Epicor 10.1.500 Upgrade

Epicor 10.1.500 Upgrade

Submitted to:

307 W. First St.

South Boston, MA 02127

February 24th , 2017

20171013.100.01 - Epicor 10.1.500 Upgrade Page 1 of 14

©Copyright 2019 Crawford Software Consulting, Inc2/24/2017 11:24:00 AM

This document is proprietary and the contents are the exclusive property of Crawford Software Consulting, Inc.

This document may not be reproduced in any form without written permission from Crawford Software Consulting, Inc.

Contents

Executive Summary

1.1 Introduction

1.2 Objective

1.3 Summary

1.4 Assumptions

Scope

2.1 Review Current Environment and Implementation

2.2 Complete Upgrade in Test Environment as Required

2.3 Production Conversion Preparation

2.4 Post Go-Live Support

Out of Scope

Project Deliverables

Acceptance Criteria

Project and Resource Scheduling

Errors and Omissions

Warranties

Timeline

Cost

Invoicing and Payment

Invoicing

Payment

Failure to Pay

Expenses

Acceptance

Appendix – General Notes and Assumptions

Change Process and Project Deviations

Preparation

Scheduling and Cancellation Policy

Supplementary Tasks

Terms and Conditions

Onsite and Offsite Access Requirements

Business Hours

Consultant Utilization

Travel and expense Responsibility

Work Disruptions

Internal and Confidential Material

References and Publicity

Executive Summary

1.1 Introduction

This Statement of Work (“SOW”), effective as of February 24th, 2017, describes the services to be provided by Crawford Software Consulting, Inc. (“Crawford Software”) a New Hampshire Corporation with its principal place of business at 1E Commons Drive, Unit 26, Londonderry, NH 03053, for Tekscan, Inc. (“Tekscan” / “Customer”) with its principal place of business at 307 W. First St. South Boston, MA 02127, and its affiliates. This SOW is subject to the terms and conditions of the Master Services Agreement (MSA) executed on or about February 15th, 2017 In case of any conflict between this SOW and the MSA, the latter shall prevail.

Customer and Crawford Software agree as follows:

1.2 Objective

This project will include the technical resources required for Crawford Software to assist Tekscan to upgrade their current Epicor 10.0 environment to Epicor 10.1.500.

1.3 Summary

This document will outline the timeline, requirements and cost to provide functional and technical consulting.

Timing for the project will be based on when the signed SOW, purchase order and approval are received by Crawford Software.

The project will consist of the following major components:

• Review Current Environment and Implementation
• Complete Upgrade in Test as Required
• Production Conversion Preparation
• Production Conversion
• Post Go-Live Support
• Project Management

1.4 Assumptions

• Tekscan will supply all required software licenses.
• Tekscan will supply the required access for the server and administrator.
• All work will be done remotely, there is no budget for travel or onsite consulting in this estimate.

• Tekscan will have a separate server setup with access and administrator rights for Crawford to install the upgrade to Epicor 10.
• Tekscan will provide the required access and tools on their servers for the work to proceed.
• Any delays in the project due to an improper server configuration, or missing items from the upgraded system will result in a delay of the programming efforts, and could result in extra cost for the project.
• Any change request to an object functionality, other than working as currently installed, will require a change request and separate estimate.
• This SOW does not include functionality changes not explicitly listed above and approved to move to Epicor 10.1.500.
• Tekscan will create / update business process documentation as required.
• Tekscan business users will create the test case documentation for each object.
• Tekscan business users will test and approve each customization.
• Tekscan will adjust scope as required to keep the timeline.
• Tekscan will coordinate the deployment of the 10.1.500.11 Epicor client to all workstations, which will also require an upgrade of .Net 4.6.2 on all client workstations.

Scope

Crawford Software will install Epicor 10.1.500 and provide post installation support. Installation will comprise of the conversion and installation of the applications and licenses that have been acquired by Tekscan on their current server.

2.1 Review Current Environment and Implementation

Crawford Software will process the existing Epicor 10.0 database to Epicor 10.1.500.11 to have a recent copy of the database and test the upgrade of the database, customizations, reports and other aspects of the system. This process will need to be done anywhere between one (1) and two (2) times depending on the testing schedule.

2.2 Complete Upgrade in Test Environment as Required

The existing Epicor 10.1 environment is on the target production server. Once up and running the current production server (TekscanDB01) can be taken offline.

2.3 Production Conversion Preparation

Crawford Software will review and update all customizations, reports, forms, BPM Methods, BPM Directives and trackers required for the system to properly function after conversion from 10.0 to 10.1.500.11 within the defined project budget and based on the prioritization list mutually agreed to. This will include an upgrade of .Net 4.6.2 to the target production server, which is required for 10.1.500. The list below is a full list of customizations and enhancements identified on the system, this is the final list to be upgraded. Crawford Software will upgrade and redeploy as many of these as can be completed within the agreed budget and timeline, prioritized by the customer. If there is a requirement to redeploy additional items a change request will be submitted to increase the budget if required.

