SOW / POV for
Customer xxx
Sofia Application (ie staff safety)
Quote Number: Q-????
Applicable T&C: Reference overarching (ie Master Purchase Agreement)
Version: V1.0
Date: November 22, 2024
Contents
Contents
Executive Summary
AiRISTA’s commitment to advancing operational efficiency and safety in healthcare settings
is exemplified through our state-of-the-art sofia Real-Time Location System (RTLS)
platform.
Introduction
Purpose of this SoW
This document (SoW) captures all requirements and criteria to help “Customer” (the client)
achieve a successful implementation for its asset management and staff safety objectives
with AiRISTA’s sofia RTLS platform. The client and AiRISTA are bound by its terms and
conditions as shown by the parties’ signatures in the Statement of Proposal Acceptance
page.
The Client’s Purpose
xxxx.
Project Tasks
List of all the high-level project goals
1. Ie: Implement an asset management solution
2. Ie: Integrate sofia with x software
3. Ie: Retire old server and migrate all data over to the new sofia DB
Use-Cases
In Scope
Asset Tracking –
Staff Safety –
Available on request / recommended to review
Temperature Monitoring –
Patient Flow – xxxx
Project Location
Facility Information
Physical Address xxx
Shipping Point of xxx
Contact
Suggested Airport xxx
Required safety training, xxx
certifications, or
clearance
Vendor Access xxx
Client Responsibilities
To ensure successful, efficient delivery of the scope of work outlined herein, the client is
responsible for the following tasks before AiRISTA arrives onsite, unless otherwise agreed
to beforehand.
Pre-visit Requirements
The client must meet the server prerequisites to support sofia and AiRISTA RTLS Controller
(ARC) as outlined in the Prerequisite Compliance document prior to AiRISTA’s onsite visit.
An AiRISTA-certified reviewer will verify completion before scheduling either a remote or
onsite installation.
Hardware Installation and Configuration
• The client will be responsible for physically mounting, installing, and validating any
Wi-Fi access points or BGU gateways.
• The client must validate network connectivity for all devices prior to AiRISTA
personnel arrival onsite unless other arrangements are made in writing prior to an
onsite visit.
• AiRISTA will be responsible for installing receptacle-based G3/G5 gateways.
Network Preparation
• The network configuration must allow unfettered and non-expiring access between
the sofia application, and any hardware tags or infrastructure included in the
installation.
• No network or application firewalls should stand between Vision/sofia software and
hardware tags on the network for onsite installations unless all required ports have
been opened.
• Wi-Fi setup and IP provisioning for tags and infrastructure must be completed and
validated prior to AiRISTA personnel arrival onsite.
Device Setup
For pre-programmed devices, the wireless network credentials must be provided in writing
to AiRISTA minimally fourteen calendar days prior to the onsite visit to allow for timely
device programming and delivery.
Maps
• Site/facility maps including plant/building layout and entry/exit doors must be
provided as JPG or PNG files prior to AiRISTA personnel arrival onsite.
• The maximum floorplan size is 20MB Width and height should be in the range of
1000 to 4000 pixels.
• Color or black and white maps are acceptable, with black and white preferred. Sofia
renders zones with light blue transparency. So, if you have a color map with blue
areas or lines, it could cause confusion with sofia-designated zones.
Network Access
• Wi-Fi access to AiRISTA personnel/equipment or customer laptops must be made
available upon arrival and for the duration of the visit to allow for system testing and
configuration.
• Laptops must have access to servers and infrastructure on subnets where
deployment will be executed.
• For Wi-Fi only RTLS, access to the Wireless LAN (WLAN) Controller must be
provided as required.
Personnel
• During the onsite visit, the client must make available an employee and backup to
support the AiRISTA team to aid with deployment.
• The assigned person must be able to participate in any acceptance testing at the
conclusion of the installation and serve as liaison to the client’s extended team.
• The assigned person(s) must be able to access network configurations, network
provisioning of infrastructure, and any servers or databases used in the
installation—or have timely access to personnel who have this level of access.
• A backup person with the same access must be identified and available should the
designated person become unavailable.
Unforeseen Circumstances
If any circumstance prevents access to the client’s facilities, personnel, or compliance
with above listed requirements, AiRISTA must be notified at least 14 days prior to the
agreed upon site visit dates to allow for schedule adjustments as required.
