Back to results: / US
Posted on: 08 Mar 2024
Job Location: Downey, US
Job Description:
Job #2555: IT
Job Code:#2555
Title:(PM) LAC Probation TRIRIGA Rollout Project
Job Type:Contract
Job Location:Downey CA
STATEMENT OF WORK
PROBATION IBM TRIRIGA IMPLEMENTATION
A. OBJECTIVE
The Los Angeles County (County) Probation Department (Probation) is seeking to obtain the services of one (1) team of Teams from the same Contractor (The Team) at the level of an IBM-TRIRIGA Facilities Manager Subject Matter Experts (SMEs). The Team shall assist with the Software as a Service (SaaS) implementation of a new IBM-TRIRIGA Integrated Workplace Management System (IWMS) to support facilities operations. The Team must be experienced in providing consulting and professional services to large organizations consisting of 5,000+ employees.
B. BACKGROUND
Probations Facilities Operations manages and oversees 14 County owned buildings, 11 Probation leased buildings, and 10 Probation in court buildings. These buildings include the following facilities: 3 Juvenile Halls, 9 Residential Treatment Camps, 35 Area Offices, 33 Specialized Service Field Offices, and 2 Pretrial Service Locations.
Probations Facilities Operations is responsible for managing the operations and maintenance of its facilities and presently handles some facility maintenance work internally while the large majority of work requests are forwarded to and performed by Los Angeles Countys Internal Services Department (ISD). Probation is responsible for tracking all work requests and facility projects performed at its facilities. Manual processes are currently being used to track the statuses of all work requests and facility projects. These manual processes are ineffective, tedious, and resource intensive as it limits sharing and access to project and work order status updates to a small number of users and ineffectively retrieves essential work order information in a timely manner.
Probation is seeking to implement a dedicated, cloud-based work order management system using IBM-TRIRIGA as a solution. This system will enable Probation personnel to view work statuses, costs, project and work history, and provide the ability to generate on-demand reports. This system will streamline and automate Probations processes, increase efficiency, and improve decision making with a single consolidated data repository. This system will allow Probation to drive consistency across its facilities operations, reduce operational costs, and allow for implementation of asset maintenance best practices.
In addition, this system must authenticate with LA Countys Active Directory and must integrate with ISDs current on premise IBM-TRIRIGA facility maintenance system. Integration between multiple IBM-TRIRIGA environments is needed to ensure seamless integration between Probation and ISDs systems so that both departments can streamline their processes and efficiently communicate work order and project information.
C. SCOPE
The Team shall provide consulting and professional services to assist Probation with the IBM-TRIRIGA installation and configuration; development of modules and workflows; development of an interface with ISDs TRIRIGA system; implementation of Probations TRIRIGA system and Workplace Services Perceptive Application, conduct system testing; conduct administrator and end-user training; and Probations TRIRIGA and Workplace Services Perceptive Application implementation and post-implementation support.
D. TASKS AND DELIVERABLES
One (1) team of Consultant shall be required to perform and deliver the following:
Task #1: System Installation
The Team shall coordinate with IBM, ISD, and Probation to install and set up TRIRIGA to meet Probations licensing and user requirements.
Deliverable #1
The Team shall provide the following:
Probations TRIRIGA system with out-of-the-box functionality.
Installation notification.
Verification of successful login to development and production environments.
Login instructions.
Deliverable Completion Sign-Off.
Task #2: Planning and Project Kickoff
The Team shall lead the planning phase by providing guidance and best practice recommendations for development of screen layouts, work flows and data objects required to meet Probations requirements. Team shall:
Conduct project kickoff meeting to review project goals, objectives, plans, schedules, project resource designations, etc.
Conduct planning and design workshops on-site to review detailed business, technical, and functional requirements.
Deliverable #2
The Team shall provide the following documents:
Project Charter.
Initial Project Plan with its tasks, milestones, subtasks, and deliverables outlined in this statement of work.
Project Resource Designation.
Task #3: Project Plan
The Team shall prepare and submit a project plan based on the project scope. The final project plan shall include agreed upon tasks, schedule, deliverables, and milestones.
Deliverable #3
Final detailed project plan with its tasks, schedule, milestones, subtasks, and deliverables.
