On the agenda: Pekin Packet — data center (Sep 9)

Finance Committee

Mike Harris – Chairman
James Carius Community Room
101 S. Capitol Street
Pekin, Illinois 61554
Tuesday, September 22, 2026
*immediately following Property Committee*
I.

Roll Call

II.

Approve the minutes of the August 18, 2026 meeting, and the September
8, 2026 and September 14, 2026 finance budget meeting minutes

III.

Public Comment

IV.

New Business

F-26-16

A.

Recommend to approve budget transfer for Supervisor of
Assessments

F-26-18

B.

Recommend to approve budget transfers for Veterans Assistance
Commission

F-26-19

C.

Recommend to approve contract with Tyler for Probation data
management system

V.

Unfinished Business

VI.

Reports and Communications

VII.

Members:

A.

Revenue Update Report

B.

Treasurer’s Report

C.

Public Safety Sales Tax Report

Recess

Chairman Mike Harris, Vice-Chair Max Schneider, Joe Woodrow, Deene
Milam, Eric Schmidgall, Kim Joesting, Russ Crawford, Dave Mingus, Nancy
Proehl, Eric Stahl, Eugene Glueck

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M inutes pending com m ittee approval

Finance Committee

James Carius Community Room
Tuesday, August 18, 2026 – 3:54 p.m.
Committee Members Present:

Chairman Mike Harris, Kim Joesting, Nancy Proehl, Russ
Crawford, Eric Schmidgall, Joe Woodrow, Dave Mingus, Eric
Stahl, Deene Milam, Eugene Glueck

Committee Members Absent:

Vice Chairman Max Schneider

Others Attending:

Mindy Darcy, County Administrator

MOTION

MOTION BY MEMBER JOESTING, SECOND BY MEMBER MINGUS to
approve the minutes of the July 21, 2026 meeting
On voice vote, MOTION CARRIED UNANIMOUSLY.
Chairman Harris reminded the committee members of the upcoming budget
meetings in September. He stated that the budget will be reviewed and
approved during committee and a tentative budget meeting will take place on
October 5, 2026. He stated that the final budget meeting will take place on
October 28, 2026.

RECESS

Chairman Harris recessed the meeting at 3:55 p.m.
(transcribed by S. Gullette)

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M inutes pending com m ittee approval

Finance Committee (Budget)

James Carius Community Room
Tuesday, September 8, 2026 – 3:30 p.m.
Committee Members Present: Chairman Mike Harris, Kim Joesting, Russ Crawford, Joe
Woodrow, Deene Milam, Eric Stahl, Eugene Glueck
Committee Members Absent:

Vice Chairman Max Schneider, Nancy Proehl, Dave Mingus, Eric
Schmidgall

Others Attending:

Administrator/Finance Director Mindy Darcy, Nick Graff, Tammy
Rich-Stimson, Jon Hopkins

Administrator/Finance Director Mindy Darcy presented a budget overview and provided an
update on the budget assumptions. She thanked Kelly Johnigk, Sade Turner, and the
department heads for their assistance with the budget. She provided the committee with a list
of amendments for several departments and advised that they would be addressed when each
department’s budget is discussed.
Administrator/Finance Director Darcy discussed the FY27 budget assumptions. She stated the
County is assuming a 4% increase for non-union wages. She stated that this was discussed
during Human Resources committee. She stated that the IMRF rate went down from 8.266%
for FY26 to 7.58% for FY27. She stated that medical insurance premiums will be increasing in
FY27.
Member Stahl questioned the 20% increase in medical insurance reflected in some areas.
Administrator/Finance Director Darcy explained that the budget includes full benefits for each
vacant position and also employees can make changes each year and they budget off what
they know in the current year.
Member Hopkins questioned the decreases in some departments. Administrator/Finance
Director Darcy explained that, similar to the increases, the decreases may be attributed to
vacant positions that could be filled.
Administrator/Finance Director Darcy stated that there are three bargaining unit contracts that
will be considered for FY27 wages. She stated they have the correction officers, control room
operators, and highway teamsters. She stated that there is a $500,000 allowance for the CBIZ
salary study should that move forward. She stated that this was put in last year with the
committee’s approval.
Member Milam requested an explanation of CBIZ. Administrator/Finance Director Darcy stated
that CBIZ is a company the County hired in 2025 to review the salaries currently being paid to
employees.
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Administrator/Finance Director Darcy stated that the property tax levy is based on the amount
allowed under PTEL. She stated that would be further discussed at the tentative budget
meeting on October 5, 2026.
Administrator/Finance Director Darcy stated that departments submitted their request to the
finance department using Questica. She stated that the finance department met with all
department heads, along with one of the members of the finance committee, to talk through
the budget. She stated that they continue to review and analyze and make changes to the
budget.
Administrator/Finance Director Darcy provided an overview of the FY27 Budget – All Funds
Summary, General Fund Summary, Operating Surplus, Capital Improvement Plan Summary,
and Inter-Funds Transfers.
Member Milam requested that the presentation slides be provided to the committee members.
Member Graff questioned the Capital Improvement Plan for the Justice Center Annex, noting
that there is no amount budgeted for FY28. He asked if this meant the building is expected to
be paid off by that time. Administrator/Finance Director Darcy stated that this is correct.
MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER STAHL to
open for review and approval the FY27 General Fund as will be amended.

Circuit Clerk budget reviewed.
Member Hopkins questioned the decrease in revenues and charges for services and requested
an explanation. Circuit Clerk Linc Hobson stated that the decrease is occurring across the
board and that there is nothing that can be done to prevent it.
Jury Commission budget reviewed.
State’s Attorney budget reviewed.
MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER WOODROW to
amend the State’s Attorney Medical Insurance line 100-110-5082 from $452,898
to $430,340
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

Public Defender budget reviewed.
Member Stahl questioned the software license subscription amount. Administrator/Finance
Director Darcy stated that the amount is for software licenses for Axon and digital discovery
services being added in FY27.
Courts budget reviewed.
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MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER STAHL to
amend the Courts Registration Fees line 100-130-5400 from $9,250 to $15,250
and Travel line 100-130-5410 from $9,000 to $15,000
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

Courts Services budget reviewed.
MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER GLUECK to
amend the Court Services Grants in Aid line 100-131-4060 from $1,406,804 to
$1,353,827
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

Court Security budget reviewed.
Member Stahl questioned the removal of bailiffs from the FTEs and asked whether this
represented a different level of position. Sheriff Lower stated that four positions were moved
back to the Sheriff’s budget. He explained that there is a separate Court Security Division, so
the director position was removed from the bailiff positions and placed within Court Security.
Sheriff budget reviewed.
EMA budget reviewed.
Coroner budget reviewed.
Community Development budget reviewed.
Member Stahl questioned the increase in filing fees. Community Development Administrator
Jaclynn Workman stated that the filing fees are associated with special-use amendment
requests. Member Stahl noted that the FY27 estimate is $250,000, while the current actual
revenue is $14,000. Administrator Workman explained that the higher estimate is based on
proposed projects that have not yet been filed. She added that the department received a
check for $125,000 the prior week.
County Board budget reviewed.
County Auditor budget reviewed.
County Clerk/Recorder budget reviewed.
MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER JOESTING to
amend the County Clerk’s Office Equipment Maint. line 100-602-5323 from
$2,500 to $7,500 and Office Equipment line 100-602-5541 from $9,000 to $0
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On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY
MOTION

MOTION BY CHAIRMAN HARRIS, SECOND BY MEMBER CRAWFORD for
discussion purposes. Chairman Harris proposed amending the County Clerk’s
budgets for Personnel, Commodities, and Contractual. He stated that for
Personnel, he proposes moving one FTE at the salary of $74,167. He stated that
for Commodities he proposes reducing $35,000, which equals the supplies
purchased through the year, and reducing $11,179 for the cost of awards,
buttons, and stickers with a total reduction to Commodities of $46,179. He
stated that for Contractual, he proposes reducing $83,700 to purchase a system
to do agendas.
Chairman Harris stated that for Personnel, he proposes moving the print shop to
the Finance Department.
Chairman Harris stated that the total amendments total $204,046.
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

Member Stahl stated that he recommends the agenda software; however, he is comfortable
removing it at this time to reduce costs.
Member Graff questioned the personnel change and if this would just be moving from one
budget to another. Chairman Harris stated that is correct.
County Treasurer budget reviewed.
MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER WOODROW to
amend the Treasurer Part-Time line 100-605-5005 from $10,649 to $0
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

County Administration budget reviewed.
MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER JOESTING to
amend the Administration Contingency line 100-610-9999 from $2,249,342 to
$2,252,870
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

Member Hopkins questioned whether the postage and shipping expenses were related to mailin ballots. Administrator/Finance Director Darcy stated that all postage expenses for items
mailed by the County are charged to the General Fund.
Information Technology budget reviewed.
Human Resources budget reviewed.
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Member Hopkins questioned what employee education assistance covers. Administrator/
Finance Director Darcy stated that the County offers tuition and book reimbursement.
Finance budget reviewed.
MOTION

MOTION BY MEMBER STAHL, SECOND BY MEMBER MILAM to amend the
Finance budget by $109,167 to move the FTE and expenses from supplies
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

County Audit budget reviewed.
Farm budget reviewed.
Assessments budget reviewed.
Board of Review budget reviewed.
Building Administration budget reviewed.
General County Operations budget reviewed.
Chairman Harris stated that the revised contingency budget amount will be provided at the
next meeting.
On a voice vote, the General Fund was approved as amended. MOTION CARRIED
UNANIMOUSLY.
RECESS
Chairman Harris recessed the meeting at 4:29 p.m.
(transcribed by S. Gullette)

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M inutes pending com m ittee approval

Finance Committee (Budget)

McKenzie Bldg., 3rd Floor Jury Room
Monday, September 14, 2026 – 3:30 p.m.
Committee Members Present: Chairman Mike Harris, Eric Schmidgall, Kim Joesting, Russ
Crawford, Nancy Proehl, Joe Woodrow, Deene Milam, Eric
Stahl, Eugene Glueck
Committee Members Absent:

Vice Chairman Max Schneider, Dave Mingus

Others Attending:

Administrator Mindy Darcy, Finance Director Jared Holloman,
Nick Graff, Jon Hopkins, Cathryn Stump

MOTION
MOTION

MOTION BY MEMBER STAHL, SECOND BY MEMBER WOODROW to
open for review the FY27 General Fund.
MOTION BY MEMBER STAHL, SECOND BY MEMBER WOODROW to
review and recommend the IMRF budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER GLUECK to
review and recommend the Social Security budget
Member Stahl questioned the significant increase in personnel costs.
Administrator Darcy explained that salaries are expected to increase in FY27 due
to anticipated salary adjustments, as well as increases in Social Security costs
across the County.
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER STAHL, SECOND BY MEMBER WOODROW to
review and recommend the Health Internal Services budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER SCHMIDGALL
to review and recommend the Township Bridge budget
Member Stahl questioned if the reimbursement 808 is part of the bridge project.
Administrator Darcy stated that is hard for her to answer, however, she believes
it is numerous projects.

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Member Glueck questioned what the charge of services includes. Administrator
Darcy stated revenues will be received for township projects from either the
township or the state.
Treasurer Clark stated that on Page 15 of the budget book, there is a breakdown
of the highway projects.
On voice vote, MOTION AS CARRIED UNANIMOUSLY
MOTION

MOTION BY MEMBER PHILLIPS, SECOND BY MEMBER STAHL to review
and recommend the County Highway Township Bridge budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER SCHMIDGALL, SECOND BY MEMBER WOODROW
to review and recommend the County Highway budget

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER SCHMIDGALL
to amend the County Bridge line 214-400-5999 (Contingency) for an decrease in
fund balance of $14,200
On voice vote, AMENDMENT CARRIED UNANIMOUSLY
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER PROEHL, SECOND BY MEMBER JOESTING to
review and recommend the County Motor Fuel Tax budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER PROEHL to
review and recommend the Township Road Fuel Tax budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER JOESTING, SECOND BY MEMBER MILAM to review
and recommend the County Bridge budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER WOODROW, SECOND BY MEMBER JOESTING to
review and recommend the Matching Tax budget
Member Stahl questioned the reason for the increase in the miscellaneous
income line. Administrator Darcy stated that she will request this information
from Highway Engineer Dan Parr and get back to the committee.
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On voice vote, MOTION CARRIED UNANIMOUSLY
MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER PROEHL to
review and recommend the County Health budget

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER STAHL
to make the several proposed budget amendments to the County Bridge budget
with a total decrease in fund balance of $287,542.
Health Department Administrator Fox stated that there are several line
adjustments to the time of year. He stated that there are 48 grants that have a
start date of July and they are asked to turn in their budget in June. She stated
that they have anticipated some of the changes potentially for CBIZ and
insurance.
Member Crawford stated that Administrator Fox is on top of financial issues as
much as she is in health issues and we are very lucky to have her.
Member Hopkins questioned the dental salaries. Administrator Fox stated that
the dental salaries were included in the budget again this year, but this will be
the final year they are included. She explained that if the matter is not resolved
this year, the dental salaries will be removed from the budget in anticipation of
a new Administrator taking over, as Administrator Fox will be retiring.
Member Stahl questioned the decrease in the 21st Century School program.
Administrator Fox stated that two schools closed and stated that 14 schools are
still enrolled.
On voice vote, AMENDMENT CARRIED UNANIMOUSLY
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER PROEHL, SECOND BY MEMBER STAHL to review
and recommend the Solid Waste budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER WOODROW to
review and recommend the SIPA grant budget

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER SCHMIDGALL
to make several proposed budget amendments to the SIPA budget for a
decrease in fund balance of $6,594
Administrator Fox stated that there were remaining ARPA funds available and
that this expenditure will use the remaining balance, bringing the ARPA funds to
$0.
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On voice vote, AMENDMENT CARRIED UNANIMOUSLY
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY
MOTION

MOTION BY MEMBER MILAM, SECOND BY MEMBER GLUECK to review
and recommend the Veteran’s Assistance budget

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER STAHL to
amend the Veteran’s Assistance lines 230-550-5082 (medical insurance) and
230-550-5999 (contingency) for a decrease in fund balance of $21,975
Member Graff questioned the reduction of the emergency assistance line and
questioned if this is what the board wants to do for the veterans of Tazewell
County. Veteran’s Assistance Superintendent CJ Pulcher stated that, for the last
15–20 years, the program has operated more as a subsidy program rather than
an emergency assistance program. He stated that they are transitioning toward
providing not only emergency financial assistance, but also discretionary support
services to veterans and their families, as well as representing veterans before
the U.S. Department of Veterans Affairs.
Member Graff questioned the reduction from $88,000 to $30,000 and how that
will improve emergency assistance. Superintendent Pulcher stated that he is
looking to save taxpayers dollars from fraud, waste, and abuse and applying the
emergency assistance as they see it forecasted going forward.
Member Graff stated that he would feel more comfortable leaving that fund
alone and next year it could be reevaluated.
Administrator Darcy stated that Superintendent Pulcher has worked to rewrite
the requirements and parameters in which a veteran can receive this type of
assistance. She stated that in the past, we had people using this emergency
assistance as how they paid their bills.
Superintendent Pulcher stated that they intend to give them a hand up versus a
handout. He stated they are looking at alternate resources that are already there
and available from the federal side and being able to guide them toward those
assets.
Member Crawford stated that he understands Member Graff’s hesitation,
however, he has faith in the new Administrator and would support their request.
Member Proehl stated that she believes the issue is with the interpretation of the
term. She stated that if a veteran needs emergency assistance and the budget
for that assistance is being reduced, there may be no assistance available.
However, she is hopeful that there are other alternatives available to assist
veterans in need.
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Member Stump agreed with Member Graff’s concerns and questioned if the funds
are being distributed somewhere else in the Veteran’s Assistance budget. She
stated that once you take it away, it is hard to get it back.
Superintendent Pulcher stated that there are 10 veterans who have been on
emergency rental assistance for over a decade. He stated that is not the spirit
and intent of the 330 ILCS 45. He stated that the intent is to help those that are
in arrears and default due to no fault of their own to get them to the resources
that will assist them long term.
Member Stahl questioned the increase in the legal services line. Superintendent
Pulcher stated that the $2,000 increase will barely cover the legal review of the
bylaws that were recently produced. He stated that, in the coming year, they will
be producing a Guide of Services and Eligibility Standards, which will be an 81page document that the Commission has never had. He stated that it will take an
attorney some time to review the document to ensure that they are in
compliance.
Member Glueck questioned whether, if Superintendent Pulcher were to
encounter a situation before the next budget year in which the emergency funds
were exhausted, he would come before the committee to request a transfer from
another fund so that emergency services could continue to be provided.
Administrator Darcy stated that there are contingency funds available of almost
$34,000 that is unalloted.
Member Graff questioned what the projected fund balance and Administrator
Darcy stated $378,273 after the proposed adjustments.
Member Graff stated that several members are up for reelection and that he
learned a long time ago not to “mess with the veterans” for good reason. He
stated that the committee is considering a budget that reflects a 1,400%
increase in legal fees and a 65% decrease in emergency assistance. He
requested that the budget remain as presented and be reevaluated next year.
Member Crawford questioned if they have reached out to the State’s Attorney for
assistance. Superintendent Pulcher stated that he has reached out to a Veteran
attorney who speaks MBA very fluently.
Member Hopkins stated that there are Veteran’s who have received emergency
assistance for 26 years and it is ridiculous.
On voice vote, AMENDMENT CARRIED UNANIMOUSLY
On voice vote, MOTION AS CARRIED
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Member Proehl voted nay.
MOTION

MOTION BY MEMBER SCHMIDGALL, SECOND BY MEMBER WOODROW
to review and recommend the Animal Control budget

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER STAHL to
amend the Animal Control lines 231-530-5649 (adjustments) and 231-530-5999
(contingency) for an decrease in fund balance of $15,751
On voice vote, AMENDMENT CARRIED UNANIMOUSLY
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER JOESTING, SECOND BY MEMBER CRAWFORD to
review and recommend the GIS budget
Community Development Administrator Jaclynn Workman stated that 4531 has
to do with their flyovers, their aerials. She stated that they entered into the
contract and offer other municipalities the ability to also utilize the imagery. She
stated that some municipalities pay at once and some pay over the three year
period.

