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LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE 29 43169558-491 HighQ Connector: Automate (Hosted). Automate the management of bulk data synchronization rules, leverage integrations with best-in-breed applications like MS Teams, and plan for end-to-end content governance. Must subscribe to HighQ services. Price per West Publishing Corporation - 43169558 $30.68 COOP 111 $40,865.76 YEAR 5 SUBTOTAL: $100,293.12 SUGGESTED SUBTOTAL: $374,024.76 CONFIDENTIAL PAGE 5 of 5 QUOTE DATE: 05/06/2024 QUOTE NO: 44870641 Bid Zip RFP #4548/FedResults Inc._732039/Hawaii Corporation Counsel Statement of Work.pdfHawaii Corporation Counsel HighQ Statement of Work 05/06/2024 Thomson Reuters HighQ Implementation Statement of Work Hawaii Corpora�on Counsel 05/06/2024 The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 2 Table of Contents Update this ﬁeld to display table of contents. Revision History Date Descrip�on of Changes By 05/06/2024 Ini�al Version April Jones <Date> Contract Version Name 1.0 Purpose The purpose of this document is to provide the Hawaii Corpora�on Counsel (the “CLIENT”) with a Statement of Work (“SOW”) and �meline required to implement the Thomson Reuters (“TR”) HighQ product; including project management, conﬁgura�on, so�ware customiza�ons, training, and go-live support. TR and the CLIENT are referred to individually as “Party” and collec�vely as the “Par�es.” 2.0 Project Governance The project will be broken down into the Professional Services listed in Sec�on 3, inclusive of the associated deliverables. A delivery may include a so�ware release, migrated data, and any associated professional services required to support the delivery. These components and their acceptance criteria are deﬁned as the deliverables within the Professional Services. If hours are associated with a deliverable, they are to guide the project team to the upper bounds of the included scope. If addi�onal hours are required, they will be processed through the project Change Management Process. 2.1 Roles and Responsibili�es The CLIENT will provide a primary point of contact to act as Project Manager. The Project Manager will act as the single point of contact for issue resolu�on, ac�vity scheduling, interview scheduling for CLIENT resources, and informa�on collec�on and dissemina�on. The Project Manager is responsible for ensuring compliance with the CLIENT’s obliga�ons, ensure CLIENT Subject Mater Expert par�cipa�on, and drive the CLIENT’s compliance with the project schedule. Project Activity / Deliverable TR Project Manager TR Consultants Client HighQ Client Manager Project Planning/Scheduling A R C I Communication Management Plan R/A I C I The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 3 Risk Management Plan R/A C C I Change Management Plan R/A C C I Site & System Admin Training A R R I HighQ Site Configuration A R R I Document Automation Training A R R I Integrations A R R I Data Migration, if applicable A R R I Training A R C I Go-Live C R/A R/A I On-Going Support I C I R/A TR Project Manager Oversees TR implementa�on TR Consultants Provides services in support of contract Client CLIENT HighQ Client Manager Primary point of contact post go-live Responsible Who completes the ac�vity Accountable Who provides direc�on & authorizes an ac�vity Consulted Who needs to be involved and support the process Informed Who needs to be informed 2.2 Communica�ons Management Plan The Par�es’ Project Managers will agree upon a project Communica�ons Management Plan to ensure that relevant, accurate, and consistent project informa�on is provided to stakeholders and appropriate audiences. The plan serves as a framework to manage and coordinate the variety of communica�ons that occur during the project execu�on. The Communica�ons Management Plan covers who communicates, who receives the communica�ons, how communica�ons are delivered, what informa�on will be communicated, and the frequency of the communica�ons that will be maintained within the CLIENT’s HighQ Instance. The TR Project Manager will be responsible for maintaining this plan. 2.3 Risk Management Plan Risk Management is an ongoing ac�vity to iden�fy, assess, and take steps to reduce/mi�gate/accept risk. The Project Managers will deﬁne how Risk Management will be structured and performed on the project. TR will prepare and manage a risk register, issues log, and change log that will be maintained within the CLIENT’s HighQ Instance. The Risk Management Plan will be maintained by the TR Project Manager. 