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STANDARD MIGRATION - SCOPE OF SERVICES

AbsenceSoft Professional Services delivers a holistic value assurance approach to implement migration and optimization. Our proven methodology promotes a close collaboration between AbsenceSoft and Customer team members. The goal of the Standard Migration is to efficiently, practically, and cost-effectively implement the AbsenceSoft platform, for the business benefit and value of our customers. This outcome can only be realized with your reasonable cooperation during the execution of the carefully crafted program outlined below. You understand and agree that the Standard Migration is a fee-based Service, and you will be billed and agree to pay whether or not any particular task set forth below is completed.

AbsenceSoft’s migration services (“Migration Services”) is based on the understanding that Customer will participate in the migration project as necessary to enable AbsenceSoft to implement the AbsenceSoft Platform effectively and efficiently. Customer shall make available its personnel as appropriate and shall help with system design, review documentation, and provide required approvals as requested by AbsenceSoft in order to implement the AbsenceSoft platform within the time period agreed upon by the Parties.

1. Prerequisites. To start the Migration Services, the following prerequisites must be completed:

  1. An AbsenceSoft Subscription Agreement must be fully executed.
  2. The Customer project team must be appointed, and its availability for the migration project must be confirmed by AbsenceSoft.

2. Migration Specifications

  1. Project Management. AbsenceSoft will assign a project manager (“Project Manager”) for the duration of the Migration Services. The Project Manager oversees the management of the project plan, resources and project strategy and will serve as primary contact for Customer for the Migration Services to be performed. The Project Manager will direct AbsenceSoft’s team to with respect to the Migration Services. AbsenceSoft will provide an Executive Sponsor who will serve as a point of escalation and oversee the delivery of the migration.
  2. Customer Sponsorship. Customer will designate and provide AbsenceSoft with contact information for (a) an individual who will be dedicated to overseeing the migration of the AbsenceSoft Subscription Services ("Migration Sponsor"), and (b) a senior executive attentive to seeing the successful migration of the Subscription Service ("Executive Sponsor"). The Migration Sponsor shall be assigned by Customer to coordinate all matters involving AbsenceSoft and the Subscription Services and shall be AbsenceSoft's primary point of contact for the Services to be performed. The Project Manager and Migration Sponsor shall involve, when necessary, from time to time, the Executive Sponsor to further enlist Customer resources to achieve the objectives of the Migration Services.
  3. Logistics and Cadence. AbsenceSoft will setup a collaborative workspace that serves as primary location for sharing documentation and deliverables. The workspace will be available for the duration of performance of the Migration Services. A designated Business Analyst will be assigned and focus on customer specific goals to achieve completion of the Migration Services. AbsenceSoft will remotely host and facilitate live meetings via video conference. Outside of the training materials provided by AbsenceSoft, Customer is responsible for any internal facing documentation and final configuration of the AbsenceSoft platform as guided by AbsenceSoft.
  4. Acceptance. Customer will provide acceptance of materials and work product as requested by AbsenceSoft throughout the Migration Services. Any work product prepared by AbsenceSoft (e.g., project timelines and workflows) shall be deemed accepted and agreed by Customer, unless Customer provides written communication from the Migration Sponsor to the Project Manager that such work product requires revision or changes. Any work product revised pursuant to changes made at the direction of Customer will be subject to the same review and acceptance as set forth in this paragraph.
  5. Migration Phases. The Migration Services are provided in 4 phases:

Phase 1: Prepare

Phase 2: Migrate

Phase 3: Launch

Phase 4: Complete

 

