into the project plan
• Participate in catalyst workshops
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. • - • • •
• Establish a regular cadence of Provide integration requirements
meetings including attending the and existing sample files
steering committee meetings . Notify third-party vendors for
• Create the integration tracker integrations and obtain consensus
(dashboard) to the Timeline (as defined herein)
• Conduct project planning sessions • Provide third-party vendor contact
• Create the project plan information and confirm third-party
Create project charter vendors agree to the Timeline
•
• Develop data conversion strategy
• Conduct catalyst workshops and plan
• Provide data conversion and . Complete data gathering and
configuration workbooks configuration workbooks and
• Assist with questions regarding submit to CSLLC's secure transfer
mapping of data to Workday data site
model • Identify initial risks and
• Jointly schedule alignment recommendations to reduce risk
workshops (SMEs planning for 0 Initiate process of receiving
design) requirements to third-party vendors
• Jointly create the executive • Receive integration requirements
presentation for project kickoff from third-party vendors
meeting
• Confirm Client named support
• Receive Foundation tenant from contact
Workday
• Develop training plan for project
• Participate and support the project resources
kickoff meeting
Identify key resources to complete
Work with Client to set up CSLLC's
Workday training
secure transfer site for sharing
confidential/private employee data • Complete Workday training
including workbook, integration and
• Load Client data for Foundation functional training
tenant
• Jointly create the executive
• Schedule and conduct project presentation for project kickoff
initiation checkpoint Workday meeting
Delivery Assurance review
• Provide stage sign-off document • Lead project kickoff meeting
• Identify initial risks and • Provide plan and policy documents
recommendations to reduce risk • Work with CSLLC to set up
CSLLC's secure transfer site for
sharing confidential/private
employee data
• Provide required data for build of
Foundation tenant and submit to
CSLLC's secure transfer site
• Jointly schedule alignment
workshops (SMEs planning for
design)
• Sign off on stage
Architect & Configure • Manage the project plan Provide input and support
• Participate in weekly project management of the project plan
meetings
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. • - • • •
• Provide status report and attend • Participate in weekly project and
monthly steering committee status workstream meetings
Provide
• Hold steering committee meetings
• Conduct weekly workstream • Provide project SMEs for
meetings alignment workshops
• Gather interface requirements . Assist in clarifying configuration
• Conduct foundation alignment requirements
sessions • Complete Workday training
• Deliver the CSLLC assigned • Participate in architect workshops
integration design documents
• Add configuration approved from Conduct integrations architect
workshop (design sessions)for
alignment workshops to complete Client assigned integrations
the Configuration tenant
• If Client assigned integrations are
• Provide validation reports for the included herein, design documents
Foundation tenant will need to be provided by Client
• Finalize tenant management plan to CSLLC during this stage
• Schedule and conduct Workday • Review and sign off on integration
Delivery Assurance reviews design documents (after detailed
• Provide stage sign-off document design review sessions)
• Complete configuration based on • Validation of Foundation tenant
specifications gathered in the build
foundation alignment sessions • Review existing reports and
• Build integrations confirm which Workday report will
meet these needs and identify any
• Begin functional knowledge necessary custom reports as part
transfer process during of the alignment stage
configuration Unit Testing
• Define and document test plan and
• Jointly conduct Workday Customer test scenarios (End-to-End, User
Confirmation Sessions ("CCS") Acceptance and Regression)
• Conduct Unit Testing of Jointly conduct CCS
integrations developed by CSLLC
• Conduct configuration Unit Testing
• Create integrations operations
instructions guides for CSLLC Build Client assigned integrations
assigned integrations Create integration operations
• Assist with questions regarding guides for all Client assigned
mapping of data to Workday data integrations
model Finalize test scenarios, test
• Build of End-to-End tenant scenario assignments and detailed
• Provide exception reports/issues daily test plan
log from End-to-End tenant build Update and sign off on
• Provide validation reports and configuration as a result of CCS
support validation efforts of End-to- • Provide required data for End-to-
End tenant End tenant and submit to CSLLC's
secure transfer site
• Advise on test scenarios
'
Design and develop any custom ' Update data gathering workbooks
for End-to-End tenant
reports which are in Scope
• Validation of End-to-End tenant
• Conduct smoke test for functional build
configuration of End-to-End tenant
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7M7�-_Refer
• • •
• Provide a sample defect tracking Review and resolve issues from
log exception reports
to Appendix A for a Sign off on stage
description of Roles
Test • The overall test stage also includes • Provide input to the project plan
Parallel testing and participate in weekly project
• Testing will include two (2) parallel meetings
payroll tests using CSLLC best • Lead Test stage kickoff session
practices and methodologies. If the . Execution of all test scenarios
Client still has concerns about (End-to-End, parallel, User
accuracy of payroll data after two Acceptance and Regression)
parallel payroll tests, then a project
risk and timeline review will take • Manage and sign off on all test
place at no additional cost to results (End-to-End, User
determine what would be needed Acceptance and Regression)
to facilitate a third parallel. CSLLC • Prepare for Production Dress
will utilize our change control Rehearsal.
process to address resulting • Provide person data for Parallel
impacts from the review. tenant and submit to CSLLC's
• Manage the project plan and secure transfer site
participate in weekly project • Validation of Parallel tenant build
meetings Create/maintain Parallel Testing
• Create integrations schedule defect tracking log
recurrence tracker
• Review and resolve issues from
• Provide CSLLC assigned interfaces exception reports
for testing
• Complete catch-up data transaction
• Resolve CSLLC interfaces entry for each parallel cycle as
incidents defined by Parallel Testing strategy
• Provide exception reports/issues . Execution of parallel per Client
log from parallel tenant build defined Parallel Testing strategy
• Participate in Test stage kickoff and success criteria
session . Review parallel variance reports
• Support integration defect and conduct root cause analysis
resolution for CSLLC assigned • Provide cutover schedule for
integrations legacy systems
• Provide knowledge transfer, . Provide functioning Client assigned
operations guides, and validated & interfaces per the test plan
tested integration systems for
Client testing of CSLLC built Develop deployment cutover plan
integrations • Train end users
• Provide testing oversight and • Complete and sign the Workday
support Go-Live Checklist
• Copy End-to-End Test tenant for • Sign off on stage
parallel payroll testing
• Provide parallel variance reports
and support variance analysis
• Provide sample deployment
cutover plan
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. • - • • •
• Schedule and conduct Workday
Delivery Assurance reviews
• Provide Workday Go-Live Checklist
• Provide stage sign-off document
• Refer to Appendix A for a
description of Roles
Deploy • Manage the project plan and • Provide input to the project plan
participate in weekly project and participate in weekly project
meetings meetings
• Provide the Workday Go-Live • Manage and execute on cutover
Authorization plan
• Schedule and conduct final • Deliver Production quality data for
Workday Delivery Assurance the Gold tenant
reviews . Verify migration of Client assigned
• Update integration schedule and integrations
recurrences tracker . Perform/sign off on tenant
• Build Gold tenant validation for Pre-Production tenant
• Verify migration of CSLLC • Jointly complete the Workday Go-
assigned integrations Live announcement
• Schedule integrations according to • Approve and sign off on the
the integrations schedule Workday Go-Live Authorization
recurrence tracker • Create and distribute the Workday
• Schedule the transition to Go-Live announcement
Production support meeting with . Complete catch-up data transaction
Client (held after Move-to- entry
Production)
• Sign off on stage
• Jointly complete the Workday Go-
Live announcement
• Provide stage sign-off document
• Initiate Continuous Value Service
("CVS") Hypercare introduction six
(6)to eight (8)weeks prior to the
Move-to-Production date.
• Refer to Appendix A for a
description of Roles
Post-Production Support • Provide standby support after the • Staff and manage help desk
Move-to-Production. This support . Make any updates to Production,
will encompass all functionality that including final load of transactional
was deployed by CSLLC during the conversion data
project. CSLLC will support all
functional areas for six (6)weeks Sign off on stage
from the Move-to-Production date
except for payroll accounting
functionality (if they are in Scope)
as well as integrations deployed by
CSLLC.
• Payroll functionality will be
supported for two (2) Production
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. • - CSLLC Services 0 Client Responsibilities
payrolls per pay group. Should this
be a longer period than the
standard post production support
period the Cognizant payroll
support leads will be able to
support these payrolls but would
not necessarily be available day to
day for other support,just to
support those two payroll runs.
• Integrations, with the exception of
payroll integrations, will be
supported for two (2) successful
Production runs of integrations, or
6 weeks from Move-to-Production,
whichever comes first. For payroll
Cognizant Integrations consultants
will support integration runs
required to directly support the first
two production payrolls for each
pay group but would not
necessarily be available day to day
for other support after the standard
post production support period.
• Conduct knowledge transfer
sessions for CSLLC developed
integrations.