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER STAHL to
amend the GIS (adjustments) lines 232-622-5049 for an decrease in fund
balance of $10,000
On voice vote, AMENDMENT CARRIED UNANIMOUSLY
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER SCHMIDGALL, SECOND BY MEMBER PROEHL to
review and recommend the Persons with Developmental Disabilities budget
Member Hopkins questioned where the funds are spent and requested a
breakdown.
On voice vote, AMENDMENT CARRIED UNANIMOUSLY
On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER WOODROW, SECOND BY MEMBER MILAM to
review and recommend the National Opioid Settlement budget
Member Stahl questioned how many years this goes on and Administrator Darcy
stated that she is unsure how many years this goes on and it will partly depend
on funds.
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On voice vote, MOTION AS CARRIED UNANIMOUSLY
MOTION

MOTION BY MEMBER SCHMIDGALL, SECOND BY MEMBER GLUECK to
review and recommend the LACTF budget
Member Milam questioned what LACTF stands for. Administrator Darcy stated
Local Assistance and Tribal Consistency Fund grant.
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER PROEHL, SECOND BY MEMBER STAHL to review
and recommend the Energy Transition Community Grant budget
Member Stahl questioned whether the funds would be forfeited if they are not
used by the end of the year. Administrator Darcy confirmed that is true.
EMA Director Dawn Cook stated that they are still waiting on funds for year three
and they have not sent out the application for year four. She stated that the
grant is supposed to go for 10 years based on the closure of the power plant.
She stated that the closure of the Powerton plan was just extended for one year.
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER JOESTING, SECOND BY MEMBER GLUECK to
review and recommend the Sheriff Grant Fund budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER MILAM to
review and recommend the Treasurer’s Automation budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER PROEHL to
review and recommend the Probation Upgrade budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER STAHL, SECOND BY MEMBER CRAWFORD to
review and recommend the Risk/Management Liability budget

MOTION

MOTION BY MEMBER CRAWFORD, SECOND BY MEMBER STAHL to
amend the Risk Management/Liability lines 252-610-5649 (adjustments) and
252-610-5999 (contingency) for a decrease in fund balance of $5,251
On voice vote, AMENDMENT CARRIED UNANIMOUSLY
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On voice vote, MOTION AS AMENDED CARRIED UNANIMOUSLY
MOTION

MOTION BY MEMBER SCHMIDGALL, SECOND BY MEMBER MILAM to
review and recommend the Drug Court Fund budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER SCHMIDGALL, SECOND BY MEMBER CRAWFORD
to review and recommend the Capital Improvement Plan budget
On voice vote, MOTION AS CARRIED UNANIMOUSLY

MOTION

MOTION BY MEMBER JOESTING, SECOND BY MEMBER CRAWFORD to
review and recommend the Recorder’s Special Document Storage budget

MOTION

MOTION BY MEMBER HARRIS, SECOND BY MEMBER STAHL to amend
the Recorder’s Special Document Storage to reduce the revenues by $100,000
and amend budget lines 320-603 (commodities) in the amount of $4,500 and
302-603 (contractual) in the amount of $83,935 for a decrease of $88,435
Chairman Harris stated that a Bellwether study went through a there was a loan
made to cover media conversion documents. He stated that that is up in March
of 2027. He stated that it was recommended that they pay it off early to save
interest and that recommendation was turned down. He stated that if this is
amendment is approved, it will reduce the fee funds from $8.30 to $1.35 per
unit. He stated that this was recommended by Bellwether.
Member Crawford stated that this has previously been discussed. He stated that
he agreed with County Clerk Ackerman regarding the need for program,
however, he did not agree with the County Clerk’s decision to stretch out the
payments which resulted in the County paying more money.
Chairman Harris stated that there is $593,000 in the fund balance and they owe
$96,000 to be paid off by March.
Member Crawford requested an explanation from County Clerk Ackerman as to
why he did not pay off the loan when Bellwether recommended it.
County Clerk Ackerman stated that fees cannot be reduced until a new fee study
is conducted and he has not been authorized to have a new fee study
performed. He stated the committee does not have the authority to earmark
cuts, you just approve the revenue that is spent from the account. He stated that
he will take a look at the payment of loan and get back to the committee. He
stated that if there are cuts to contractual, the Fidler contract will have to be
paid from the general fund as opposed to the fee fund.
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Member Crawford stated that he would not recommend paying Fidler from the
general fund and it would need to be paid from the special revenue fund for
obvious reasons.
County Clerk Ackerman did state that the last payment is getting ready to be
sent out and the loan will be paid off.
Chief Deputy Dan Sullivan stated that by the time of the end of FY26, the loan
will be paid off. He stated that if someone would have asked that question, he
could have provided that information.
County Clerk Ackerman stated that without a fee study, reducing the revenue will
just retain money into that account as it does not automatically move. He stated
that after the fee study, a new fee schedule will need to be approved by the
board.
Member Crawford stated that it would be make sense to do a countywide fee
study as opposed to each department.
Member Crawford questioned if there is a timeline for a fee study. Administrator
Darcy stated that this recommendation is based off the last Bellwether fee study
which was done in September of 2023. She stated that in the study it said “at
the completion of all payments for the scanning project, the document storage
portion of the fee could be reduced by $8.40”.
County Clerk Ackerman stated that since then, new fees have been added to the
office so things are not considered in the 2023 study.
Chairman Harris stated that the fee increase was just to cover that one project.
Administratory Darcy stated that the Recorder’s fee fund, fund 320, has under
contractual enough money to pay Fidler. She stated that the amount reduced is
solely the amount that is attributable to the payments that are made quarterly
for media conversion.
Member Graff stated that he was highly involved in the establishment of these
funds and simply reducing the revenue line by $100,000 is not going to stop the
revenue. He stated that we would need to reevaluate the fees and take action to
readjust those fees. He questioned if this was the plan. Chairman Harris
confirmed that the plan is to reevaluate the fees.
On voice vote, AMENDMENT CARRIED UNANIMOUSLY
On voice vote, MOTION AS CARRIED UNANIMOUSLY

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F-26-15

MOTION BY MEMBER SCHMIDGALL, SECOND BY MEMBER STAHL to
recommend to decline Property Tax Recapture
Administrator Mindy Darcy stated that this Resolution is passed every year. She
stated that as there becomes corrections to property tax bills, that can decrease
the amount of the levy which is available to be disbursed. She stated that this
Resolution states that we pass on having that made up in the next year.
Member Graff stated that this came up about five years ago by Governor
Pritzker. He stated that if we do not approve this, we double tax our citizens to
make up for the certificate or errors.
Treasurer Clark stated that it is not an error on the tax bill for her office or the
Assessment office, it is after people come in and apply for exemptions that they
are qualified for which reduces their tax bill which withholds the money from the
levy.
Administrator Darcy stated that she misspoke for Fund 235 – opioid fund. She
stated that fund receives money from class action lawsuits that are related to
opioids and pharmaceutical companies and pharmacys pay into that. She stated
that the funds are used for drug treatment or mitigation of some sort. She stated
that they are currently expecting $1,900,000 through 2038.
On voice vote, MOTION AS CARRIED UNANIMOUSLY
Chairman Harris stated that the meeting on September 21, 2026 will not be
needed. He stated that the tentative budget meeting is scheduled for Monday,
October 5, 2026.

RECESS

Chairman Harris recessed the meeting at 4:44 p.m.
(transcribed by S. Gullette)

10
17

COMMITTEE REPORT

F-26-16

Mr. Chairman and Members of the Tazewell County Board:
Your Finance Committee has considered the following RESOLUTION and recommends
that it be adopted by the Board:
--------------------------------------------------------------------------------------------------------------------RESOLUTION
WHEREAS, the County’s Finance Committee recommends to the County Board to
authorize the following FY26 General Fund budget transfer for the Supervisor of
Assessments Office:
•

Transfer $452.00 from the Conference/Class Registration expense line budget
(100-620-5400) to the Publication/Advertising Services expense line budget
(100-620-5203)

WHEREAS, the transfer of funds is to account for the cost of the newspaper publication
of 2026 property assessments.
THEREFORE BE IT RESOLVED that the County Board approve the transfer of funds.
BE IT FURTHER RESOLVED that the County Clerk notifies the County Board Office,
Supervisor of Assessments, Finance Office, the Treasurer, and the Auditor of this action.
PASSED THIS 30th DAY OF SEPTEMBER, 2026.
ATTEST:

________________________________
Tazewell County Clerk

________________________________
Tazewell County Board Chairman

18

TAZEWELL COUNTY SUPERVISOR OF ASSESSMENTS
Nicole J ones, Chief County Assessment Officer
11 South Fourth Street
McKenzie Building, Suite 410
Pekin, Illinois 6 1554-420 6
Phone: (30 9 ) 477-2275

TO:

Chairman Harris and Finance Committee

FROM:

Nicole Jones, CCAO

DATE:

September 22, 2026

SUBJECT:

Line-Item Transfer Request for Supervisor of Assessments Office
I respectfully request the following transfer within the Supervisor of
Assessments Budget for FY 26:
$452.00 Conf/Class Registration #100-620-5400 to
Publication/Advertising Services #100-620-5203.
The transfer of funds is to account for the additional cost for our 2026
publication.
Thank you for your consideration. Please feel free to contact me at
your convenience if you have further questions.
NJ

19

COMMITTEE REPORT

F-26-18

Mr. Chairman and Members of the Tazewell County Board:
Your Finance Committee has considered the following RESOLUTION and recommends
that it be adopted by the Board:
--------------------------------------------------------------------------------------------------------------------RESOLUTION
WHEREAS, the County’s Finance Committee recommends to the County Board to
authorize the following FY26 budget transfers between expense lines for the Veteran’s
Assistance Commission Fund:
•
•

$600.00 from Indigent Burial expense line budget (230-550-5278) to the
Emergency Assistance expense line budget (230-550-5280
$800.00 from the Business Mileage expense line budget (230-550-5454) to the
Emergency Assistance expense line budget (230-550-5280); and

WHEREAS, the Veteran’s Assistance Commission has received donations totaling
$1,020.00 in FY26 year-to-date; and
WHEREAS, the County’s Finance Committee recommends to the County Board to
authorize the recognition of an increase in available expenditure funds and revenues
within the Veteran’s Assistance Commission’s FY26 budget as shown below:
Revenues:
230-550-4711 – Donations

$1,020.00

Expenses:
230-550-5100 – Office Equipment
230-550-5280 – Emergency Assistance

$500.00
$520.00; and

WHEREAS, this action does not represent an additional appropriation of funds but solely
represents recognizing the increase of available expenditure funds within the Veteran’s
Assistance Commission’s budget as the result of donations as well as a corresponding
increase in the revenue budget; and
WHEREAS, the budget transfers will allow the Veteran’s Assistance Commission to
procure a banner and tablecloth which will be utilized when participating in community
events (Marigold Festival, Pumpkin Festival, TAZFEST, Goodwill Stand Down, etc.) and
provide an additional $1,920.00 towards emergency assistance for the remaining two
months of FY26 to accommodate the legacy rental assistance program.
THEREFORE BE IT RESOLVED that the County Board approve the budget transfers as
detailed above.

20

BE IT FURTHER RESOLVED that the County Clerk notifies the County Board Office, the
Treasurer, Veteran’s Assistance Commission, Finance Director, and the Auditor of these
actions.
PASSED THIS 30th DAY OF SEPTEMBER, 2026.
ATTEST:

________________________________
Tazewell County Clerk

________________________________
Tazewell County Board Chairman

21

F-26-19
COMMITTEE REPORT
Mr. Chairman and Members of the Tazewell County Board:
Your Finance Committee has considered the following RESOLUTION and recommends
that it be adopted by the Board:

-----------------------------------------------------------------------------------------------------------------RESOLUTION
WHEREAS, the County’s Finance Committee recommends approval of a three-year
service agreement with Tyler Technologies, Inc., for Enterprise Supervision software to
be used by Court Services; and
WHEREAS, Sourcewell is cooperative purchasing program created by the state of
Minnesota and is authorized for use by participating government and education entities
across the United States to streamline the procurement process; and
WHEREAS, the County is a member of the Sourcewell cooperative purchasing program
which establishes contracts for a variety of products and services through public and
competitive solicitations and permits member governments to purchase products and
services through those awarded contracts; and
WHEREAS, the proposal is through Sourcewell, Contract #060624-TTI; and
WHEREAS, the total fixed professional services or one-time project implementation cost
is $53,160 plus budgeted travel of $4,280. Annual license fees net the Sourcewell
discount of ten percent is $89,964 for year one, $96,352 for year two, and $99,185 for
year three. There is an allowance of up to $8,400 for customized reporting as needed.
THEREFORE, BE IT RESOLVED that the County Board approves this recommendation.
BE IT FURTHER RESOLVED that the County Clerk notifies the County Board Office,
Finance Director, Director of Court Services, and the Auditor of this action.
PASSED THIS 30th DAY OF SEPTEMBER 2026
ATTEST:

