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STATE of MICHIGAN CENTRAL PROCUREMENT SERVICES Department of Technology, Management, and Budget 525 W

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STATE of MICHIGAN CENTRAL PROCUREMENT SERVICES Department of Technology, Management, and Budget 525 W STATE OF MICHIGAN CENTRAL PROCUREMENT SERVICES Department of Technology, Management, and Budget 525 W. ALLEGAN ST., LANSING, MICHIGAN 48913 P.O. BOX 30026 LANSING, MICHIGAN 48909 CONTRACT CHANGE NOTICE Change Notice Number 2 to Contract Number 190000000477 ACCENTURE Program Jeff Anderson MDOC Manager CONTRACTOR 517-335-1251 One Financial Plaza, 755 Main Street STATE [email protected] Hartford, CT 06103 Administrator Contract Contract Douglas Glaser DTMB Lisa Cawley 517-898-3982 589-248-1187 [email protected] [email protected] CV0062320 CONTRACT SUMMARY ORGANIZATIONAL CHANGE MANAGEMENT (OCM) FOR Offender Management System (COMS) - MDOC INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE PTIONS EXPIRATION DATE BEFORE April 5, 2019 December 31, 2020 1 - 1 Year December 31, 2020 PAYMENT TERMS DELIVERY TIMEFRAME NET 45 N/A ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING ☐ P-Card ☐ PRC ☐ Other ☒ Yes ☐ No MINIMUM DELIVERY REQUIREMENTS N/A DESCRIPTION OF CHANGE NOTICE OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE ☐ ☐ CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE $2,200,000.43 $0.00 $2,200,000.43 DESCRIPTION Effective 4/3/2020, the following amendment is hereby incorporated into the contract, per attached update. Please note the Standard Contract Terms section 3 has been changed to Doug Glaser, [email protected], 517-898-3982. All other terms, conditions, specifications and pricing remain the same. Per contractor and agency agreement, and DTMB Procurement approval. Change Notice #2, Language Changes, Effective 3-9-2020 MA# 190000000477 Below is the listing of Schedule A - Statement of Work Contract Activities (Dated April 18, 2019) language changes, revisions, and additions are highlighted and bold, deleted phrases or words are struck through. Schedule A was updated with Change Notice #1 and the changes below are updates to that newer Statement of Work: Change Notice The second bullet has been removed to reflect the change: #1 Page 2 of 9 Understand Change Impacts 2. Contract Contractor will identify the impact of the COMS implementation on MDOC Activities people, processes, and technology to inform change activities and training. Key Contract Activities include: Understanding • Completing a stakeholder impact assessment by attending conference room Change Impacts pilot sessions and/or design sessions for the new COMS system and working collaboratively with the system vendor. ; or, • Facilitating Contractor-led sessions to identify the location of the biggest impacts on the day-to-day work of COMS users, enable MDOC to proactively identify business process changes, and recommend a course of action to prepare the workforce through communications and readiness activities. Change Notice The graphic below updates and replaces the original graphic, which removes #1 Page 3 of 9 the Business Process Impact Tracker 3. OCM Project Schedule Change Notice In the table below, the following rows will be deleted as shown. #1 Page 5 of 9 4. Deliverables Understand Change Impacts Business Process Impact Tracker 1 Change Notice #2, Language Changes, Effective 3-9-2020 MA# 190000000477 Change Notice In the table, the fourth bullet point has been changed from 2-3 per month to 5-6 #1 Page 5 of 9 per month and the Deliverable Date from 6/2019 to 6/2020: 4. Deliverables • The communications materials are Word document(s) developed and delivered digitally approximately 2-3 5-6 per month that utilize existing Communicate for MDOC communication channels (i.e. Corrections Connections newsletter, Awareness and podcast, etc.) and are focused on the highest impacts to MDOC's staff. Such Understanding materials also include the development of analog options such as posters, banners, pocket guides. Communications Plan Change Notice The following texted has been changed to read: #1 Page 6 of 9 Contract Activities will be led by Contractor Senior Manager, Gregg Bourdo 7. Project Team Catherine Schmidt, supported by the following Contractor resources: The table has been updated to replace Engagement Lead Gregg Bourdo with Catherine Schmidt (Start Date: 9/1/2019 | End Date: 6/12/2020) In the table, the OCM Manager Maurice Sessoms has been replaced with Matt Davis (Start Date: 2/29/2020 | End Date: 6/12/2020) In the table, an End Date of 12/31/2019 for Denise Eggleston was added. Change Notice The graphic below updates and replaces the original graphic as shown: #1 Page 9 of 9 9. Personnel 2 Change Notice #2, Language Changes, Effective 3-9-2020 MA# 190000000477 3 STATE OF MICHIGAN CENTRAL PROCUREMENT SERVICES Department of