• Hypercare services include up to
sixty (60) calendar days of CVS
Post-Production support(the Move-
to-Production support window)
commencing with the project's
Move-to-Production date. Thirty
(30) hours of stabilization is
included for Client specific
configuration related changes
during the sixty (60) calendar days
after the Move-to-Production date,
after which date any remaining
stabilization hours expire.
• Provide stage sign-off document
3.0 Project Approach
3.1 Methodology
The implementation will be completed by following the LaunchTm deployment approach
which consists of the following stages: Plan, Architect & Configure, Test, Deploy and
Post-Production. In parallel to the Architect & Configure stage, the project team will also
conduct integration design and integration development (in the same tenant). The
specific content of the Deliverables and duration to complete these Deliverables is
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detailed in the project plan which is to be developed jointly by the CSLLC EM and the
Client Project Manager. Please refer to Appendix A for a description of Roles if needed.
3.2 Governance
Project Management
In the Plan stage of the project, the CSLLC EM will work with the Client Project Manager
to develop a detailed project plan to be used to maintain project tasks and the Timeline.
A Project Charter will be created and used throughout the project.
Finalization of the Scope, as determined during the Plan and Architect & Configure
stages, may require the project team to revise the estimates and resource requirements
for the Test stage of the project.
Project Escalation
Project escalations will be managed at the PMO level with oversight from the Cognizant
Portfolio Director. Any issues that cannot be resolved at that level will be escalated up
to the Steering Committee and executive sponsors.
Staffing Escalations
Cognizant will staff the project with Workday Certified consultants with the relevant
experience required to execute their duties on the project. Should any issues arise with
any Cognizant staff assigned to this project the client can follow the escalation path as
set out above and Cognizant will work with the client on resolving the issues and
ultimately if required will work with the client to find a suitable and similarly experienced
replacement resource from Cognizant.
Change Control Process
Any additional or modified Scope of Services shall be documented in a separate written
and fully executed Project Change Order Form ("Change Order") using the template set
forth in Appendix C. Such form shall include the written approval of an authorized
representative of Client before CSLLC will begin any additional work or incur any
charges or fees outside the Scope of this SOW. Client and CSLLC agree to the following
process:
• Step 1: CSLLC will prepare a description of the necessary change including
Scope, process, cost, impact to the Timeline, impact to resources along with a
list of alternative solutions.
• Step 2: The Client Project Manager will review and approve or reject within his or
her authority or escalate to the executive sponsor for review and approval or
rejection.
• Step 3: Client will review and approve or deny the request for the additional or
modified Services within five (5) business days so as not to cause any
unnecessary delay in the Timeline.
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• Step 4: Any approved additions or modifications to the Scope of Services will be
documented pursuant to a Change Order and become an addendum to this
SOW.
Status Reporting
During the Plan stage of the project, the CSLLC EM will coordinate with the Client
Project Manager to establish a set of regularly scheduled meetings to present project
status and risks. These will include, but are not limited to, a monthly steering committee
meeting, a weekly project core team status meeting, weekly workstream meetings, a
weekly project management meeting, and additional meetings, as needed. The CSLLC
EM will report out at the steering committee and team status meetings on the status,
activities, issues and other relevant project information.
The monthly steering committee meeting will include a review of the Timeline and status,
accomplishments to date, upcoming project activities and milestones, review of issues
and risks requiring action from the steering committee members, potential changes to
Scope and a review of the financials of the project. The steering committee will include a
readout by the CSLLC EM on the state of the project; participation may be in person or
remote.
A weekly status meeting will be held with the core team and the Client Project Manager
to assess recent accomplishments, issues, risk factors and to ensure that the work
planned for the next two (2) weeks is properly resourced. Risk factors and roadblocks
will be assessed and either resolved or escalated. In addition to these meetings,
meetings with functional teams will be scheduled to review and resolve any open issues.
All meeting agendas, status reports, steering committee presentations, issues log,
project plan and the project charter will be stored on the project collaboration site as
referenced in Section 4.0 Assumptions & Dependencies.
Knowledge Transfer
Over the course of the project, CSLLC will conduct functional and technical knowledge
transfer through alignment sessions, CCS, weekly workstream meetings and during the
Test stage. Additional knowledge transfer will occur during the Post-Production stage as
needed. If Client requires additional knowledge transfer, this may result in a Change
Order. Process documentation (e.g., operational guides and process flow diagrams) is
not in Scope for knowledge transfer, with the exception of the integrations operations
guide for CSLLC owned integrations.
3.3 Project Schedule
The time required to complete the project (the "Project Schedule" or"Timeline") is based
on the contents of this SOW. Based on a projected Start Date of February 19, 2024, the
estimated duration and estimated start dates of each project stage are listed below,
pending timely execution of this SOW, and availability of resources and training. The
Client payroll schedule may require an adjustment on the estimated start date for the
Deploy and Post-Production stages.
Client resources will complete the Workday prescribed training for the functional areas in
Scope prior to the start of the Architect & Configure stage, and Client resources which
are assigned to design/build integrations (as indicated in the integrations Scope) will
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complete the required Workday training (report writing, calculated fields, and integration-
related classes) prior to the start of the Architect & Configure stage. If training is not
attended, this could result in a significant impact to the time and cost of the project.
The project will be completed in one (1) phase over six (6) stages— as presented below.
The Timeline for the project is as follows:
A • .
2/20/2024 4/23/2024 8/13/2024 11/19/2024 12/17/2024
4/20/2024 8/10/2024 10/5/2024 12/14/2024 1/25/2025
*Go-Live date of 12/14/2024, a week before employees will be entering time for the January pay period.
No work will be completed by Client on Client observed holidays. During the extended post production stage, not all
roles will be required at all times. Level of effort will be determined in the project plan.
Note:
• Integrations will be developed based on a timeframe dependent on the batches
defined in the integrations planning sessions and third-party vendor availability.
4.0 Assumptions & Dependencies
The Services, labor estimates, and Pricing presented in this SOW are dependent on the
following assumptions being true:
Client will:
a. Timely complete each item listed as a Client responsibility in Section 2.0.
b. Have the necessary project and executive management support to review and make timely
decisions as well as coordinate the activities of this project with other Client projects which
may be occurring simultaneously.
c. Have the necessary resources available in each stage, according to how they are identified
in the staffing and project plans. Resources will be empowered and capable of making
decisions on behalf of Client. Resources will include, but are not to be limited to, functional
and technical leads, and applicable business process and SMEs. If resource and/or priority
conflicts occur, they will be discussed and resolved with the project steering committee.
d. Staffing plans are determined by the Client Project Manager in conjunction with the CSLLC
project manager in accordance with the jointly created project plan.
e. Provide all required technology needs, connectivity, and network access to all relevant
Client applications necessary for the deployment. The CSLLC consultants will have access
to software including security rights and passwords where required in order to complete the
deployment. CSLLC resources will provide their own laptops. If Client owned laptops or
virtual machines are required to be used, this may result in a Change Order.
f. Be responsible for workstation compliance to Workday's minimum requirements. Client has
determined their technical needs will be met, and internal systems and policies, as well as
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third-party vendors, are compatible with Workday. Any technical issues which may arise
during implementation are to be resolved by Client.
g. Lead the coordination with any Client's third-party vendor involvement required to complete
the Services. Client understands that some of their third-party vendors may charge fees for
the completion of Services and such fees are the sole responsibility of Client.
h. Unless otherwise agreed by CSLLC's internal security organization, the Client shall use
CSLLC's secure transfer site for the secure exchange of sensitive employee data with the
CSLLC support personnel. Client will agree to limit use for data conversion or production
support purposes only for the duration of the activities required. CSLLC will inactivate the
secure transfer site within thirty (30) days after the support activities are completed. Client
will not use CSLLC's site for the transmission of any integration files for third-party
vendors. CSLLC is not responsible for back up, archiving, or maintenance of files stored on
the secure transfer site. In the event CSLLC utilizes its internal "Daytona" tool for data
conversion ("Daytona"), Daytona and all of its components must be installed on the CSLLC
secure cloud server and utilized solely within CSLLC's secure transfer site. Further, Daytona
IP addresses must be added to the tenant whitelist. Daytona uses its own implementer
account that must be excluded from multi-factor authentication.
i. Use CSLLC provided central repository solution for non-sensitive project document sharing
and CSLLC's secure transfer site for the secure exchange of sensitive Client employee data
with the CSLLC project team.
j. Be responsible for any job catalog and/or compensation restructuring efforts, with initial draft
of restructure completed by the start of project. If support is needed from the CSLLC project
team and/or these milestones are not met, this may result in a Change Order and potentially
impact the Timeline.
k. Seek to minimize the amount of plan and/or Client changes during the course of the project,
with any changes finalized by the end of the Architect & Configure stage. If this milestone is
not met, as a result of the client's actions this may result in a Change Order and potentially
impact the Timeline.