Task #4: Requirements and Design Review
The Team shall prepare and provide initial business requirements and design documents for Probations review.
Deliverable #4
Proposed draft of Probations Business Requirements.
Proposed draft of Interface Design Specification.
o Includes authentication with LA County Active Directory and integration with ISD TRIRIGA system.
Proposed draft of Interface Data Mapping Document.
Diagram of current business process workflow.
Probation TRIRIGA Mockups.
Task #5: Requirements and Design Specification
The Team shall finalize Probations Business Requirements, Interface Design Specification, and Interface Data Mapping document.
Deliverable #5
Finalized Business Requirements.
Finalized Interface Design Specification.
Finalized Interface Data Mapping.
Deliverable Completion Sign-Off Form.
Task #6: System Setup and Configuration
Subtask #6.1: TRIRIGA User Setup and Configuration
The Team shall configure TRIRIGA user accounts, user security access, user home pages and portal configurations to Probations requirements.
Deliverable #6.1:
Probation TRIRIGA system configured with user access, user home pages, and portals configured to Probations requirements.
Document illustrating all home pages and portals are configured to Probations requirements.
Subtask #6.2: TRIRIGA Authentication with LA County Active Directory
The Team shall coordinate the communication and development efforts between IBM/TRIRIGA SaaS Support team and LA County Active Directory Support team to implement authentication with Active Directory in order to support single sign-on functionality.
Deliverable #6.2:
Probation TRIRIGA system and Workplace Services Perceptive Application configured to authenticate with LA County Active Directory to allow for single sign-on functionality.
Notification of successful single sign-on capability confirming the following:
o Users can successfully log in to Probation TRIRIGA system with Active Directory credentials.
o Users can successfully log in to Probation Workplace Services Perceptive Application with Active Directory credentials
o Probation TRIRIGA system launches automatically upon successful Active Directory authentication.
o Probation Workplace Services Perceptive Application launches automatically upon successful Active Directory authentication.
Subtask #6.3: TRIRIGA Portfolio Module
The Team shall load Probation portfolio data into Probation TRIRIGA system and configure data entry and edit screens. Probation will provide portfolio data in Microsoft Excel format.
Deliverable #6.3:
Probation TRIRIGA Portfolio module that includes data entry and edit screens that store and display Probations portfolio and project data.
Document illustrating Probation TRIRIGA Portfolio module, data entry/edit screens are configured to Probations requirements.
Subtask #6.4: TRIRIGA Operations Module
The Team shall perform operations and maintenance data collection, prepping and loading of data to Probations TRIRIGA system. Operations and Maintenance data includes: Probation work crews, request class and types, service assignments, approval requirements, email notifications, etc.
Deliverable #6.4:
Probation TRIRIGA Operations module that includes: data entry and edit screens that store and display Probation operations and maintenance data such as Probation work crews, request class and types, service assignments, approval requirements, email notifications, etc.
Document illustrating Probation TRIRIGA Operations and Maintenance module, data entry/edit screen are configured to Probations requirements.
Subtask #6.5: TRIRIGA Work Requests and Work Tasks
The Team shall modify Probation TRIRIGA system to accept various types of work requests required by Probation such as facility work orders, special job requests, special events, communication/mobile device requests, inspection reports, and asset disposition forms. Work request access shall be based on user access roles. The Team shall modify the TRIRIGA Work Request objects, forms, workflows to create Work Task records. This will include all custom fields required by ISDs TRIRIGA system to support integrating the two systems. This data object will be used for passing data back and forth between Probation and ISD systems and will also be the object used by Probation to track and report on all Work Tasks performed by Probation, ISD, or Facility Contractors.
Deliverable #6.5:
Probation TRIRIGA Work Request and Work Task module that includes:
o Work Request data entry/edit screen configured to Probations requirements.
o Work Tasks data entry/edit screen configured to Probations requirements.
Document illustrating Work Request and Work Tasks data entry/edit screens configured to Probations requirements.
