Confidential Information, subject to the restrictions on use and disclosure contained in the Mutual Confidentiality Agreement between Ivalua, Inc. and CGI Technologies & Solutions Inc. dated

February 19, 2018.

Source to Pay Project

Cutover Strategy

Revised June 14, 2018

Contents

Purpose I

Key Dates and Activities II

Proposed Cutover Strategy – Data loads III

Proposed Cutover Strategy – Business Objects IV

Agency Exceptions V

2

Timeline VI

I. Purpose

Provide Arizona Procurement Portal cutover guidelines to the Agencies during the first 4 months, transition period and the hard freeze

Review communication requirements required for cutover

Identify any exceptions to the guidelines

Identify Agency specific scenarios that may need a manual process to be put in place during cutover

3

Key dates Activity

End-to-End Testing June 11 to Early July 2018

Systems Integration Testing Early July – Early August, 2018

User Acceptance Testing August, 2018

Train-the-Trainer Training program delivery Mid August – Mid September, 2018

End User Training Delivery Mid September – Mid October, 2018

Start of Transition Phase September 14, 2018

Go-No Go Decision October 9, 2018

Start of Hard Freeze October 10, 2018

Commence business cutover - Complete in-flight

transactions October 9-10, 2018

AFIS integrations frozen, ProcureAZ temp

Shutdown October 10, 2018

Generate inception files as per the specifications –

Suppliers, Contracts, Chart of Accounts October 10, 2018

Execute data migration (Suppliers, Contracts, COA)

/ Data Validation October 11, 2018

Start interface (EAI) jobs to consume interface files October 12, 2018

End of Hard Freeze - AFIS integrations unfrozen October 15, 2018

Go-Live (APP is online, ProcureAZ back online for

limited users) October 15, 2018

Release 1 Key Project Dates and Activities

4

II. Timeline

Month Aug Sep Oct Nov Dec

# of Weeks 4 4 5 5 4

6. Deploy 7w Go-live

Oct 15

Pre-

deployment

Activities

TP HF

cutover Legend: TP – Transition Phase (4 weeks: 09/10/2018 – 10/05/2018) HF – Hard Freeze (5 days: 10/09/2018 – 10/14/2018 (includes holidays and weekends)

5

IV. Proposed Cutover Strategy – Supplier Registration

6

First 4 Months of FY ’19 Transition Phase Hard Freeze

• No changes to process of registration of new suppliers in ProcureAZ

• Ensure collection of all relevant supplier data required in APP

• Finish cleaning supplier master records and updating relevant information

• No new supplier registrations in ProcureAZ

Co

mm

un

icat

ion

• Broadcast unavailability of the supplier registration portal

Co

nsi

der

atio

ns • Supplier training and communication has to be

targeted and phased out • With open supplier registration portal, need to

plan for Supplier data cleanup refresh cycles to ensure clean data is provided for cutover.

July ‘18 Sept ‘18 Oct ‘18

Sept 14th Oct 15th

Oct 10th Oct 15th

10/15

Go-Live

Post Go-Live

• Supplier Registrations continue in APP

• Suppliers can validate and update their information in APP

• Suppliers can issues solicitations, work on contracts, receive POs and flip POs for invoices in APP

Oct 15th Dec 31st

IV. Proposed Cutover Strategy – Solicitations

7

• There is no change to the solicitation process in ProcureAZ

• Can create the solicitation but hold off on contract creation until APP is up and running if possible (Case by Case)

• If a contract is issued, hold off on creating a PO if possible

• No new solicitations in draft or published form

Co

mm

un

icat

ion

• Inform supplier the delay in issuance of Contract (if any).

• Inform suppliers of the inaccessibility of solicitations during the hard freeze.

Co

nsi

der

atio

ns • Recommend supplier training to expedite the

contract / solicitation process out of APP

• Need to plan for solicitations that are opened in ProcureAZ and will continue after APP go-live.

• If solicitations will exceed ProcureAZ sunset date, need to see feasibility of migrating them over to APP

First 4 Months of FY ’19 Transition Phase Hard Freeze

July ‘18 Sept ‘18 Oct ‘18

Sept 14th Oct 15th

Oct 10th Oct 15th

10/15

Go-Live

Post Go-Live

Oct 15th Dec 31st

• New Solicitations will be issued from APP

• Few existing solicitations in ProcureAZ will continue but must be awarded before 03/31/2018 (ProcureAZ will not be available after 03/31/2018)

IV. Proposed Cutover Strategy – Public Portal

8

• ProcureAZ public portal will continue to host existing contracts and solicitations

• ProcureAZ public portal will continue to host existing contracts and solicitations

• TBD (note at some point system needs to be down)

Co

mm

un

icat

ion

• TBD based on outage during transition

C

on

sid

erat

ion

s • Older solicitations on ProcureAZ need to continue on older site. Duration and process needs to be defined.