I. Perform all of the Client responsibilities in the stages identified, and per the project plan
including, but not limited to, sign off at the completion of each stage, provision of data files,
provision of test scenarios, execution of test scenarios and integration testing.
m. Following the Move-To-Production, the client will be solely responsible for testing and any
Move-to-Production activities, which shall include configuration, business processes, data,
reports and integrations. Client will provide written acceptance of test results to CSLLC prior
to any Move-to-Production. In the event CSLLC is required to assist Client with Move-to-
Production activities after the official Move-To-Production date, Client will provide written
approval if CSLLC's assistance is required during Client's Move-to-Production activities.
Upon completion of Move-to-Production activities, Client will verify Production results and
shall be solely responsible for Production accuracy. Client shall provide written acceptance
to CSLLC after such Move-to-Production activities have been completed.
n. Client adhere to the outlined meeting schedules defined in the Section 2.0 Services and
Responsibilities table; any variation caused by the client could result in an impact to cost
and the Timeline.
o. Coordinate participation from key stakeholders and project team to attend a CSLLC led
alignment workshop and CCS per functional area. If additional workshops or sessions are
needed, the Client Project Manager will work with the CSLLC EM to determine impact to
project hours and the Timeline.
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p. Use CSLLC tools and templates. If Client requires CSLLC to utilize Client specific/owned
tools and templates, the Client Project Manager will work with the CSLLC EM to determine
impact to project hours.
q. Processing of payroll occurs out of a centralized office for all locations included in the payroll
Scope.
r. Tax filing will be handled by a third-party vendor. Workday does not currently support tax
filing as part of the core Workday payroll module and only provides basic tax balancing
reports as part of the delivered payroll module.
s. If 1099 tax elections and payroll processing are required, those will be handled by a third-
party vendor. Workday does not currently support 1099 tax elections or processing as part
of the core Workday payroll module.
Integration Assumptions
a. Integration estimates will be reviewed at the completion of the Architect & Configure stage.
Adjustments may be required after further analysis and any possible changes to Scope. If a
configured integrations template does not satisfy Client's unique requirements, a custom
integration will be a viable solution and can be built at an additional cost.
b. Client integration functional owners are available for integration discovery and design
sessions throughout the Plan and Architect & Configure stages.
c. Client design meetings do not exceed ten percent (10%) of the overall estimated integration
effort.
d. CSLLC integration team assistance in Client built integrations will not exceed ten percent
(10%) of the overall estimated integration effort.
e. Inbound integrations are scoped using Workday standard fields. If Workday custom objects
are needed to store data, the integration effort will need to be revised.
f. Workday required performance testing is not in Scope for customers with less than one
hundred thousand (100,000) employees for HCM and Payroll scope.
g. Requirements and specifications for all in Scope integrations will be available at the start of
the Plan stage.
h. Integrations (both CSLLC and Client owned) may be separated into batches depending on
priority, critical and Timeline impacts; the Timeline could be adjusted due to delays in
requirements or Client accessibility. Batches will have varying timeframes to accommodate
prioritization and architect workshop schedules to reduce rework. Wherever possible,
integrations which directly impact payroll results should be given priority in order to ensure
applicable integrations are ready prior to the start of Parallel Testing.
Authentication Assumptions
a. CSLLC will advise Client of the Workday options for a single sign-on solution and will
perform the applicable authentication setup within the Workday tenant.
b. Client is responsible for all Implementation work outside of the Workday tenant (e.g.,
Security Assertation Markup Language ("SAML") setup, identity server). Client will provide
the appropriate resource commitments and skill sets depending on the single sign-on option
selected during design.
Testing Assumptions
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a. Client will provide a Test Lead, unless otherwise stated in this SOW, who is responsible for
overseeing test scenario creation and consolidating scenarios to be used for End-to-End,
Parallel and Regression Testing, managing testers, and reporting out testing metrics.
b. Client and CSLLC will implement a Change Control Process to review and approve
proposed enhancements coming out of testing to identify the priority and potential impact to
the Timeline, resources and level of effort prior to changes being made.
c. Client will finalize and sign off on End-to-End Testing prior to entering Parallel Testing.
Exceptions must be agreed upon by CSLLC if additional End-to-End Testing is required
prior to entering Parallel Testing.
d. If testing is not completed by the client team within the time specified in the Timeline, a
Change Order could be required based on the severity and type of delay.
e. Client will coordinate participation from project testers to be co-located together on a remote
basis, or at a mutually agreed upon shared site if CSLLC is able to travel in accordance
with its internal policies and procedures. If additional support locations are needed for
testing, the Client Project Manager will work with the CSLLC EM to determine impact to
project hours and the Timeline.
f. When a Workday update occurs, the only additional changes which will be included in the
project are those which are automatically required by Workday. Any additional functionality
is out-of-Scope.
LaunchTm Deployment Approach Assumptions
a. CSLLC team will utilize the Workday pre-configuration tenant to conduct the alignment
sessions in the Architect & Configure stage. The approach for the alignment sessions will be
to review pre-configuration and then align areas which are in Scope but are not part of the
pre-configuration.
b. Client agrees to utilize Workday's delivered business processes across the enterprise with
only limited changes to the listed modifiable business processes noted in Scope until after
Post-Production support has completed. Limited changes are defined only as removing
process steps, adding approval or review steps (limited to three (3) per modifiable business
process), adding to-do steps (limited to five (5) total), low complexity condition rules (defined
as three (3) or less lines of logic), or changing approvers or removing initiating Workday
security groups. Limited changes do not include creating rule-based business process
definitions (alternate workflows), calculated fields, custom notifications, changing Workday
security (other than what is defined above), adding additional process action steps, or
complex conditional rules necessary to meet Client's unique requirements. Client may
acquire additional Services to make such changes or may make such changes themselves
in Post-Production.
c. The Workday pre-configured content will be leveraged as the basis for design and
configuration within the Scope of this project. CSLLC will not be performing a traditional fit
gap on Client business requirements. If the pre-configured tenant is not appropriate for
Client, as determined by Client, a Change Order for additional Services may be required.
Client is ultimately responsible for verifying that the pre-configured content is appropriate.
d. Integrations to be designed to current-state requirements and not reformatted during the
Timeline unless Workday delivered templates are available for deployment or current-state
is no longer supported.
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
e. Onsite visits, if required and mutually agreed upon by the Parties, will be limited to alignment
sessions and during the Test stage. Should Client require additional onsite visits, a Change
Order for additional Services may be required.
5.0 Term and Termination
a. This SOW shall commence on the Start Date identified above and shall continue through
January 25, 2025 (the "Term"), unless terminated sooner pursuant to the Agreement.
6.0 Pricing
a. CSLLC will invoice and Client shall compensate CSLLC on a Fixed Fee basis as set forth in
the table below for Services rendered. This price is inclusive of any and all associated
charges and fees which CSLLC may experience during the fulfillment of this SOW, with the
exception of Section 7.0 Expenses. Pricing is based on the Project Schedule defined in this
SOW; any changes to the Project Schedule will require a modification in price. Invoices will
be paid subject to the terms and conditions of the Agreement. Total cost of the engagement
is listed in the Milestones and Events table below.
b. Payments will be made according to the following schedule:
Project Commencement 2/20/2024 $ 51,022 -$2,650 $ 48,372
Plan Stage:Delivery of Plan Artifacts 4/20/2024 $ 204,087 -$10,600 $ 193,487
Architect&Configure Stage:Delivery of Design Artifacts 6/15/2024 $ 204,087 -$10,600 $ 193,487
Architect&Configure Stage:Delivery of End-to-End 8/10/2024 $ 204,087 -$10,600 $ 193,487
Tenant
Test Stage:Completion of End-to-End Test 10/5/2024 $ 102,044 -$5,300 $ 96,744
Test Stage:Completion of Parallel Test 11/16/2024 $ 102,044 -$5,300 $ 96,744
Deploy Stage:Completion of Move-to-Production(Go- 12/14/2024 $ 102,044 -$5,300 $ 96,744
Live)
Post-Production support:Completion of Project 1 1/25/2025 1 $ 51,022 -$2,650 $ 48,372
Project Total for Al I Phases $ 1,020,436 111
Estimated Expenses $0
Grand Total
c. Invoices will be emailed to the following addresses:
Accountspayable@meridiancity.org
Kvigil@meridiancity.org
Any other mailed correspondence will be delivered as follows below:
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
City of Meridian, Idaho
Attention: Kristy Vigil, Project Manager
33 East Broadway Avenue
Meridian, Idaho 83642
d. Any additional Services rendered in addition to the Scope as defined in this SOW will only
be performed after the Parties agree to a Change Order utilizing the rate table to build the
cost as identified below:
Rate Card
Executive $400
Strategy Manager $325
Senior Functional Architect (Consulting Director) $325
Engagement Director(Portfolio Director) $325
Engagement Manager $264
Functional Architect $275
Senior Principal Consultant $204
Principal Consultant $204
Consultant $204
nalyst $152
e. Workday Delivery Assurance and Workday specific training services and fees will be
covered under a separate agreement between Client and Workday.
f. Any and all fees associated with Client's e-invoicing, portal, or payment solution will be the
responsibility of Client, without dispute. CSLLC will provide all necessary documents or
invoices to confirm the fees, if such fees are incurred.
g. [CLIENT TO INSERT PO NUMBER ("PO#") HERE, IF REQUIRED — Confirmation will allow
for timely and accurate invoice submission. If Client requires a PO#, Client will send a copy
of the PO#to If a PO#will not need to be
generated, please make a note in this section.]