________________________________
County Clerk

________________________________
County Board Chairman

22

SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client.
WHEREAS, Client is a member of Sourcewell (formerly known as National Joint Powers Alliance)
(“Sourcewell”) under member number 28590;
WHEREAS, Tyler participated in the competitive bid process in response to Sourcewell RFP #060624 by
submitting a proposal, on which Sourcewell awarded Tyler a Sourcewell contract, numbered 060624-TTI
(hereinafter, the “Sourcewell Contract”);
WHEREAS, documentation of the Sourcewell competitive bid process, as well as Tyler’s contract with
and pricing information for Sourcewell is available at https://www.sourcewell-mn.gov/cooperative
purchasing/060624-tti; and
WHEREAS, Client desires to purchase off the Sourcewell Contract to procure Enterprise Supervision
software functionality from Tyler, which Tyler agrees to deliver pursuant to the Sourcewell Contract and
under the terms and conditions set forth below.
NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth
in this Agreement, Tyler and Client agree as follows:
SECTION A – DEFINITIONS
• “Agreement” means this Software as a Service Agreement.
• “Business Travel Policy” means our business travel policy. Our current Business Travel Policy is
available here: https://www.tylertech.com/portals/0/terms/Tyler-Business-Travel-Policy.pdf.
• “Client” means the party indicated on the signature block or, in the absence of a signature
block, the Investment Summary.
• “Data” means your data necessary to use the Tyler Software.
• “Data Storage Capacity” means the contracted amount of storage capacity for your Data, if any,
identified in the Investment Summary.
• “Defect” means a failure of the Tyler Software to substantially conform to the functional
descriptions set forth in our written proposal to you (or the Documentation in the absence of a
written proposal), or their functional equivalent. Future functionality may be updated,
modified, or otherwise enhanced through our maintenance and support services, and the
governing functional descriptions for such future functionality will be set forth in our thencurrent Documentation.
• “Defined Users” means the number of users, if any, that are identified in the Investment
Summary.
• “Developer” means a third party who owns the intellectual property rights to a Third-Party
Product.
• “Documentation” means any online or written documentation related to the use or

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23

•

•
•
•
•
•
•

•
•

•
•
•
•
•
•
•
•
•

functionality of the Tyler Software that we provide or otherwise make available to you, including
instructions, user guides, manuals and other training or self-help documentation.
“Effective Date” means the date by which both your and our authorized representatives have
signed the Agreement. Notwithstanding the foregoing, if these terms are linked from an Order
Form, the Effective Date is the date your authorized representative signed the Order Form.
“Force Majeure” means an event beyond the reasonable control of you or us, including, without
limitation, governmental action, war, riot or civil commotion, fire, natural disaster, or any other
cause that could not with reasonable diligence be foreseen or prevented by you or us.
“Investment Summary” means the agreed upon cost proposal for the products and services
attached as Exhibit A.
“Order Form” means an ordering document that includes a quote or investment summary and
specifies the items to be provided by Tyler to Client, including any addenda and supplements
thereto.
“Professional Services” means those services provided by Tyler or a third party related to the
scope of this Agreement and identified in the Investment Summary.
“SaaS Fees” means the fees for the SaaS Services identified in the Investment Summary.
“SaaS Services” means software as a service consisting of system administration, system
management, and system monitoring activities that Tyler performs for the Tyler Software and
includes the right to access and use the Tyler Software, receive maintenance and support on the
Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and
archiving. SaaS Services do not include support of an operating system or hardware, support
outside of our normal business hours, or training, consulting, or other professional services.
“SLA” means the service level agreement. A copy of our current SLA is attached hereto as
Exhibit C.
“Statement of Work” means the industry standard implementation plan describing how our
professional services will be provided to implement the Tyler Software and outlining your and
our roles and responsibilities in connection with that implementation. The Statement of Work is
attached as Exhibit E.
“Support Call Process” means the support call process applicable to all our customers who have
a right to use the Tyler Software. Our current Support Call Process is available here:
https://www.tylertech.com/portals/0/terms/Tyler-Support-Call-Process.pdf.
“Third-Party Hardware” means the third-party hardware, if any, identified in the Investment
Summary.
“Third-Party Products” means the Third-Party Software and Third-Party Hardware.
“Third-Party SaaS Services” means software as a service provided by a third party, if any,
identified in the Investment Summary.
“Third-Party Services” means the third-party services, if any, identified in the Investment
Summary.
“Third-Party Software” means the third-party software, if any, identified in the Investment
Summary or included with the Tyler Software.
“Third-Party Terms” means the end user license agreement(s) or other terms, if any, for the
Third-Party Products or other parties’ products or services, as applicable, and attached or
indicated at Exhibit D.
“Tyler” means Tyler Technologies, Inc., a Delaware corporation.
“Tyler Software” means our proprietary software, including any integrations, custom
modifications, and/or other related interfaces identified in the Investment Summary and

2

24

•
•

licensed by us to you through this Agreement.
“we,” “us,” “our” and similar terms mean Tyler.
“you” and similar terms mean Client.

SECTION B – SAAS SERVICES
1. Rights Granted. We grant to you the non-exclusive, non-assignable limited right to use the SaaS
Services solely for your governmental purposes, subject to any limits for Defined Users or Data
Storage Capacity. You may add additional users or additional data storage capacity on the terms set
forth in this Agreement. In the event you regularly and/or meaningfully exceed the Defined Users or
Data Storage Capacity, we reserve the right to charge you additional fees commensurate with the
overage(s). You acknowledge that we have no obligation to ship copies of the Tyler Software as
part of the SaaS Services. Your right to use the SaaS Services applies to releases provided as part of
our Maintenance and Support Services as further detailed in this Agreement.
2. Ownership.
2.1. We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software,
and anything developed by us under this Agreement. You do not acquire under this Agreement
any license to use the Tyler Software in excess of the scope and/or duration of the SaaS Services.
2.2. The Documentation is licensed to you and may be used and copied by your employees for
internal, non-commercial reference purposes only.
3. Data.
3.1. You retain all ownership and intellectual property rights to the Data. You expressly recognize
that except to the extent necessary to fulfill our obligations contained in this Agreement, we do
not create or endorse any Data used in connection with the SaaS Services.
3.2. You expressly grant to us a limited, non-exclusive license to access, copy, transmit, download,
display, and reproduce your Data to provide services pursuant to this Agreement. Additionally,
you agree that Tyler may use deidentified Data for Client or third-party demonstrative or
training purposes.
3.3. Our access to and use of your Data necessary to use the Tyler Software or SaaS Services will
comply with applicable provisions of our Privacy Statement (available at
https://www.tylertech.com/privacy) and applicable law.
3.4. Data Breach Notification. Tyler will provide notice of a breach of Client Data in accordance with
applicable state and federal data breach notification laws.
4. Restrictions.
4.1. You may not:
4.1.1. make the Tyler Software or Documentation resulting from the SaaS Services available in
any manner to any third party for use in the third party’s business operations;
4.1.2. modify, make derivative works of, disassemble, reverse compile, or reverse engineer
any part of the SaaS Services;
4.1.3. access or use the SaaS Services to build or support, and/or assist a third party in building
or supporting, products or services competitive to us; or
4.1.4. license, sell, rent, lease, transfer, assign, distribute, display, host, outsource, disclose,
permit timesharing or service bureau use, or otherwise commercially exploit or make

3

25

the SaaS Services, Tyler Software, or Documentation available to any third party other
than as expressly permitted by this Agreement.
4.1.5. Notwithstanding anything to the contrary in this Section 4.1, you may disclose, with our
written consent, not to be unreasonably withheld, the Tyler Software, SaaS Services, or
Documentation to a third party you consult with regarding the implementation or use of
the Tyler Software and SaaS Services. You must ensure that any such third-party’s use
is subject to the terms of this Agreement, and you acknowledge and agree that you are
liable for any breach of the terms of this Agreement by such third party.
5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the
term of this Agreement. If the Tyler Software does not perform as warranted, we will use all
reasonable efforts, consistent with industry standards, to cure the Defect in accordance with our
then-current Support Call Process.
6. SaaS Services.
6.1. Audit & Compliance. Our SaaS Services are audited at least yearly in accordance with the
AICPA’s Statement on Standards for Attestation Engagements (“SSAE”) No. 21. We have
attained, and will maintain, SOC 1 and SOC 2 compliance, or their equivalent, for so long as you
are timely paying for SaaS Services. The foregoing notwithstanding, you acknowledge that the
scope of audit coverage varies depending on the specific Tyler Software solution. We will
provide you with a summary of our current compliance report(s) or its equivalent, upon your
request. For the avoidance of doubt, if our SaaS Services are provided using a third-party data
center, the compliance report may be for that third-party provider and be subject to
confidential treatment in accordance with applicable law. If you want us to provide our
compliance reports to a third-party auditor or similar entity, we reserve the right to require
execution of an NDA by that third party.
6.2. Service Levels. The Tyler Software will be made available to you according to the terms of the
SLA. Tyler SaaS Services will be provided via a third-party data center. Your Data will be
inaccessible to our other customers.
6.3. Business Continuity. Data centers used to deliver SaaS Services for this Agreement have
redundant telecommunications access, electrical power, and the required hardware to provide
access to the SaaS Services in the event of a disaster or component failure. We test our disaster
recovery plan on an annual basis. The plan is not client specific and is detailed in Tyler’s System
& Organization Control reports or their equivalent. In the event of a data center failure, we
reserve the right to employ our disaster recovery plan for resumption of the SaaS Services. In
that event, we commit to a Recovery Point Objective (“RPO”) of 24 hours and a Recovery Time
Objective (“RTO”) of 24 hours. RPO represents the maximum duration of time between the
most recent recoverable copy of your hosted Data and subsequent data center failure. RTO
represents the maximum duration of time following data center failure within which your access
to the Tyler Software must be restored. If we employ our disaster recovery plan, we will be
responsible for restoring your Data and ensuring that the SaaS Services are online, and you will
be responsible for validating your Data and confirming the functioning of the SaaS Services,
including any integrations.
6.4. Security Measures. We provide secure Data transmission paths between your devices and the
data center used to provide SaaS Services to you. Data centers used to provide SaaS Services
are accessible only by authorized personnel with a unique key entry or comparable security.
We conduct annual penetration testing of either the production network and/or web

4

26

application to be performed. We will maintain industry standard intrusion detection and
prevention systems to monitor malicious activity in the network and to log and block any such
activity. You may not attempt to bypass or subvert security restrictions in the SaaS Services or
environments related to the Tyler Software. Unauthorized attempts to access files, passwords,
or other confidential information, and vulnerability and penetration test scanning of our
network and systems (hosted or otherwise) are prohibited. Where applicable with respect to
our applications that take or process card payment data, we comply with applicable
requirements of PCI DSS. We agree to supply the then-current status of our PCI DSS compliance
program in the form of an official Attestation of Compliance, which can be found at
https://www.tylertech.com/about-us/compliance and, in the event of any change in our status,
we will comply with applicable notice requirements.
SECTION C – PROFESSIONAL SERVICES
1. Professional Services. We will provide you the various implementation-related services itemized in
the Investment Summary and if applicable, described in the Statement of Work.
2. Professional Services Fees. You agree to pay us the services fees in the amounts set forth in the
Investment Summary. Those amounts are payable in accordance with Exhibit B.
3. Additional Services. The Investment Summary contains, and the Statement of Work describes, the
scope of services and related costs (including programming and/or interface estimates) required for
the project based on our understanding of the specifications you supplied. If additional work is
required, or if you use or request additional services, we will provide you with an addendum or
change order, as applicable, outlining the costs for the additional work. The price quotes in the
addendum or change order will be valid for thirty (30) days from the date of the quote.
4. Cancellation. If you cancel services less than four (4) weeks in advance (other than for Force
Majeure or breach by us), you will be liable for all (i) daily fees associated with cancelled
professional services if we are unable to reassign our personnel and (ii) any non-refundable travel
expenses already incurred by us on your behalf. We will make all reasonable efforts to reassign
personnel in the event you cancel within four (4) weeks of scheduled commitments.
5. Services Warranty. We will perform services in a professional, workmanlike manner, consistent with
industry standards. In the event we provide services that do not conform to this warranty, we will
re-perform such services at no additional cost to you.
6. Site Access and Requirements. At no cost to us, you agree to provide us with reasonable access to
your personnel, facilities, and equipment as may be reasonably necessary for us to provide
implementation services, subject to any reasonable security protocols or other written policies
provided to us as of the Effective Date, and thereafter as mutually agreed to by you and us.
7. Background Checks. All of our employees undergo criminal background checks prior to hire. All
employees sign our confidentiality agreement and security policies.
8. Client Assistance. You acknowledge that the implementation of the Tyler Software is a cooperative
process requiring the time and resources of your personnel. You certify that you will use reasonable

5

27

efforts to cooperate with us and make your resources available for the performance of the
Agreement in accordance with its terms and the mutually agreed project schedule. Additionally,
you agree to use all reasonable efforts to cooperate with and assist us as may be reasonably
required to support the efficient execution of the activities required for this Agreement.
Accordingly, you will provide notice of any known inability to timely meet a project commitment so
that appropriate project adjustments can be made. We will not be liable for failure to meet any
project deadlines or milestones when such failure is due to Force Majeure or to the failure by you to
comply with the requirements of this paragraph.
9. Maintenance and Support Services.
9.1. For the duration of this Agreement, consistent with the terms set forth in our then-current
Support Call Process, we will:
9.1.1. perform our maintenance and support obligations in a professional and workmanlike
manner, consistent with industry standards, to provide support and resolve Defects in
the Tyler Software (subject to any applicable release life cycle policy);
9.1.2. provide telephone support during our established support hours as indicated in our
then-current Support Call Process;
9.1.3. maintain personnel that are sufficiently trained to be familiar with the Tyler Software
and Third-Party Software, if any, in order to provide maintenance and support services;
9.1.4. provide releases to the Tyler Software (including updates and enhancements) that we
make generally available without additional charge to customers with a current SaaS
Agreement.
9.2. Your use of Tyler Software or SaaS Services requires that you remain current with supported
releases of Tyler Software as indicated in any applicable release lifecycle policy. Our warranty
and support commitments are contingent upon you using a supported version of the Tyler
Software. Tyler may require you to update to a current version of the Tyler Software to address
a critical issue (for example, to address an identified security vulnerability in the Tyler Software
or a third-party component). Tyler will use commercially reasonable efforts to (i) minimize the
number of such instances and (ii) provide as much advance notice as possible.
9.3. We will use all reasonable efforts to perform support services remotely. We reserve the right to
use secure third-party connectivity tools to deliver maintenance and support services. We also
reserve the right to collect Tyler Software or SaaS Services telemetry for product evaluation,
quality assurance, and security monitoring and enhancement purposes. You agree to
reasonably cooperate with us in providing access to your environments and Data for the
purposes of providing maintenance and support services and acknowledge that our warranty,
support, and service level obligations under this Agreement are contingent upon receiving
reasonable access to your Data and systems.
9.4. For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support;
(b) application design; (c) other consulting services; or (d) telephone support outside our normal
business hours as listed in our then-current Support Call Process.
SECTION D – THIRD-PARTY PRODUCTS
1. Third-Party Hardware. We will sell and deliver any Third-Party Hardware set forth in the Investment
Summary for the price indicated therein. Unless otherwise indicated, installation of Third-Party

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Hardware will be performed by Tyler or identified third party installers.
2. Third-Party Software. Your rights under this Agreement may include rights to certain Third-Party
Software. We certify that we have acquired the right to provide the Third-Party Software to you.
Your rights to the Third-Party Software will be governed by the Third-Party Terms and, in the
absence of such terms, this Agreement.
3. Third Party Products Warranties.
3.1 We are authorized by each Developer or its authorized reseller to sell or grant access, as
applicable, to the Third-Party Products.
3.2 Unless otherwise expressly indicated, Third-Party Hardware will be new and unused. You will
receive free and clear title to the Third-Party Hardware you purchase upon your payment in full
of the purchase price.
3.3 You acknowledge that we are not the manufacturer of Third-Party Products. We do not warrant
or guarantee the performance of the Third-Party Products. However, we grant and pass
through to you any warranty that we may receive from the Developer or supplier of the ThirdParty Products.
4. Third-Party Services. If you have purchased Third-Party Services, those services will be provided
independently of Tyler by such third party at the rates set forth in the Investment Summary and in
accordance with Exhibit B.
SECTION E – TERM AND TERMINATION
1. Term. The initial term of this Agreement is three (3) years from the first day of the first month
following the Effective Date. Upon expiration of the initial term, this Agreement will renew
automatically for additional one (1) year renewal terms at our then-current SaaS Fees unless
terminated in writing by either party at least sixty (60) days prior to the end of the then-current
renewal term. Your right to access or use the Tyler Software and the SaaS Services will terminate at
the end of this Agreement.
2. Termination. This Agreement may be terminated as set forth below. In the event of termination,
you will pay us for all undisputed fees and expenses related to the software, products, and/or
services you have received, or we have incurred or delivered, prior to the effective date of
termination. Disputed fees and expenses in all terminations other than your termination for cause
must have been submitted as invoice disputes in accordance with Section G(2).
2.1. Failure to Pay Fees. You acknowledge that continued access to the SaaS Services is contingent
upon your timely payment of fees. We may terminate this Agreement if you do not cure a
failure to pay within sixty (60) days of our notice to you that you have overdue payments.
2.2. For Cause. If you believe we have materially breached this Agreement, you will invoke the
Dispute Resolution clause set forth in Section G(2). You may terminate this Agreement for cause
after following the procedures set forth in Section G(2).
2.3. Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event
suspends performance of the SaaS Services for a period of forty-five (45) days or more.
2.4. Lack of Appropriations. If you should not appropriate or otherwise make available funds
sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty
(30) days written notice to us. You will not be entitled to a refund or offset of previously paid,