First 4 Months of FY ’19 Transition Phase Hard Freeze

July ‘18 Sept ‘18 Oct ‘18

Sept 14th Oct 15th

Oct 10th Oct 15th

10/15

Go-Live

Post Go-Live

Oct 15th Dec 31st

• Public portal will be hosted on APP

• Solicitations from APP will be made available on public portal

IV. Proposed Cutover Strategy – Contracts

9

• No change to existing contract creation/update process in ProcureAZ

• Clean up and prepare to close out contracts in ProcureAZ (update the value and the timeframe of the contract)

• Prepare list of active contracts with values and time frame to migrate

• Communicate changes in contract numbers to suppliers and users

• Do not create new contracts

• No updates to contracts. • Set open contracts to

expire in ProcureAZ once they have been migrated to APP

• No new PO releases against contracts in ProcureAZ

Co

mm

un

icat

ion

• Inform suppliers of new contract process

C

on

sid

erat

ion

s • Onboard suppliers for effective coordination during contract management process

First 4 Months of FY ’19 Transition Phase Hard Freeze

July ‘18 Sept ‘18 Oct ‘18

Sept 14th Oct 15th

Oct 10th Oct 15th

10/15

Go-Live

Post Go-Live

Oct 15th Dec 31st

• Older and new contracts will be in APP

IV. Proposed Cutover Strategy – Requisitions

10

• Year long requisitions will be broken into 2 – 1st for 4 months (up to 10/31/2018) in ProcureAZ and 2nd for remaining duration in APP after go-live

• Plan in advance for requirements during transition phase to avoid recreation in APP

• Requisitions can be entered in ProcureAZ that are required and can bleed off before 12/31/2018

• Limit creation of new requisitions.

• Cancel inflight requisitions before start of hard freeze, prepare to recreate requisitions in APP

• No new requisitions • Restrict create and approve

access in ProcureAZ

Co

mm

un

icat

ion

• Inform agencies and end users the impact of change and plan for delay in procurement (either order early or delay order until go-live)

• Inform approvers about the shorter requisitions, cancellations and recreation in APP

Co

nsi

der

atio

ns • If requisitions are not fully approved and

converted to PO prior to 10/09/2018 they will need to be canceled.

First 4 Months of FY ’19 Transition Phase Hard Freeze

July ‘18 Sept ‘18 Oct ‘18

Sept 14th Oct 15th

Oct 10th Oct 15th

10/15

Go-Live

Post Go-Live

Oct 15th Dec 31st

• New requisitions will be created and approved in APP

IV. Proposed Cutover Strategy – Purchase Orders

11

• Create POs that expire by 11/01/2018 in ProcureAZ and can bleed off by 12/31/2018

• Start closing out completed POs in ProcureAZ

• Limited PO creation in ProcureAZ

• Close out open PO’s in ProcureAZ that will be manually recreated within APP after go-live

• Finalize changes to POs impacting contracts e.g. adding funds or items in ProcureAZ

• No new PO creation

• No PO change orders. Any change may impact the encumbrances and the contract value

Co

mm

un

icat

ion

• Communicate with targeted suppliers to inform them of recreation of PO’s in APP and close out of ProcureAZ PO’s before 12/31/2018

Co

nsi

der

atio

ns • Plan to manually recreate a small number of POs

in APP after go-live

• Post go-live, consider process for PO change orders in ProcureAZ to avoid mismatch on contract values and encumbrances

• Oct 1st – Federal FY begins, Consider delaying POs for first 15 days (TBD)

First 4 Months of FY ’19 Transition Phase Hard Freeze

July ‘18 Sept ‘18 Oct ‘18

Sept 14th Oct 15th

Oct 10th Oct 15th

10/15

Go-Live

Post Go-Live

Oct 15th Dec 31st

• POs will be recreated in APP using a requisition and referencing PO from ProcureAZ.

•No PO creation in ProcureAZ

•Can receive/cancel ProcureAZ POs

•PO change Orders in ProcureAZ allowed on a case-by-case basis

IV. Proposed Cutover Strategy – Receipts

12

• Enter Receipts in ProcureAZ as soon as goods and services are delivered

• No change in process for receipts and returns in ProcureAZ

• Expedite receipt process to ensure closing of POs in ProcureAZ

• Do not receive goods and process returns in ProcureAZ

Co

mm

un

icat

ion

• Communicate with agency users to swiftly receive in ProcureAZ

Co

nsi

der

atio

ns • Provide access to receive and process returns in

ProcureAZ after go-live

First 4 Months of FY ’19 Transition Phase Hard Freeze

July ‘18 Sept ‘18 Oct ‘18

Sept 14th Oct 15th

Oct 10th Oct 15th

10/15

Go-Live

Post Go-Live

Oct 15th Dec 31st

• Receive goods and process returns in either APP or ProcureAZ based on the PO source.