Milestone/Event Definitions
Project Commencement: This milestone is achieved on the signing of this SOW by Client.
Plan Stage: Delivery of Plan Artifacts: This milestone is achieved after the following is
complete:
a. Draft Project Schedule and plan
b. Reservation date
c. During Plan, the city will receive and complete configuration/data conversion workbooks.
Validation and completion of these workbooks will act as contingent sign off for the
CSLLC team to begin the build. Foundation build activities will complete on a rolling
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
basis prior to the scheduled Foundation Alignment Session occurring in the Architect &
Configure stage.
d. Catalyst workshops are the introduction of concepts, key considerations and a preview
of what's coming. Following these workshops, consultants will provide client with a
series of deployment workbooks to be populated with both configuration and worker
data. Outputs are then used to build your foundation tenant which will be reviewed with
client during the Foundation Alignment Sessions.
e. Foundation tenant build complete
f. Create the integration tracker
g. Data Strategy Signoff
h. Foundation Tenant Build: Data Extract Delivery
i. Foundation Tenant Build: Data Validation Signoff
Architect & Configure Stage: Delivery of Design Artifacts: Sign off-This milestone is
achieved after the following is complete:
a. Configure based on foundation alignment sessions.
b. Deliver the CSLLC assigned integration design documents; Build integrations
Architect & Configure Stage: Delivery of End-to-End Tenant: This milestone is achieved
after the following is complete:
a. End-to-End tenant build
Test Stage: Completion of End-to-End Test: This milestone is achieved after the following is
complete:
j. Execution of test scenarios
k. Cutover-plan execution
a. Create integrations schedule recurrence tracker; Provide knowledge transfer, operations
guides
b. E2E Tenant Build: Data Extract Delivery
c. E2E Tenant Build: Data Validation Signoff
Test Stage: Completion of Parallel Test: This milestone is achieved after the following is
complete:
a. Any issues reasonably identified as preventing progress to Production have been
addressed or mitigated.
b. Cutover-plan execution
c. Any CSLLC delivered Custom reports
Deploy Stage: Completion of Move-to-Production (Go-Live): This milestone is achieved
after the following is complete:
d. Move from Gold tenant to production tenant has occurred.
e. Gold/Pre-Production Tenant Build: Data Extract Delivery
f. Gold/Pre-Production Tenant Build: Data Validation Signoff
Post-Production Support: Completion of Project: This milestone is achieved after the
following is complete:
a. Timeframe for Post-Production support has lapsed following the Move-to-Production
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Milestone/Event Acceptance
Subject to Section 2.1 of the Agreement, CSLLC will present the applicable Deliverables to
Client in writing and Client will have five (5) business days to provide written acceptance of the
Deliverables, or provide a specific list of reasonable issues to be remedied. CSLLC will have
five (5) business days to address issues and resubmit the Deliverables. The parties shall repeat
this process until Client provides written acceptance of the Deliverables. After five (5) business
days, should CSLLC not address Deliverables issues or Client not accept or provide a list of
issues, CSLLC and Client shall escalate issues The Portfolio Director will be the point of
escalation for deliverables should any issues or concerns arise. See 3.2 Governance. The
Parties may agree that minor errors or non-conformities to Deliverables may be noted and
revisited at a later time despite Client sign-off, with a concession from CSLLC to accept a 90%
partial payment for Deliverables with such minor non-conformities rendered at that stage. The
remaining 10% will be paid by the Client upon delivery and acceptance of remaining
deliverables.
7.0 Expenses
It is expected Services will be provided primarily on a remote basis. If travel is required, all
reasonable travel expenses incurred by CSLLC related to the performance of the Services
defined herein, shall be invoiced to Client.All such travel will comply with CSLLC's Travel and
Expense Policy, which shall be made available to Client upon request.All fees or penalties
incurred due to cancellations or changes of travel at Client's request shall be invoiced to Client.
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
8.0 Signatures
IN WITNESS WHEREOF, the Parties have duly executed this SOW by their respective
authorized representatives as of the SOW Effective Date.
Collaborative Solutions, LLC City of Meridian, Idaho
s4fan G"Spta
Susan Guerra(Jan 12,202415:01 CST)
Authorized Signature Authorized Signature
Susan Guerra Robert E. Simison
Name Name
Chief Client Officer Mayor
Job Title Job Title
Jan 12,2024 1-23-2024
Date Date
Attest:
Chris Johnson, City Clerk 1-23-2024
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Appendix A— Description of Roles
Client Roles
Client personnel are experts on Client business/technologies and as such will have responsibility for
providing project management, non-Workday functional, technical, and culture expertise to the project.
Client project team members and cross-functionality representation are currently identified as follows:
(Note that project teams' roles could be specific to implementation needs.)
Client Team Member Description
The steering committee provides funding and support to the project.
Responsibilities include:
• Obtaining appropriate funding and approvals
• Ensuring all appropriate resources are available for the project
• Resolving issues which are impeding the progress of the project
• Providing overall direction to the Client Project Manager
• Sign off on key Deliverables/project milestones
• Assuring project delivery and quality control
• Attending steering committee meetings
Project Manager The Client Project Manager is a dedicated resource focused specifically on
the Workday implementation. While CSLLC understands there are many
other activities linked to the implementation, this resource needs to be
dedicated full-time to the project. Responsibilities include the following:
• Establishing and managing the project details, Deliverables,
schedules, tasks, assignments, and execution
• Coordinating business teams and support teams
• Driving the implementation of the optimized processes
• Managing the resolution of issues
• Anticipating and resolving issues which could impact the project
budget, schedule, Scope or quality
Functional Team The functional team are those familiar with Client business processes and
(Global Process Owners, systems. These individuals provide information to the CSLLC Functional
Process Leads, and Consultant(s)to configure the Workday solution. Responsibilities include:
SMEs/Business Analysts) 0 Communicate functional requirements which need to be configured in
Workday
• Describe current business processes and work with team to simplify
and improve
• Provide functional requirement through completion of configuration
and data gathering workbooks
• Champion adoption and use of Workday Launch delivered business
processes
• Identify critical changes needed to Workday Launch delivered
business processes and provide feedback to CSLLC consultants
• Work with CSLLC consultants to help map and load data into
Workday
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
MemberClient Team Description of •
• Actively participate in all testing activities
• Pre-validate extracted data files prior to providing it to CSLLC; then
validate data after it has been converted into Workday solution
• Contribute to identifying and executing test scenarios for functional
areas
• Perform end user training
• Participate in knowledge transfer
Technical Team Technical resources perform the following:
(Integration Lead, Integration 0 Support the conversion and loading of data contained in existing
Engineers/Developers, and systems
Data Conversion Specialist)
• Design and develop custom integrations as outlined within the Scope
of this SOW
• Develop custom reports
• Manage Client communications
• Participate in knowledge transfer
• Actively participate in testing activities
Note: Resource experience, data quality and the amount of transformation
required could impact the actual resources needed to support the data
conversion efforts.
Internal Auditor The internal auditor works with the project team to ensure proper procedures
are followed and proper documentation is created for the implementation of
Workday. This person is responsible for providing compliance-related
guidance and expertise to the project team.
Test Lead The Client Test Lead develops and manages the overall Client test strategy
and plan. Responsibilities include:
• Establish an approach to testing
• Define resource requirements for testing
• Establish the test schedule
• Conduct overall execution of the Client prescribed End-to-End
(including integrations), and Parallel Test process for Workday payroll
from start to end of the test period.
• Facilitate testing coordination and progress meetings
• Successfully manage defect resolutions
• Resolve test issues via coordination of Client and CSLLC teams as
required to complete testing for successful completion of Workday
test
• Define the overall test strategy
• Define test approach, roles and responsibilities
• Define test tools and scenarios by tester and success criteria for each
test stage
• Define and report test metrics to the project team and project
executives
Organizational Change Lead The Client Organizational Change Lead is focused on planning and
executing the change management and communications activities. The
Client Organizational Change Lead is the primary counterpart to the CSLLC
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
MemberClient Team Description of •
Organizational Change Lead (if there is someone assigned) and is
responsible for providing primary insight into Client's culture, operations, and
competing projects or interests. The Client Organization Change Lead is the
primary liaison between the project team and other internal resources
needed to execute and deploy the various change management and
communications activities and is ultimately responsible for all change
management and communications-related Deliverables.
