PAQ 19 Project Management Office Services for … Web viewPAQ Title: Project Management Office...

ATTACHMENT 2

Project Assessment Quotation

PAQ INFORMATION

Contract No.: MME HIT Services RFP PAQ No: 2PAQ Title: Project Management Office Services for Missouri Eligibility Determination and Enrollment System Project

Total PAQ Amount:

State Agency:ITSD-DSS

State Agency Address:Department of Social ServicesFamily Services Division615 Howerton CourtJefferson City, MO 65102

ITSD Project Manager: Phone: / Email:

State Agency Project Manager: Phone: / Email:

Contractor Point of Contact: Phone: ( 573 ) 751- 0000 / Email: First.Last@

Contractor Company Name: Phone: (000 ) 000- 0000 / FAX: (000 ) 000- 0000Contractor Address:

List / Description of Attachments:Attachment 1 – Funding Lines

http://moitsd.state.mo.us/itsd/apps/pmo/projtrack/ITSD%20PAQ%20Forms/PAQ%2019%20Project%20Management%20Office%20Services%20for%20MEDES%20Attachment%201%20-%20Funding%20Lines.docx

This Project Assessment Quotation (PAQ) is pursuant to the Health Information Technology (HIT) Consulting Services contract. The Contractor agrees and understands that the terms and conditions specified in the HIT Consulting Services Contract apply to this PAQ, except where a term or condition in this PAQ is more restrictive than that in the HIT Consulting Services Contract, in which case the PAQ term will govern.

The Contractor understands and agrees that funds required to fund the contract must be appropriated by the General Assembly of the State of Missouri for each fiscal year included within the contract period. The contract shall not be binding upon the State for any period in which funds have not been appropriated, and the state shall not be liable for any costs associated with termination caused by lack of appropriations.APPROVALS REQUIRED TO PROCEED DATE

Contractor:

ITSD Project Management Office:

Agency/Program Approval:

Agency/Program Fiscal:

ITSD Financial:




PAQ Title: Project Management Office Services for Missouri Eligibility Determination and Enrollment System Project

PAQ #: 2

ITSD Client Services Manager:

ITSD Legal:

CIO Office:

PROJECT REQUIREMENTSPROJECT GOALS AND OBJECTIVES:

Background

Family Support Division

The mission of the Missouri Department of Social Services (the Department) is to "maintain or improve the quality of life for Missouri citizens”. The mission of the Family Support Division (FSD) is to maintain and strengthen Missouri families, helping people achieve an appropriate level of self-support and self-care through needs based services. The FSD is the primary state agency in Missouri responsible for determining eligibility for Missouri's Medicaid program, as well as other human services programs.

1) The FSD administers the Food and Nutrition (Food Stamps) program. This program is a federal food assistance program that helps provide food assistance to eligible low-income families to provide a first line of defense against hunger and improve families' nutrition and health. Monthly allotments of Food Stamp benefits are issued and accessed using an Electronic Benefit Transfer (EBT) card. Additional program participation information is included in Attachment N.

2) The FSD administers the Temporary Assistance Program. This program provides cash assistance to families with dependent children, as well as short-term training and work services to enable adult household members to become employed and self sufficient. Additional program participation information is included in Attachment N.

3) The FSD administers a subsidized child care program. This program provides for the protection, care and developmental experiences of children, birth through thirteen (13) years of age, for a portion of the day, but less than twenty-four (24) hours. Care may be provided in the child's home, in the home of the caregiver, or in the child care facility. Additional program participation information is included in Attachment N.

Missouri Medicaid Enterprise:

The purpose of the Missouri Medicaid Enterprise (MME) is to purchase and monitor health care services for low income individuals who are elderly, disabled, blind, members of families with dependent children, children and pregnant women in poverty, refugees and children in state custody. The MME is operated by the Department as the designated State Medicaid Agency (SMA). The Department provides services that help vulnerable Missourians of all ages maintain or enhance their quality of life, which may be threatened by lack of financial resources, emotional crises, disabling conditions, or an inability to protect themselves. The Family Support Division (FSD) of the Department is responsible for determining Medicaid participant eligibility. The MO HealthNet Division (MHD) of the Department is responsible for administering the Missouri Medicaid Program. The MME also includes the following State Agencies:

a. The Missouri Medicaid Audit and Compliance (MMAC) Division of the Department is responsible for the Medicaid program integrity functions.

b. The Division of Finance and Administrative Services (DFAS) of the Department is responsible for providing fiscal administrative support for MHD including Medicaid payment processing and financial reporting.

