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HomeMy WebLinkAboutC22-304 UKG UKG Pro Learning Order V1.2022 1 ORDER \clm_finapr_4\ Effective Date: Effective as of the date of last signature of this Order Customer Name: Eagle County AR or Contract#: EAG1004 UKG Representative: Katelyn Hartnett UKG Division: Enterprise West Billing Start Date: six (6) months from the Effective Date Initial Term: Commencing on the Effective Date through June 30, 2027, and corresponding with the Renewal Term, with an effective date of May 10, 2022, set forth in the Amendment to the Agreement between UKG Inc. (formally known as The Ultimate Software Group, Inc.) and Customer, AR# EAG1004 Renewal Term: Any renewal after June 30, 2027, shall be in increments of 12 months Subscription Offering fee increase per Renewal Term: Pursuant to the Agreement Payment Term: Net 45 Days Subscription Offering Billing Frequency: Quarterly in advance, in accordance with the terms of EAG1004 1. Subscription Offering Application Minimum Quantity Employee Type Subscription Fee UKG Pro Learning 425 Compensated Employee USD$3.20 The monthly subscription amount (number of employees multiplied by the Subscription Fee) may increase or decrease if the number of employees increases or decreases but in no event, shall the monthly Subscription Fee be calculated on less than the Minimum Quantity above. To reconcile for actual employee counts vs. the monthly Minimum Quantity, promptly following the end of each quarter term starting from the Billing Start Date, UKG will invoice Customer for the actual number of employees in each month of the previous quarter term that exceeded the Minimum Quantity. Services Launch Quantity Total Price Launch 644 USD$$5,152.00 Total Price USD$$5,152.00 In addition, Customer shall be invoiced an additional Launch fee at the rate of USD$10.00 per employee, for each employee in existence as of the live date for such product that exceeds 110% of the Launch Quantity as set forth above. For clarification purposes, this additional Launch fee if applicable shall only be charged to Customer as of the live date for such product and Customer shall not be charged for any additional Launch fees subsequent to that date. The Launch shall be provided to Customer for only the services as set forth in the Launch Overview–UKG Pro Learning document which is made a part hereof and incorporated by reference as Exhibit 1. Launch services outside of the scope of the Launch Overview – UKG Pro Learning document shall be quoted to Customer and provided upon a work order or similar document executed by both parties. 2. Payment Terms The Subscription Fees are due quarterly and invoiced 30 days in advance of the quarter. The initial Subscription Fee is due on the Billing Start Date and is payment for the first quarter commencing on the Billing Start Date. DocuSign Envelope ID: 16A5E71E-C5A6-4E56-BBEB-AB6BAA7D465E UKG Pro Learning Order V1.2022 2 The Launch Fee is due on the Effective Date of this Order. 3. Unless otherwise indicated herein, this Order is subject to the terms and conditions of that certain master agreement between the parties with an effective date on or about March 27, 2018, as amended by written agreement of the parties (the “Agreement”). This Order, and the Exhibits, attached hereto and made a part hereof, constitutes an integral part of the Agreement and represents, together with the Agreement, the entire understanding of the parties with respect to its subject matter, and supersedes and extinguishes all prior oral or written communications between the parties about its subject matter. All other terms and conditions of the Agreement are reaffirmed and remain unchanged by this Order. Capitalized terms not otherwise defined in this Order shall have the same meanings ascribed to them in the Agreement. In the event of a conflict between the terms of this Order and the Agreement, the terms of this Order will govern. In the event the Agreement terminates (except for an uncured breach by Customer) in its entirety prior to expiration of the Initial Term or any renewal term, this Order Form shall terminate in its entirety on the date the Agreement terminates. This Order is subject to applicable taxes. The actual tax amount to be paid by Customer will be show on Customer’s invoice. If you are tax exempt; please provide a copy of your "Tax Exempt Certificate". The parties agree that any signature (including but not limited to any electronic symbol attached to, or associated with, a contract or other record and adopted by a person with the intent to sign, authenticate or accept such contract or record) hereto shall have the same legal validity and enforceability as a manually executed signature to the fullest extent permitted by applicable law, and the parties hereby waive any objection to the contrary. Please note that the UKG application names are in the process of being rebranded. While UKG works towards rebranding, references to the previous names may appear in certain content, including the online documentation, invoices, and certain sections or exhibits to this Order. The Parties executing this Order below certify that they have the proper authority to bind their respective entities to all terms and conditions set forth in this Order. The Parties hereby confirm and agree that this Order