Training Lead The Client Training Lead is focused on planning and executing the end user
training activities. The Client Training Lead is the primary counterpart to the
CSLLC Training Lead (if there is someone assigned)and is responsible for
providing primary insight into Client's training resources and preferences, as
well as competing projects or interests related to end user training. The
Client Training Lead is the primary liaison between the project team and
other internal resources needed to plan, execute, and deploy the various
training activities for the deployment and is ultimately responsible for all
training-related Deliverables. Client may choose to assign the Client
Organizational Change Lead and Client Training Lead roles and
responsibilities to a single actual resource.
Training Communications, Depending on the specific strategies and plans Client establishes as part of
and Change Management its OC&T program, additional resources will be needed at various times
Support Resources throughout the project lifecycle to support and execute the communications,
change management, and training plans. These roles often include:
• Training developers responsible for developing and revising the end
user training collateral as defined in the training curriculum plan
• Communications leads/developers responsible for developing,
revising, and deploying the end user communications collateral as
defined in the communications plan
• Trainers and super users responsible for gaining advanced familiarity
with the new systems and user support tools, and in turn planning
and delivering pre-Go-Live and ongoing training to end user
audiences
• Change champions responsible for generating awareness and
support around future changes within their designated areas of
influence
Workday Roles
Workday core responsibilities include:
Workday • - Description
Comprised of Workday implementation specialists, the Workday Delivery
Assurance Group works with Client towards the implementation of the
Workday solution. The Workday Delivery Assurance Group conducts a
series of quality assurance reviews at major project milestones, when the
group reviews project documentation, product configuration, and business
processes. The Workday Delivery Assurance Group is responsible for the
development and enhancement of the Workday implementation
methodology and works closely with product strategy and development in
helping steer product direction.
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Appendix B — Integrations and Custom Reports
Integrations
The following integrations are in Scope. Please refer to the column labeled "Owner" to identify if the
integration is Client assigned or CSLLC assigned.
ID# Integration Name Third-Party Functional Tool Total Hours Owner
Vendor Area
INT001 Basic SSO/SAML Setup Microsoft Security Setup 30 CSLLC
INT002 Active Directory Inbound Microsoft HCM Studio 60 CSLLC
INT003 E-Verify DHS HCM cc 20 CSLLC
INT004 BCBS Medical Outbound Blue Cross of Benefits CC 40 CSLLC
Idaho
INT005 Delta Dental Outbound Delta Dental Benefit CC 40 CSLLC
INT006 Payroll ACH Outbound TBD Payroll cc 40 CSLLC
INT007 Payroll Check Layout Workday Birt BIRT 40 CSLLC
INT008 Willamette Dental Outbound Willamette Dental Benefits cc 40 CSLLC
INT009 VSP Vision Outbound VSP Benefits CC 40 CSLLC
INT010 PERSI 401 k Regular and PERSI(Empower) Benefits EIB/DTS 80 CSLLC
Financials Outbound
INT011 MIP Payroll General Ledger MIP Payroll EIB/DTS 110 CSLLC
Outbound
INT012 United Heritage Outbound United Heritage Benefits EIB/DTS 90 Client
INT013 APA Benefits Outbound TBD Benefits cc 40 CSLLC
INT014 BPA Health Outbound BPA Health Benefits EIB/DTS 90 Client
INT015 NCPERS Outbound NCPERS Benefits EIB/DTS 90 Client
INT016 Nationwide Outbound Nationwide Benefits EIB/DTS 80 CSLLC
INT017 MetLife Outbound Metlife Benefits cc 40 CSLLC
INT018 IRS Outbound IRS Benefits cc 20 CSLLC
INT019 Navigate Outbound Navigate Benefits EIB/DTS 90 Client
INT020 State Insurance Fund State Insurance HCM EIB/DTS 80 Client
Outbound Fund
INT021 Nationwide Roth Outbound Nationwide Benefits EIB/DTS 80 CSLLC
INT022 Worker Master Outbound Internal HCM EIB/DTS 80 CSLLC
Integration Type Key:
• EIB/DTS = Enterprise Interface Builder/Document Transformation Service
• CC = Cloud Connect
• Studio = Workday Studio
• SSO = Single Sign-On
• Other = Web services or integration system user setup
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
The interfaces/integrations required for this project include:
• Cloud Connect ("CC") — CC provides Workday customers with the same level of support as
they would receive in the core Workday application. Such Workday integrations are (i) part of
the Workday hosted application service and (ii) provided with ongoing support by Workday in
accordance with Workday's then-current Support and Service Availability Policy. While Workday
integrations are designed and developed as part of the subscription license, CSLLC anticipates
some amount of time dedicated to configure and test the integrations during the implementation.
• Custom Integrations — Custom integrations are developed by CSLLC or Client using
Workday's tools such as Report Writer, EIB, DTS, or Studio.
Reports
The below reports are included as the list of potential reports to be configured. CSLLC and the Client will jointly
review the list and determine if the report will be covered via integrations (as listed in above), Workday standard
reporting or fits within the one hundred (100) hours of custom reporting included in this SOW. The approach to
including any reports outside of these categories will be jointly agreed upon by CSLLC and the Client.
Report Name/ Configuration Area Description
Federal W2 Reporting Payroll
State of Idaho W2 Reporting Payroll
Verify all info is correct in the system for check
Calculated Check Register Payroll run
K9 report Payroll to see who and how many hours for K9 officers
to see who and how much the benefit is for
Life+ report Payroll hose who qualify
check number, employee id, employee name,
ate, amount of paycheck and total of all checks
Summary Check Register Payroll for that check run.
Summary and Detail -Wage, GL info to see what
is flowing into the financial system total and
break out by funds.Also use to balance
Pre-transfer reports Payroll payables.
CH upload file Payroll
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
FSA Medical and FSA Dependent Care employee
FSA Deduction Reports Payroll payroll contributions for upload
for payroll withholdings for FICA, Medicare,
Federal withholding taxes 941 Payroll Social Security totals
Nationwide 457 Pretax, Match, Roth Payroll total of contribution of employees for upload
PERSI IRIS report Payroll to upload into PERSI system
State Withholding Tax Payroll monthly/quarterly/annual
list of employees and their dues paid per pay
Union Dues Payroll period
list of employees that are eligible to move into
Vacation bucket updates Payroll the next accrual tier
list of Fire employees that get Holiday hours
Fire Holiday Accrual List Payroll added into their accrual bank
FTE List Payroll #of employees in each department
BPA report Payroll See#of Employees to bill each department
Total number of employees both male and
Employee Statistics Payroll female.
Sick leave/Vacation balances of employee's
year to date and history Payroll
Check Registers/Pay Stub for individual
employees Payroll
Break down of monthly wages (reg wages, OT,
Court, Uniform Allowance, etc)for individual
employees over any given amount of years with
Employment Verifications Payroll totals for each year.
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Workers class, employee id, name, earning code, PTD
Comp/Vacation hours, PTD amount, pay date, distribution code,
Payroll Rec-Earnings History Bucket Changes position
Workers
Comp/Vacation class, employee ID, name, leave code, hours,
Payroll Rec-Earning Leave Liability Bucket Changes liability, rate of pay
Workers
Comp/Vacation class, employee ID, leave code, name, pay date,
Payroll Rec-Earnings Leave Bucket Changes hour accrued, hours taken
Workers
Comp/Vacation Social Security Number, name, employee ID,
Payroll Rec-Employee Listing Bucket Changes Employee Status, Class, pay type
Workers
Comp/Vacation Employee ID, SSN, name, class, salary per pay
Payroll Rec-Employee Hourly Rates Bucket Changes cycle, hourly rate, employee status, pay type
Total of employees paid,total wages,total
income tax withheld,taxable social security
ages,taxable Medicare wages, taxable
additional Medicare wages,total social security
and Medicare taxes withheld,total taxes. Also
shows Schedule B break down for all rounding.
Payroll -Quarterly Payrolls per month for the quarter and total tax
941 Worksheet Reports liability. Fraction of cents
EAN number,SSN, employer, employee name,
SUTA Report(Unemployment Insurance Tax Payroll -Quarterly quarter,year and total quarterly wages for each
Reporting) Reports employee.
Payroll -Quarterly
Workers Comp Reports Reports
per earning code, paid to date hours and
Payroll -Quarterly amount,total wages subject to workers comp
Gross Wages of employees Reports for each earning code.