3. Prepare Phase

  1. Objective. The objective of the Prepare phase is to initiate the project, train the Customer team on the fundamentals of the migration process and obtain information required to enable optimal project facilitation and completion. The scope of the parties’ responsibilities will be reviewed and confirmed, and project timeline and tentative go-live date will be established. The AbsenceSoft project team and Customer team will review and agree upon key elements for the migration to the AbsenceSoft platform; and review required details on inbound employee data to populate the AbsenceSoft platform. The project teams will review and agree upon a mutually defined project plan.
  2. AbsenceSoft Responsibilities. AbsenceSoft has the following responsibilities during the Prepare phase:
    1. Kick-off Call. AbsenceSoft will arrange a kick-off call with the Customer. The call will include team member introductions, a review of scope, introduce collaborative workspace details, review of migration approach and coordinate project cadence.
    2. Initial Stage Setup. AbsenceSoft will establish the stage environment and configure the initial details based upon the pre-kickoff information collected from Customer.
    3. Initial Training and Enablement. AbsenceSoft will provide Customer with access details for Customer Stage environment and in preparation for configuration start.
    4. Establish Weekly Meeting Cadence. AbsenceSoft will establish both operational and technical meeting cadence and schedule project meetings with all required team members.
    5. Presagia Configuration Review.The project team in preparation for the migration phase will review current Presagia configuration and map configurations to AbsenceSoft platform
    6. Establish Project Timeline. AbsenceSoft will establish a project timeline based upon the agreed upon scope and project details and set an initial planned go-live date.
  3. Customer Responsibilities. Customer has the following responsibilities during the Discovery phase:
    1. Enable Customer project team and participate in the kickoff call.
    2. Provide the appropriate resources with subject matter and technical expertise to provide the details required to participate in the operational and technical design sessions and configure the system to meet the business requirements as defined during the planning phase of the migration.
    3. Confirm ability to access collaborative workspace.
    4. Login into AbsenceSoft stage environment and complete initial activities.
    5. Provide approval for operation and technical design.

4. Migration Phase

  1. Objective. The objective of the migration phase is to make configuration updates in the AbsenceSoft platform that align with the current setup in the Presagia platform. AbsenceSoft will make available core platform configurations and may support customer specific configuration services pursuant a separately agreed statement of work. AbsenceSoft will provide its standard training to the Customer on how to perform additional configuration changes. It is the responsibility of the Customer to make any configuration changes within the AbsenceSoft Platform after the Migration Services are complete. Upon reasonable request, AbsenceSoft may help with these subsequent configuration changes subject to the parties agreement to a separate statement of work.
  2. AbsenceSoft Responsibilities. AbsenceSoft has the following responsibilities during the Migration phase:
    1. Operations Configuration. AbsenceSoft will complete the following configuration based upon the products and modules agreed and according to the existing setup within the Presagia platform, and may include:

      Configuration

      		 Description
      Policies
      • Customer will be granted access to its then-available AbsenceSoft Core policies (US State and Federal policies).
      • AbsenceSoft will migrate company policies which are captured in Presagia and confirmed by the Customer.
      • AbsenceSoft will provide its standard training to the Customer on how to make modifications to policies.
      Communications
      • AbsenceSoft provides Customer with its then-available AbsenceSoft platform Core communications.
      • Customer may use the AbsenceSoft Core communications with no modifications or the use a combination of the AbsenceSoft Core communications with modifications and customized communications as agreed by AbsenceSoft.
      • Services to configure custom communications are not included within the Migration Services, unless expressly agreed by AbsenceSoft.
      • AbsenceSoft will provide its standard training to the Customer on how to make modifications to communications.
      Workflow
      • AbsenceSoft provides to Customer its then-available AbsenceSoft platform Core workflows.
      • Customer will use the AbsenceSoft Core workflows with no modifications or a combination of standard workflows and customized workflows.
      • Services provided for customized workflow changes will be completed only pursuant to a separately agreed statement of work.
      • AbsenceSoft will provide its standard training to the Customer on how to create, assign and modify workflows if applicable.
      Case Assignment
      • AbsenceSoft provides to Customer its then-available AbsenceSoft platform Core case assignment.
      • AbsenceSoft will configure case assignment rules provided that the rules are currently available in the Presagia platform and applicable customer data is available.
      • AbsenceSoft will provide its standard training to the Customer on how to create and modify case assignment.
      Roles & Permissions
      • AbsenceSoft will establish role-based access for authorized users, including but not limited to Customer’s managers, human resources staff, and employees (if and only to the extent that Customer purchased the Employee Self-Service module).
      • Customer will validate for AbsenceSoft a list of Permitted Users and roles and the permissions for each specific user.
      • AbsenceSoft will configure these roles & permissions in AbsenceSoft.
      • AbsenceSoft will provide its standard training to the Customer on how to create, assign and modify roles and permissions.
      • It is the responsibility of the Customer to update/add Roles & Permissions once the Migration Services are complete. 