2.4 Change Management Process During the project, either Party may request, in wri�ng, addi�ons, dele�ons, or modiﬁca�ons to the services described in this SOW (“Change Order”). TR shall have no obliga�on to commence work in The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 4 connec�on with any Change Order un�l the fee and schedule impact of the change is agreed upon in a writen Change Order Form (Appendix B) signed by the designated project leaders from both Par�es. The Par�es agree to follow this process and to use the Change Order Form (Appendix B). The Change Management Process is deﬁned as follows: • Iden�fy and document. • Assess impact and priori�ze. • Es�mate required eﬀort. • Approve or disapprove. • Assign responsibility. • Monitor and report progress. • Communicate change resolu�on. Within ﬁ�een (15) business days of receipt of the proposed Change Order Form, the CLIENT shall either indicate acceptance of the proposed Change Order by signing the Change Order Form (Appendix B) or advise TR, in wri�ng, not to perform the Change Order. In the absence of acceptance or rejec�on, TR will not perform changes to this SOW. 2.5 Project Comple�on The services provided by TR under this SOW will be considered complete when TR has provided the CLIENT with the deliverables described in Sec�on 3, and the Par�es have executed a sign-oﬀ form (Appendix A) with each associated site, subject to the acceptance provisions in the Provider Agreement. 3.0 Professional Services The following Professional Services are included in this Statement of Work. Professional Services not iden�ﬁed in this sec�on are out-of-scope. 3.1 Func�onal Scope The CLIENT has expressed a desire for, and TR will build and deliver, the following func�onality within HighQ: Mater Management System ● Enable atorneys and agency staﬀ to track cases throughout their stages ● Provide dashboards for atorney and directors to examine staﬀ workload, �me to closure, and similar metrics ● Tasks and events to track all maters using HI court rules ● When mater closes move data and documents to Laserﬁche for ﬁnal repository Contract Management System ● Manage the lifecycle of contracts across the department/agency/etc. The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 5 ● Provide dashboards for atorney and directors to examine staﬀ workload, �me to closure, and similar metrics ● Tasks and events to track all contracts through the lifecycle ● When mater closes move data and documents to Laserﬁche for ﬁnal repository Public Records Request Management ● Enable atorneys and agency staﬀ to track requests throughout their stages ● Provide dashboards for directors to examine staﬀ workload, �me to closure, and similar metrics ● Tasks and events to track all requests ● When mater closes move data and documents to Laserﬁche for ﬁnal repository ● Create public facing link for general public to make request 3.2 Non-func�onal Scope TR shall provide services for the planning, discovery, design, development, and deployment of an integrated management system based on the HighQ pla�orm. The services shall consist of: • Applica�on Setup and Branding • Product Training for Site and System Administrators • End User Training • Conﬁgura�on Guidance and Consulta�on including: o Crea�on and customiza�on of 5 HighQ sites ▪ Li�ga�on Management ▪ Special Project Management ▪ Contract Management ▪ Transac�on Management ▪ Public Record Request Management o Integra�ons • Document Automa�on Author Training • Single Sign-on Conﬁgura�on Professional Service Descrip�on Loca�on Applica�on Setup TR will deploy the produc�on environment for the CLIENT on a URL to be determined by the CLIENT. Applica�on setup to include: • Login page • System header • Common links and ac�on butons (main ac�on color) • CLIENT logo across the system • Ac�ve Directory • Single Sign On (“SSO”) Remote from TR oﬃces Site and System Administrator(s) Training TR oﬀers on-boarding services & training sessions that are available for site and system administra�ve-level staﬀ as part of the client onboarding Remote from TR oﬃces The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 6 End User Training process. It is not aimed at end users. The training will equip key personnel in your agency with the skills and knowledge to then complete any further training that may be required. Standard training includes: • Virtual-live, instructor-led