is effective at the Effective Date as set forth above and that all terms and conditions have been agreed to. Eagle County UKG Inc. Signature: \clm_sig_1\ Signature: \clm_sig_3\ Name: \clm_nam_1\ Name: \clm_nam_3\ Title: \clm_ttl_1\ Title: \clm_ttl_3\ Signature Date: \clm_dt_1\ Signature Date: \clm_dt_3\ Customer - Mid-Market crs DocuSign Envelope ID: 16A5E71E-C5A6-4E56-BBEB-AB6BAA7D465E Senior Field Operations Manager Jennifer Lyons 8/29/20228/29/2022 Jeff Shroll County Manager UKG Pro Learning Order V1.2022 3 Exhibit 1 Launch Overview – UKG Pro Learning This Launch Overview outlines the scope of services to be provided by UKG for the implementation of the Application purchased in this Order. The Launch services described herein are fixed price based and subject to the terms and conditions of the Agreement and this Order. Unless otherwise defined herein, words and expressions defined in the Agreement or this Order shall have the same meaning in this Launch Overview. UKG’s Launch methodology (“Launch”) provides proven and repeatable processes that are supported with standard tools, templates and proven training paths that deliver a successful launch of the Application. UKG partners with the Customer throughout the Launch process performing tasks such as discovery workshops, system configuration, testing, production support and project management. With Launch, UKG uses its proven methodology to provide training and services to deploy the Application. Launch will be delivered as described in this document. 1. Introduction to Launch Deployment Strategy The deployment of the Application is a collaborative endeavor. UKG will work with Customer to determine the most logical and efficient deployment plan of the Application based upon Customer’s current environment, Application purchased, Customer’s available resources and other driving factors. Launch Methodology The Launch Methodology provides a framework that generally describes how the project will progress from the start to finish. UKG’s Launch Methodology includes the following phases: Welcome: Preliminary preparation involves four basic elements: UKG's internal readiness and team assignments, Customer preparation, a project team initial kick off meeting and software access. Requirements This phase is designed to profile Customer’s configuration through review of existing reports, analyze requirements to develop a solution design, and configure the solution. Build: This phase is designed to configure the Application. Test: This phase is designed to test the Application prior to deployment. Go-Live: This phase is designed to finalize configuration and data in order to deploy the Application. 2. Roles and Responsibilities A successful Launch assumes Customer participation throughout the project as referenced in the Roles and Responsibilities sections of this document. UKG and Customer’s roles and responsibilities are described below. A check mark in the grid below indicates each respective party’s primary responsibilities. If there is a check under UKG and Customer columns, this means the task is a shared responsibility with UKG having primary responsibility to lead the task to completion. DocuSign Envelope ID: 16A5E71E-C5A6-4E56-BBEB-AB6BAA7D465E UKG Pro Learning Order V1.2022 4 Requirements UKG Customer Gather all available policy and procedure documentation and provide to UKG √ Describe the expected solution, business processes and business rules for all employee groups √ Facilitate rapid review and feedback as needed to meet project deadlines √ Lead discovery sessions to gather business requirements √ Participate in discovery sessions to provide business requirements √ Define project assumptions, risks and system configuration requirements based on completed discovery and recommend configurations √ √ Project Management UKG Customer Manage the respective team’s project resources, budget, and deliverables to ensure they are being met per the project timeline √ √ Create status reports and facilitate status calls √ Resolve project issues √ √ Provide Customer communications and general project-related management activities √ Perform roll-out activities (change management/ train the trainer) for managers and employees √ Welcome UKG Customer Provide access to Application(s) as contracted in this Order √ Facilitate the kick-off meeting √ Attend and participate in the kick-off meeting and discovery meetings √ √ Assist in defining necessary Customer resources and a training plan as part of the project plan √ Key project resources attend recommended training courses √ DocuSign Envelope ID: 16A5E71E-C5A6-4E56-BBEB-AB6BAA7D465E UKG Pro Learning Order V1.2022 5 Build UKG Customer Complete setup containing the business rules and complete unit testing to validate configuration √ √ Test UKG Customer Customer project team members to attend recommended training courses √ Perform system testing √ √ Go-Live UKG Customer Assure that adequate end-user training has been completed before the use of Application in a production environment √ Provide production support √ Perform project wrap-up activities, including, closing open issues √ √ 3. Training Effective training is the key to high user adoption rates. Training that results in self-sufficient administrators, managers, and employees increases the efficiency of use of the