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but unused SaaS Fees. You agree not to use termination for lack of appropriations as a
substitute for termination for convenience.
SECTION F – INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE
1. Intellectual Property Infringement Indemnification.
1.1. We will defend you against any third-party claim(s) that the Tyler Software or Documentation
infringes that third-party’s patent, copyright, or trademark, or misappropriates its trade secrets,
and will pay the amount of any resulting adverse final judgment (or settlement to which we
consent). You must notify us promptly in writing of the claim and give us sole control over its
defense or settlement. You agree to provide us with reasonable assistance, cooperation, and
information in defending the claim at our expense.
1.2. Our obligations under this Section F(1) will not apply to the extent the claim or adverse final
judgment is based on your use of the Tyler Software in contradiction of this Agreement,
including with non-licensed third parties.
1.3. If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software
is enjoined by a court of competent jurisdiction, in addition to paying any adverse final
judgment (or settlement to which we consent), we will, at our option, either:
1.3.1. procure the right to continue its use;
1.3.2. modify it to make it non-infringing; or
1.3.3. replace it with a functional equivalent.
We may elect to employ these remedies in advance of litigation if we receive information
concerning an infringement or misappropriation claim.
1.4. This section provides your exclusive remedy for third-party copyright, patent, or trademark
infringement and trade secret misappropriation claims.
2. General Indemnification.
2.1. We will indemnify and hold harmless you and your agents, officials, and employees from and
against any and all third-party claims, losses, liabilities, damages, costs, and expenses (including
reasonable attorney's fees and costs) for (i) personal injury, death, or damage to tangible
property, all to the extent caused by our negligence or willful misconduct; or (ii) our violation of
law applicable to our performance under this Agreement. You must notify us promptly in
writing of the claim and give us sole control over its defense or settlement. You agree to
provide us with reasonable assistance, cooperation, and information in defending the claim at
our expense.
2.2. To the extent permitted by applicable law, you will indemnify and hold harmless us and our
agents, officials, and employees from and against any and all third-party claims, losses,
liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for (i)
personal injury, death, or damage to tangible property, all to the extent caused by your
negligence or willful misconduct; or (ii) your violation of a law applicable to your performance
under this Agreement. We will notify you promptly in writing of the claim and will give you sole
control over its defense or settlement. We agree to provide you with reasonable assistance,
cooperation, and information in defending the claim at your expense.
3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO
THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER
WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT

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NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE. CLIENT UNDERSTANDS AND AGREES THAT TYLER
DISCLAIMS ANY LIABILITY FOR ERRORS THAT RELATE TO USER ERROR.
4. LIMITATION OF LIABILITY. NOTWITHSTANDING ANYTHING TO THE CONTRARY SET FORTH IN THIS
AGREEMENT, OUR LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER BASED
ON A THEORY OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE
LIMITED TO YOUR ACTUAL DIRECT DAMAGES, NOT TO EXCEED (i) DURING THE INITIAL TERM, AS
SET FORTH IN SECTION E(1), TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (ii) DURING ANY
RENEWAL TERM, THE THEN-CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. THE
PARTIES ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS AGREEMENT ARE SET
IN RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE MAXIMUM EXTENT ALLOWED
UNDER APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH SHALL APPLY
REGARDLESS OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE FOREGOING
LIMITATION OF LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS F(1) AND
F(2).
5. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,
IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR
CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY
OF SUCH DAMAGES.
6. Insurance. During the course of performing services under this Agreement, we agree to maintain
the following levels of insurance: (i) Commercial General Liability of at least $1,000,000 per
occurrence and $2,000,000 aggregate; (ii) Automobile Liability of $1,000,000 combined single limit;
(iii) Professional Liability (inclusive of cyber protection) of $1,000,000 per claim and in the aggregate;
(iv) Workers Compensation complying with applicable statutory requirements; and (v)
Excess/Umbrella Liability of $5,000,000. We will add you as an additional insured to our Commercial
General Liability and Automobile Liability policies, which will automatically add you as an additional
insured to our Excess/Umbrella Liability policy as well. We will provide you with copies of
certificates of insurance upon your written request.
SECTION G – GENERAL TERMS AND CONDITIONS
1. Additional Products and Services. You may purchase additional products and services at the rates
set forth in the Investment Summary for twelve (12) months from the Effective Date by executing a
mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12)
months have expired, you may purchase additional products and services at our then-current
pricing, also by executing a mutually agreed addendum. The terms of this Agreement will control
any such additional purchase(s), unless otherwise specifically provided in the addendum.
2. Performance Issues and Dispute Resolution.
2.1. Notice. You agree to provide us with written notice within thirty (30) days of receipt of an
invoice (for invoice disputes) or, in the case of performance, becoming aware of an issue related
to our performance under this Agreement.
2.2. Invoice Issues.

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2.2.1. If the issue relates to an invoice, your notice must include the following: (i) the issue(s)
with the invoice; (ii) the specific fee(s) at issue; and (iii) the corrective action(s) you are
requesting of Tyler.
2.2.2. We will provide a response to your notice that (i) supports the validity of the invoice as
issued by us; (ii) adjusts the invoice; or (iii) describes our plan to address the issues
identified in your notice.
2.2.3. You agree to pay all undisputed fees by the due date. You acknowledge that you forfeit
your right to dispute any fees under this Agreement when you fail to pay undisputed
fees within sixty (60) days of our notice that the fees are overdue.
2.2.4. In addition to any other remedies available to us under this Agreement or law for nonpayment, we reserve the right to recover from you our reasonable costs of collection
associated with your failure to timely pay amounts due under this Agreement.
2.2.5. WE RESERVE THE RIGHT TO SUSPEND PERFORMANCE OF ANY SERVICE, INCLUDING
ACCESS TO SAAS SERVICES, FOR FAILURE TO TIMELY PAY UNDISPUTED FEES FIFTEEN (15)
DAYS FOLLOWING OUR NOTICE OF INTENT TO DO SO.
2.3. Dispute Resolution. You agree to cooperate with us in trying to reasonably resolve all disputes,
including, if requested by either party, appointing a senior representative to meet and engage in
good faith negotiations with our appointed senior representative. Senior representatives will
convene within thirty (30) days of the written dispute notice, unless otherwise agreed. All
meetings and discussions between senior representatives will be deemed confidential
settlement discussions not subject to disclosure under Federal Rule of Evidence 408 or any
similar applicable state rule. If we fail to resolve the dispute, then the parties shall participate in
mediation in an effort to resolve the dispute. If the dispute remains unresolved after mediation,
then either of us may assert our respective rights and remedies in a court of competent
jurisdiction. Nothing in this section shall prevent you or us from seeking necessary injunctive
relief during the dispute resolution procedures.
3. Taxes. The fees in the Investment Summary do not include any taxes, including, without limitation,
sales, use, or excise tax. If you are a tax-exempt entity, you agree to provide us with a tax-exempt
certificate. Otherwise, we will pay all applicable taxes to the proper authorities, and you will
reimburse us for such taxes. If you have a valid direct-pay permit, you agree to provide us with a
copy. For clarity, we are responsible for paying our income taxes, both federal and state, as
applicable, arising from our performance of this Agreement.
4. Nondiscrimination. We will not discriminate against any employee or applicant in our employment
practices or the performance of our duties, responsibilities, and obligations under this Agreement
because of race, color, religion, gender, age, disability, religious beliefs, national, or ethnic origin.
We will post, where appropriate, all notices related to nondiscrimination as may be required by
applicable law.
5. E-Verify. We use the U.S. Department of Homeland Security’s E-Verify system to confirm the
eligibility of all current employees and persons hired during the contract term to perform services
within the United States under this Agreement.
6. Subcontractors. We will not subcontract any Professional Services specifically for this Agreement
without your prior written consent, not to be unreasonably withheld.

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7. Binding Effect; No Assignment. This Agreement shall be binding on, and shall be for the benefit of,
either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement
without the prior written consent of the other party; provided, however, your consent is not
required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or
purchase of substantially all of our assets.
8. Force Majeure. Except for your payment obligations, neither party will be liable for delays in
performing its obligations under this Agreement to the extent that the delay is caused by Force
Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the
party whose performance is delayed provides the other party with written notice explaining the
cause and extent thereof, as well as a request for a reasonable time extension equal to the
estimated duration of the Force Majeure event.
9. No Intended Third-Party Beneficiaries. This Agreement is entered into solely for the benefit of you
and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have
the right to make any claim or assert any right under this Agreement. This provision does not affect
the rights of third parties under any Third-Party Terms.
10. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and
us with respect to the subject matter hereof, and supersedes any prior agreements, understandings,
and representations, whether written, oral, expressed, or implied. Purchase orders submitted by
you, if any, are for your internal administrative purposes only, and the terms and conditions
contained in those purchase orders will have no force or effect. This Agreement may only be
modified in writing, signed by an authorized representative of the party against whom enforcement
is sought.
11. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the
remainder of this Agreement will be considered valid and enforceable to the fullest extent
permitted by law.
12. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced
by either party, such non-enforcement will not act as or be deemed to act as a waiver or
modification of this Agreement, nor will such non-enforcement prevent such party from enforcing
each and every term of this Agreement thereafter.
13. Independent Contractor. We are an independent contractor for all purposes under this Agreement.
14. Notices. All notices or communications required or permitted as a part of this Agreement, such as
notice of an alleged material breach for a termination for cause or a dispute that must be submitted
to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the
following: (i) actual receipt by the receiving party; or (ii) five (5) days following deposit with
registered or certified mail with proper postage affixed and addressed to the other party at the
address set forth in this Agreement or such other address as the party may have designated by
proper notice. The consequences for the failure to receive a notice due to improper notification by
the intended receiving party of a change in address will be borne by the intended receiving party.
15. Client Lists. You agree that we may identify you by name in client lists, marketing presentations, and

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promotional materials.
16. Confidentiality. Both parties recognize that their respective employees and agents, in the course of
performance of this Agreement, may be exposed to confidential information and that disclosure of
such information could violate rights to private individuals and entities, including the parties.
Confidential information is nonpublic information that a reasonable person would believe to be
confidential and includes, without limitation, personal identifying information (e.g., social security
numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will
not disclose any confidential information of the other party and further agrees to take all reasonable
and appropriate action to prevent such disclosure by its employees or agents. The confidentiality
covenants contained herein will survive the termination or cancellation of this Agreement. This
obligation of confidentiality will not apply to information that:
i.
is in the public domain, either at the time of disclosure or afterwards, except by breach of
this Agreement by a party or its employees or agents;
ii.
a party can establish by reasonable proof was in that party's possession at the time of initial
disclosure;
iii.
a party receives from a third party who has a right to disclose it to the receiving party; or
iv.
is the subject of a legitimate disclosure request under the open records laws or similar
applicable public disclosure laws governing this Agreement; provided, however, that in the
event you receive an open records or other similar applicable request, you will give us
prompt notice and otherwise perform the functions required by applicable law.
17. Business License. In the event a local business license is required for us to perform services
hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact
information so that we may timely obtain such license.
18. Governing Law. This Agreement will be governed by and construed in accordance with the laws of
your state or commonwealth of domicile, without regard to its rules on conflicts of law.
19. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple
originals, any of which will be independently treated as an original document. Any electronic, faxed,
scanned, photocopied, or similarly reproduced signature on this Agreement or any amendment
hereto will be deemed an original signature and will be fully enforceable as if an original signature.
Each party represents to the other that the signatory set forth below is duly authorized to bind that
party to this Agreement.
20. Cooperative Procurement. To the maximum extent permitted by applicable law, we agree that this
Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. In such
cases, we reserve the right to negotiate and customize the terms and conditions set forth herein,
including but not limited to pricing, to the scope and circumstances of that cooperative
procurement.
21. Data & Insights Solution Terms. Your use of certain Tyler solutions includes Tyler’s Data & Insights
data platform. Your rights, and the rights of any of your end users, to use Tyler’s Data & Insights
data platform is subject to the Data & Insights SaaS Services Terms of Service, available at:
https://www.tylertech.com/terms/data-insights-saas-services-terms-of-service. By signing a Tyler
Agreement or Order Form, or accessing, installing, or using any of the Tyler solutions listed at the

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linked terms, you certify that you have reviewed, understand, and agree to said terms.
22. AI Solution Terms. Your rights, and the rights of any of your end users, to use any Tyler AI Solution is
subject to the Tyler AI Solution Terms of Service, available at: https://www.tylertech.com/clientterms/tyler-ai-solution-terms-of-service. By signing a Tyler Agreement or Order Form, or accessing,
installing, or using any Tyler AI solution, you certify that you have reviewed, understand, and agree to
said terms.
23. Disbursements Terms. Your use of certain Tyler solutions includes Tyler’s Disbursements platform.
Your rights, and the rights of any of your end users, to use Tyler’s Disbursements platform is subject
to the terms of the Disbursements Agreement, available at: https://www.tylertech.com/clientterms/disbursements-agreement. By signing a Tyler Agreement or Order Form, or accessing,
installing, or using a Disbursements solution, you certify that you have reviewed, understand, and
agree to said terms.
24. Contract Documents. This Agreement includes the following exhibits:
Exhibit A
Exhibit B
Exhibit C
Exhibit D
Exhibit E

Investment Summary
Invoicing and Payment Terms
Service Level Agreement
Third-Party Terms
Statement of Work

IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as
of the date(s) set forth below.
Tyler Technologies, Inc.

Tazewell County, Illinois

By:

By:

Name:

Name:

Title:

Title:

Date:

Date:

Address for Notices:
Tyler Technologies, Inc.
7701 College Boulevard
Overland Park, KS 66210
Attention: Chief Legal Officer

Address for Notices:
Tazewell County, IL
___________________________________
___________________________________
Attention: ___________________________

With a copy to:
Tyler Technologies, Inc.
5101 Tennyson Parkway
Plano, TX 75024
Attention: Legal Department

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Exhibit A
Investment Summary
The Investment Summary details the products and services to be delivered by us, or a third party, as
applicable, to you under the Agreement. This Investment Summary is effective as of the Effective Date
regardless of any expiration date in the Investment Summary. Capitalized terms not otherwise defined
will have the meaning assigned to such terms in the Agreement.