System and Site Administrator(s), and iSheet Workshops • On-demand self-paced eLearning • Access to the HighQ Knowledge Base • All trainings will be accessible throughout the HighQ subscrip�on period • Site and system administrators will be provided on-going training(s) throughout the implementa�on process End User Training • End user training will be provided to the CLIENT by the TR Implementa�on Consultant and TR Client Manager. Training is available upon request to the TR Client Manager. Standard training includes: • Virtual-live, TR Implementa�on Consultant and TR Client Manager led instance and site-speciﬁc end user training • Virtual oﬃce hours for all end users to atend and ask TR Client Manager speciﬁc ques�ons • Access to the HighQ Knowledge Base • All trainings will be accessible throughout the HighQ subscrip�on period Conﬁgura�on Guidance and Consulta�on Alongside the CLIENT,TR will create and customize HighQ for a total of 100 HighQ Professional Services hours, excluding Document Automa�on Training hours: Modules to be Conﬁgured per the Func�onal Scope in Sec�on 3.1: • iSheets • Folder structure and smart folders • Users, groups & permissions conﬁgura�on • Tasks and events • Workﬂow set-up • Dashboards and data visualiza�on TR will also provide: • Coordina�on with TR Technical Services for integra�ons, connectors, if applicable • Test, Support, and Troubleshoo�ng guidance • Deployment/roll-out assistance Remote from TR oﬃces Document Automa�on Author Training Training to include: Document Automa�on Author integra�on overview and conﬁgura�on assistance Document Automa�on Author training of 13 hours, which includes: Remote from TR oﬃces The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 7 • Doc Auto overview, including Prac�cal Law templates (if applicable) • Training on crea�ng templates, sub-templates & ques�onnaires, including repeats • Training on management of templates • Template author assistance for one (1) agreed-upon document • Training will occur concurrently with HighQ site build Document Automa�on Author tools are compa�ble with Microso� Word for Windows. Single Sign-On HighQ requires a scoping call with the CLIENT to determine that the Client has a compa�ble setup for the SSO conﬁgura�on. HighQ shall conﬁgure the HighQ Hub with the IP range and ADFS xml ﬁle as provided by the Client on request of HighQ. Test SSO func�ons as expected using a test account Remote from TR oﬃces 3.3 Subscrip�on The CLIENT has selected a monthly HighQ Premium subscrip�on which includes HighQ Premium licenses and storage fees. The details of this subscrip�on are outlined in the HighQ Ordering Documents. The CLIENT must have an ac�ve HighQ subscrip�on throughout the HighQ implementa�on period, which is necessary to build the CLIENT’s requested func�onality. Project change requests are governed by the Change Management Process as described in Sec�on 2.4. 3.4 Not included within the scope of Professional Services Anything not explicitly described in Sec�on 3.1, “Project Scope,” shall be considered out of scope for the purposes of this SOW, including but not limited to: • Legal Advice 3.5 Timelines Upon execu�on of this SOW, the services start date will be scheduled and agreed between the Par�es. HighQ Professional Services typically have a ﬁ�een (15) business day lead �me for instance crea�on. As such, the project start date may be up to three (3) weeks a�er execu�on of the Agreement. Please note that Conﬁgura�on Guidance and Consulta�on hours and Document Automa�on Author Training hours must be used within 6 months of the comple�on and sign-oﬀ of all sites (not to include TR Client Manager services). Timelines are subject to Sec�on 3.6: Dependencies. 3.6 Dependencies To support delivery of the Professional Services, the CLIENT agrees to: The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 8 1. Resources: Allow TR and subcontractor(s) access to the appropriate individuals during the dura�on of the Professional Services delivery. Primary par�cipants will be those individuals responsible for general business requirements and speciﬁc use cases. 2. Deliverables: The Professional Services fees are based on the assump�on that TR will have �mely and accurate informa�on and dependencies from the CLIENT. 