Subtask #6.6: TRIRIGA Facility Service Requests and Facility Projects
The Team shall modify the TRIRIGA Facility Service Request objects, forms, work flows to create Facility Project records. This will include all custom fields required by ISDs TRIRIGA system to support integration from ISD to Probations system. This object will be used for passing project data between Probations and ISDs systems. It will also be the object used by Probation to track and report on all Funded or Unfunded Facility Projects.
Deliverable #6.6:
Probation TRIRIGA Facility Service Request and Facility Projects module that includes:
o Facility Service Request data entry/edit screen configure to Probations requirements.
o Facility Project data entry/edit screen configured to Probations requirements.
Document illustrating Facility Service Request and Facility Project data entry/edit screens configured to Probations requirements.
Subtask #6.7: TRIRIGA Work Request Submittal and Approval
The Team shall configure the TRIRIGA Work Request submittal and approval processes to meet Probations requirements. Work Requests may require up to four (4) approval levels.
Deliverable #6.7:
Probation TRIRIGA system configured to allow for Work Requests submittals and approvals of up to four (4) approval levels.
Document illustrating and confirming that Work Request submittals and approvals are operational and configured to PROBATIONs requirements.
Subtask #6.8: TRIRIGA Facility Service Request Submittal and Approval
The Team shall configure the TRIRIGA Facility Service Request submittal and approval processes to Probations requirements.
Deliverable #6.8:
Probation TRIRIGA system configured to Probations requirements to allow for Facility Service Requests submittals and approvals.
Document illustrating and confirming that Facility Service Request submittals and approvals are operational and configured to Probations requirements.
Subtask #6.9: TRIRIGA Workplace Services Perceptive Application
The Team shall configure and implement a TRIRIGA Workplace Services perceptive application to enable users to submit requests to Probations TRIRIGA system. Team shall modify the TRIRIGA Workplace Services perceptive application to support various requests required by Probation, allow users to track and view statuses of requests submitted, and integrate with LA Countys Active Directory for user authentication.
Deliverable #6.9:
TRIRIGA Workplace Services Perceptive Application configured to allow users to submit requests to Probation TRIRIGA system.
Document illustrating and confirming that TRIRIGA Workplace Services Perceptive Application submittals and notifications are operational and configured to Probations requirements.
Subtask #6.10: Interface
The Team shall develop an interface from ISD TRIRIGA system to Probation TRIRIGA system that allows for retrieval of information regarding facility maintenance work and projects performed by ISD.
Deliverable #6.10:
Probations TRIRIGA system configured to Probations requirements to accept, store, and display data from ISD TRIRIGA system.
Notification of Probation Acceptance confirming interface from ISD to Probations TRIRIGA system is operational and configured to Probations requirements.
Subtask #6.11: Email Notifications
The Team shall configure Probations TRIRIGA system notification process to email ISD staff of newly approved Work Requests or Facility Service Requests to be performed by ISD. The Team shall configure Probations TRIRIGA system to send email notifications to creators and designated users within Probations workflow for creation of work requests, creation of work tasks, work task submissions, work task approvals, etc. The Team shall configure Probation Workplace Services Perceptive Application to send emails to users of updates to requests submitted.
Deliverable #6.11:
Probation TRIRIGA system configured to automatically email ISD staff when a new Work Request or Facility Service Request to be performed by ISD is approved and submitted.
Probation TRIRIGA system configured to send emails to Probations staff of workflow activities (i.e. work request creation, work task creation, work task submission work task approval, etc.)
Notification and confirmation that Probation TRIRIGA automated email notifications to ISD staff are operational and configured to Probations requirements.
Probation TRIRIGA Workplace Services Perceptive Application configured to send emails to users updating them of statuses and completion of requests submitted.
Notification and confirmation that Probation TRIRIGA Workplace Services Perceptive Application automated email notifications are operational and configured to Probations requirements.
Subtask #6.12: Reports
The Team shall develop required reports on Probations TRIRIGA system. The required reports may consist of up to 8 reports of low complexity, up to 4 reports of medium complexity, and up to 2 reports of high complexity. The Team shall configure Probation TRIRIGA system to allow for ad-hoc reports to be generated by end users.
Deliverable #6.12:
Probation TRIRIGA system configured with up to 8 reports of low complexity, up to 4 reports of medium complexity, and up to 2 reports of high complexity.