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c. The Division of Legal Services (DLS) of the Department is responsible for all legal services related to the Medicaid program.

d. The Information Technology Services Division (ITSD) of the Office of Administration (OA) is responsible for development and operation of systems related to the Medicaid program.

e. The Missouri Department of Mental Health (DMH) is responsible for administering Medicaid waiver programs specific to mental health programs.

f. The Missouri Department of Health and Senior Services is responsible for administering Medicaid waiver programs specific to home and community-based services.

Key information regarding the Missouri Medicaid Program can be found at http://dss.mo.gov/mhd/general/pages/about.htm and http://dss.mo.gov/fsd/.

Family Assistance Management Information System (FAMIS):

The FAMIS is a computerized eligibility determination system that assists FSD staff with determining and tracking participant eligibility for Medicaid and other health and human service programs and determining and distributing benefits. The FAMIS is maintained by the Office of Administration, Information Technology Services Division (OA-ITSD). The current FAMIS solution has been in service for over 20 years. The FAMIS core is a mainframe system. The primary system users are eligibility specialists located throughout Missouri working directly with program participants. Medicaid eligibility information is transmitted nightly to the Medicaid Management Information System (MMIS). The FAMIS also includes a web-based enrollment system allowing Medicaid participants to enroll in Managed Care plans.

Medicaid Management Information System (MMIS):

MO HealthNet Division (MHD) receives claims for medical services performed by fee-for-service providers and encounter data submitted by managed care health plans. The MMIS is a computerized claims processing system that assists the MHD staff with the claims and encounter processing, provider payment, and reporting business functions including recording, sorting, classifying and adjudicating claims; issuing checks or notices of denial of claims; issuing monthly invoices for spenddown and premium collections; and reporting (weekly, monthly, quarterly, annually and ad-hoc). The current MMIS solution was implemented in 1979 and has gone through many modifications over the past 34 years. The MMIS core is a mainframe system. The current Missouri MMIS Fiscal Agent is Wipro Infocrossing, Inc., who is responsible for the maintenance, operation, and development of the primary MMIS. The Fiscal Agent also operates the Medicaid Enrollment Broker Call Center to support the Managed Care participant enrollment function.

Patient Protection and Affordable Care ACT (ACA)

The ACA, Public Law 111-148, changes the health coverage landscape in a number of fundamental ways, including through the development of Health Benefit Exchanges (Exchanges). The ACA further requires the establishment of a single integrated process to determine consumer eligibility for all coverage options and subsidies, including Medicaid and the Children's Health Insurance Program (CHIP), and to facilitate enrollment into coverage.

Since September 2010, Missouri has significantly advanced its planning for complying with requirements of the ACA. Missouri engaged in a number of planning and analysis activities in order to determine both the technical and business functions of the eligibility and enrollment platform and to identify opportunities to leverage current systems. Missouri’s existing IT systems are built on technology ranging from 20-year old transaction-based systems operating on mainframes to three tier web-based systems. The overall outcome of these analyses was that no single system provides comprehensive coverage to meet technical requirements. To that end, Missouri has developed the following vision:

Defer to the implementation of a federally facilitated exchange (FFE) while being prepared for other contingencies based on actions of the Missouri General Assembly as listed below:

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http://dss.mo.gov/fsd/

http://dss.mo.gov/mhd/general/pages/about.htm


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o Contingency I – Share data systems development and the cost of such development with a State-Based Exchange (SBE) if directed to do so by action of the General Assembly;

o Contingency II – Collaborate with a Federal Partnership Exchange (FPE) by providing plan management and consumer assistance and any other required services to the FPE if directed to do so by the General Assembly; and

o Contingency III – Respond to requests from private, For-Profit exchanges to make Medicaid Qualified Health Plans (MQHPs) available on such private exchanges’ web sites.

Develop a technology enabled, user-friendly, consumer-centric eligibility and enrollment process to leverage and integrate, as appropriate, existing administrative and technical infrastructure for the State’s Medicaid and CHIP programs as well as for other human service programs administered by the Department of Social Services; and

Build the interfaces necessary to exchange information with the FFE, federal and state agencies and data hubs.

Replacement Medicaid Eligibility and Enrollment System Project

As a result of its review and analysis, the Department has determined that a new system will be designed to replace the current eligibility and enrollment system. The goal is to serve a high proportion of Missourians seeking health coverage and financial support using as much automation and electronic verification as possible. The initial goal of the project is to modernize the medical assistance programs eligibility determination practices through business process design supported by an integrated “customer centric” eligibility determination and enrollment system. All medical assistance program eligibility cases will be supported by this integrated, customer-centric services model and the system will serve as the medical eligibility system of record for all users in need of consolidated, current, and historical medical assistance program eligibility information.