Deployment methodology
AiRISTA will deliver the listed project goals using five project phases:
1. Project Planning: AiRISTA and Customer team members work closely together to
scope and plan the project implementation. The key deliverables of this phase are
the Project Charter including use case refinement, site assessment and readiness,
creation of test plans and customer acceptance criteria.
2. Installation: AiRISTA will allocate resources to install and configure (remotely and
on-site) the customer’s site instance of “sofia,” (post customer responsibility to
provide and fully configure one to two local servers and a full SQL database).
3. Configuration: The installed components (hardware and software) are configured
and integrated into a working system. During this phase AiIRSTA will provide training
and guidance on how to set up assets, people, zones, departments and rules to
facilitate workflows.
4. System Testing: During this phase system functionality is verified according to the
agreed test plans.
5. Acceptance & Handoff: In this phase, the Customer completes acceptance testing
by verifying the business use cases are achieved. Upon successful completion of
this test, the solution will be considered complete and handed off to the Customer.
Phase 1 – Project Planning
After receipt of the customer’s Purchase Order (PO) AiRISTA will schedule a kick-off
meeting at a mutually agreeable time/date to outline required customer activities, pre-
requisites, and planned activities. It is critical for both the client and AiRISTA, all project
stakeholders attend.
Project Charter
The project charter ensures the following information is agreed upon between both parties
before project execution:
• Project team members and contact information
• Meeting charter and method of communication
• Stakeholders and information cadence
• Use case documentation and expected project outcomes
• Key milestones definitions
Customer Responsibilities
• Organize the Customer’s internal implementation project team.
• Work with AiRISTA to complete the project charter.
• Set expectations with the senior management team that are defined by the project
charter.
AiRISTA Responsibilities
• Complete the project charter.
• Review of the Statement of Work with the Customer’s Executive Sponsor and the
project lead.
• Provide hardware and software requirements to the Customer.
• Determine a plan for appropriate personnel, equipment, and time logistics.
Site Assessment and readiness
Depending on the customer pre-interaction this step may fall before or after the creation of
the project Charter. The site assessment is a critical first step performed to estimate the
hardware required to install an AiRISTA solution that meets the customer’s business
requirements.
A formal site readiness statement needs to be completed before phase 2 (Installation) can
commence. The site readiness might require a separate secondary on site or remote check
inn after the initial site assessment.
Customer Responsibilities
• Provide electronic map images depicting the areas which will be included in the
project. These maps will be used in the hardware placement specification. Maps
should include floors, walls and, if possible, ceilings. The maps need to be current
and accurately reflect the current building layout and dimensions.
• Provide security access to buildings and necessary rooms specific to the
implementation process.
• Arrange for workspace as needed by the AiRISTA Implementation Team.
AiRISTA Responsibilities
• Inspect Facility: Review type & characteristics of each location.
• Meet with the relevant departments who will be parties during the project
installation and deployment (e.g., Nursing, Facilities, IT, Security, etc.)
• Review maps of existing Wireless Access-Points
Test plans
Creation and review of the test plans for the in-scope use cases (Staff safety and Asset
tracking). At minimum the test plans will enable AiRISTA to conduct system validation
testing to complete phase 4. Any additional and unique customer acceptance test criteria
for phase 5 outside of AiIRSTA’s phase 4 test plan will need to be clearly defined and added
to the test plans.
Customer Responsibilities
• Work with AiRISTA to define the acceptance test plans
• Review and sign off on the system validation test plans.
AiRISTA Responsibilities
• Creation of system validation test plans
• Creation of acceptance test plans
Phase 2 – Installation
During the Installation Phase the AiRISTA hardware and software components are installed
at the customer site. Using the detailed placement specification from the Site Assessment,
the customer resources install, power, and network the AiRISTA hardware. With the server
hardware prepared in advance, the AiRISTA software applications are installed.
Server Installation
Customer Responsibilities
• 1 or 2 Project servers (not in the cloud) stood up and configured following AiRISTA’s
“Sofia Server, Network, and Software Requirements” document.
• SQL Server (non-SQL Express) and access when required.
• Cabling and POE switch port availability.
• Configuration of POE switch ports for AiRISTA solution.
• Provide all necessary AiRISTA network requirements (e.g., static IP address for the
server, etc.) A list will be provided during the planning meetings.
• Provide AiRISTA access to the server to upload applicable files (e.g., internet or
network connection, FTP access).
