ATTACHMENT A PROJECT WORK PLAN, BUDGET, AND COST ALLOCATION TECHSHARE INDIGENT DEFENSE 2015 ENHANCEMENT PROJECT ADDENDUM The project will address the functional extensions discussed in Attachment B to the Project Addendum, the grant award statement issued by the Texas Indigent Defense Commission pursuant to Bell County s FY2015 Discretionary Grant Application. Project Approach The project will be structured around two main phases: (1) a Research and Define phase, where the participating counties are invited to participate in sessions to review and document requirements and then define the requirements at a level suitable for moving to the next stage; and (2) a Design and Build phase that completes the feature designs, builds and tests the code and has it ready for implementation. The identified changes and extensions will be built into the updated TechShare.Indigent Defense system. Implementation of the updated features is not part of this project addendum, and is anticipated to be part of a separate grant request and project addendum. Research and Define Requirements In this phase, Urban Counties will lead a series of workshops in Austin with the participating counties to research and define requirements for identified enhancements as defined in the Statement of Grant Award. These enhancements include functional changes and additions to the existing scope of TechShare.Indigent Defense (the Bell County System as discussed in the Statement of Grant Award), and additional standard integration points for future implementation with other County data systems. During this phase, these features will also be prioritized. Objectives: Research and define the requirements for enhancements to the existing TechShare.Indigent Defense staff site, attorney portal, and judge portal with each participating county; Research and define the requirements for new functionality for TechShare.Indigent Defense to address juvenile appointments and magistration portal in each participating county; Research and define the requirements for integrations of TechShare.Indigent Defense with other county data management systems in each participating county. Tasks: Develop Outgoing Communication Plan Complete Planning/Scheduling Conduct Project Kickoff Complete Project Charter Sign Off and Obtain Counties Sign Off Conduct work sessions with participant counties Develop list of functional requirements for each project area Develop user stories for each feature Complete a prioritized list of features Page 1 of 5, October 2014
Re-estimate development cost for the list of features Deliverables: One overarching Project Charter; List of functional requirements for the enhancements, functional extensions, and new integrations; Updated development estimates and prioritization of the features to be developed; and User stories for the enhancements, functional extensions, and new integrations. Metrics/Results: The following items will be captured as part of the progress reporting for the grant: The number of participants from counties; The list of functional requirements for enhancements, functional extensions, and integrations; A list of development priorities. If the re-estimation of the development costs exceeds the Design and Build estimate in the budget below, then prior to commencing the Design and Build phase, the list of features and re-estimated cost of development will be reviewed and approved by the Stakeholder Committee prior to submittal to the Indigent Defense Commission. Should the re-estimation of the development cost of the feature list result in a total project budget greater than the awarded Grant, the Stakeholder Committee will either reduce the scope of the feature list, or request additional funding from the Indigent Defense Commission. Design and Build In this phase, the Urban Counties will create formal designs for the new features and build the identified enhancements, and extensions to the updated TechShare.Indigent Defense system including juvenile appointments, magistration portal, and standard integration points for future implementation to other county data systems. As the final requirements will be defined as part of the initial Research and Define stage of this project, the parties understand that at project inception the final development costs are not definite. Urban Counties shall not be obligated to design and build any features that exceed the project budget. That is the purpose of including the list of development priorities as a deliverable in the Research and Design phase. Objectives: Design and build the functionality required for enhancements to the existing functionality for staff site, attorney portal, and judge portal; Design and build the new functionality to address juvenile appointments and magistration portal; Design and build to common integration points additional integrations to and from the Indigent Defense System for future implementation with other county data management systems. Tasks: Finalize Designs for each new feature Develop sprint plan for enhancements, new builds, and integrations Page 2 of 5, October 2014
Setup Development and QA Environments Test Developed Software Build implementation plan based on new features Build estimation model for county implementations Present results Deliverables: Approved designs for each new feature; Conditions of acceptance for each new feature; Sprint plans; Monthly Progress and Burndown Reports; QA Test Plan and Test Results for the new features; Working Software, Tested, Accepted and Ready for Deployment; and Final Report to describe the implementation plan for the new TechShare Indigent Defense System builds. Metrics/Results: The number of story points addressed in the build of new functionality; The results of QA Test scripts run on the new features; The ability for counties to use the new functionality in a test environment; and Accepted documents and deliverables; and Fully tested and accepted software. Schedule The following tasks will be completed on behalf of all participating counties. The project tasks are divided into two major phases, Research and Development; and Design and Build. The tasks specific to each phase are shown below. The specific schedule and duration for each task will be developed and updated as the project proceeds. Counties will be notified with ample lead time of each development session at TechShare to ensure optimal participation by the participant counties. The overall timeframe for both research and build phases for the nine (9) counties that are currently participating in TechShare.Indigent Defense and eligible to participate in this Addendum is twelve (12) months. Implementation of the enhanced software is not part of the scope of this project. Project Budget The project budget is based on the following staff completing the project: Consultant Mark Kenneth Brad Sibley Role Risk Manager and County Liaison Project Manager Page 3 of 5, October 2014
Consultant Jennifer Willyard Clint Bailey Tom Cooley TBD TBD Mahesh Adduri Role Lead Consultant Business Consultant Software Development Lead QA Lead Developers Data/Integration Architect Project Budget Cost Categories Budgeted Amount Research and Define $75,000 Design and Build $667,400 Total Project Budget $742,400 Notes to the Budget: Staffing costs estimated based on the budgeted hours and rates established for the positions indicated in the staffing plan. Staff Travel costs are included in the Staffing Costs. Administrative costs include the Urban Counties costs for conference calls, meeting space, office supplies, printing, and telecommunications in support of the project are included in the Staffing Costs. Cost Allocation Bell County will provide funding for the project from grant funds to be provided by the Texas Indigent Defense Commission. The Commission has awarded this grant as a reimbursement grant. Urban Counties will invoice and provide financial and other backup data as part of a monthly report. The projected billing dates and amounts are as follows: Invoice Date Payment Date Amount February 28 th 2015 March 15 th 2015 $200,000 June 30 th 2015 June 15 th 2015 $200,000 August 31 st 2015 September 15 th 2015 $200,000 November 30 th 2015 December15 th 2015 $142,400 Bell County shall be reimbursed by the Indigent Defense Commission under Attachment B to the Addendum. The expected schedule of payment dates is: Fiscal Quarter Fund Distribution Date January 2015 March 2015 April 2015 April 2015 June 2015 July 2015 Page 4 of 5, October 2014
Fiscal Quarter Fund Distribution Date July 2015 September 2015 November 2015 October 2015 December 2015 January 2016 If there is a positive balance of funds paid by Bell County to Urban Counties pursuant to this Addendum upon completion of the tasks and deliverables, as may be modified based on available funding, such funds will be returned to Bell County upon certification of the balance through the Urban Counties annual audit. Page 5 of 5, October 2014