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employee ID number, distribution code, fund,
employee name, sum of paid to date amount,
workers comp rate, premium charged,
experience modification,subtotal, premium
discount, net premium, position,workers comp
Payroll -Quarterly code, earning code for all employees that had
Payroll Net Premium Reports wages during the quarter.
Payroll - End of
W2 recon for all employees Year Reports
Payroll - End of
Payroll Accrual Reports Year Reports
Payroll - End of to show total sick and vacation accruals for all
Leave Liability report Year Reports employees.
Payroll - End of shows name, employee id, hire date, date of
Employee Information List Year Reports report, birthdate.
Payroll - End of employee name, id number, benefit code, PTD
Payroll PERSI Benefits Year Reports Subject earnings, PTD amount
Payroll - End of name, employee id, deduction code, PTD
Payroll PERSI Deductions Year Reports Subject earnings, PTD amount
fund code, dept code, GL code, GL title, project
PERSI GL Detail Report(can look up per GL Payroll - End of code, effective date, transaction description, ID,
GL#) Year Reports amount, session ID, document number, notes
Fund, dept, employee ID, leave code, name, pay
Payroll - End of date, entry, hours accrued, pay period, payrate,
Vacation Accrued and Taken Report Year Reports accrued cost, leave cost
any differences in pay rate between the 2
BRA/MIP pay rate variance report Payroll systems
Shows leave code (sick and vacation), max
hours, period max, hours accrued, hours taken
Accrued hours verification report Payroll and balance for each employee
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Calculated payrate verification report Payroll Verifies correct payrate on payroll checks
Change in cell phone reimbursement
Report Payroll
verifies class codes in employee information vs
Class check Payroll payroll information
verifies which employees have extra wages on
Extra wages report Payroll their payroll check
job class, employee id, employee name,
earnings code, PTD hours, PTD amount,
FLSA(OT) Report Payroll distribution code and rate
Health Ins eligibility report Payroll who is eligible but not receiving benefits
Verifies that any employee has exceeded max
Maximum Leave balance Exceeded Payroll accrual amount by code
compares hours stored in MIP to those stored in
MIP compared to timecard report Payroll timecard
verifies that the leave balance is not less than
Leave liability less than zero Payroll zero for all employees
Full time, hourly employees who accrue 0 hours
Zero leave accruals report Payroll last month.
list of seasonal employee's name, employee id,
Seasonal Eight Month Report Payroll hire date, 8-month limit date and term-by date
457 &457 Roth Payroll Check for contribution max year to date
457 &457 Roth Catchup Payroll Check for contribution max year to date
401k Payroll Check for contribution max year to date
401k Catchup Payroll Check for Contribution max year to date
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
check to make sure employees are not receiving
457/40k Discrepancy Report Payroll more than 1 match
lists all hours for hours worked, sick,vacation,
dmin summary of hours Payroll LWOP, Bereavement leave, civil duty, OT, etc.
Shows employees that have taken more than 40
More than 40 hrs sick leave report Payroll hrs sick leave
Check for Firefighters non Payroll imported timecard hours
time by pay period Shows Overtime hours for
Seasonal/Part Payrollseasonal/part time employees
Rolling 22 week report shows if part time
Part time hours accumulation Payroll employees are under the 19.50 hrs for the week
List of exempt employees using partial day
of sick/vacation Payroll
Timecard with no check report Payroll Who has timecard but no payroll check
Employee timecard hours for each day worked
within the stated timeframe (Typically 13 weeks)
showing employee name,job title, pay period,
ate, work code, description of hours worked,
number of hours worked, pay rate,total amount
paid for the day and any comments made on the
State Insurance Requests Payroll imecard.
The purpose of this report is to see if there are
any discrepancies or new employees that we
Monthly ABRA/Position Slots Sync Report Payroll need to allocate to a position.
Annual Questica The purpose of these reports is to update the
Payroll Import Questica Budget with data from HR System and
SQL"HR Data Export" Report Reports Position Slots.
Annual Questica
Payroll Import
SQL"Position Slots" Report Reports
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Annual Questica
Payroll Import
SQL"Salary Position Allocations" Report Reports
12-Month Trends Timecard
12-Month Trends by Year Timecard
AnnualAccrualAudit Timecard
Check_For_FF_Non_lmported_Hours Timecard
FMLA Hours Timecard
Golf Lessons Hours Timecard
Health Insurance Eligibility Check Timecard
Hourly and Monetary Amounts by Pay
Type Timecard
Hours by Day and by Dept. Timecard
Hours Over or Under Expected Timecard
Leave Liability Timecard
More than 40 Sick Hours Timecard
Part Time Hours Accrual 22 week Timecard
Seasonal Eight Month Report Timecard
Summary of Employee OT Hours Timecard
Summary of Hours Timecard
Summary of Hours - Date Range Timecard
Summary of Hours - MOD_4_Amie Timecard
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Summary of Hours PW Admin - Date Range Timecard
Timecard Hours By Dept and Date Range Timecard
Unpaid Hours Timecard
401K Catch Up Total Contributions Report Payroll
401K Matching Report Payroll
457 Catch Up Total Contributions Report Payroll
457 Total Contributions Report Payroll
457-401K Discrepancy Report Payroll
BRA_MIP_Address_Variance Payroll
BRA_MIP_Pay_Rate_Variance Payroll
Accrued Hours Verification Payroll
Active Employee Specialty Pay Payroll
dmin Summary of Hours Payroll
Calculated Pay Rate Payroll
Class Check Payroll
Crewsense Exceptions List Payroll
Extra Wages Payroll
FF_Timecard_Export_Preview Payroll
Fire Leave Codes Payroll
Fire Sick Accrual Payroll
FLSA(OT) Payroll
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
FTE Count Payroll
Health Insurance Eligibility Check Payroll
Historical FMLA Report Payroll
Maximum Hours Accrued Exceeded Payroll
MIP Compared To Timecard Payroll
M I P_Accrua I_Settings_by_Dept Payroll
Negative Leave Liability Payroll
Parental Leave Report Payroll
Parental—Leave—Detail Payroll
Part_Time_Hours_Accrual_22_week Payroll
Police Personnel Division Status Payroll
Seasonal And Part Time Overtime By Pay
Period Payroll
Seasonal Eight Month Report Payroll
SRO_timesheet_hours Payroll
Timecard Employee Holiday Hours Payroll
Timecard Employee Hours Payroll
imeCard Submit-Approve Status Payroll
Timecard With No Payroll Check Payroll
Wage Verification Report Payroll
Zero Leave Accrual Payroll
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
1095B and 1095C reporting that is currently
done in conjunction with the tax filing of
he W2s HR
Active Employees Data HR
Terminations HR
Promotions HR
Turnover HR
Exempt Ees HR
New Hires HR
Department Promo-Term History HR
Fire Union Health Census HR
EEO Report HR
Direct Deposit HR
Performance Review Tracking HR
FSA Census HR
Active Benefited EE's with Dependents HR
Seasonals HR
Promotions and Transfers HR
Active EE's During a Time Period HR
FSA-DCA Contribution File HR
HA Workplace Health Stats HR
Top Performer Retention HR
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Demotion and Transfers HR
UHI Annual Census HR
Dependent Report HR
Terms with Salary HR
Age Report HR
Monthly Affirmative Action Report HR
Affirmative Action Active Employee Info HR
Non Discrimination Testing HR
Safety Sensitive Employee Roster—Monthly HR
Benefit Enrollment by Plan HR
Insurance Coverage Detail HR
PERSI Settings HR
Active Employee Specialty Pay HR
Duplicate Position Slot Numbers HR
Employee Benefits Summary Report HR
Employment App Applicants by Name HR
Employment_Application_Profile_Data HR
Missing Slot Numbers HR
Supervisors HR
Applicant Profile Data HR
Applicant Applications Data HR
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Vacancy Report HR
Hired Employee Detail HR
Hired Veteran List HR
Internal Applications by Date Range HR
Position Advertising Costs Report HR
Position Job Numbers HR
Position Slot Number Exceptions HR
Position Time to Fill Report HR
Recruitment No Hire Rate HR
Veteran Preference Data by Date Range HR
Veteran Preference Data by Position HR
Job Reference Source Detail HR
Job Reference Source Statistics HR
Offer Acceptance Rate HR
Wellness Activity Details By Date Range
(Default Current Month) HR
Wellness Details by Employee and Date
Range (Default Current Year) HR
Wellness Points by Calendar Year HR
Wellness Points by Date Range (Default
Current Month) HR
This SOW is proprietary and confidential to Collaborative Solutions, LLC. 36
City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Appendix C — Sample Change Order Form
Project Change Order
This Change Order form is used for requesting, documenting and approving changes to the Workday
deployment or other applicable service offering, including, but not limited to, changes to the project's
Scope, changes for a major configuration element, timeline/schedule changes, integration
specifications changes, addition of resources or any other Deliverable change from the originally
planned Workday deployment or applicable service offering.