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Service/License Payment Milestone Billing Schedule
WBS
Multi-stage

6.1.2 Project Phase Planning

6.1.3 Infrastructure Planning
6.1.4 Stakeholder Planning
6.2.1 Solution Orientation
6.2.2 Current & Future State Analysis
6.2.3 Conversion Assessment
6.2.4 Modification Analysis

Deliverable/Activity

Description

0.0. 6

Tazewell County Enterprise Supervision - Tazewell County Enterprise
Multi-stage Deliverables

Project Status Reports
Stage 1 - Initiate & Plan
6.1.2 Project Management Plan
6.1.2 Project Operational Plans
6.1.2 Initial Project Schedule
6.1.3 Infrastructure Design Document (Client Connection Notes) (SaaS)
6.1.4 Stakeholder Meeting Presentation
Stage 2 - Assess & Define
6.2.1 Solution Orientation
6.2.2 Current & Future State Analysis Report
6.2.3 Data Conversion Plan Built or Updated
6.2.4 Modification Specifications (Project Definition Documentation built) PDD
[as needed ]
Stage 3 - Prepare Solution

6.3.1 Initial System Deployment
6.3.2 Configuration

6.3.4 Conversion Delivery
6.3 Modifications Delivery

6.4.1 Solution Validation
6.4.2 Go Live Readiness
6.4.3 End User Training
6.5.1 Go-Live
6.5.2 Transition to Client Services
6.6.1 Phase Close Out
6.6.2 Project Close Out

6.3.1 Initial System Deployment
[licensed software installed on servers ]

Amount
7,974.00

7,974.00

1,594.80
1,594.80
1,594.80
1,594.80
1,594.80

7,974.00

6,645.00
6,645.00

13,290.00

-

-

-

-

2,152.98

6.3.2.1 Configuration Plan
6.3.2.2 Initial Configuration Complete
6.3.2.3 Security Workshop Complete
6.3.2.4 (i) Forms Workshop Completed
6.3.2.4 (ii) Configuration Tracking Workbook
6.3.4 (A) Conversion Pre-Production Iterations / Reviews Complete (Single Track)
6.3.5(i) Completed Modifications - Development Delivery, Including any Interface &
Integration Consulting
Stage 4 - Production Readiness
6.4.1(A) Solution Validation Report (Single Track)
6.4.2(A) Updated Go-Live Checklist (Single Track)
6.4.3(A) End User Training (Single Track)
Stage 5 - Production
6.5.1(A) Data Available in Production Environment (Single Track)
6.5.2 Client Services Support Document
Stage 6 - Close
6.6.1(A) Post Track Review (Single Track)
6.6.2 Post Project Report

Milestone Total
Optional Product Development
Implementation Services Grand Total

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Stage Total

2,152.98
2,152.98
2,152.98
2,152.98
3,588.30
-

Comments
6 monthly reports (approximate), submitted monthly, with the total cost divided evenly across
the number of reports. Full amount to be billed regardless of number of reports produced.

No conversion.
* See Exhibit B Section 2.1 Product Development

14,353.20

No conversion.

-

558.18
372.12
2,790.90

3,721.20

3,535.14
186.06

3,721.20

1,063.20
1,063.20

2,126.40

53,160

53,160
8,400
61,560

* See Exhibit B Section 2.1 Product Development

* See Exhibit B Section 2.1 Product Development

Exhibit B
Invoicing and Payment Terms
We will provide you with the software and services set forth in the Investment Summary of the
Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in
the Agreement.
Invoicing: We will invoice you for the applicable software and services in the Investment Summary as
set forth below. Your rights to dispute any invoice are set forth in the Agreement.
1. Tyler Annual Services.
1.1. SaaS Services. SaaS Fees are invoiced on an annual basis, beginning on the commencement of
the initial term as set forth in Section E(1) of this Agreement. Your annual SaaS fees for the
initial term are set forth in the Investment Summary. Upon expiration of the initial term, your
annual SaaS fees will be at our then-current rates.
2. Tyler Services.
2.1. Professional Services: Unless otherwise indicated below, fees for Tyler services are invoiced in
accordance with the milestone billing schedule set forth in the Investment Summary.
2.1.1.Optional Product development services will be invoiced monthly as delivered.
3. Hardware & Third-Party Products.
3.1. Hardware: Hardware costs, if any, are invoiced upon delivery.
3.2. Hardware Maintenance: The first year maintenance fee for hardware is invoiced upon delivery
of the hardware. Subsequent annual maintenance fees for hardware are invoiced annually, in
advance, at then-current rates, upon each anniversary thereof.
3.3. Third-Party Services: Fees for Third-Party Services, if any, are invoiced as delivered, along with
applicable expenses, at the rates set forth in the Investment Summary.
3.4. Third Party Software. License Fees for Third Party Software, if any, are invoiced when the
applicable Third Party Software is made available to you for download.
3.5. Third Party Software Maintenance: The first year maintenance fee for the Third Party Software
is invoiced when it is made available to you for downloading. Subsequent annual maintenance
fees for Third Party Software are invoiced annually, in advance, at then-current rates, upon
each anniversary thereof.
3.6. Third-Party SaaS Services. Third-Party SaaS Services fees, if any, are invoiced on an annual basis,
commencing with availability of the respective Third-Party SaaS Services. Pricing for the first
year of Third-Party SaaS Services is indicated in the Investment Summary. Unless express stated
otherwise, pricing for subsequent years will be at then-current rates.
4. Transaction Fees. Unless paid directly by an end user at the time of transaction or otherwise
indicated above, per transaction (call, message, etc.) fees are invoiced on a monthly basis. Fees are
indicated in the Investment Summary and may be increased by Tyler upon notice of no less than

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thirty (30) days.
5. Expenses. The service rates in the Investment Summary do not include travel expenses. Expenses
for Tyler delivered services will be billed as incurred and only in accordance with our then-current
Business Travel Policy.
Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We
prefer to receive payments electronically. Our electronic payment information is available by contacting
[email protected].

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Exhibit C
SERVICE LEVEL AGREEMENT
I.

Agreement Overview

This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It
outlines the information technology service levels related to the availability of the Tyler SaaS Services that
you have requested us to provide. All other support services are documented in the Support Call Process.
This SLA does not apply to any Third-Party SaaS Services.
II.
Definitions. Except as defined below, all defined terms have the meaning set forth in the
Agreement.
Actual Attainment: The percentage of time the Tyler Software is available during a calendar month,
calculated as follows: (Service Availability – Downtime) ÷ Service Availability.
Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or
the acts or omissions of any of your service users or third-party providers over whom we exercise no
control.
Downtime: Those minutes during Service Availability, as defined below, when all users cannot launch,
login, search or save primary data in the Tyler Software. Downtime does not include those instances in
which only a Defect is present.
Emergency Maintenance Window: (1) maintenance that is required to patch a critical security
vulnerability; (2) maintenance that is required to prevent an imminent outage of Service Availability; or
(3) maintenance that is mutually agreed upon in writing by Tyler and the Client.
Planned Downtime: Downtime that occurs during a Standard or Emergency Maintenance window.
Service Availability: The total number of minutes in a calendar month that the Tyler Software is capable
of receiving, processing, and responding to requests, excluding Planned Downtime, Client Error Incidents,
denial of service attacks and Force Majeure. Service Availability only applies to Tyler Software being used
in the production environment.
Standard Maintenance: Routine maintenance to the Tyler Software and infrastructure.
Maintenance is limited to five (5) hours per week.
III.

Standard

Service Availability
a.

Your Responsibilities

Whenever you experience Downtime, you must make a support call according to the procedures outlined
in the Support Call Process. You will receive a support case number.
b.

Our Responsibilities

When our support team receives a call from you that Downtime has occurred or is occurring, we will work

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40

with you to identify the cause of the Downtime (including whether it may be the result of Planned
Downtime, a Client Error Incident, denial of service attack or Force Majeure). We will also work with you
to resume normal operations.
c.

Client Relief

Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief
Schedule found below. Your relief credit is calculated as a percentage of the SaaS Fees paid for the
calendar quarter.
In order to receive relief credits, you must submit a request through one of the channels listed in our
Support Call Process within fifteen (15) days of the end of the applicable quarter. We will respond to your
relief request within thirty (30) days of receipt.
The total credits confirmed by us will be applied to the SaaS Fee for the next billing cycle. Issuing of such
credit does not relieve us of our obligations under the Agreement to correct the problem which created
the service interruption.
Client Relief Schedule

IV.

Actual Attainment

Client Relief

99.99% - 98.00%

Remedial action will be taken

97.99% - 95.00%

4%

Below 95.00%

5%

Maintenance Notifications

We perform Standard Maintenance during limited windows that are historically known to be reliably
low-traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will
provide advance notice of those windows and will coordinate to the greatest extent possible with you.
Not all maintenance activities will cause application unavailability. However, if Tyler anticipates that
activities during a Standard or Emergency Maintenance window may make the Tyler Software
unavailable, we will provide advance notice, as reasonably practicable, that the Tyler Software will be
unavailable during the maintenance window.

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Exhibit D
Third-Party Terms
Twilio Acceptable Use Policy. Your use of the Tyler solutions listed below includes functionality provided
by a Third-Party Developer, Twilio. Your rights, and the rights of any of your end users, to use said
functionality are subject to the terms of the Twilio Acceptable Use Policy, available
at http://www.twilio.com/legal/aup. By signing a Tyler Agreement or Order Form, or accessing,
installing, or using any such Tyler solution, you certify that you have reviewed, understand, and agree to
said terms. Tyler hereby disclaims any and all liability related to your or your end user’s failure to abide
by the terms of the Twilio Acceptable Use Policy. Any liability for failure to abide by said terms shall rest
solely with the person or entity whose conduct violated said terms.
• Electronic Warrants
• Online Dispute Resolution
• Enterprise Justice Notifications Add On (text notifications)
• Absence & Substitute
• Notify
• Enterprise Jury Manager
• Enterprise Supervision
• Virtual Court
• Defendant Access

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Exhibit E
Statement of Work

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

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Tazewell County
SOW from Tyler Technologies, Inc.
6/29/2026

Presented to:
342 Court St
Pekin, Illinois 61554
Contact:
Vanessa Rogalla
Email: [email protected]
5101 Tennyson Parkway, Plano, TX 75024

44

Table of Contents
PART 1: EXECUTIVE SUMMARY ............................................................................................................... 1
Project Overview ............................................................................................................................. 1
Introduction ........................................................................................................................................ 1
Project Goals ....................................................................................................................................... 1
Methodology....................................................................................................................................... 1

PART 2: PROJECT FOUNDATION ............................................................................................................. 3
Project Governance ......................................................................................................................... 3
Project Scope Control ...................................................................................................................... 4
Managing Scope and Project Change ................................................................................................. 4
Change Control ................................................................................................................................... 4
Change Requests ................................................................................................................................. 4
Acceptance Process ......................................................................................................................... 5
Roles and Responsibilities ................................................................................................................ 5

PART 3: PROJECT PLAN .............................................................................................................................. 6
Project Stages .................................................................................................................................. 6
Initiate & Plan ..................................................................................................................................... 6
Initial Coordination ..................................................................................................................... 6
Project/Phase Planning ............................................................................................................... 7
Infrastructure Planning ............................................................................................................... 7
Stakeholder Meeting................................................................................................................... 7
GIS Planning – This work package is not in scope and therefore not applicable........................ 7
Assess & Define ................................................................................................................................... 9
Solution Orientation.................................................................................................................... 9
Current & Future State Analysis.................................................................................................. 9
Conversion Assessment – This work package is not in scope and therefore not applicable.... 10
Modification Analysis – This work package is not in scope and therefore not applicable. ...... 10
Data Assessment – This work package is not in scope and therefore not applicable. ............. 10
Prepare Solution ............................................................................................................................... 11
Initial System Deployment ........................................................................................................ 11
Configuration ............................................................................................................................ 11
Process Refinement .................................................................................................................. 12
Conversion Delivery – This work package is not in scope and therefore not applicable. ........ 12
Modifications Delivery – This work package is not in scope and therefore not applicable. .... 12
Data Delivery – This work package is not in scope and therefore not applicable. ................... 12
Production Readiness ....................................................................................................................... 14
Tazewell County
Tyler Technologies, Inc.

45

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Solution Validation .................................................................................................................... 14
Go-Live Readiness ..................................................................................................................... 15
End User Training ...................................................................................................................... 15
Production......................................................................................................................................... 17
Go-Live ...................................................................................................................................... 17
Transition to Client Services...................................................................................................... 17
Post Go-Live Activities ............................................................................................................... 18
Close .................................................................................................................................................. 19
Phase Closeout .......................................................................................................................... 19
Project Closeout ........................................................................................................................ 20

PART 4: ADDITIONAL INFORMATION ................................................................................................ 21
General Assumptions ......................................................................................................................21
Project ............................................................................................................................................... 21
Organizational Change Management ............................................................................................... 21
Resources and Scheduling ................................................................................................................ 21
Glossary .........................................................................................................................................22

APPENDIX 1 ................................................................................................................................................. 25
Common Project Challenges............................................................................................................25

APPENDIX 2 ................................................................................................................................................. 27
Assigned Project Resources .........................................................................................................27
Tyler Roles & Responsibilities ........................................................................................................... 27
Client Roles & Responsibilities .......................................................................................................... 29

APPENDIX 3 ................................................................................................................................................. 33
Conversion Appendix ..................................................................................................................33

APPENDIX 4 ................................................................................................................................................. 34
Additional Appendices ................................................................................................................34

Tazewell County
Tyler Technologies, Inc.

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Part 1: Executive Summary
Project Overview
Introduction
This Statement of Work (SOW) outlines the scope as listed in the Investment Summary of the Agreement
between Tyler (“we,” “us,” or “our”) and the Client (“you” or “your”), objectives, deliverables acceptance
deadlines, and responsibilities for the implementation of the Tyler software solution. The purpose of this
project is to deploy a comprehensive solution that will streamline business processes, improve data visibility,
and enhance operational efficiency across key functional areas. This document serves as a mutual agreement
between you and us, ensuring a clear understanding of project expectations, governance, and success
criteria. The project will follow a structured implementation methodology tailored to align with the client’s
business needs, regulatory requirements, and strategic goals.
This SOW will help you understand what to expect as we begin the implementation together and get you to a
successful go-live so that you can transition over to our maintenance and support team. This SOW is also
going to preview some of the challenges that may come with any implementation, regardless of how well it’s
done and regardless of how well you and we are committed to your success. Moving from your legacy system
to a Tyler solution, which is highly configurable but not custom-built and not a replica of what your users have
known for years, is certainly a change.

Project Goals
In a typical Tyler project, the goals are to:
 Successfully implement the contracted scope on time and on budget.
 Increase operational efficiencies and empower users to be more productive.
 Improve accessibility and responsiveness to external and internal customer needs.
 Overcome current challenges and meet future goals.

Methodology
Our implementations follow a six-stage methodology. While each project is unique, each phase will follow
Tyler’s six-stage methodology. Each stage is comprised of several work packages that include a narrative
description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix. A stage
closes with a stage acceptance control point.

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Tailored specifically for Tyler’s public sector clients, the project methodology contains stage acceptance
control points throughout each phase to ensure adherence to scope, budget, timeline controls, effective
communications, and quality standards. Clearly defined, the project methodology repeats across phases and
is scaled to meet the Client’s complexity and organizational needs. The methodology adapts to both singlephase and multiple-phase projects.
To achieve project success, it is imperative that both the Client and Tyler commit to including the necessary
leadership and governance. During each stage of the project, it is expected that the Client and Tyler project
teams will work collaboratively to complete tasks. An underlying principle of Tyler’s implementation process is
to employ an iterative model where the Client’s business processes are assessed, configured, validated, and
refined cyclically in line with the project constraints. This approach is used in multiple stages and work
packages as illustrated in the graphic below.

The delivery approach is systematic, reducing variability, and ensuring project success. As illustrated, some
stages, along with work packages and tasks, are intended to be overlapping by nature to complete the project
efficiently and effectively.

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Part 2: Project Foundation
Project Governance
Project success requires that all participants commit to the necessary leadership and governance to define
the management framework for making project decisions. Project governance defines the path for escalation
of issues and risks, change control review and authority, and organizational change management activities.
Throughout the Statement of Work, have provided RACI (Responsible – Accountable – Consulted – Informed)
Matrices which outline responsibilities of different roles in each stage. Project governance for this project will
be defined during project planning with specific people assigned to each role.
The chart below illustrates a typical structure in which we collaborate to resolve project challenges according
to defined escalation paths. If project managers lack authority to determine a solution, resolve an issue, or
mitigate a risk, our implementation management and your steering committee become the escalation points
to triage responses prior to escalation to your and our executive sponsors. As part of the escalation process,
each project governance tier presents recommendations and supporting information to facilitate knowledge
transfer and issue resolution. Our respective executive sponsors serve as the final escalation point.