3. Remote Access: As required by TR and subcontractor(s) in order to fulﬁll its obliga�ons under this SOW, the CLIENT shall setup remote access before the start of the Professional Services or as agreed between the Par�es. 4. Remote Desktop: When necessary for subcontractor(s) to complete components of Sec�on 3.2, Remote Desktop access to all necessary machines, including the CLIENT’s designated servers facilita�ng TR applica�ons must be in place prior to the project start date. The CLIENT may also provide access to the onsite TR applica�ons via screen share. Without prejudice to any other right or remedy available to TR, TR will not be liable for any failure to comply with any �metable or any other obliga�on under this SOW if such failure is a result of the CLIENT’s failure to perform, or delay in performing, its obliga�ons or dependencies under this SOW in a �mely manner. 4.0 Assump�ons This SOW is generated based upon currently known informa�on deemed to be accurate and correct. Any material devia�ons from the Sec�on 3.0 Professional Services will result in the Change Management Process. The CLIENT will comply with all applicable por�ons of this SOW. The CLIENT has selected a monthly HighQ Premium subscrip�on which includes HighQ Premium licenses and storage fees. The details of this subscrip�on are outlined in the HighQ Ordering Documents. The CLIENT must have an ac�ve HighQ subscrip�on throughout the HighQ implementa�on period, which is necessary to build the CLIENT’s instance. 5.0 Project Management & Personnel • Devia�ons from scope deﬁned in the SOW or requiring enhancements to the core product not already deﬁned within the SOW will be managed in accordance with the project Change Management Process, and may result in adjustments to the es�mated schedule/�metable, TR Pricing, and other terms of this SOW. • The CLIENT’s Project Manager will ensure necessary CLIENT personnel are iden�ﬁed for each site. CLIENT personnel will have the authority to make decisions in the following categories: o To-Be Business Processes o Conﬁgura�on o Document Approval for Document Automa�on Author Training • The CLIENT and TR agree to have an interac�ve and collabora�ve engagement with resources iden�ﬁed on both sides working towards successful execu�on of this project. The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 9 • Project closure procedures will be ini�ated by TR when all deliverables associated with the project have been delivered to CLIENT. Project closure procedures will consist of the delivery of a Project Sign- Oﬀ Form (Appendix A) for CLIENT’s execu�on. 6.0 Data Migra�on & Integra�ons No data will be migrated as part of this SOW. Integra�on guidance will include: • Move data and documents at close to ﬁnal repository, Laserﬁche • Open new templated site for complex li�ga�on maters 6.1 Laserﬁche Integra�on Assump�ons: • Anaqua will require access to a LaserFiche sandbox environment for development and tes�ng purposes. • A full scoping of the project, including detailed requirements and constraints will be required. • This quote is based on the following high-level use case. Any modiﬁca�ons to this use case may result in a change in cost. Should the Laserﬁche or HighQ API's not support the use case as described, the use case will need to be revised and the cost will be adjusted to reﬂect the new use case. o Scan the HighQ instance looking for Sites with a Status of Archive/Closed. o When the status of a site is set to Archive/Closed, All documents and associated metadata will be copied from HighQ to LaserFiche.  The LaserFiche target loca�on will be found or created by using the HighQ site atributes for 'Client No and 'Mater No'.  All documents will be writen to a folder created called 'HighQ Collabora�on Site Archive' within the target loca�on. This folder can be renamed per client in the conﬁgura�on (but will be the same on all sites) and will be created by the Sync process.  Only the latest version of all documents, with available document speciﬁc metadata, will be archived from the HighQ site into a folder called 'HighQ Collabora�on Site Archive' within LaserFiche. Document names will remain the same. o No security will be assigned to documents or folders created by the Sync process. o Documents will be deleted from HighQ a�er successful archive to LaserFiche. Folders will not be deleted. o The sync process will occur no more than once per day. • Subject to further scoping The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 10 6.2 Site Crea�on Automa�on Project Overview & Objec�ves This SOW sets forth the terms of the engagement between Client and Anaqua with respect to the integra�on HighQ Collaborate (“HighQ”). The purpose of this SOW is to outline and deﬁne the services that will be conducted by Anaqua to deploy and conﬁgure the Anaqua so�ware to perform this integra�on against the Client produc�on HighQ environment. The main objec�ves of this project are as follows: • Deploy Anaqua Echo Content Synchroniza�on (“Echo”) in Anaqua's Microso� Azure Environment. • Install and conﬁgure Echo Automate in Anaqua's Microso� Azure Environment. • Provide Anaqua knowledge transfer for the Client team. Descrip�on of Services, Deliverables and Project Scope Client has licensed the Velocity so�ware from Thomson Reuters and said license will be subject to the Thomson Reuters terms and condi�ons. Hos�ng Services Anaqua will host the Anaqua, Echo, and Fusion so�ware with Microso� Azure in the United States. Solu�ons Assessment A detailed Solu�ons Assessment (“SA”) will be conducted. This will include detailed analysis of the current environments and the requirements for integra�ng HighQ. The SA will analyze and determine the scope and deployment plan for the following items: • Deﬁne a deployment plan for the project. • Deﬁne a schedule of events for the project. • Iden�fy and deﬁne the deployment op�ons that are required. This includes determining the Echo rule set(s) that meet synchroniza�on requirements. The SA will also determine if any advanced features (e.g., Echo Automate, custom layouts, etc.) or product enhancements are required. If it is determined these are required, the details of the advanced feature conﬁg or product enhancements will be documented as part of the SA. Product enhancements and deploying and conﬁgura�on of advanced features are outside the scope of this SOW so a change order will be created to include this work. Anaqua Product Installa�on Anaqua so�ware will be installed and conﬁgured in the Anaqua hosted environment and connected to the exis�ng Client HighQ infrastructure. A variety of components will be installed, and speciﬁc scenarios will be conﬁgured as deﬁned below. Deliverables include the competed installa�on and conﬁgura�on of the following components: Anaqua Core Integra�on Services Core Integra�on Services (“CIS”) will be deployed and conﬁgured as follows: • CIS The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 11 o 1 HighQ Connector (to connect to 1 HighQ instance) Anaqua Echo Content Synchroniza�on for HighQ The SA will determine which of the following scenarios will be conﬁgured to synchronize content within HighQ. Only those iden�ﬁed during the SA as required to meet Client sync requirements will be deployed. • Echo Automate: Automa�cally synchronize content based on system state. o Anaqua Consul�ng Services will install Echo Automate in the Client produc�on environment. The custom template(s) deﬁned in this SOW will be deployed and conﬁgured. o Permissions mapping will not be included. Anaqua Echo Content Synchroniza�on for HighQ The Echo Automate Template will be created to support the following process: Sync Trigger What triggers Automate to sync a record? • Des�na�on Site Crea�on o When a new intake form is completed in HighQ a new row is added to the source site iSheet. This is happening via an internal HighQ process. The new row on the intake site iSheet will trigger a new project des�na�on site to be created. o Automate will monitor a single source site iSheet and this will drive the crea�on of HighQ project des�na�on sites. Any iSheet row from this source site iSheet that is returned in the query will trigger a new project des�na�on site to be created. o The source iSheet used to trigger site crea�ons can be deﬁned in the Automate template. • Des�na�on iSheet Crea�on/Update o Each iSheet row on the source site will correspond to one des�na�on site and iSheet. If any values of the source iSheet row or new site iSheet row are updated, a synchroniza�on of both source site iSheet and des�na�on site iSheet values will occur. o Any row on the source iSheet that does not have a blank/null iSheetID will be subject to the process that created des�na�on sites, ﬁltering on the iSheetID column value. Sync Target How does Automate determine the target loca�on when crea�n a new Echo rule? • Des�na�on Site Crea�on o New rows matching the ﬁlter criteria will create a new site based oﬀ a pre-deﬁned site template. • Des�na�on iSheet Crea�on/Update The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 12 o The target iSheet is the iSheetID speciﬁed in the iSheet ProjectID column. Site