AiRISTA Responsibilities
• Provide installation documentation and pre-requisites to the customer
• Remotely install and configure the sofia software.
• Remotely connect to SQL Server.
Wi-Fi Access Point Configuration and Verification
Customer Responsibilities
• Provide up to date access point information:
o Vendor & Model
o IP Address
o Mac Address
o Channel settings
o IOS Version
• Verify the Access Points are in the exact location as seen in the wireless maps. If
not, install them in the correct location to match wireless maps.
• Update Access Points to AiRISTA software version as required.
• Verify that each Access Point is passing test tag messages.
AiRISTA Responsibilities
• Verify Access Point configuration and required communication related to the sofia
deployment.
Phase 3 – System Configuration
In this phase, the installed AiRISTA system hardware and software are configured and
integrated into a working system. AiRISTA resources will test system components and verify
system functionality per the customer’s requirements. Software installation and
configuration may be performed at the customer site or by remote connection to the
customer’s AiRISTA server if available.
Customer Responsibilities
• Provide access to areas included in the RTLS deployment
• Provide resources to participate and support hardware configuration as required
(networking, IT, etc.).
• Provide resources to participate and support software configuration as required
(networking, IT, etc.) to set up of assets, people, zones, departments and rules to
facilitate workflows
AiRISTA Responsibilities
• Hardware activation and configuration into the sofia platform
• Tuning of equipment as necessary
• Calibration of all areas included in the RTLS deployment.
• Provide training and guidance on how to set up assets, people, zones, departments
and rules to facilitate workflows.
Phase 4 – System Testing
In this phase, AiRISTA will verify the installed and configured system meets the functionality
required by the use cases.
System testing work may be performed at the customer site or from AiRISTA facilities by
remote connection to the servers.
Customer Responsibilities
• Provide resources as required to support system testing.
• Provide access to rooms and areas.
• Acknowledge acceptance of system test results.
AiRISTA Responsibilities
• Conduct comprehensive system testing based on the agreed test plans to verify
functionality meets use case requirements and correct any anomalies identified
during System Test
• Provide server details (e.g., login, password, IP, etc.) required to hand the server to
the Customer’s IT staff.
Phase 5 – Acceptance Testing & Handoff
In this phase, the Customer verifies the capabilities of the system. This can be done based
on review and sign off on AiRISTA’s test results report from Phase 4, based on customer
defined acceptance criteria to verify use case performance or a combination of both.
Additional defined acceptance testing will be performed by the customer at the customer
site. The acceptance test plan and test results may be reviewed remotely.
Customer Responsibilities
• Appoint individuals to witness the Test Plans.
• Sign off on the witnessed Test Plan documents.
• Appoint individuals to be named contacts for communication with AiRISTA
Technical Support.
AiRISTA Responsibilities
• Creation of the summarized acceptance testing report for sign-off.
Change Request
After the client’s and AiRISTA’s joint, in writing approval, project work will begin. Any items
or modifications not listed in this proposal that are then approved by both the customer
and AiRISTA will be treated as a Change Order to the project.
At the sole discretion of AiRISTA, change requests may require an additional purchase
order and associated documentation detailing the required tasks and effort not covered
under the original proposal.
AiRISTA will document any additional associated costs and schedule dependencies
resulting from a change request. AiRISTA does not assume nor guarantee that any
additional requirements will be delivered at the time first agreed in the original proposal.
Success Criteria
List of main success criteria
Assumptions and Exclusions
List as needed …
Deliverables - Products and Services
Location of Services
Remote
Remote and On site
Professional Services Description
Standard Professional Services
Custom Professional Services
Billing Model
Milestone
Subscription
Fixed Fee
Time and Materials
If Time and Materials
Payment in Advance
Payment after delivery
If Payment in Advance
Quoted Number of Workdays
Hardware, software and services (quote Q-xxxx)
Insert SFDC quote
T&C to quote Q-xxxx
• List relevant T&C
• List special conditions: Ie LT on specific hardware or exclusion of data migration for
example
Documentation
AiRISTA Documentation will be available in our on-line Help Center. The portal will be
provided to the customer at the beginning of the project to access guides and
documentation.
“The Client” will also receive an “as-build” report for reference and use by the technical
support teams.
Project Handoff to AiRISTA Support
Upon completion of the first project, the customer will be introduced to the customer
service and support department. AiRISTA will present a formal email, providing information
on how and when to get in touch with customer service and support.