       

    2. Technical Configuration.  AbsenceSoft will complete configuration as follows:

      Configuration

      		 Description
      Historical Data Conversion
      • AbsenceSoft will review with Customer the available options for historical data migration from Presagia
      • Customer may choose an available option for historical employee case data into the AbsenceSoft Platform to help with the go-live transition or agree to a modified option pursuant a separately agreed upon statement of work.
      Ongoing Inbound Data 
      • AbsenceSoft is dependent on employee data, typically coming from third party systems such an HRIS system or manually entered in the AbsenceSoft Platform.
      • AbsenceSoft will transition the existing inbound data from the Presagia platform to the AbsenceSoft platform.
      • Customer will be responsible to support the transition of existing data feed from the Presagia platform to the AbsenceSoft platform.
      • Customer shall obtain all rights and permissions, including without limitation, to any APIs, required for Customer’s data to be extracted and input or as otherwise required for the performance of the Migration Services.
      SFTP
      • AbsenceSoft will work with the Customer to setup and automate file processing using SFTP.
      • Customer will make available required resources to complete setup and testing.

         
    3. Testing. AbsenceSoft will complete unit testing on all operation and technical configurations. Unit testing validates that the expected configurations outlined during the Design phase are accurate and complete in AbsenceSoft.
  3. Customer Responsibilities
    1. Provide the appropriate resources with subject matter and technical expertise to configure the system to meet the business requirements as defined during the Discovery phase of the migration.
    2. Provide data required to configure the AbsenceSoft platform in a timely manner and in accordance with mutually defined project plan dates.
    3. Configure AbsenceSoft platform with the guidance of AbsenceSoft PM and BA.
    4. Identifying business scenarios and processes to support end-to-end testing to support configuration validation.
    5. Complete user testing of identified scenarios with the guidance of AbsenceSoft PM and BA.
    6. Provide approval and signoff.

5. Launch Phase

  1. Objective. The objective of the Launch phase is to prepare for the go-live of the Customer’s hosted services in production by conducting training with the Customer, completing data load activities, and preparing the AbsenceSoft and Customer teams for production support. This phase is intended to ensure the Customer user adoption of the AbsenceSoft Platform through training and change management activities.
  2. AbsenceSoft Responsibilities
    1. Provide Portal Admin Training. AbsenceSoft will provide virtual training sessions for designated super users and system administration for key areas of the system - including workflows, policies, communications, and user management. Training is intended to be a “train the trainer” approach so that internal training can be completed by the Customer. AbsenceSoft will provide access to pre-recorded sessions, as available, during the migration.
    2. Provide Portal and ESS Training. AbsenceSoft will provide virtual training sessions for designated system users for the Portal and Employee Self-Service products. Training is intended to be a “train the trainer” approach so that additional internal training can be completed by the Customer. AbsenceSoft will provide access to pre-recorded sessions, as available, during the migration.
    3. Complete Production Migration. AbsenceSoft will migrate all configuration and setup from the Stage environment into Production and perform quality assurance checkout procedures.
    4. Enable User Access. AbsenceSoft will ensure access is granted with appropriate permissions to initial Customer users in Production environment as outline by Customer.
    5. Perform Data Loads. AbsenceSoft will load initial data files required for production launch, including but not limited to, employee demographic and historical cases files. AbsenceSoft will provide quality review of loaded Customer data.
    6. Provide Go-Live Support and Guidance. AbsenceSoft will confirm all activities have been completed and provide tailored go-live support.
  3. Customer Responsibilities
    1. Provide the appropriate resources to participate in system training and act as the “trainer” role to perform internal training as required.
    2. Participate in training sessions or watch pre-recorded training as required.
    3. Complete review and signoff for data loads into production environment.
    4. Ensure Customer organization is ready for new technology launch and coordinate go-live date for all users.