The most successful projects are the ones where the client executive sponsor is clear on the “why” behind
the project, and where that “why” is clearly and consistently communicated to other client project
stakeholders. We find the most effective change management principles include the following client activities
throughout the governance efforts:







Helping employees and other stakeholders recognize and understand the need for the change
Working to gain up-front buy-in from those same stakeholders
Identifying a thorough, realistic, and strategic plan for achieving that change
Determining what the yardsticks for success are and are not
Ensuring accountability for different tasks and decisions over the life of the project
Being laser-focused on what is in-scope and what is not

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Effective project governance – and effective change management – is especially important to minimize and
effectively address project disruptions. Please refer to Appendix 1 to this Statement of Work, where we flag
challenges that can create these types of disruptions. Being aware of these challenges from the outset can
help us both spot them before they fester and quickly move to resolve them before they grow.
Refer to Appendix 4 for Escalation Framework for leadership contacts. (only applicable for specific products.)

Project Scope Control
Managing Scope and Project Change
There are three interdependent constraints on a project which determine quality: budget, timeline, and
scope. These “triple constraints” dictate that if one constraint is changed, the other two must be
correspondingly adjusted. For example, if project scope is increased, cost and time to complete will also
increase. The project and executive teams must remain cognizant of these constraints when making decisions
that impact the scope, budget, or timeline of the project.

Change Control
It may become necessary to change the scope of this project due to unforeseeable circumstances (e.g., new
constraints or opportunities are discovered). This project is being undertaken with the understanding that
project scope, schedule, and/or cost may need to change based on findings over the course of the
implementation, or the impact of other circumstances we encounter together. Changes to contractual
requirements will follow the change control process as described below unless a specific change control
process is identified in the contract.

Change Requests
Should the need for a change to project scope, schedule, and/or cost be identified during the project, the
change will be brought to the attention of the steering committee, and an assessment of the change will
occur. The process progresses as set forth below:

While such changes may result in additional costs and delays related to the schedule, some changes may
result in less cost to you; for example, you may decide you no longer need a deliverable originally defined in
the project. Regardless, any change will require a change request that will include the following information:




The nature of the change
A good-faith estimate of the additional cost or associated savings to you, if any
The estimated timetable for implementing the change

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

The effect on and/or risk to the schedule, resource needs, or resource responsibilities

You will use good-faith efforts to either approve or disapprove any change request within five (5) business
days (or other period that we both agree to). If you take longer to approve or disapprove, including through
inaction or non-responsiveness, cascading impacts to related scheduling components is more likely than not
to occur.

Acceptance Process
Your project manager is responsible for obtaining all required authorizations and approvals for acceptance of
project deliverables, change requests, and control points, if applicable. It is crucially important that your
project manager provides timely feedback on deliverables and does not unreasonably withhold approvals or
signoffs, including a stage acceptance control point.
The following process will be used for accepting deliverables and control points:






You will have five (5) business days from the date of delivery, or an otherwise mutually agreed upon
timeframe in writing, to accept each deliverable or control point. If you do not accept or acknowledge
within five (5) business days, or the otherwise agreed upon timeframe, we will deem the deliverable
or control point as accepted. You may not unreasonably withhold acceptance.
If you do not agree that the deliverable or control point meets requirements, you will notify our
project manager(s) with justification in writing within five (5) business days, or the otherwise agreed
upon period.
If applicable, we will address any deficiencies and re-deliver the deliverable or control point. You will
then have two (2) business days from receipt of the re-delivered item to accept or again submit
written justification for rejecting the item(s). If you do not provide acceptance within two (2) business
days, or the otherwise agreed-upon timeframe, we will deem the deliverable or control point as
accepted. Again, you may not unreasonably withhold acceptance.

Roles and Responsibilities
Detailed roles and responsibilities of each project resource are provided in Appendix 2. Roles and
responsibilities may not follow your specific organizational chart or position descriptions, so you may have to
make specific designations for purposes of the project. Note that it is common for individual resources on
both project teams to fill multiple roles, and it is just as common for some to be filled by multiple people.

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Part 3: Project Plan
Project Stages
Our six-stage methodology uses a work breakdown structure (WBS) to organize project work from stages into
smaller, more manageable components called work packages. The work packages are further broken down
into individual tasks during project planning to develop the detailed project schedule. Each stage concludes
with a control point acceptance, confirming the work performed during that stage of the project is completed
and has been accepted by the Client before advancing to the next stage. This section gives a brief overview of
the assumptions and objectives of each work package and presents a RACI matrix for each stage.

*Items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope of
the contract, these specific work packages will be noted as “This work package is not applicable” in Section 6 of the Statement of Work.

Initiate & Plan
During the Initiate and Plan stage, you and we will gather required information, establish assets, and plan the
infrastructure, resource, and schedule components of the project.

Initial Coordination
We provide initial project documents and tools used to gather required information.
Work package assumptions:



Project activities begin after the agreement has been fully executed.

Objectives:


Formally launch the project.

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



Establish project governance.
Define and communicate governance for us.
Identify your project team.

Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software and services purchased,
and training requirements; and to plan the implementation schedule.
Work package assumptions:


You have reviewed and completed the tasks in A Guide to Starting Your Project document.

Objectives:
 Conduct project planning meeting(s).
 Review scope, services, and methodology.
 Develop and deliver initial project planning documents.
 Develop the initial baseline project schedule.

Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. We
will be responsible for building the environments for a hosted/SaaS deployment, unless otherwise identified
in the Agreement. You are responsible for the installation, setup, and maintenance of all peripheral devices.
Work package assumptions:


None

Objectives:



Ensure your infrastructure meets Tyler’s system requirements.
Ensure your infrastructure is in place and available for use on time.

Stakeholder Meeting
We will schedule and conduct a meeting to review the objectives and communicate project planning
outcomes to your project team, executives, and other key stakeholders.
Work package assumptions:


None

Objectives:



Formally present and communicate the project activities and timeline.
Communicate project expectations.

GIS Planning – This work package is not in scope and therefore not applicable.

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I

I

I

Client Other Functional Roles

Client Subject Matter Experts

I

I
R

Client End Users

Client Change Management Lead(s)

I

Client Functional Leads

C

Client Project Manager

R

Client Steering Committee

A

Client Executive Sponsor

I = Informed

Tyler Implementation Consultant

C = Consulted

Tyler Project Manager

A = Accountable

Iyler Implementation Manager

R = Responsible

Tyler Executive Manager

RACI MATRIX KEY:

Tyler Other Functional Roles

Stage 1: Initiate & Plan

C

C

1.1 Initial Coordination
Assign Tyler project team
Assign Client project team
Provide initial project
documents to the client
Gather preliminary information
Sales to implementation
knowledge transfer
Create Project Portal

A

R

I
A

C

C

I
I

I

I

A

R

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C

C

A

R

I

A

R

A

R

I

C

C

I

A

R

I

C

C

I

A

R

C

C

I

A

R

A

R

I

C

A

R

I

1.2 Project/Phase Planning
Schedule & conduct project
planning
Develop Project Management
Plan
Develop initial project schedule

I

I

I

I

I

I

1.3 Infrastructure Planning
Schedule Environment
Availability

C

I

1.4 Stakeholder Planning
Create Stakeholder Meeting
Presentation
Review Stakeholder Meeting
Presentation
Perform Stakeholder Meeting
Presentation

I

I

I

I

I

I

A
I

I

I

I

C

I

R

C

C

I

I

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I

1.5 This work package is not in scope and therefore not applicable.
Inputs
•
•
•
•
•
•

Contract documents
Agreement
Statement of Work
Guide to Starting Your Project
Initial infrastructure requirements
Project Management Plan

Outputs
•
•

Working initial project documents (WBS 1.1)
Client Project Portal (WBS 1.1)

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I

•
•
•

Project Operational Plan (WBS 1.2)
Completed Infrastructure Requirements (WBS 1.3)
Stakeholder Meeting (WBS 1.4)

Deliverables

Acceptance Criteria

Project Management Plan (WBS 1.2)
Initial Project Schedule (WBS 1.4)

Delivered
Delivered and accepted

Control Point 1: Initiate & Plan Stage Acceptance
•
•
•
•
•

All Stage Deliverables accepted based on acceptance criteria previously defined
Project Governance defined
We make the project portal available to you
Stakeholder meeting is completed
System passes Infrastructure Audit (as applicable)

Assess & Define
We will provide an initial overview of the functionality of the solution. We will collaborate with the Client to
gather information related to current Client business processes and work with the Client to identify, define,
and document business processes as they are translated for use within our solution.

Solution Orientation
Solution Orientation provides a high-level understanding of the application functionality before starting the
current and future state analysis.
Objectives:



Provide a basic understanding of application functionality.
Prepare the Client for current and future state analysis.

Current & Future State Analysis
The Current & Future State Analysis provides an understanding of process changes that will be achieved
and/or required with the new system. The Client must dedicate the necessary time to identify, communicate,
document, and/or explain its current business processes in a timely and consistent manner to mitigate risks
to project schedule, budget, and/or scope.
Together, we will then evaluate corresponding options within the Tyler solution that most align with your
business process goals. These information exchanges may occur before or within the same timeframe as the
configuration work package. The available options within our solution will be limited to the scope of this
implementation and will make use of standard functionality.
You will adopt business processes that are supported by the existing configurations within our applications
wherever possible to avoid project schedule and quality risk from out-of-scope customization. The following
guidelines will be followed when evaluating a custom modification request:




Is a reasonable business process change available?
Does functionality exist which satisfies the requirement?
Can configuration of the application satisfy the requirement?

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Out-of-scope desired functionality that is not available will follow the agreed upon change request/change
control process and can have impacts on the project schedule, scope, budget, and resource availability.
Work package assumptions:





Client participants retain enough knowledge and authority to make future state decisions.
Client knows and can effectively communicate current state processes.
Client understands that adaptation of legacy processes and adoption of new approaches is an integral
part of transition to a new software solution.
Tyler documents decisions for configuration purposes. Client documents decisions on the future state
for procedural purposes.

Objectives:



Determine and document future state process decisions.
Identify and address any unsatisfied business requirements through the change control process.

Conversion Assessment – This work package is not in scope and therefore not
applicable.
Modification Analysis – This work package is not in scope and therefore not
applicable.
Data Assessment – This work package is not in scope and therefore not
applicable.

C
C
R

Client Other Functional Roles

C
C
A

Client End Users

R
R
C

I
R
I

Client Subject Matter Experts

A
A
C

I
A
I

Client Change Management Lead(s)

R

Client Functional Leads

A

Client Project Manager

R

Client Steering Committee

A

Client Executive Sponsor

I = Informed

Tyler Other Functional Roles

C = Consulted

Tyler Implementation Consultant

A = Accountable

Tyler Project Manager

R = Responsible

Tyler Executive Manager

RACI MATRIX KEY:

Iyler Implementation Manager

Stage 2: Assess & Define

2.1 Solution Orientation
Provide pre-requisites
Complete pre-requisites
Conduct Solution Orientation

I
C
I

I
C
I

C
C
C

C
C
C

2.2 Current & Future State Analysis
Current State process review
Discuss Future State options
Make Future State decisions
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C

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C

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Document anticipated
configuration options required
to support Future State

A

R

C

I

I

I

I

I

2.3 This work package is not in scope and therefore not applicable.
2.4 This work package is not in scope and therefore not applicable.
2.5 This work package is not in scope and therefore not applicable.
Outputs
•
•

Solution Orientation Complete (WBS 2.1)
Revised Project Schedule (WBS 2.4)

Deliverables

Acceptance Criteria

Documentation that describes Future State
decisions and configuration options to support
Future State decisions (WBS 2.2)

Decisions are documented and authorized

Control Point 2: Assess & Define Stage Acceptance
•
•

All Stage Deliverables accepted based on acceptance criteria previously defined
Solution Orientation is delivered

Note: Advancement to the Prepare Solution Stage is dependent upon our receipt of this stage acceptance.

Prepare Solution
Information gathered during the preceding stages will be used to configure our software solution.
Configuration will be validated against future state decisions defined in previous stages and processes
evaluated to ensure business requirements are met.

Initial System Deployment
We will schedule and execute the deployment of in-scope environments.
Work package assumptions:


You retain technical resources with suitable expertise for application administration.

Objectives:




Deploy and confirm environments for implementation.
Prepare the environments for use.
Identify your technical resources who will administer the application.

Configuration
The purpose of configuration is to configure the application so that it can be validated in the next stage. Our
staff collaborates with yours to complete application configuration based on the future state analysis
performed during the Assess and Define stage, and you work with us to verify that configuration tracks those
outputs. Note: Verification typically follows an iterative process, where downstream changes could lead to
rechecking of earlier configuration steps.

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Work package assumptions:


You participate, as needed, in answering questions when multiple options are available, or future
state analysis is unclear.

Objectives:


Application is ready for validation.

Process Refinement
We will educate your users on how to execute processes in the applications to prepare them for the
validation of the application. You will collaborate with our staff to validate configuration options to support
future state decisions. Should this iterative process result in new decisions, implementing those changes
would be subject to the change control process.
Work package assumptions:


None

Objectives:





Ensure that you understand future state processes and how to execute the processes in the
application.
Refine each process to meet the business requirements.
Validate standard interfaces, where applicable.
Validate forms and reports, where applicable.

Conversion Delivery – This work package is not in scope and therefore not
applicable.
Modifications Delivery – This work package is not in scope and therefore not
applicable.
Data Delivery – This work package is not in scope and therefore not
applicable.

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Client Other Functional Roles

Client End Users

Client Subject Matter Experts

Client Change Management Lead(s)

Client Functional Leads

Client Project Manager

Client Steering Committee

Client Executive Sponsor

I = Informed

Tyler Other Functional Roles

C = Consulted

Tyler Implementation Consultant

A = Accountable

Tyler Project Manager

R = Responsible

Tyler Executive Manager

RACI MATRIX KEY:

Iyler Implementation Manager

Stage 3: Prepare Solution

3.1 Initial System Deployment
Prepare hosted environment
Install licensed software for
included environments
Install licensed software on
client devices (if applicable)
Tyler System Administration
Training (if applicable)

A

R

I

C

A

R

I

C

I

C

A

R

A

R

I

C

3.2 Configuration
Conduct configuration training
Complete Tyler configuration
tasks (where applicable)
Complete Client configuration
tasks (where applicable)
Standard interfaces
configuration training (if
applicable)
Updates to Solution Validation
Test Plan

A

R

I

C

C

A

R

I

I

I

I

C

A

R

C

A

R

I

R

C

C

C

C

A

R

C

C

A
I
I

R
C
C

I
R
A

C
C
R

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C

A

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C

A

R

I

I

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I

C

A

R

C

I

C

A

R

C

C

C

A

R

C

C

3.3 Process Refinement
Conduct process training
Confirm process decisions
Test configuration
Refine configuration (Client
Responsible)
Refine configuration (Tyler
Responsible)
Validate interface process and
results
Update Client-specific process
documentation (if applicable)
Updates to Solution Validation
Test Plan

A

C

I
I

C
C
C

3.4 This work package is not in scope and therefore not applicable.
3.5 This work package is not in scope and therefore not applicable.
3.6 This work package is not in scope and therefore not applicable.
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C

Inputs
•
•
•

Initial Configuration
Solution Validation Test Plan
Configuration

Outputs
•
•
•
•
•
•
•

Installation checklist/system document (WBS3.1)
Configured System (WBS 3.2)
Updated Solution Validation Test Plan (WBS 3.2)
Completed Client-specific process documentation (completed by Client) (WBS 3.3)
Code Mapping Complete/Validated (WBS 3.4)
Updated Solution Validation Test Plan (WBS.3.3)
Revised Configuration (if applicable) (WBS 3.3)

Deliverables

Acceptance Criteria

Control Point 3: Prepare Solution Stage Acceptance
•
•
•

All Stage Deliverables accepted based on acceptance criteria previously defined
Application is configured
Solution Validation Test Plan has been reviewed and updated if needed

Note: Advancement to the Production Readiness Stage is dependent upon our receipt of the stage
acceptance.