Project Schedule
The following schedule identifies a sample of high-level target dates and performance
milestones.
Project Phase Milestones Start Finish
Phase 1: • Completion of Project Charter 02/2025 TBD
Project Planning • Site assessment: Technical & Clinical
Workshop, and Site Walk
• Refinement and documentation of the
use cases
• Creation and agreement on test plans
and customer acceptance criteria
• Confirmation of site readiness
Phase 2: • Server set-up (App and DB) and TBD TBD
configuration
System Installation
• Sofia installation
• Access point set-up and configuration
incl initial test with AiRISTA tags
Phase 3: • Hardware activation and configuration TBD TBD
into the sofia platform
System Configuration
• Tuning of equipment as necessary
• Calibration of all areas included in the
RTLS deployment.
• Provide training and guidance on how
to set up assets, people, zones,
departments and rules to facilitate
workflows
Phase 4: • Execute test plan TBD TBD
System • Provide test plan results
Testing/Validation documentation
• Server hand over to the customer’s IT
staff.
Phase 5: • Customer acceptance testing TBD 06/2025
Acceptance and sign- • Review and sign off documentation
off
• Sign off and close out
Statement of Work Acceptance
AiRISTA SoW Terms and Conditions (“Agreement”)
Unless a separate written agreement is currently in force between the parties with the
respect to the subject matter contained herein, this Proposal is made pursuant to and
governed by the Professional Services Terms and Conditions of AiRISTA, additional Terms
and Conditions are stipulated in the referenced Sales Order/Quote Number .
THE SERVICES, THE DELIVERABLES AND THE METHODS AND TECHNOLOGY USED BY
AIRISTA TO PRODUCE THE DELIVERABLES ARE NOT WORKS MADE FOR HIRE, AND AIRISTA
SHALL RETAIN ALL INTELLECTUAL PROPERTY RIGHTS TO THE DELIVERABLES. THE
SOURCE CODE OF THE DELIVERABLES IS A CONFIDENTIAL TRADE SECRET OF AIRISTA.
Agreed: Client Vendor: AiRISTA
Signature: ___________________________ Signature: _____________________________
Printed Name: _______________________ Printed Name: __________________________
Title: _____________________________ Title: ________________________________
Date: ______________________________ Date: _________________________________
Client Name AiRISTA, Americas
Street Adress 1966 Greenspring Drive, Suite 125
City, state, postal Timonium, MD 21093
Revisions
Revision Description
1.0 First version of the proposal.
Appendix 1: Stakeholder Definitions
The following tables identify customer project stakeholders for changes to its roster, the
client should notify AiRISTA 14 days in advance.
“Client”
x = resource suggested
Suggested
o = resource may be needed
Resources
Department Role Year 1 Year 2 Year 3
Executive Project o Is the product and project champion.
Sponsor o Develops project teams
o Supports the project planning and
implementation.
o Rolls out a change management plan.
x x x
o Communicates regularly to project
stakeholders.
o Provides the AiRISTA Project Manager a one
point of contact, who will act as the Client
Project Manager
Client Project o Manages the project team(s).
Lead / Manager o Is a point of contact for the AiRISTA Project
Manager during planning, implementation and
go-live.
o Attends weekly planning meetings.
o Assists the AiRISTA Project Manager to
understand department workflows.
o Schedules staff training.
o Attends training. x x x
o Attends the roll out/go-live of the solution
where implementing.
o Attends integration planning meetings.
o Provides subject matter experts for integration
planning and roll-out.
o Plans a tagging strategy into current workflow.
o Follows the change management plan.
o Attends User Acceptance Testing.
Client Engineers o Attends training.
and Technicians
o Tags equipment with AiRISTA tags, using
AiRISTA best practice guide and Engineer
guidance.
x x x
o Locates equipment throughout the customer
location, utilizing the Sofia Interface.
o Attends integration training, testing and utilize
the integration solution.
Department o Attends the weekly planning meetings (if
Super Users appropriate).
o Ensures project tasks are completed in a
timely fashion.
o Provides suggestions for user adoption and
utilization during weekly planning meetings (if
appropriate).
o Provides support and guidance to end users x o o
during training and system roll-out.
o Follows the change management plan
activities for staff to positively adopt the AiRISTA
Staff Safety solution.
o Provides valuable feedback on how the system
is being adopted and utilized.
o Attends post project weekly meetings.