Probation TRIRIGA system configured to provide end users the ability to generate ad-hoc reports.
Task #7: System and User Acceptance Testing
The Team shall ensure that all components of Probations TRIRIGA system and Probation Workplace Services Perceptive Application are thoroughly tested and all TRIRIGA configurations, forms, workflows, interfaces, and reports are configured and operational as defined in Probations requirements. Probation will review, test, and accept Probation TRIRIGA system and Probation Workplace Services Perceptive Application.
Deliverable #7:
Test Plan.
Test Scenarios and Test Cases.
Final System Test Report and Summary.
Final Acceptance by Probation.
Task #8: Training
The Team shall conduct Probation TRIRIGA System Administrator training to designated Probation representatives and provide Probation TRIRIGA System Administrator training materials. Team shall also conduct end-user training and provide end-user training materials. End-users will be trained to: create and submit Work Requests and Facility Service Requests; manage in-house Work Tasks; manage vendor assigned Facility Projects; review status of Work and Projects; run Maintenance or Project reports; create custom reports. All training sessions will occur on-site at Probation designated training facilities.
Deliverable #8
Instructor led role-based training of Probation TRIRIGA system for up to 100 end users. This may be divided into multiple sessions and total training hours are not to exceed forty (40) hours.
At least one (1) 8-hour instructor-led training for up to 40 Probation users to develop reports in Probation TRIRIGA system.
ATTACHMENT 1
04-3427 SR#2411 wos_Probation IBM TRIRIGA Implementation Page 21
At least one (1) 3-hour instructor-led TRIRIGA Workplace Services Perceptive Application training session for up to 40 Probation users.
At least one (1) 1-hour web-based TRIRIGA Workplace Services Perceptive Application training session for unlimited Probation end users.
o Training shall be recorded and available for re-use at later dates and times by Probation.
Training materials including steps and illustrations for:
o Probation TRIRIGA System Administrator.
o Probation TRIRIGA End User.
o Workplace Services Perceptive Application End Users.
Training Summary Report.
Task #9: Implementation and Post-Implementation Support
The Team shall provide support during the development and production implementation of Probations TRIRIGA system and Probations Workplace Services Perceptive Application as well as post-implementation support for a period of thirty (30) days.
Deliverable #9
Deployment Plan
Development Environment installed, configured, and operational
Production Environment installed, configured, and operational
Deployment Notification
Deliverable Completion Sign-Off
Task #10: Project Closure
The Team Project Manager shall close the project and complete the Project Completion Form, Final Status Report, and review and obtain final approval of project completion from Probation Project Director (PD).
Project completion is defined to be successful delivery and acceptance of all project deliverables, full utilization of Probation TRIRIGA system and Probation Workplace Services Perceptive Application by end users for a full continuous uninterrupted thirty (30) day period commencing upon production implementation, without any interruptions or critical issues, and formal acceptance of project completion by Probation PD. In the event a deficiency causes interruption in the operation of Probation TRIRIGA system or Probation Workplace Services Perceptive Application during this 30-day period, Team shall correct such deficiency and restart the 30-day period.
Deliverable #10
Final Status Report
Project Completion Form
Task # 11: Project Planning and Project Management
The Team shall assign a Project Manager to interface with Probation for the duration of this project and shall perform Project Management duties (weekly status reporting, status calls, invoicing, resource management, resource scheduling, etc.). There may be on-site project meetings every other week.
Deliverable #11:
On-Site Project Meetings
Project Status Reports
o Executive Summary that highlights key accomplishments and issues
o Tasks Completed
o Tasks Delayed
o Upcoming Tasks
o Issue Log
o Deliverable Status
o Updated Detailed Project Plan (as-needed)
o Project Milestone Sign Off
Task #12: As Needed Post-Implementation Support
The Team may be required to provide up to two hundred and fifty (250) hours, at an hourly Time & Materials rate for a TRIRIGA Certified developer, of as-needed support, and additional services to assist Probation, as needed and requested by Probations Project Director (PD), to resolve issues and provide additional services. All hours worked on a Time & Materials basis will be compensated based upon the agreed-upon standard hourly rate in the Price Schedule. The two hundred and fifty (250) hours stated herein shall be used as-needed, at Probations sole discretion, and is not guaranteed and therefore, may not be fully utilized during the support period.