2.4 Post Go-Live Support

Crawford Software will provide on call hyper care support to ensure the final upgrade is working as expected and provide dedicated access to facilitate any reported issues during the first three (3) working days

Out of Scope

The scope of this proposal does not include:

• Any item not specifically listed as in scope in the section above and not outlined in the approved functional design.
• Any deliverable not specifically called out in the Project Deliverables section.
• Business procedure documentation and updates Tekscan employees will update their existing business process documentation for any new or modified business procedures. If Crawford Software has a generic template for the business function, this document will be made available to the Tekscan internal team for use.
• Implementation of any new modules. Any new functionality not currently being used by Tekscan will be reviewed and a separate cost estimate created if required for the implementation and training.
• Training outside of the current functionality used in the Epicor 9 system.
• Upgrades to any enhancement not in production and being used at the time this statement of work was created, February 24th, 2017.
• Implementation of any new major functionality, such as scheduling, that is not currently being used by Tekscan.
• Upgrade of any customizations or enhancements that is not listed above, and is implemented by Tekscan after February 24th, 2017.
• Upgrade of any third party interfaces implemented after February 24th, 2017.
• Any module purchases required to improve business processes at Tekscan.
• Any modules not currently owned and licensed by Tekscan.
• Installation and configuration of any third party software and interface including but not limited to Insite Manifest / Doc-link(APM).

Project Deliverables

The project deliverables are a working production Epicor ERP environment on release 10.1.500 that will include all existing customizations and enhancements implemented in the production Epicor ERP system.

Acceptance Criteria

• A completed test case scenario for each object listed above.
• A completed test case for end to end business process testing.
• An approved final go / no go review meeting summary.

Project and Resource Scheduling

Project resource(s) will only be scheduled after all of the required agreements including the Master Services Agreement (MSA) and this statement of work (SOW) are signed by both parties and a purchase order for the full amount of the estimated cost has been received by Crawford Software.

Errors and Omissions

If a substantive error or omission is discovered in a statement of work, billing statement, accounting statement or other document, Crawford Software shall notify Tekscan of the error or omission and cause appropriate adjustments to be made as soon as administratively practicable following the discovery of such error or omission. If the error is in the nature of an accounting error or omission, Tekscan shall receive prompt notice of a statement credit or amounts due, which amounts shall be disbursed or paid in accordance with the terms herein.

Warranties

All programming, reporting and other customizations are warrantied for a period of thirty (30) days for errors or omissions from the approved functional design.

Timeline

The resource(s) will be scheduled to start after all of the required agreements including the MSA and this statement of work are signed and a purchase order for the full amount of the estimated cost, along with the project initial deposit are received by Crawford Software

The timeline below is a sample timeline, the final dates will be confirmed when the project is approved.

Cost

Invoicing and Payment

Invoicing

Crawford Software will invoice on a weekly basis for all actual work performed, or products delivered during the prior week, but will not exceed the agreed upon cost without prior written approval and consent.

Payment

Payment for invoices will be due within thirty (30) days from the date of the invoice.

Failure to Pay

In the event any payments to be made under this Agreement are overdue, Crawford Software shall notify the customer and give them five (5) days to pay any undisputed amounts. Thereafter, such payments shall accrue interest at the lower rate of one and one-half percent (1.5%) per month or the maximum percentage permitted by law. Further, Crawford Software may suspend services or terminate the project if undisputed invoices remain unpaid for more than 30 days past their due date.

Expenses

Rates used in this estimate are for professional services only. Expenses related to travel for onsite work must be pre-approved and will be invoiced at actual costs.

Acceptance

This document describes the scope of work to be performed by Crawford Software Consulting, Inc. for Tekscan. In cases where a discrepancy exists between this Statement of Work (SOW) and the MSA agreements, this document supersedes. Where this SOW references separate documents, those documents are considered to be part of the defined scope.

The provisions of this Statement of Work, and any attached amendments or changes, constitute the entire agreement between Tekscan and Crawford Software and supersede all prior related agreements, oral or written, and all other related communications. This document is our proposed solution to you and constitutes the complete definition of work to be performed for this effort.

Separate signatures are required for this Statement of Work and for each referenced document (apart from the Project Plan if provided) to verify that Tekscan representative has read and understood all aspects of the scope. Signature below, accompanied by a valid Purchase Order to Crawford Software, acknowledges that Tekscan authorizes the work described herein.

By signing this document the parties acknowledge that they are authorized to enter agreements on behalf of their respective company and acknowledge that they have read and agree to the terms of this agreement.