Security Team o Provides input on security requirements in
terms of installation practices as well as system
requirements for “staff safety” use cases.
o Attends weekly planning meetings (as
x x x
needed).
o Ensures project tasks are complete in a timely
fashion.
o Provides valuable security workflow
information, during planning meetings.
o Attends each departmental User Acceptance
Test.
o Works directly with leadership and
Management to develop and initiate a monthly
Staff Safety test plan.
o Attends system integration planning meetings
(related to the security department).
IT / Server / DB o Develops project team(s) (suggested teams
team might be Server Team, Network Team, SQL Team,
Active Directory/LDAP Team, Desktop Team,
integration ServiceNow expert, integration with
security camera team - if support application)
expert.
o Provides the AiRISTA Project Manager with
team contacts or provides a one point of contact
for IT related activities.
o Attends weekly technical planning meetings.
o Ensures project tasks are completed in a
timely fashion.
o Approves remote access or people to access
x x x
servers, SQL, and those with ability disable
firewalls during installation.
o Determines ongoing application support team
(post go-live and solution expansions in year 2 &
3).
o Builds server infrastructure following the
AiRISTA process guide.
o Works directly with the AiRISTA Engineers prior
to building servers.
o Provides wireless maps depicting APs for the
entire hospital.
o Validates access points are exactly where
plotted on wireless maps.
o Tests tag transmission with AiRISTA Engineer.
Provides a SQL database for the sofia system
(cannot be SQL Express).
o Provides access to SQL database with AiRISTA
Engineer remotely and possibly when AiRISTA
Engineers are on-site.
o Provides LDAP instructions for AiRISTA
Engineers (if needed).
*The client’s Project Manager is responsible for communicating collective feedback from
the client’s project stakeholders to the AiRISTA Project Manager.
AiRISTA dedicated x = resource suggested
resources o = resource may be needed
Department Role Year 1
AiRISTA Sales Team o Client Advocacy: Act as the liaison between the
client and the project team, ensuring that the
Ahmad Sajadi client’s needs and expectations are clearly
communicated and understood.
[Link]@ o Solution Customization: Work closely with the
[Link] project team to tailor solutions that align with the
client’s specific requirements and business
949.375.8387 objectives.
x
o Ongoing Communication: Maintain regular
contact with the client throughout the project
lifecycle to provide updates, gather feedback, and
make necessary adjustments.
o Post-Sale Support: Ensure a smooth transition
from sale to service delivery, and provide ongoing
support to foster a long-term relationship and
potential future business.
AiRISTA Project o Project Planning: Develop comprehensive project
Management Team plans that outline timelines, resources, budgets,
and deliverables to guide the project from
Behrang Sohrabi conception to completion.
o Team Leadership: Lead and motivate the project
[Link]@ team, assign tasks, and ensure that each team
[Link] member has the tools and understanding
necessary to contribute effectively.
443.613.7977 o Risk Management: Identify potential risks and
x
challenges early in the project, and implement
strategies to mitigate them, ensuring the project
stays on track.
o Budget Oversight: Monitor project expenditures,
ensuring that all financial transactions align with
the project budget and financial planning.
o Quality Assurance: Oversee the quality of work
and ensure that the project deliverables meet the
agreed-upon standards and client expectations.
COO o Strategic Leadership: Sets the vision and
strategic direction for the professional services
Diederik Houben team, ensuring alignment with the company’s goals
and market demands.
[Link]@ o Client Relationship Management: Builds and
[Link] maintains strong relationships with clients,
x
ensuring their needs are met and expectations
949.431.9670 exceeded throughout the project lifecycle.
o Operational Oversight: Manages the operational
aspects of service delivery, including resource
management, process optimization, and service
quality.
Executive Sponsor o Strategic Alignment: Ensures the project aligns
with the strategic goals and priorities of the
Wyatt Meek organization.
o Stakeholder Engagement: Facilitates x
[Link]@ communication and collaboration among key
[Link] stakeholders to garner support and address
concerns.
o Resource Allocation: Secures and allocates
612.239.4368 necessary resources, including funding and
personnel, to support project objectives.
o High-Level Oversight: Provides oversight and
governance to guide the project’s direction and
make critical decisions.
Appendix 2: Floorplans & Suggested Infrastructure Placement
Floor 1
Floor 2
Floor 3
Floor 4
Floor 5
Floor 6