Crea�on How will Automate create the new HighQ site? • Des�na�on Site Crea�on o Echo will create the new site based on a supplied HighQ site template. The template can be speciﬁed in the source iSheet or hardcoded in the Automate rule. Variables can be passed to the site template as allowed by the HighQ API. Variable sources can be a column in the source iSheet or hardcoded in the Automate rule. o Echo will create a new iSheet on each new destination site from an iSheet template which will include several iSheet views. o Echo will post back speciﬁed information from the new site to the source iSheet. Echo can post back site attributes including the new site URL and new site iSheet ID. o Echo will add a URL to the newly created site to an iSheet column on the source iSheet called “Project Site URL”. The source site URL column will be speciﬁed within the Automate template. o Echo will add an iSheet ID to the newly created site to an iSheet column on the source iSheet called “Project iSheet ID”. The source site iSheet ID column will be speciﬁed within the Automate template. Sync Scope What is the scope of the source and target that will be synced? • Des�na�on Site Crea�on o The des�na�on site crea�on is a one-�me site crea�on process with no ongoing synchroniza�on of any objects. • Des�na�on iSheet Crea�on/Update o The source site iSheet will have one row that relates to an iSheet on one of the newly created sites. The values of this one row on each site will be synchronized bidirec�onally. o All documents from the related intake form, on any iSheet atachment column, will be synchronized to the Files module of the new HighQ site. Once the ini�al document synchroniza�on is complete, the documents from the intake form iSheet will be deleted. The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 13 Echo Rule Details What type of Echo rule will be used to sync data and how with the rule be conﬁgured? A sample Echo rule can be exported and atached to show the exact conﬁgura�on required. • Des�na�on Site Crea�on o This will be a one-way, one-�me crea�on of a new site. Echo will run on a schedule and look for new records matching ﬁlter criteria on the iSheet. • Des�na�on iSheet Crea�on/Update o Nonatachment columns  This will be a bi-direc�onal synchroniza�on. All values of the new site iSheet will be in sync with the corresponding source site iSheet row values that it relates to. If changes happen on either iSheet, the values should be synced to the other iSheet. o Atachment columns  There will be an ongoing one-way sync of documents from iSheet atachment columns to the des�na�on site ﬁles module. Any atachments that are added to the related intake form iSheet will be created on the new site’s Files module.  The project site atachment column will not have a link to the documents. They will only be stored in the Files module.  Echo will not add any meta-data or security to the documents that it creates on the new site ﬁle module. Meta-data How will Echo map meta-data? • Des�na�on iSheet Crea�on/Update o All iSheet columns in the new site iSheet, as well as the values, will be exact copies of the corresponding iSheet row on the source site. Versioning How will Echo handle versioning on content updates? • Des�na�on iSheet Crea�on/Update o Echo will only sync the latest version of any document being synced from the intake form iSheet to the new site ﬁles module at the �me of synchroniza�on. Security How will security of objects synced be assigned? • Des�na�on iSheet Crea�on/Update The informa�on contained herein is conﬁden�al and proprietary to Thomson Reuters and may not be distributed without the writen consent of Thomson Reuters. 05/06/2024 14 o No security will be modiﬁed. Decommissioning What should trigger the decommissioning process and what decommissioning ac�ons does Automate need to execute? • Des�na�on Site Crea�on o There will be no decommission of site crea�on rules. • Des�na�on iSheet Crea�on/Update o There will be a column on the source iSheet that determines if a project site is Ac�ve or Archived. If the column value is changed from Ac�ve to Archive, the synchroniza�on rule in Echo Management Studio will be suspended. No dele�on of sites, documents, iSheets, iSheet views or iSheet values will occur. Reac�va�on A�er decommissioning, what triggers the reac�va�on of a synchroniza�on and what ac�ons does Automate need to take to reac�vate the data set? • Des�na�on Site Crea�on o Not applicable since there will be