Technology, Management, and Budget 525 W. ALLEGAN ST., LANSING, MICHIGAN 48913 P.O. BOX 30026 LANSING, MICHIGAN 48909 CONTRACT CHANGE NOTICE Change Notice Number 1 to Contract Number 190000000477 ACCENTURE Program Jeff Anderson MDOC Manager CONTRACTOR 517-335-1251 One Financial Plaza, 755 Main Street STATE [email protected] Hartford, CT 06103 Administrator Lisa Cawley Contract Steve Rigg DTMB 589-248-1187 517-249-0454 [email protected] [email protected] CV0062320 CONTRACT SUMMARY Organizational Change Management (OCM) for the Offender Management System (COMS) - MDOC INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE BEFORE April 5, 2019 December 31, 2020 1 - 1 Year December 31, 2020 PAYMENT TERMS DELIVERY TIMEFRAME Net 45 N/A ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING ☐ P-Card ☐ PRC ☐ Other ☒ Yes ☐ No MINIMUM DELIVERY REQUIREMENTS N/A DESCRIPTION OF CHANGE NOTICE OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE ☐ ☐ December 31, 2020 CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE $2,200,000.43 $0.00 $2,200,000.43 DESCRIPTION Effective April 18, 2019, the attached Statement of Work represents an amendment to contract 190000000477. All other terms, conditions, specification and pricing remain the same. Per Agency and Contractor approval, and DTMB Central Procurement Services approval. STATE OF MICHIGAN Contract No. 190000000477 MDOC Change Management for COMS Application SCHEDULE A STATEMENT OF WORK (SOW) CONTRACT ACTIVITIES (Dated April 18, 2019) The Contract Activities provided by Contractor as further defined below will focus on organizational change management (OCM) with respect to MDOC staff who will use this new system to drive integration. The Project will involve planning activities to create a continuous cycle of discovery, alignment, engagement and communication with MDOC leadership and impacted MDOC employees for a Project duration as described below. The Project will: a) Develop a change strategy that outlines the key activities that will be completed during the Project. b) Coach COMS program leaders to lead the organization through the high degree of change the COMS implementation will bring. c) Prepare impacted stakeholders for changes, as well as identify and address their areas of most concern. d) Develop a change network with representatives leading the change locally to encourage accountability and ownership. e) Assess potential impacts and resistance, inform training, and prioritize efforts. f) Co-create a communications plan and initial messaging that will inform, engage, alert, and explain changes to impacted stakeholders in a timely manner. 1. Term The Contract Activities will be performed by Contractor commencing April 15, 2019 (“Effective Date”), and are to be completed on June 12, 2020, unless this SOW is otherwise terminated or extended in accordance with the Contract. 2. Contract Activities The Contract Activities that will be provided in support of the Project are as follows: Empower Project to Lead Contractor will develop a Change Management Strategy with the assistance of MDOC leadership. Key Contract Activities include: Conduct one workshop with MDOC leadership to confirm the vision and benefits of the COMS project for messaging and communications. Create a change management strategy which outlines OCM activities for the COMS project implementation. Incorporate OCM into the existing COMS governance structure such that OCM becomes an integral part of overall Project leadership. Engage Key Stakeholders Contractor will complete stakeholder analyses, using Contractor’s Transformation Global Positioning System (GPS) analytic asset and capability in providing the Contract Activities, to enable customized change activities and engagement, and alignment on readiness, messaging Page 1 of 9 and actions needed for each stakeholder group. Outputs from Contractor’s proprietary Transformation GPS will enable MDOC to focus on aligning culture, behaviors, and ways of working in support of the COMS implementation by using data from MDOC employees for the duration of the OCM project. MDOC stakeholder groups will be placed on a 3-D performance map, via pattern-mapping to Contractor’s database of over 650 change journeys and the use of predictive analytics to enable the team to take an evidence-based approach to drive transformation. Key Contract Activities include: Identifying and segmenting all key stakeholder groups through qualitative and quantitative methods. Understanding stakeholders’ readiness for change at each key milestone (5 cycles). Aligning and adjusting change management activities to stakeholder readiness as information is analyzed in the Transformation GPS analytic asset and capability. Mobilize Change Network Contractor will institute a change network comprised of a core set of MDOC change champions, representing different
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