Application and Customer’s business processes. UKG’s training model includes a role-based learning plan. Each role within Customer’s organization has a specific set of courses required at specific points in Launch. Having role-based training classes ensures Customer’s team members are trained on the processes they will use in their day-to-day interactions with the system. The timing of this training is key. UKG aims to provide the training with as little time between training delivery date and system usage as possible. This provides for Customer’s users to have an opportunity to reinforce the training through real-life Application before they begin to lose the skills gained in training. End users (i.e., Managers and Employees) use a train the trainer model for learning. Customer is responsible for train the trainer learning for their managers and employees unless otherwise agreed to by the Parties. 4. Project Team Composition Resource allocation and commitment are key drivers for a successful Launch. UKG uses employee resources and may use trained and approved consulting services resources (“Certified Partners”) to assist in the performance of Launch or consulting services under this Order. Customer hereby authorizes access by UKG, its affiliates, and Certified Partners to the Customer information necessary to perform such services which may include access to Customer’s Confidential Information and Customer Data. The team roles and key responsibilities are listed below. UKG will provide experienced industry experts specializing in specific areas of Launch. Customer will provide resources as described below in the Customer Team Resources section or as otherwise mutually agreed to in the project plan. DocuSign Envelope ID: 16A5E71E-C5A6-4E56-BBEB-AB6BAA7D465E UKG Pro Learning Order V1.2022 6 Customer Team Resources Key Responsibilities Executive Sponsor • Customer Project Sponsor • Gains commitment for all project resources • Provides executive-level support to the project team • Ensures that the needs of the project team are well represented and met by the steering committee Project Manager/Lead • Primary Point of Contact • Responsible for achieving project objectives by coordinating with Customer project resources on the timely completion of project tasks • Communicates overall project status and provides project reporting to Customer Steering Committee if applicable • Serves as Customer’s initial point of escalation for all project related issues and coordinates activities needed for resolution • Channels the team’s activities toward Application configuration and executing the project Learning Subject Matter Expert • Customer’s primary learning representative and designated decision maker in the area of learning System Administrator • Customer’s primary resource for system configuration, system knowledge, and Application security 5. Launch includes: • Business requirements analysis through discovery workshops, system configuration, testing, production support and project management. • Configuration of the Application. • Customer training – as described in the Agreement – to allow knowledge transfer and maximize the value of the Application. 6. Launch Guidelines/Assumptions The following assumptions and guidelines were used in preparing this Launch Overview: • Customer will exercise services within the defined services period. The typical Launch of the Application is two (2) months. All Launch services end when the agreed upon scope of services is completed or expire four (4) months after UKG Team Resources Key Responsibilities Project Manager • Primary Point of Contact • Responsible for achieving project objectives by coordinating with all project resources on the timely completion of project tasks • Develops and manages project schedule • Mitigates project risks • Communicates overall project status and provides project reporting • Serves as initial point of escalation for all project related issues and coordinates activities needed for resolution Learning Consultant • Primary point of contact for all learning application-related service requests • Completes learning Application configuration life cycle per Launch methodology as applicable DocuSign Envelope ID: 16A5E71E-C5A6-4E56-BBEB-AB6BAA7D465E UKG Pro Learning Order V1.2022 7 the Effective Date of this Order, whichever comes first. If additional services are required, they will be contracted separately. • Customer will complete tasks as indicated in the roles and responsibilities of this document and as assigned in the final project plan by mutually agreed upon due dates. • UKG will communicate with Customer’s Project Manager, the appointed point of contact for Customer on this project. He/she will be responsible for all communications and project management among all Customer parties (staff, vendors, consultants) and for the escalation and resolution of any issues for the Customer. • Each Application will have one (1) deployment (phase) for all employees. If additional phases are needed, additional fees may apply. • All project tasks are completed through our virtual (offsite) deployment model. All Launch and deployment resources are available virtually. CONFIDENTIAL – Not to be disclosed to third parties without specific written consent from UKG DocuSign Envelope ID: 16A5E71E-C5A6-4E56-BBEB-AB6BAA7D465E