Production Readiness
We prepare your team for go-live through solution validation, the development of a detailed go-live plan, and
training of end users. A readiness assessment will be conducted to review the status of the project and the
organization’s readiness for go-live.

Solution Validation
Solution validation is end-to-end testing performed by you to verify all aspects of the solution (hardware,
configuration, and business processes) are functioning properly and that all contracted features and functions
are available.
Work package assumptions:



Designated testing environment has been established.
Testing includes current phase activities or deliverables only.

Objectives:



Validate that the software solution performs as expected.
Ensure your organization is ready for end user training.

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Go-Live Readiness
We both ensure that all requirements defined in project planning have been completed and go-live can occur
as planned. A go-live readiness assessment will be completed to identify risks, mitigation, or action items to
be addressed. Final preparation, critical tasks, and dates will be planned and communicated to project teams.
Work package assumptions:


None

Objectives:




Establish action plan for go-live.
Assess go-live readiness.
Inform stakeholders of go-live activities.

End User Training
End user training will be conducted to prepare for go-live.
Tyler-Led: We provide training for all applicable users. One or multiple occurrences of each scheduled
training or implementation topic will be covered.
We will provide standard application documentation, but it is your responsibility to develop business process
documentation specific to you, if desired. In addition, training labs that you lead, using Client-specific business
process documentation, can be added to the regular training curriculum, enhancing the training experiences
of the end users. This type of training is in addition to the training modules we provide and is developed,
scheduled, and conducted by the Client.
Work package assumptions:




Your project team will work with us to jointly develop a training curriculum that identifies the size,
makeup, and subject-area of each of the training classes.
We will work with you to plan for end-user training in a manner that minimizes the impact on the
daily operations of your departments.
You will be responsible for training new users after go-live (exception—previously planned or regular
training offerings by us).

Objectives:



Your end users are trained prior to go-live.
You are prepared for ongoing training and support of the solution.

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C

C

C

C

C

A

R

C

C
C

C
C

C
C

A
A

R
R

C
C

A

R

C

C

C

C

A

R

C

A

R

C

Client Other Functional Roles

C

Client End Users

Client Functional Leads

C

Client Subject Matter Experts

Client Project Manager

R

Client Steering Committee

A

Client Executive Sponsor

Tyler Other Functional Roles

I = Informed

Tyler Implementation Consultant

C = Consulted

Tyler Project Manager

A = Accountable

Iyler Implementation Manager

R = Responsible

Tyler Executive Manager

RACI MATRIX KEY:

Client Change Management Lead(s)

Stage 4: Production Readiness

4.1 Solution Validation
Update Solution Validation Plan
Update test scripts (as
applicable)
Perform testing
Document issues from testing
Perform required follow-up on
issues

4.2 Go Live Readiness
Perform Readiness Assessment
Conduct Go Live Planning
session
Order peripheral hardware (if
applicable)
Confirm procedures for Go Live
issue reporting & resolution
Develop Go Live Checklist
Final system infrastructure
review (where applicable)

I

C

I

I

I
C

I

A

I
C

C

I
C

R

C

A

R

I

I

C

C

I

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A

R

C

C

C

C

I

C

R

C

A

C

I

C
C

4.3 End User Training
Update training plan
Tyler led End User Training

A
A

R
R

C
C

C
C

C

I
I

C

C

Inputs
•
•
•
•
•
•
•

Solution Validation Test Plan
Completed work product from prior stages (configuration, business process, etc.)
Future State Decisions
Go Live Checklist
Training Plan
List of End Users & their Roles / Job Duties
Configured Tyler System

Outputs
•

None

Deliverables

Acceptance Criteria

Solution Validation Report (WBS 4.1)

Client updates report with testing results

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Updated Go Live Checklist (WBS 4.2)
End User Training (WBS 4.3)

Updated Action Plan and Checklist for Go Live delivered to
the Client
Client signoff that training was delivered

Control Point 4: Production Readiness Stage Acceptance
•
•

All Stage Deliverables accepted based on acceptance criteria previously defined
Go Live Planning session conducted

Note: Advancement to the Production stage is dependent upon our receipt of this stage acceptance.

Production
We will follow the comprehensive action plan laid out during production cutover planning to support go-live
activities and minimize risk during go-live. We support your team during the cutover period and introduce you
to our Client Services. Any post-live services are scheduled.

Go-Live
Following the action plan for go-live defined in the Production Readiness stage, we both will complete work
assigned to prepare for go-live.
Our staff collaborates with you during go-live activities. You transition to the new software solution for dayto-day business processing.
Some training topics are better addressed following go-live when additional data is available in the application
or based on timing of applicable business processes and will be scheduled following go-live per the project
schedule.
Work package assumptions:






You will complete activities documented in the action plan for go-live as scheduled.
External stakeholders will be available to assist in supporting the interfaces associated with live
processing.
Your business processes required for go-live are fully documented and tested.
Your project team and subject matter experts are the primary point of contact for the end users
when reporting issues during go-live.
Your project team and subject matter experts provide business process context to the end users
during go-live.

Objectives:



Day-to-day processing is performed in our software solution.
Your data is available in the Production environment.

Transition to Client Services
Our project manager schedules and conducts a meeting to transition your team to our Client Services,
signaling the conclusion of implementation activities for the project.
Work package assumptions:
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

No material project issues remain without assignment and plan

Objectives:



Ensure that no critical issues remain for the project teams to resolve.
Confirm proper knowledge transfer to your teams for key processes and subject areas.

Post Go-Live Activities
If post-production services are contracted, our project manager will work with your project manager to
schedule these activities and resources.
Work package assumptions:


The system is being used in a live production state.

Objectives:



Schedule activities that are planned for after go-live.
Ensure issues have been resolved or are planned for resolution before phase or project close.

Client Other Functional Roles

Client End Users

Client Subject Matter Experts

Client Change Management Lead(s)

Client Functional Leads

Client Project Manager

Client Steering Committee

Client Executive Sponsor

I = Informed

Tyler Other Functional Roles

C = Consulted

Tyler Implementation Consultant

A = Accountable

Tyler Project Manager

R = Responsible

Tyler Executive Manager

RACI MATRIX KEY:

Iyler Implementation Manager

Stage 5: Production

5.1 Go Live
Provide final source data extract
(if applicable)
Final source data pushed into
Production environment (if
applicable)
Proof final converted data (if
applicable)
Complete Go Live activities as
defined in the Go Live Action
Plan
Provide Go Live assistance

C

C

A

R

A

C

R

I

C

C

C

C

C

A

R

C

C

C

C

R

C

I

C

A

R

C

C

C

I

C

I

A

I

R

C

C

C

I

A

C

5.2 Transition to Client Services
Transfer client to Client Services
and review issue reporting and
resolution processes

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I

I

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Page | 18

C

Review long-term maintenance
and continuous improvement

A

R

C

C

C

5.3 Post Go Live Activities
Schedule contracted activities
that are planned for delivery
after Go Live
Determine resolution plan in
preparation for phase or project
close out

A

R

C

I

C

C

I

C

A

R

C

I

C

C

I

C

C

Inputs
•
•
•
•

Comprehensive Action Plan for Go Live
Final source data (if applicable)
Open Items/Issues List
List of Go Live activities

Outputs
•
•

Client Services Support Document (WBS 5.2)
Updated Issue log (WBS 5.3)

Deliverables

Acceptance Criteria

None

N/A

Control Point 5: Production Stage Acceptance
•
•
•

All Stage Deliverables accepted based on acceptance criteria previously defined
Go Live activities defined in the Go Live Action Plan completed
Client Services Support document is provided

Note: Advancement to the Close stage is not dependent upon our receipt of this stage acceptance.

Close
Our project manager will deliver the final project summary and budget reconciliation, release our project
team, and close the project in our financial system.

Phase Closeout
This work package represents phase completion and signals the conclusion of implementation activities for
the phase. Our Client Services team will assume ongoing support of the client for systems implemented in the
phase.
Work package assumptions:


Our deliverables for the phase have been completed.

Objectives:


Achieve agreement from both teams that activities within this phase are complete.

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Project Closeout
Our project resources are released, and the implementation is closed.

C

A

R

C

C

C

I

I

A

R

I

I

C

I

A

R

I

I

C

A

R

C

C

C

C

Client Other Functional Roles

C

Client End Users

C

C

Client Subject Matter Experts

R

I

Client Change Management Lead(s)

A

I

Client Functional Leads

R

Client Project Manager

A

Client Steering Committee

I

Client Executive Sponsor

I = Informed

Tyler Other Functional Roles

C = Consulted

Tyler Project Manager

A = Accountable

Iyler Implementation Manager

R = Responsible

Tyler Executive Manager

RACI MATRIX KEY:

Tyler Implementation Consultant

Stage 6: Close

6.1 Phase Closeout
Reconcile project budget and
status of contract Deliverables
Hold post phase review meeting
Release phase-dependent Tyler
project resources

C

6.2 Project Closeout
Conduct post project review
Deliver post project report to
Client and Tyler leadership
Release Tyler project resources

I

Inputs
•
•
•

Contract
Statement of Work
Project artifacts

Outputs
•
•
•

Final action plan (for outstanding items) (WBS 6.1)
Reconciliation Report (WBS 6.1)
Post Phase Review (WBS 6.1)

Deliverables

Acceptance Criteria

Post Project Report (WBS 6.2)

Client acceptance; Completed report indicating all project
Deliverables and milestones have been completed

Control Point 6: Close Stage Acceptance
•

Completed report indicating all project Deliverables and milestones have been completed

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Part 4: Additional Information
General Assumptions
Assumptions related to specific work packages are documented in the previous sections. Below are general
assumptions for the overall implementation process.

Project





You are responsible for making all business process decisions based on the options available.
You understand and accept that the new software solution may require process changes, and that
defining, documenting, and implementing resulting new policies may be your responsibility.
Your project team will dedicate sufficient time to participate in scheduled activities and complete
necessary assignments as outlined in the project schedule.
Delays in completion, reviews, and/or acceptance of any deliverable by you which extends the
duration of the project are subject to the change control process for additional costs incurred by the
delay, including but not limited to additional service hours for project management, consulting, and
conversion development.

Organizational Change Management
You are responsible for managing organizational change. Your impacted resources will need consistent
messaging from leadership to embrace and accept the changes inherent to a new software solution. You will
communicate the value and reasons for the change to ensure organizational acceptance.

Resources and Scheduling











The initial project schedule is a baseline, and that baseline may evolve over the course of the project
based on realities within and outside the project team’s control. You will partner with us to closely
identify and manage fluctuations to the initial project schedule and communicate and document
shifts and changes in project status meetings as appropriate.
You are responsible for making your contracted vendors available to work with Tyler on project
activities
Project resources will participate in scheduled activities as assigned in the then-current project
schedule.
Abbreviated timelines and overlapping phases require sufficient resources to complete all required
work as scheduled.
Appropriate resources will be provided by both of us to support the efforts to complete the project as
jointly scheduled and within the project budget constraints.
Your team will complete prerequisites prior to applicable scheduled activities. Failure to do so may
affect the schedule.
You will make timely project-related decisions, and will respond to information requests in a
comprehensive, consistent, and timely manner, in accordance with the project schedule.
Remote and on-site sessions will be scheduled and conducted at a mutually agreeable time that
adheres to the project schedule.
You will provide adequate meeting space or facilities, including appropriate system connectivity, for
the project teams.

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






For on-site visits, we will identify a travel schedule that balances the need for the project and the
resource(s).
Changes in scope will be requested through a change request. Impacts to the triple constraints
(scope, budget, and schedule) will be assessed and documented as part of the change control
process.
You will ensure assigned resources will possess the required business knowledge to complete their
assigned tasks successfully. Should there be a change in resources, the replacement resource should
have a comparable level of availability, change control process buy-in, and knowledge.
You will respond to information requests in a comprehensive and timely manner, in accordance with
the project schedule. You are responsible for ensuring your contracted vendors are available to work
with Tyler on project activities.

Glossary
Word or Term
Acceptance
Accountable

Application
Application Programming Interface (API)
Agreement

Artifact
Business Process
Business Requirements

Change Request

Change Management

Consulted

Control Point

Data Mapping [where applicable]

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Definition
Confirmation that an output or deliverable is suitable
and conforms to agreed-upon criteria.
Single individual that ultimately ensures a task or
deliverable is completed; may delegate the work to
those responsible. [Also see RACI]
Computer program designed to perform a group of
coordinated functions, tasks, or activities for the benefit
of the user.
A connective intermediary that allows different
applications to communicate and exchange data.
Executed legal contract that defines the scope of the
products to be implemented and services to be
performed.
Document or digital asset that establishes a record of an
agreement, acceptance, project plan, or other project
activity.
Practice, policy, procedure, guidelines, or functionality
that the client uses to complete a specific job function.
Specifications used to describe Client requirements for
contracted applications.
The step of the change control process whereby
changes in the scope of work, timeline, resources,
and/or budget are documented and agreed upon by
participating parties.
Deliberate approach to addressing the transition of
organization goals or technology, enabling the
successful adoption of change.
Resources that are solicited for opinion or expertise for
a project activity (two-way communication). [Also see
RACI]
Activity and corresponding artifact at the end of each
stage that serves as a formal opportunity to review
deliverables and required acceptance criteria.
Activity that determines and documents where data
from the legacy system will be placed in the new
application(s).

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Deliverable
Go-Live

Informed

Infrastructure

A defined and verifiable document, service, or outcome
produced as part of the project.
The cutover event at which you cease using the legacy
system and conduct daily operation in the live
Production environment of the Tyler software solution.
Participants that are kept up to date on an activity, often
only on completion of the task or deliverable (one-way
communication). [Also see RACI]
The composite hardware, network resources and
services required for the existence, operation, and
management of the Tyler system.

Interface

The connection and exchange point of data between
systems or applications.

Integration

An established connection to exchange or share data
between Tyler and/or third-party applications.

Legacy System

The system from which you are transitioning.

Modification

Custom enhancement of our existing application to
provide features or functions to meet your individual
requirements documented within the scope of the
Agreement.

On-site

Organizational Change

Indicates the work location is at one or more of your
physical office or work environments.
The process of changing an organization's strategies,
processes, procedures, technologies, and culture, and
the effect of such changes on the organization.

Output

A product, result, or service generated by a process.

Peripheral devices

An auxiliary device that connects to and works with the
computer in some way. Ex: scanner, printer, POS, credit
card swiper.

Production Cutover

Synonymous with “Go-Live.”

Project

RACI

Remote
Responsible

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The delivery of the applications and services per the
agreement and the Statement of Work.
A matrix describing the level of participation by various
roles in completing tasks or deliverables for a project or
process. Individuals or groups are assigned only one of
the following roles for a given task: Responsible (R),
Accountable (A), Consulted (C), or Informed (I).
Indicates the work location is at one or more of our
physical offices or work environments.
Those who ensure a task is completed, either by
themselves or delegating to another resource. [Also see
RACI]

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Scope

Software Solution
Stage
Standard
Statement of Work (SOW)
System
Test Scripts

Training Plan

Validation

Work Breakdown Structure (WBS)
Work Package

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Products and services that are documented in the
Agreement.
The applications resulting in the connected system
allowing users to meet project goals and gain
anticipated efficiencies.
The top-level components of the work breakdown
structure.
Functionality that is included in the base application
(off-the-shelf); is not customized or modified.
Document which provides supporting detail to the
Agreement defining project-specific activities, services,
and deliverables.
The collective group of applications and hardware that
are used by an organization to conduct business.
The steps or sequence of steps that will be used to
validate or confirm functionality, configuration,
enhancement, or use case.
Document(s) that indicate how and when users will be
trained relevant to their role in the implementation or
use of the software solution.
The process of testing and approving a specific
deliverable, process, or application is working as
expected.
A hierarchical representation of a project or phase
decomposed into smaller, more manageable
components.
A group of related tasks within a project.

