HARMONY RS Statement of Work V1.2

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Version	Revised On	Revised By	Description
1.0	24/03/2021	Vicki Paras	Creation of SOW
1.1	23/04/2021	Vicki Paras, Anton Pretorius, Walter Palomino	Added content, Annex, Diagrams
1.2	20/06/2022	Vicki Paras, Lachy Wheeler, Sharon Williams	Revised wording:  2.5 Deliverables, 4.0 Schedule, 7.1 Labour costs Removal of networking diagrams
1.3	22/03/2023	Vicki Paras, Lachy Wheeler, Walter Palomino, Paul Wilson	Added customer requirements to 2.5 Roles & Responsibilities

 

This Statement of Work is made to a Master Services Agreement (the "Agreement") between Topcon Healthcare solutions Australia & New Zealand (“Topcon”) and the customer (“Customer”).

The following provisions shall be applicable to this Statement of Work:

 

The Customer is looking to implement Harmony RS into their Australian or New Zealand clinic/company as their new Data Management Solution.

Topcon will support the creation, configuration, testing, training, and deployment of the Harmony software, unless otherwise agreed.

The scope of work within this SOW shall be deemed completed upon successful deployment of the new Harmony RS software setup.

 

• Project management

• Implementation services

• Training support

• Software support

 

2.2 Requirements:

• Data storage/hosting with IBM (Australia) or Azure (New Zealand), ensuring patient information does not leave the borders of Australia/New Zealand as per HIPPA and TGA guidelines.

• A Harmony RS integration server (KIS) to be supplied by Customer for cloud data hosting. The KIS is the data processing and transfer service that transmits patient data securely between the onsite equipment and Harmony in the cloud. No patient data is stored on the KIS. The use of a virtual machine is recommended.

• Monthly or annual invoicing on agreed subscription model, as per signed quotation.

• Preferred internet browsers: Chrome, Firefox, Microsoft Edge Chromium.

• Stable & reliable internet connection (recommended minimum 50/50), with sufficient bandwidth to maintain the volume of information and data to be uploaded and downloaded. 

 

2.3 Scope:

•  Project Management

•  Scoping, Gathering Data and Requirements

• System Setup, Configuration, Testing & Deployment

• Historical Data Migration & Data Cleanse, if required

• Staff user training

• Post Go-Live Remote Support

 

2.4 Deliverables:

• Remote staff training

• Remote software support

• Included software updates to Harmony.

 

2.5 Roles and Responsibilities:

• Both Topcon & Customer Project Managers will be responsible for coordinating the resources, managing timelines, and reporting on project updates.

• Topcon Software engineers will be responsible for gathering the requirements and leading the system setup/ implementation for this project, including testing and deployment of the software integrations.

• The customer will collect and collate any information (including licences) relating to the successful integration of new Topcon & 3^rd party devices into existing Harmony setups.

•Topcon personnel/ project manager will support the testing, deployment, support activities and training for this implementation.

• The Customer will be responsible for data validation, training attendance, and assistance of data collection for the project scope and requirements, including communicating with third party vendors for connection requirements.

• The Customer is responsible for providing and maintaining a reliable and secure internet connection.

• The customer and/or 3^rd party vendor will provide any documentation relating to device installation and user instruction.

• For Harmony-related software malfunctions or queries, the Customer is to register the issue with Topcon service au.support@topcon.com

 

2.6 Terms

• Terms of sale: https://topconhealthcare.com.au/terms-and-conditons

• Terms of use: https://topconhealthcare.com.au/about-us/terms-aus

 

3.1 Project Assumptions

The following assumptions form an integral part of the project.

• Anything not mentioned in the Scope document has not been accounted for and therefore will be considered out of budget.

• Current charge-out rates are subject to change with 90 days’ written notice.

• Any delays in the installation process (included but not limited to from Topcon, Customer or third-party providers) will extend the delivery date accordingly. 

• All installation, training and support are to be conducted remotely. Onsite services can be arranged upon request. Travel and incidental charges will be billed to the customer (refer to section 7.0 Annex, page 10).

• Topcon is not responsible for the Customers internet connection problems, bandwidth or loss of connectivity. The resolution of internet connectivity issues are the sole responsibility of the Customer.

• Please note that as Harmony updates and upgrades are released, there will be a notification provided when the update/upgrade will occur. No additional one-off or subscription charges will apply for scheduled updates/upgrades.

• The above scope covers the implementation on Topcon Harmony at the agreed premises. In the occurrence of a change of practice address, Topcon takes no responsibility for any damage to the KIS . Topcon’s involvement for the repair or resolution of damages will be billable to the customer.

• If required, workflow documentation per device can be provided upon request, by Topcon.

 

3.2 Customer Responsibilities

• To ensure continuity and implementation success, Customer will assign one key contact/project manager to the project that all requests/requirements will be managed through.

• To ensure continuity and implementation success, Customer will assign one individual to be the super-user which will require their attendance at all scheduled training sessions.

 

If the accompanying quotation is signed, the project implementation as per the SOW is scheduled to commence on the agreed date to be confirmed by Topcon and Customer.

 

• Refer to the quotation estimate(s) provided.

• Final value fee (agreed quotation) to be calculated as a result of site survey findings.

• Work performed during non-business hours, after 5:00 p.m. (local time) Monday through Friday or any time on Saturday or Sunday is charged at 1.5 times the resource’s standard rate (refer to section 7.0 Annex, page 10).

 

Notes:

• No work will begin until the quotation has been approved and signed by both Customer and Topcon.

• Any modifications or new work not explicitly outlined in this document or final signed quotation is out of scope and will require a new change request.

• This estimate includes considerations for contingency for adjustments to the effort around training and data work.

• This estimate does not account for Goods & Services Tax (10% Australia, 15% New Zealand).

• The quotation and Statement of Work is stated in Australian currency (AUD).

 

Any required changes to the Scope shall be submitted by the Customer in writing. Change requests must be reviewed by Topcon and accepted prior to amending the project timeline and/or budget. Changes will need project key contact and executive sign-off before proceeding with additional work.

7.1 Labour costs

• Labour costs are calculated on an hourly rate of AUD $180.00 per hour. The first hour of labour is charged in full, and additional time in 30 minute increments.

• Please note these rates are subject to change at any time without notice.

 

7.2 Travel, Accommodation and Incidentals

• Travel and accommodation charges are charged at the current rate by the transport and accommodation providers. Receipt and/or invoice will be forwarded to the Customer.

• Incidentals required for job completion will be forwarded on to the customer with receipts provided.

• Per Diem charges will also apply for onsite installations, support, etc.

 

8.1 Cloud storage allocation is per organisation. Multisite practices share the data storage allocation.

8.2 Installation is based on remote access. For any onsite training/support/access requested, please see charges listed in section 7.0 Annex, page 10.

8.3 Device Data Migration is the import of data to Harmony RS . Device back-up is a customer responsibility.

8.4 Synergy Data Migration is the transfer of historical scans/images/files into the Harmony RS cloud for comparison of future scans.

8.5 EMR integration connects the practice/organisations EMR (Electronic Medical Records) or PMS (Practice Management System) with Harmony RS to automatically populate relevant devices with a daily worklist, as well as the creation of patient files within the Harmony RS portal for automatic upload of incoming patient scans/images/files.*

*for more information on technical requirements and network configuration, please refer to the documentation provided by the Topcon software engineers.

8.6 Data Cleanse is the identification and clean-up of duplicate patient files and demographics across the practice/organisations EMR and individual devices.