Summary
XYZ Client
• - Project ID#/ Project Name as it exists in Workday
Change • C01 (adjust as appropriate)
ProjectProject Manager Name, XYZ Client
Project • • Project Sponsor Name, Title
Engagement M . • Engagement Manager Name, Collaborative Solutions, LLC
("CSLLC")
AcceptanceThe date by which Client will need this approved in order to avoid
negative Project Schedule impact.
ChangeType of change. For example: integration change, request for
additional functionality, change in SOW estimate based on design
sessions, etc. (usually more applicable to Phase One (1) or Phase
Two (2)projects.)
Select one (1):
Term Extension (zero (0) budget add)
Term Extension (additional hours added)
Change in Scope (additional hours added)
Change in Scope (no addition hours added)
Other(detail in request description)
•. List those assessing the impact. Normally the CSLLC EM, Functional
or Integrations Consultant, and possibly someone on the Client side.
Priority: High, medium, or low based on need for the change.
Billing: Select one (1):
Bill under current project
Bill separately under current project
Bill separately under new project
Type:Contract Line Describe the billing basis. For example: Time & Materials, Fixed Fee
Installment/Milestone, Prepaid, Subscription. For"Bill under current
project," the billing basis of this Change Order MUST match the
applicable SOW's billing basis.
Is new • Select one (1):
New PO# (insert PO#)
PO#to be created after receiving countersigned documents
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
No new PO# needed
Request Description
<<Describe the change and why it is needed. It is important to describe why this was not estimated
correctly in the SOW or where the change occurred. For example:
Adding a new integration for Aetna, COBRA, Qualifying Event. Original integration listed on the SOW
addressed only Aetna PPO/HMO, did not specify COBRA. Additional forty(40) hours added to cover
COBRA QE.>>
If this CO is for an extension, please include the number of hours and budget remaining on current
project.
Business Purpose / Reason for Change
<<Describe the purpose/reason for change and be sure to explain the impact to NOT doing the
change. For example:
Client offers COBRA coverage for any employees eligible for a COBRA Qualifying Event, this was not
included in the original SOW estimate. If Client does not approve this change Client will not be able to
provide COBRA coverage.>>
Impact Assessment
• Describe the additional work that needs to be done. For example: Create one (1)
additional integration or three (3) new performance templates need to be
• configured, etc.
Describe Deliverables affected. For example:
One (1) additional interface file to be delivered to Aetna will be produced.
• Describe schedule impact, if any. For example:
Architect& Configure stage will be extended by one (1) week to complete all
' integrations.
Include the original end date and new end date, if extending the term of the SOW.
• Modifications to the Pricing are as follows:
Role Rate Hours Cost
Executive
Strategy Manager
Senior Functional Architect(Consulting
Director)
Engagement Director(Portfolio Director)
Engagement Manager
Functional Architect
Senior Principal Consultant
Principal Consultant
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Consultant
Analyst
Total <<total>>
Payment Terms - If Client is adding hours
• Time & Materials SOW: This Change Order will be billed monthly on a Time and Materials ("T&M")
Basis based on actual usage at the rates set forth in the SOW and as identified in the Pricing
Modifications above.
• Prepay SOW: This Change Order will be invoiced upon execution by both Parties at the rates set
forth in the SOW and as identified in the Pricing Modifications above.
Assumptions
• Describe any new Assumptions different from the SOW. For Example:
• Client will provide the requirements for the new integration.
• If not different from the SOW, add "All Assumptions from the SOW dated XX December XXXX
apply to this Change Order", otherwise, if there are new Assumptions different from the SOW, list
them here.
Authorization
•
Client Authorization Signature Collaborative Solutions, ation
tub;1W
O
Name O Name
Job Title � Job Title
Date
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Appendix D — Detailed Functionality
As the team and the project continues to progress into all stages of the project, there will be a review of
the overall Scope and may re-align as the team come out of discovery and again after alignment
sessions.
Workday foundational elements such as dashboards, reporting, analytics, business process framework
and employee self-service are built into every Workday module.
During Client deployment, the following elements will be in Scope for Client's Workday Launch
package.
Sections:
This SOW is proprietary and confidential to Collaborative Solutions, LLC. 40
City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Foundation
Launch deployment functional elements:
• Organizational management 0 Contact information
• Staffing management 0Payment elections & associated rules
• Personal information 0 Locations and location hierarchy
• Position and job assignment United States of America ("USA")
operations only
• Fifteen (15) companies and company hierarchies 0 Region and region hierarchy
• Supervisory organization and hierarchy 0 Pay groups
• Currencies 0 Worker types
• Three hundred (300) cost centers and cost center 0 Pre-packaged business processes
hierarchy
• Four(4) custom organizations and hierarchy 0 Delivered security model
• English language only, translations are not in 0 Standard notification templates
Scope
• Mobile 0 Contingent workers
• Global address localization 0 Multi-factor authentication
Reporting:
Standard dashboards &analytics Five hundred or more (500+) delivered
reports
Launch Deployment functional elements:
• Organizations (up to three hundred (300) 0 Job catalog (job family groups,job families,
supervisory, cost center, company, region, job profiles)
location) and associated hierarchies as listed
above
• Position management staffing model 0 Up to fifteen (15) static documents for hire/
onboarding review
• Management types & management level 0 Personal data, contact information,
hierarchy identification information
• Emergency contact information 0 Delivered compensation bases
• Employee photos 0Delivered service dates
• Event categories and reasons 0 Employee and manager self-service
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
• Form 1-9 functionality 0 Shifts
• Basic compensation management 0Up to one (1) compensation packages
• Onboarding 0Up to one (1) salary plans
• Up to one (1) hourly plan 0 Up to fifteen (15) allowance plans -
excluding reimbursable allowance plans
• Up to fifteen 15 one-time payment plans 0Up to two (2) custom onboarding templates
• Multiple jobs 0Delivered probation periods
• Job history 0 Tenant branding
• Union tracking (worker data only) 0 "Skills Cloud" (with Innovation Services
Agreement("ISA") opt-in)
• Education 0 One (1) announcement for onboarding
• Compensation Grade, Grade Profiles (up to one 0 One (1) exit survey questionnaire with up to
hundred (100) Grade Profiles) and Compensation twenty (20) questions, routed to existing
Steps. security group - excluding custom reporting
of responses
• Up to three (3) Regulatory Required Custom
Security Groups
Modifiable Business Processes
• Hire employee 0 Create position
• Change job 0 Terminate employee
• Request one-time payment 0 Request compensation change
• Contract contingent worker 0 End contingent worker contract
• Edit position 0 Edit position restrictions
• Onboarding: one (1)for new hire 0 Onboarding setup
• Add Additional Job 0End additional job
Reporting:
• Review delivered reports 0 Enable delivered dashboards (workforce
composition, report auditor)
Launch Deployment functional elements:
• Administer benefit enrollments for most commonly offered plan types, including health care (medical,
dental, vision), insurance (life, disability), spending accounts (dependent and health care), health
savings accounts, retirement savings 401 k , and additional benefits plans et insurance, gym
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Benefits
membership, employee assistance program, critical illness, and long term care). Up to fifty (50) benefit
plans.