When needed, Probations PD will make a request and the Team shall provide the estimated level of effort (quoted in hours). Probations PD must approve in writing (by email) before the Team performs any work under this task.
Deliverable #12
The Team shall:
Provide a response within three (3) business days for normal priority requests. Arrange for and provide the resources necessary to deliver the required support;
Provide a written report detailing the issue and/or fix, together with the number of hours spent to resolve the issues and close out the requests;
Invoice for services provided during the support period at the Time & Materials hourly rate quoted.
E. PROJECT MANAGEMENT
The Project Director will provide project direction and approvals for all work:
Probation Project Director
Shenaud Morgan
Director of Facilities Operations
4549 Telegraph Rd
Los Angeles, CA 90022
F. ADMINISTRATION, INVOICING AND PAYMENT
All document deliverables must be provided using standard tools such as Adobe Acrobat, Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Microsoft Visio, and Microsoft Project. Any exceptions must be pre-approved by Probations PD.
All deliverables will be reviewed and accepted by Probations PD. The review and approval process for each deliverable shall be as follows:
1. The Team shall obtain Probations PDs prior approval for the format and content of each deliverable, as well as the planned duration for Probations PD review of each draft and final deliverable.
2. The Team shall submit a draft of the completed deliverable for Probations PD review.
3. Probations PD will review drafts and either sign off on the deliverable as approved and accepted, or reply to the Team, in writing, advising what tasks/changes must still be accomplished with an agreed upon timeframe for the deliverable to be approved and accepted.
4. The Team shall review and address all Probations PD feedback into the final deliverable and submit to Probations PD for approval.
The Team shall perform active tasks on-site, but may work offsite to develop deliverables. Active tasks include planning and design workshops, requirements meetings, training, and other project meetings. Any exceptions must be approved by Probations PD.
This is a Fixed Price Work Order and no out-of-pocket expenses are covered in this Work Order. All costs must be factored into the price of each deliverable including costs for labor, materials, all applicable taxes, travel, and administrative overhead.
Work activities shown in PROBATION PAYMENT SCHEDULE (Attachment 2), will be invoiced as each deliverable is completed and accepted by Probations PD. Partial payments will not be given for incomplete deliverables. Invoices shall show retainage of a ten percent (10%) holdback. Following project closure, the Contractor shall submit a final invoice for the final deliverable payment amount plus the total holdback amount retained by Probation.
G. BACKGROUND AND SECURITY INVESTIGATIONS
The Team shall undergo and pass, to the satisfaction of Probation, a background and security investigation as a condition of beginning and continuing work under this Work Order. Probation may request that such investigation(s) be conducted periodically during the term of this Work Order.
H. MINIMUM QUALIFICATIONS
The Team of Consultants must collectively meet all of the following minimum qualifications:
1. Two (2) implementations within the last four (4) years working as a project lead or consultant on the implementation of TRIRIGA Facilities Manager software suite in a Facilities Operations for an organization of 5,000+ employees. The implementation must include: installation, configuration, and performance tuning of the TRIRIGA software suite in a Windows Server based environment.
2. Two (2) TRIRIGA implementations within the last four (4) years for the following:
a. Implementation of the following IBM-TRIRIGA T-10 modules: IBM TRIRIGA Real Estate Manager and IBM TRIRIGA Workplace Operations Manager.
b. Development of new data objects, associated data entry screens, and workflows.
c. Modification of existing data objects, associated data entry screens, and work flows.
d. Authentication using Active Directory
e. Setup/configuration of the TRIRIGA Operations module including Requests, Work Tasks and Facility Projects.
f. Setup/configuration of automated data import and export of data using flat files and direct connections to Oracle and Microsoft relational database management systems.
Additional references may be requested if called for interview. Partial months of experience will not be accepted as a full year.
By clicking on "Continue", I give receptix consent to process my data and to send me email alerts, as detailed in receptix's Privacy Policy . I may withdraw my consent or unsubscribe at any time.
Similar jobs
Downey, US
08 Mar 2024