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Appendix 1
Common Project Challenges
Based on the thousands of projects we have implemented, we have learned the common symptoms of what
typically causes a project to struggle. We think it is important to acknowledge those potential pitfalls early so
that we can work together to avoid them. Those common symptoms include:










End-user preference to mimic the legacy system: Your users have been doing their jobs for a healthy
period of time using buttons, clicks, and workflows that they are very familiar to them. Switching to a
new software solution, even if it is more modern and better tracks best practices, feels disruptive. But
that is a short-term pain, and we have to be passionate advocates of the long-term gain: the
investment you have intentionally made in a Tyler commercial off-the-shelf (COTS) software solution
with an “evergreen” maintenance model that means your users will enjoy the latest and greatest
features and functions long after this project goes live. It is not a marker of success or failure whether
our software solution replicates the legacy system, and we must work together to ensure users are
not making this assumption.
Refusal to adapt legacy business processes: A close relative of the above is a refusal to adapt legacy
business processes. Some of your existing business processes will likely be supported by an existing
feature or configuration already available in our software solution. Some, however, will require an
adjustment, whether because our software solution does not currently support it and/or because
your existing business process is not current with today’s best practices. We need your partnership in
helping your end users navigate this part of the change as well.
A lack of focus on change management: Both of the above symptoms will jeopardize project success
if they are not neutralized by consistent, committed change management leadership. That
engagement is most successfully driven by your executive sponsor who can absorb the individual
concerns of constituents and help remind them of the long-term goals that might require
compromise along the way. Our project team is committed to providing timely information and
communications to your executive sponsor to keep them informed with the data relevant to their
successful change management function.
A binary perspective of project schedule: We understand the value of a predictable project schedule;
however, we both must also acknowledge that factors outside our control will catch both of us by
surprise. These include weather events, personnel issues and absences, calendar limitations, thirdparty contingencies, and global contingencies, like pandemics. For this project to succeed, we need to
control for scope as much as we can, we need to track project schedules as closely as possible, and
we need to accept that when surprises hit, we’ll navigate them in good faith together.
Over-referencing to the procurement demonstration: If your procurement included a demonstration
stage, then you or your colleagues enjoyed a demonstration by one or more of our solution
consultants who showed you standard functions of the Tyler software solution. Those functions relied
on “demo data” – so, anonymized, generic data that is not your data, following workflows that have
not been specifically configured to your existing workflows. Until that data conversion successfully
occurs, and the application(s) are configured according to your choices, you will not be able to test
and see it working with “your” data and following “your” workflows. We often have clients who are
confused when, shortly after project kickoff, they cannot see an end-to-end function of theirs run in
our software solution compared to how it used to run in their legacy system. That confusion is usually
heightened when they’ve seen a demonstration. The simple answer is, we are not there yet!

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

The “fewer clicks” concern: We often hear confusion or frustration from end users who are trained
on a discrete task or two and learn that what they used to do “in three clicks” now “takes four clicks.”
It is important to remember that the improved operational efficiency you are gaining from our
software solution should be considered holistically, and not in the vacuum of a discrete task. And an
“extra” step or two for a discrete task is usually the result of (a) not conforming a legacy business
process to our software solution’s functional offering; or (b) the need to update a legacy business
process to better track current best practices.

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Appendix 2
Assigned Project Resources
Without limiting the scope of the governance framework, including the escalation paths and change
management principles, that is addressed in the Statement of Work, these are the assigned project resources
for both our team and yours that we expect to participate in the project. Note: Often, especially for your
project team members, one person serves in more than one role.
We may each decide to assign additional resources over the course of the project.

Tyler Roles & Responsibilities
Tyler Implementation Manager
Our implementation manager does not have day-to-day involvement with the project and instead serves as
part of our escalation process. Our project managers consult our implementation manager on issues and
outstanding decisions critical to the project. Our implementation manager works toward a solution with our
project manager or with your management as appropriate. Our executive management is the escalation point
for any issues not resolved at the implementation manager level. In addition, our implementation manager:





Assigns our project personnel.
Provides support for the project team.
Provides management support for the project to ensure it is staffed appropriately, and staff have
necessary resources.
Monitors project progress including progress towards agreed upon goals and objectives.

Tyler Project Manager
Our project manager(s) provides oversight for the project, coordinates our resources between departments,
manages the project budget and schedule, manages project risk, and serves as the primary point of contact
for all project related items. As requested by your project manager, our project manager provides regular
updates to your steering committee and other members of our governance. Our project manager’s role
includes responsibilities in the following areas:

Contract Management






Validates contract compliance throughout the project.
Ensures deliverables meet contract requirements.
Acts as a primary point of contact for all contract and invoicing questions.
Prepares and presents stage acceptance control points for signoff.
Coordinates change requests, if needed, to ensure proper scope and budgetary compliance.

Planning



Defines project tasks and resource requirements.
Develops initial project schedule and project management plan.

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

Collaborates with your project manager(s) to plan and schedule project timelines to achieve on-time
implementation.

Implementation Management







Tightly manages the scope and budget of project to ensure scope changes and budget planned versus
actual are transparent and handled effectively and efficiently.
Establishes and manages a schedule and Tyler resources that properly support the project schedule
and are also in balance with scope/budget.
Establishes risk/issue tracking/reporting process for the project and takes all necessary steps to
proactively mitigate these items or communicate with transparency to your project manager any
items that may impact the outcomes of the project.
Collaborates with your stakeholders to establish key business drivers and success indicators that will
help to govern project activities and key decisions to ensure a quality outcome of the project.
Collaborates with your project manager(s) to set a routine communication plan that will aid all
project team members in understanding the goals, objectives, status, and health of the project.

Resource Management







Acts as a liaison between the project team and our manager(s).
Identifies and coordinates all our resources across all applications, Phases, and activities including
development, forms, installation, reports, implementation, and billing.
Provides direction and support to the project team.
Manages the appropriate assignment and timely completion of tasks as defined in the project
schedule, task list, and go-live checklist.
Assesses our team's performance and adjusts as necessary.
Consulted on in-scope third-party providers to align activities with ongoing project tasks.

Tyler Implementation Consultant






Completes tasks assigned by our project manager(s).
Documents activities for services performed by us.
Guides your project team through application validation process following configuration.
Assists during go-live process and provides support until you transition to our Client Services.
Facilitates training sessions to ensure adequate discussion of the appropriate agenda topics during
the allotted time.

Tyler Sales




Supports Sales-to-Implementation knowledge transfer during the Initiate & Plan stage.
Provides historical information, as needed, throughout implementation.
Participates in pricing activities if additional licensing and/or services are needed.

Tyler Technical Services






Maintains Tyler infrastructure requirements and design document(s).
Involved in system infrastructure planning/review(s).
Provides first installation of licensed software with initial database on servers.
Supports and assists the project team with technical/environmental issues/needs.
Deploys Tyler products.

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Client Roles & Responsibilities
Client Executive Sponsor
Your executive sponsor could also be referred to as the project champion. They best serve the project by
providing strategic direction and communicating key issues about the project and its overall importance to
the organization. When called upon, the executive sponsor also acts as the final authority on all project issues
escalated by the Client steering committee.

Client Steering Committee
Your steering committee embeds cultural change into the project. The steering committee oversees your
project manager and project through regular internal meetings. Your steering committee remains updated on
all project progress, project decisions, and achievement of project milestones. Your steering committee also
serves as the primary level of issue resolution for the project.












Understands and supports the cultural change necessary for the project and fosters an appreciation
for the project’s value throughout the organization.
Works to resolve all decisions and/or issues not resolved at the project manager level as part of the
escalation process.
Attends all scheduled steering committee meetings.
Provides support for the project team.
Assists with communicating key project messages throughout the organization.
Prioritizes the project within the organization.
Ensures the project is staffed appropriately and that staff have necessary resources.
Monitors project progress including progress towards agreed upon goals and objectives.
Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o Project Goals
o Client Policies
Needs of other client projects.

Client Project Manager
You shall assign project manager(s) prior to the start of this project with overall responsibility and authority to
make decisions related to project scope, scheduling, and task assignment. Your project manager should
communicate decisions and commitments to our project manager(s) in a timely and efficient manner. When
your project manager(s) does not have the knowledge or authority to make decisions, he or she engages the
necessary resources to participate in discussions and make decisions in a timely fashion to avoid project
delays. The Client project manager(s) is responsible for reporting to your steering committee and determining
appropriate escalation points.

Contract Management




Validates contract compliance throughout the project.
Ensures that invoicing and deliverables meet contract requirements.
Acts as a primary point of contact for all contract and invoicing questions.

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

Collaborates on and approves change requests, if needed, to ensure proper scope and budgetary
compliance.

Planning





Reviews and accepts project planning documents.
Defines project tasks and resource requirements for your project team.
Collaborates in the development and approval of the project schedule.
Collaborates with our project manager(s) to plan and schedule project timelines to achieve on-time
implementation.

Implementation Management










Tightly manages project budget and scope.
Collaborates with our project manager(s) to establish a process and approval matrix to ensure that
scope changes and budget (planned versus actual) are transparent and handled effectively and
efficiently.
Collaborates with our project manager(s) to establish and manage a schedule and resource plan that
properly supports the project schedule as a whole and is also in balance with scope and budget.
Collaborates with our project manager(s) to establish risk and issue tracking and reporting process
between both of us and takes all necessary steps to proactively mitigate these items or communicate
with transparency to us any items that may impact the outcomes of the project.
Collaborates with our project manager(s) to establish key business drivers and success indicators that
will help to govern project activities and key decisions to ensure a quality outcome of the project.
Routinely communicates with both your staff and us, aiding in the understanding of goals, objectives,
current status, and health of the project by all team members.
Manages the requirements gathering process and ensures timely and quality business requirements
are being provided to Tyler.

Resource Management













Acts as a liaison between project team and stakeholders.
Identifies and coordinates all Client resources across all modules, phases, and activities including data
conversions, forms design, hardware and software installation, reports building, and satisfying
invoices.
Provides direction and support to the project team.
Builds partnerships among the various stakeholders, negotiating authority to move the project
forward.
Manages the appropriate assignment and timely completion of tasks as defined.
Assesses team performance and takes corrective action, if needed.
Provides guidance to your technical teams to ensure appropriate response and collaboration with our
Technical Support Teams to ensure timely response and appropriate resolution.
Owns the relationship with in-scope third-party providers and aligns activities with ongoing project
tasks.
Ensures that users have appropriate access to our project toolsets as required.
Conducts training on proper use of toolsets.
Validates completion of required assignments using toolsets.

Client Change Management Lead(s)


Validates that users receive timely and thorough communication regarding process changes.

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




Provides coaching to supervisors to prepare them to support users through the project changes.
Identifies the impact areas resulting from project activities and develops a plan to address them
proactively.
Identifies areas of resistance and develops a plan to reinforce the change.
Monitors post-production performance and new process adherence.

Client Functional Lead(s)


























Makes business process change decisions under time sensitive conditions.
Communicates existing business processes and procedures to our consultants.
Assists in identifying business process changes that may require escalation.
Contributes business process expertise for Current & Future State Analysis.
Identifies and includes additional subject matter experts to participate in Current & Future State
Analysis.
Validates that necessary skills have been retained by end users.
Provides project team members with dedicated time to complete required homework tasks.
Acts as an ambassador/champion of change for the new process and provides business process
change support.
Identifies and communicates any additional training needs or scheduling conflicts to your project
manager.
Actively participates in all aspects of the implementation, including, but not limited to, the following
key activities:
o Task completion
o Stakeholder meeting
o Project management plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with our project team
Coordination of your resources
o Attendance at scheduled sessions
o Change management activities
o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation.
Client Subject Matter Expert(s) Participates in project activities as required by the project team and
project manager(s).
Provides subject matter expertise on your business processes and requirements.
Acts as subject matter expert and attends Current & Future State Analysis sessions as needed.
Attends all scheduled training sessions.
Participates in all required post-training processes as needed throughout the project.
Tests all application configuration to ensure it satisfies business process requirements.
Becomes application experts.
Participates in solution validation.
Adopts and supports changed procedures.
Completes all deliverables by the due dates defined in the project schedule.
Demonstrates competency with Tyler products processing prior to go-live.
Provides knowledge transfer to the Client staff during and after implementation.

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Client End User(s)
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Attends all assigned training sessions.
Becomes proficient in application functions related to job duties.
Adopts and utilizes changed procedures.
Completes all deliverables by the due dates defined in the project schedule.
Uses application to perform job functions at and beyond go-live.

Client Technical Lead
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Coordinates updates and releases with us as needed.
Coordinates the copying of source databases to training/testing databases as needed for training
days.
Coordinates and adds new users, printers, and other peripherals as needed.
Validates that all users understand log-on process and have necessary permission for all training
sessions.
Coordinates interface development for your third-party interfaces.
Develops or assists in creating reports as needed.
Ensures on-site system infrastructure meets specifications provided by us.
Assists with software deployment as needed.

Client Upgrade Coordination
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Becomes familiar with the software solution upgrade process and required steps.
Becomes familiar with our releases and updates.
Uses our resources to stay abreast of the latest of our releases and updates, as well as the latest
helpful tools to manage your upgrade process.
Assists with the upgrade process during implementation.
Manages upgrade activities post-implementation.
Manages upgrade plan activities.
Coordinates upgrade plan activities with your and our resources.
Communicates changes affecting users and department stakeholders.
Obtains department stakeholder acceptance to upgrade Production environment.

Client Change Management Lead
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Validates that users receive timely and thorough communication regarding process changes.
Provides coaching to supervisors to prepare them to support users through the project changes.
Identifies the impact areas resulting from project activities and develops a plan to address them
proactively.
Identifies areas of resistance and develops a plan to reinforce the change.
Monitors post-Production performance and new process adherence.

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Appendix 3
Conversion Appendix
A Tyler-led data conversion is not in scope for this project. Active cases will be converted manually by the
Tazewell County project team with Tyler assistance.

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Appendix 4
Additional Appendices
•

The scope of this project is limited to the Tazewell County Probation Department.

•

The project management services included assume the project duration is 6-months, with a single golive.

12.2 Technical Services
•

Current / Future State Analysis (CFSA) activities will be conducted early in the project. This activity will
determine need and scope of additional interfaces, reports, or other modifications. If identified, these
items may impact the projects timeline and budget and will be discussed with project leadership
(Tazewell County and Tyler) teams before moving forward. Any development requirements identified
after 30 days of project startup or kick-off may be delivered after go-live.
o

The complexity of the reports and integrations will determine the final Level of Effort (LOE).
Actual scope of reports to be determined during the project.

o

Tyler will provide administrator training in the application to create forms and letter
templates. However, it will be the Tazewell County Project Team’s responsibility to build and
maintain final forms and letters.

12.3 Implementation Assumptions
•

This is a single phased go-live, using common configuration across all offices.
o

Tyler will provide training in the application to maintain configuration. However, it will be
Tazewell County’s responsibility to maintain configuration.

o

Any pre-existing business process manuals, user guides, or Standard Operating Procedures
(SOPs) requiring revisions will be updated, stored, and continually maintained by the Tazewell
County project team. Tyler will provide consultation services to demonstrate how Enterprise
Supervision may be used to facilitate these processes, but any documentation updates will be
performed directly by the Tazewell County project team. This is further defined in Section
6.3.3, Process Refinement.

o

Tyler will provide Reports Training as part of the implementation. For clarity, this training will
pertain to Tazewell pre-existing, or core system reports. An optional extension of this
exercise will allow the Fulton County project team to conduct analysis of any reports in use
prior to implementing Enterprise Supervision. A Tyler consultant will address training
questions related to how reports can be generated in Enterprise Supervision, but any
required analysis, report matching, or review of reports in use prior to the project will be
managed solely by the Tazewell County project team.

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12.4 Development
•

Any optional development services required will be delivered post go-live.

12.5 Travel
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Actual travel may need to be re-evaluated/determined by the core project team based on the needs
of the implementation.
The estimated travel budget was calculated based on the recommended onsite activities:
o On-site Go Live assistance (see go live assistance section under 12.6 for details)
o End User Training

12.4 Go Live Support
•

Tyler will provide 1 resource on site over 1 week to support end users at Go Live. Go live support
needs may need to be reevaluated by the Tyler and Client project teams. Additional resources may
incur additional cost at Tyler’s then current hourly rate.

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