In addition, the State is seeking a system solution that includes core functionality to allow for expanded use of the system to other eligibility programs and services. The system must be sufficiently flexible to accommodate a large number of programs and services, each with unique program-level requirements.

The solution vendor will implement three (3) projects as part of the overall eligibility and enrollment system program.

a. Project I: Medicaid Modified Adjusted Gross Income (MAGI) populations plus all interface requirements to share eligibility determination with a federally facilitated exchange;

b. Project II: Medicaid non-MAGI populations; and

c. Project III consists of four subprojects:

1) Project III-A -- Food Stamp Program: Missouri’s Supplemental Nutrition Assistance Program provides food purchasing assistance with an electronic benefit card (EBT);

2) Project III-B – Temporary Assistance (TA): Missouri’s cash assistance program for needy families with children so they can be cared for in their own home and reduce dependency by promoting job preparation, work and marriage;

3) Project III-C -- Child Care Assistance Program: provides assistance with payment for child care on a sliding fee basis for eligible parents or guardians;

4) Project III-D -- LIHEAP: provides financial assistance to help pay heating bills and includes the Energy Assistance/Regular Heating Program (EA) and the Energy Crisis Intervention Program (ECIP).

The solution vendor will complete, implement and operationalize Project I in releases starting October 1, 2013. CMS has

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defined the following critical success factors (see additional detail in Attachment A) for Project I:

1. Ability to accept application data.2. MAGI rules engine.3. MAGI conversion.4. Providing CMS with the state income thresholds, eligibility flexibilities, URL, call center #, etc.5. Connections with the Federally Facilitated Exchange (technically and legally, e.g. the MOU)6. Connections with Federal Hub (both technically and legally).7. MEC check existing Medicaid/CHIP enrollment.

CMS has also directed the State to develop and implement contingency planning as part of Project I (see Attachment A).

The solution vendor will migrate the additional programs, identified in Projects II and III, to the new system by December 31, 2015.

The executive steering team for the project will be the Missouri Eligibility Determination and Enrollment System (MEDES) workgroup. The PMO will report to the MEDES workgroup. The State will have a State Project Management Team consisting of the FSD, MHD, and OA-ITSD Project Managers. The PMO will work with the State Project Management Team.

The project must follow agile software development principles and practices, including early and continuous delivery of error-free, fully tested software, regular collaboration between business subject matter experts and developers, and iterative functionality reviews to ensure that the state agency business needs are met. The State anticipates assigning State Project Managers to the project for the technical and business aspects of this project. The State also anticipates the solution vendor assigning Project Managers for the design, development, and implementation aspects of their solution. The PMO will have the responsibility for coordinating and aligning the efforts of the State and solution vendor Project Managers to ensure the success of the overall project.

The development process must also conform to federal requirements under the Exchange Life Cycle (ELC), support the State of Missouri through the Centers for Medicare and Medicaid Services (CMS) Gate Review process, and meet all project milestones described herein. The solution vendor will supply all appropriate documentation to support the stage gate reviews to the state agency at least ten (10) business days prior to the deadline for the state agency to submit materials to CMS/CCIIO in advance of the scheduled review. The States will request approval by CMS through the Gate Review process for Project Startup Review, Architecture Review, and Project Baseline Review. The State will request approval by CMS through the Medicaid IT System Development Lifecycle Process.

The State utilizes the following project management tools: JIRA, Microsoft Project, Microsoft Visio, SharePoint, and Innotas. The contractor shall utilize these tools for this project. The contractor may propose utilizing additional tools that do not duplicate the functionality of these tools.

Project Goals and Objectives

The Department’s overall goal is the successful implementation of the eligibility and enrollment system and compliance with the related state and federal laws. Effective management of the project will be key to the project’s overall success. The State seeks to establish a Project Management Office (PMO) to provide necessary independent oversight and management of the project to ensure the successful implementation of the Missouri Human Services Eligibility, Enrollment, and Case Management System and the achievement of the project goals. The objectives of the PMO in working with the State are as follows:

Assuring compliance with federal laws and achievement of the State’s business and technological requirements including the Medicaid IT Supplement (MITS-11-01-V1.0) Enhanced Funding Requirements: Seven Conditions and Standards;

Assuring compliance with federal laws related to the use of enhanced federal funding for design, development, of 18