• Core Affordable Care Act("ACA")functionality: 0 Healthcare Election Guidance - Configure
ACA measurement periods and eligibility, ACA expanded plan details for up to five (5)
dashboard, setup for 1094-C and 1095-C reports healthcare plans
ICrossplan enrollment rules 0 Manage evidence of insurability
• Up to five (5) benefit groups (including eligibility • Benefit plans (including all components,
such as eligibility rules, coverage tiers, and
rules) rates)
• Individual rates 0 Benefit annual rates
Enrollment event rule Manage COBRA eligibility designations for
participants who lose coverage
• Benefit defaults 0 One (1)open enrollment
• Passive event rules 0 Benefits for one (1)country
• Up to three (3) Plan Year Definitions (current year, 0 Plan Year Definition; one (1)for program
subsequent year, ongoing plans) year, one (1)for ongoing
• Enrollment Event Types (including Eligibility 0 Plan Year Definition; one (1)for program
Changes, Life Events, and Reinstatement Events) year, one (1)for ongoing
Modifiable Business Processes
• Change benefits for life events Change benefits
• Add retiree status Remove retiree status
• Change beneficiary Change retirement savings
• Dependent event • Passive event
Talent Optimization
Launch Deployment functional elements:
• Education 0 Job history
• Career interests 0 Job interests
• Development items 0 Check-ins
• Up to thirty(30) competencies: Includes
• Up to three (3) performance review templates behavior setup and association to Job
Profiles, Management Level, and/or Job
Family
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Talent Optimization
• Worker summary • Mentor
• Relocation preferences 0 Travel preferences
• Anytime feedback 0 Goals
• Succession 0 Assess my team's potential
• Up to fifty (50) positions for succession:
• Assess potential includes readiness setup
• Two (2) custom notifications per business process 0 Career interests
• Job interests 0 Relocation preferences
• Travel preferences 0 Career profile
• Talent profile/skills 0 Mentors and connections
• Calibration is excluded
Modifiable Business Processes
• Manage education 0 Manage job history
• Start performance review Complete self-evaluation for performance
review
• Complete manager evaluation for performance • Import professional profile
review
• Give feedback 0 Set review content for performance review
• Manage succession plan 0 Assess potential
• Manage mentorship 0 Manage succession plan
• Manage competencies 0 Manage interests
Recruiting
Launch Deployment functional elements:
• Candidate home One (1) external and one (1) internal
career site
• One (1) internal career site for contingent workers 0 Internal application
• Simple referral 0 Assessments
• Background check 0 Interview management
• Candidate screening 0 Candidate review
• Interview ratings 0 Job requisition management
• One-time payment for offers 0Candidate pool functionality
•
Prospect management Auto disposition candidate's other job
applications
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Recruiting
• Up to one (1) internal and up to one (1) external 0 Candidate grid —delivered fields only
questionnaire (each questionnaire with up to ten
10 questions
• One (1)document template to capture
Internal/External dynamic offer letter
variations including: Simple letter header
including company logo and footer(note
this will appear on all pages of the offer
letter) - Up to ten (10) conditional
• Auto unpost jobs paragraphs (may include introduction, offer
details (full-time, part-time, location,
manager,job details), basic compensation
language (hourly, salary, bonus,
allowances, one-time payments),
conclusion) - Up to two (2) static document
attachments for candidate offer review
• Duplicate management(delivered framework) 0 Configurable candidate consent
• Delivered primary recruiter security 0 Candidate endorsement
• Evergreen requisition management 0 External career site privacy policy
• External candidate job alerts (delivered template 0 Guidance of"Apply with Linkedln"— up to
without customization) one (1) hour of support
• Prospect Introduce Yourself on External
• Task Consolidation for Review Offer Career Site
• Configurable Section Headers and
• Delivered User and Role Based Security Groups Instructional Text on Job Application
Templates
• Autocomplete on Staffing business
• Parallel Stages processes
Reporting:
• Delivered Recruiting Standard Reports Job Requisition Workspace
Modifiable Business Processes
• Job application (up to one (1)dynamic workflow) Offer
—maximum of one (1) label override per stage
• Job requisition
Absence
Launch Deployment functional elements:
• Up to ten (10) accruals based on primary
• Up to sixteen (16)time off plans positions
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Absence
• Up to sixteen (16)time offs based on
primary position
• Up to five (5) leave entitlement limited to primary 0 Up to ten (10) leave types based on
position primary position
• Up to two (2)work schedule rules 0 Up to five (5) holiday calendars
• Absence Third Party Calendar(Microsoft
• Holiday calendar rules Outlook or Google Calendar) - Functional
Configuration Only
• Absences based on Primary Job only
Modifiable
• Correct time off 0 Request time off
• Request return leave of absence 0 Request leave of absence
Time Tracking
Launch Deployment functional elements:
• Time and absence dashboard 0 Review time
• Up to two (2) security groups to support employee 0 Up to two (2) holiday schedules
self-service and manager self-service
• Basic Project Worktag or Custom
• Up to three (3) alerts Organization with Custom Organization
Hierarchy
• Up to six (6)time entry templates 0Up to two (2)time code groups
• Up to twenty 20 time entry codes 0 Up to ten (10)time calculation groups
• Up to thirty 30 time calculations 0Up to ten (10)time entry validations
• Up to two (2)security groups to support
• Up to five (5) Work Schedule Calendar Rules security requirements related to Web
Clocks
• Up to twenty (20)work schedule calendars 0 Edit and approve time
Modifiable Business Processes
• Assign work schedule 0 Enter time
• Reported time batch event
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
•
Launch Deployment functional elements:
• Up to one hundred fifty(150) pay components 0 Up to one (1) payment election rule I
(earnings and deductions
• Pay accumulations, pay balances, pay 0 Net pay validation and arrears I
component groups, tax authority exceptions
• Up to three 3) pay groups 0 Up to two 2 run categoryI
• Up to three (3) period schedules for payroll 0 Payroll deduction recipients
• Payroll involuntary withholding orders and
deduction recipients
• Up to two (2) bank accounts with related • Audit report configuration
financial institutions, up to two 2 routing rules
• Fiscal posting intervals, schedules, summary 0 Company federal, state and local payroll tax
schedules, fiscal years confi uration
• Retro processing configuration 0 Pa roll tax reporting codes USA only)
• W-2 configuration USA only) Off-cycle payments configuration I
• Up to three (3) Federal Identifications (FEINs) 0 Configuration of employee costing allocations
across multiple accounting dimensions.
Testing/validation of allocations from business
procedure approval through payroll to the
eneral ledger.
• Payroll Tax Filing Configuration (Workday 0 FLSA Work Period Calendar Rules
Delivered Payroll Tax Period Reporting)
• Journal sources, ledger, ledger types, account 0 Generate Period Schedule Periods
sets, account posting rules to support a single
general ledger
• Default check and payslip layouts Pay Component Costing
• Payroll Command Center
Modifiable Business Processes:
• Settlement run event 0 Payment release event
• Assign pay group
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
7LaunchDeployment functional elements:
onfigure Learning Dashboards (Learning, Learning Configuration on Edit Tenant
earning Administrator, My Team's Management, Setup tasks
My Library, Learning Trainer, Home)
• Custom Learning Slider(up to one (1) custom 0 Learning Configuration on Edit Tenant
slider and one (1) associated custom search). Setup tasks
• Up to ten (10)topics 0 Up to fifty (50) Internal Learning Instructors
• Learning Assessors (up to fifty (50)) 0Campaigns (up to eight (8))
• Campaign Audiences (up to eight (8)) 0 Workday Outlook integration for instructor
led content
• Up to five (5) prerequisites 0 Up to eight(8) custom notifications
• Up to five (5) equivalencies 0 Up to five (5)validation rules
• Up to five (5) Reason Codes for Drop 0 One (1) learning certification, customer to
Enrollments, Cancel Learning Enrollments, configure additional
Cancel Course Offerings
• Up to four(4) custom security groups excluding Topic and Course Segmented Security (up
topic and course segmented security groups to ten (10) segments with up to ten (10)
supporting security groups)
• Add employee as self and/or contingent worker as
self on the manage lesson business process
policy for user generated content/peer learning.
Business Process Definitions:
• Manage lesson 0 Manage course
• Enroll in course 0 Manage course offering
• Drop course 0 Manage program
• Manage Equivalency Rule
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Appendix E — Data Conversion
Data Conversion
In Scope person population(s)which are active at time of the Go-Live conversion extract will be
included in the conversion process. Client's workers who were terminated in the current year based on
the final extract date will be included in the data conversion to Workday to support rehires and
reporting.
Function Scope
I
Human Capital Management I
Active Employees 0 Up to six hundred fifty (650)active full-service equivalent employees or
contingent workers including current associated personal data and current job
record
• Current data records and job details for all active employees using their current
data record
• Current compensation data and compensation effective as of benefits effective
date
• Job and compensation history- unlimited "history from previous system"
• Includes loading of employee photos
• Attachment of third-party vendor documents is out-of-Scope
• No transactional history
Terminated Employees 0 Terminated workers who received payment in the current year(using worker
object)
• Up to five hundred (500) additional terminated workers (using former worker
object)
• Terminated workers will be converted to a Workday organization specified for
terminated workers rather than the historical organization structure
• Only a terminated worker's data at time of termination (i.e., last data record)
• No history loaded
Benefits 0 Current benefit elections
• Medical history for current year for Affordable Care Act("ACA") reporting
• ACA worker hours and wages
• Dependents and beneficiaries
• Benefit annual rates
• Worker wellness and tobacco usage
Absence Management 0 Time off balance conversion included
• Active leaves for the previous twelve (12) months (balance as of Go-Live date,
not daily balance conversion)
• Time off event conversions excluded
Talent Optimization 0 No goal history
• No transactional history
• No prior performance reviews
Time Tracking 0 Excluded from the Scope for Go-Live I
Payroll 0Year-to-date wages and payroll tax data, including taxable wages and subject
wages for federal, state, and local taxes reconciled to tax returns
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City of Meridian, Idaho and Collaborative Solutions, LLC Statement of Work February 20, 2024
Function . . -
• Worker tax elections
• Withholding orders excluded
• Worker payment elections
• Costing allocations excluded
This SOW is proprietary and confidential to Collaborative Solutions, LLC. 50