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Appendix – General Notes and Assumptions

This section describes several logistical assumptions that govern the performance of this work for hire as well as other topics that the Tekscan should understand prior to starting this project.

Change Process and Project Deviations

The project and tasks described in this document are focused and do not provide latitude for changes or additional scope. Thus, in an aggressive plan like this, prerequisites will need to be in place prior to the start of the task.

If changes to the scope, schedule, or tasks of this project are required, Crawford Software will ask customer to document this change through Crawford Software’s Project Change Process. A copy of the document outlining this process and its associated form is available from Crawford Software. In general, the process requires that a proposed change be stated, analyzed for impact to the project, and authorized by a representative of the Tekscan before Crawford Software will proceed with executing the change.

Once documented via the Project Change Process, should it become apparent that additional time is required to achieve customer desired goals, one of four outcomes are possible:

• The desired tasks will be completed by customer internal resources
• The tasks will be delayed until a later phase or removed from the project altogether
• Time and scope will be subtracted from project tasks not yet performed to accommodate the change
• Additional consulting and/or development time will be purchased to complete the desired tasks

In addition to added scope issues, other externalities may impact this project. As issues like scheduling problems, resource unavailability, and infrastructure changes occur, Crawford Software will expect customer to address these delays and/or problems (assuming they are not attributable to Crawford Software). Possible adjustments include reducing the scope of the project or purchasing additional consulting time.

Preparation

To prevent needless delays to the project, Crawford Software expects that customer will take the necessary steps to prepare for upcoming tasks on the project schedule. Examples of this preparation include:

• Being informed about hardware and software prerequisites related to the installation of Epicor.

• Making appropriate space and resource reservations for onsite visits (conference rooms, training facilities, computer projectors, test servers, etc.)

• Reviewing the project plan for conflicts with internal schedules, holidays and events

• Executing necessary paper work to facilitate the on-site visit of the Crawford Software

Scheduling and Cancellation Policy

The lead time to schedule Crawford Software resources is typically 2 to 6 weeks. Short notice cancellations of scheduled project days result in lost time for Crawford Software in those cases where we are not able to quickly schedule alternate work. Depending on the project and the sequential nature of the tasks, another negative effect may be the need to push the entire project schedule by the amount of scheduling lead time. There are also direct costs to the customer in the form of flight cancellation, rescheduling fees and other non-refundable travel-related expenses.

Unexpected circumstances are inevitable during the course of a project. Schedule changes or cancellations made with more than two weeks’ notice can be accommodated with no penalty with the exception of non-refundable travel expenses. Changes or cancelations with less than two weeks’ notice will result in a charge for one day of consulting services plus any non-refundable travel expenses. The lost day will be deducted from the time scheduled for the project. Changes or cancelations with less than one weeks’ notice will result in a charge for the number of days that the consultant was originally scheduled for plus any non-refundable travel expenses. The lost day(s) will be deducted from the time scheduled for the project.

Supplementary Tasks

No supplementary tasks are recommended as a part of this statement of work.

Terms and Conditions

Onsite and Offsite Access Requirements

Tekscan will assure the safety and security of Crawford Software employees while they are onsite at the Tekscan facilities. All necessary access requirements (badges, keys, access codes, passwords, etc.) will be arranged by the customer’s personnel. The following items are required by Crawford Software during onsite consulting days:

• Administrative access to the internal network, all servers, and all workstations related to Epicor; access to at least one printer
• Dedicated space for each consultants including:
• Access to a telephone and the ability to place long-distance calls,
• A secure area to store equipment, and
• Sufficient power for laptops and other computing devices
• Access to Crawford Software’s electronic mail servers via their laptop connection or via Internet access.

Crawford Software assumes the client will allow access to its internal servers and workstations by Crawford Software during supervised remote access sessions. Crawford Software uses various remote meeting / remote access software for this purpose and will provide the required licenses if the client requests this option.

For each of these requirements, if the client does not provide Crawford Software with these items, the project will incur additional consulting time above and beyond the task duration estimates provided.

Business Hours

All Crawford Software work tasks are performed during normal business hours (unless specifically noted otherwise). Crawford Software defines a normal business day as any 8 hour period between 6:00 AM and 7:00 PM (local time), Monday through Friday, with the exception of Crawford Software holidays. Crawford Software’s Helpdesk operates during normal business hours defined as 8:00 AM EST until 5:00 PM EST, Monday through Friday, with the exception of Crawford Software holidays. Any work performed outside of normal business hours will be charged at a premium rate. A list of Crawford Software holidays is available upon request, and these days will be listed as non-working time on any associated project plans or schedules.

Consultant Utilization

Tekscan will utilize onsite consulting services from Crawford Software in two hour increments, consuming a minimum of four hours per day and two days per week. At its discretion, Crawford Software may reduce this requirement.