IV. Proposed Cutover Strategy – Invoices and Payments

13

• No change in process for Invoices, Credits or Payments in ProcureAZ & AFIS

• No change in process for Invoices, Credits or Payments in ProcureAZ & AFIS

• No Invoices, Credits or Payments

Co

mm

un

icat

ion

• Coordinate with supplier to submit accurate and on time invoices

Co

nsi

der

atio

ns • Post go-live, need process to adjust POs to

support invoices and update respective contracts/encumbrances

• Suppliers may have to respond/login for POs/Solicitations created in both ProcureAZ and APP

• Credit memos will need to be migrated manually if at all.

First 4 Months of FY ’19 Transition Phase Hard Freeze

July ‘18 Sept ‘18 Oct ‘18

Sept 14th Oct 15th

Oct 10th Oct 15th

10/15

Go-Live

Post Go-Live

Oct 15th Dec 31st

• Invoices will be processed in APP

•Bleed off POs in ProcureAZ by 12/31

V. Agency Exceptions – As of April 16, 2018

14

Agency Exceptions Mitigation

Arizona Exposition and

State Fair

• Arizona State fair is during cutover week they

may need to have the ability to create PO’s

• State Fair has review the cutover dates

and does not see an impact to

operations during October.

• If necessary, allow specific users to

create PO’s in ProcureAZ during hard

freeze which will need to bleed off by

12/31/2018

Arizona Department of

Economic Security

• Technology RFP (potentially 2)

• Release date June 2018

• Close of bid August 2018

o Identify length of evaluation period

o Find out the estimated award date

o If there is a BAFO how will that be

dealt with (paper, email)

• Follow the recommendation for the

transition phase

AZ Net • Technology RFP

o Release date?

o Close of bid?

o Identify length of evaluation period

o Find out the estimated award date

o If there is a BAFO how will that be

dealt with (paper, email)

• Follow the recommendation for the

transition phase

Arizona Department of

Corrections

• Inmate Medical RFP

o Release date?

o Close of bid?

o Identify length of evaluation period

o Find out the estimated award date

o If there is a BAFO how will that be

dealt with (paper, email)

• Follow the recommendation for the

transition phase

VI. Timeline – ProcureAZ Deadline 1 (10/09/2018)

15

Process Activity Mitigation Avoidance

Requisition

No new requisitions in

ProcureAZ Create new requisitions in APP

Plan early to create POs till

11/01/2018

No changes to requisition to

ProcureAZ

Delete partial requisitions and

recreate in APP

Do not start requisitions

during transition phase

Purchase

Order

No new POs in ProcureAZ Recreate requisitions and order

POs in APP

Plan early to avoid

recreation and re-approval

No changes to PO in ProcureAZ

Reissue POs for changes to

ProcureAZ POs in APP and

work with SPO for minor

updates

Create POs till 11/01 and

inform supplier about new

POs for changes

Contracts

No new contracts in ProcureAZ Create contracts in APP after

go-live

Use APP after go-live to

create contracts to use its

features

No Edits to contracts in

ProcureAZ

Contracts will be migrated to

APP and changes can be done

directly in Ivalua

Avoid PO changes in

ProcureAZ that impacts

contract values

Solicitation

s No new solicitations in

ProcureAZ

Create new solicitations in APP

after go-live

Delay solicitations where

possible to utilize APP after

go-live

Supplier

Registratio

ns

No new or edits to supplier

registrations in ProcureAZ

(Except suppliers for active

solicitations in ProcureAZ)

New suppliers to be registered

in APP

Inform suppliers to complete

registration or register in

APP as needed

VI. Timeline – ProcureAZ Deadline 2 (10/31/2018)

16

Process Activity Mitigation Avoidance

Purchase

Order

Finalize changes to PO in

ProcureAZ on a case-by-case

basis

Reissue POs for changes in

APP and work with SPO for

minor changes

Create POs to receive goods

and services by 11/01 and

inform supplier about new

POs for changes

VI. Timeline – ProcureAZ Deadline 3 (12/31/2018)

17

Process Activity Mitigation Avoidance

Purchase

Order No changes to PO in ProcureAZ

Reissue POs for changes to

ProcureAZ POs in APP

Close POs and reissue POs

in APP for remaining value

Receipts &

Invoices

No new Receipts or Invoices in

ProcureAZ

Close POs and recreate POs in

APP to receive and pay against

them.

Create POs in ProcureAZ

that will bleed off by

12/31/2018

No partial Invoices or partial

Receipts

Close POs in ProcureAZ and

recreate in APP for remaining

value and receive against new

PO

Issue PO’s in ProcureAZ for

work up to 11/01/2018

Note: ProcureAZ interfaces with AFIS will stop running so no transactions can be processed

VI. Timeline – ProcureAZ Deadline 4 (03/31/2019)

18

Process Activity Mitigation Avoidance

Solicitations No further solicitations or

updates in ProcureAZ

Continue to gather paper based

responses and Issue contracts

in APP

Plan early to avoid

solicitations in ProcureAZ

and start solicitations in APP

after go-live