6. Complete Phase Scope

  1. Objective. The objective of the Complete phase is to monitor and support user adoption, define a roadmap for business value optimization and transition support to AbsenceSoft Customer Success team.
  2. AbsenceSoft Responsibilities
    1. Monitor and support user adoption. AbsenceSoft will monitor with the Customer user adoption of the AbsenceSoft platform and support questions or issues during the designation Complete phase.
    2. Plan for business value optimization. AbsenceSoft will identify optimization opportunities and assist in planning for future services or support.
    3. Transition to Customer Success. AbsenceSoft will conduct a transition session to introduce members of the Customer Success team and the ongoing support model.
  3. Customer Responsibilities
    1. Identify future business objectives and goals
    2. Participate in transition session

7. Access Permission. Customer hereby grants AbsenceSoft permission to review Customer’s production account solely with the Customer’s prior approval in order to optimize Customer’s hosted services production account based on Customer’s overall business goals.

8. Change Management. Changes to the Migration Services will be memorialized in writing using a change control agreement in a form mutually agreed upon by Customer and AbsenceSoft. Should any additional Services be required or requested beyond the Migration Services, AbsenceSoft will work with Customer to mutually agree upon and define such Services as part of an additional statement of work.

9. Customer Delays. Customer agrees that any delays for go-live, or additional hours in the performance of Services, as contemplated herein which result from Customer’s failure to fulfill its requirements will require the payment of additional fees at AbsenceSoft’s standard rates and may require a new statement of work to the extent requested by AbsenceSoft. AbsenceSoft shall invoice for, and Customer agrees to pay, such additional fees at its then-standard blended hourly rate or such other rate agreed upon with Customer, if any.

10. Project Assumptions

  1. No Migration Services are anticipated to be performed at Customer’s premises. The Migration Services to be performed by AbsenceSoft hereunder shall be provided from locations of AbsenceSoft’s choosing.
  2. Customer will provide the appropriate functional and technical personnel resources to support AbsenceSoft in its effort to perform the Migration Services.
  3. Customer functional and technical management resources are responsible for coordinating and driving the decision-making process within the Customer organization. Delays in decision-making processes that prevent moving on to subsequent project phases may result in additional costs and/or extension to the project plan.
  4. Customer business and technical leads are responsible for leading the requirement gathering process within Customer’s business and technical teams respectively. It is the assumption of AbsenceSoft that all necessary functional and technical representatives that fully understand the business process and requirements will be present in design discussions. Any additional effort required of AbsenceSoft to help facilitate the requirement gathering process, if required, will be estimated separately and subject to a separate statement of work.
  5. Timely decision making around the migration approach and design will be provided by Customer and is critical to ensure delivery dates are achieved.
  6. Customer will sign off on the completion of each project phase prior to AbsenceSoft proceeding to the next project phase.
  7. Customer is responsible for developing and executing business case scenarios and test plans.
  8. Customer is responsible for developing any end user training materials and for training end users.
  9. All materials will be provided in the English language unless otherwise specified.
  10. Upon the commencement of efforts hereunder, Customer will have current, valid licenses to all required third party software applications, necessary or appropriate for the configuration and migration of the AbsenceSoft platform and the performance of the Migration Services.
  11. All services under the SOW are expected to be performed during regular business hours from 8:00 a.m. to 5:00 p.m. MT. If required, AbsenceSoft and Customer may mutually agree to work outside of these regular business hours during key activities of the project.
  12. It is assumed that the project will be delivered by AbsenceSoft in a contiguous fashion. Both Parties are jointly responsible for maintaining this timeframe.
  13. If the Migration Services are not completed due to material unresponsiveness of Customer, the Migration Services will be deemed completed.

11. Out of Scope

  1. Configuration, services or support for products or modules not outlined.
  2. Integrations with third party vendor, HRIS, or other systems unless otherwise agreed in a separate Statement of Work.
  3. Support or services for Customer’s databases, internal systems, applications, or third-party software.