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and implementation of Medicaid eligibility and enrollment systems including the submission of Advance Planning Document Updates;

Ensuring the financial viability of the program by managing the overall program budget and securing funding from CMS and appropriations through the General Assembly;

Providing adequate oversight and management of the overall program including State and solution vendor resources and activities to ensure program goals and objectives are achieved;

Supporting project management and execution, communication, and performance management by establishing the necessary working relationships with State and solution vendor staff to facilitate the project teams working together in a collaborative and mutually supportive manner;

Establishing adequate program and project structure by establishing a project management methodology and Software Development Life Cycle (the SDLC) with the necessary tools and templates to facilitate the successful completion of the program and compliance with guidelines provided by CMS as required by Medicaid IT Supplement (MITS-11-01-V1.0) Enhanced Funding Requirements: Seven Conditions and Standards;

Aligning all project management processes, project activities, and related work plans for the State and solution vendor components of the project;

Ensuring adequate program leadership by establishing and supporting the overall governance structure for the program;

Supporting effective project execution by developing the overall program plan addressing both State and solution vendor components of the program and developing, reviewing, and maintaining project artifacts including risk and issue matrices, communication plans, and program and project status reports;

Responding to issues and concerns raised by the Independent Validation and Verification (IV&V) team and take appropriate corrective action;

Establishing effective program communications with State management and facilitating the decisions required to support progress, address issues, and mitigate risks;

Ensuring effective management of the projects by providing guidance, mentoring, and direction to the State and solution vendor Project Managers ; and

Ensuring minimal impact to Department operations through effective operation and performance of the eligibility, enrollment, and case management systems during transition to the new work processes and solutions.

PROJECT APPROACH AND SCOPE OF WORK:The Contractor’s PAQ Response should include a Project Overview, Resource Resumes with Resource Names, Approach/Methodology, Sample Weekly Project Assessment Report, Issue Tracking Plan, Assumptions and Quality Assurance Plan. The Contractor must provide a detailed description and firm, fixed price for each deliverable. The description must specify the tasks to be completed for each deliverable and the time frames in which the tasks will be completed.

General Requirements

1. The Contractor staff shall perform most work onsite at either State offices or at the office of the solution vendor providing the eligibility and enrollment solution. The offices shall be located in Jefferson City, Missouri. The Contractor staff are expected to be onsite at this location from 8:00 am to 5:00 pm Monday through Friday excluding State holidays. The State and solution vendor will provide the Contractor with access to the buildings during normal business hours. The Contractor shall provide the equipment and supplies necessary for Contractor staff. All Contractor efforts shall be coordinated through the MEDES workgroup. For off-site activities approved by the State, the Contractor shall provide toll-free conference lines to facilitate project meetings and communications.

2. By submitting a response to this PAQ, the Contractor covenants that at the time of the submission of the response to the PAQ the Contractor has no other contractual relationships which would create any actual or perceived conflict of interest. This would include any contractual relationships as the primary contractor on the current eligibility, enrollment, and case management solution contract and any contractual relationships as a

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subcontractor to the primary contractor on this contract. The Contractor further agrees that during the execution of this PAQ neither the Contractor nor any of its employees shall acquire any other contractual relationships which create such a conflict. The Contractor further agrees that the Contractor shall not participate as a primary contractor or subcontractor to the primary contractor in any responses submitted to a Request for Proposal for the procurement of eligibility, enrollment, and case management solutions or accept award of a Project Assessment Quotation for procurement of Independent Verification and Validation services for the eligibility, enrollment, and case management solution implementation.

3. The specific number of project artifacts and project meetings to be provided under this PAQ are unknown at this time. Based on past experience, one full-time staff member to serve as the Project Management Officer, three full-time, qualified Project managers, two full-time business analysts, and one full-time clerical support staff are sufficient to complete the tasks as defined below for the project specified in this PAQ. However, the State of Missouri makes no guarantee regarding the accuracy of this estimation. If the need arises for additional services, the Contractor and the State will agree on the scope, timing, and cost before the commencement of work and will complete a PAQ amendment.

4. The cost evaluation for this PAQ will be worth a total of 40 points and the proposed approach and methodology, organization experience, and resource experience and expertise will be worth a total of 60 points. The Contractor shall provide firm-fixed prices for the deliverables defined below.

5. The Contractor shall provide staff qualified to perform the PMO function for the project. The Contractor shall provide a minimum of one (1) staff to serve as the Project Management Officer with the following experience requirements:

a. At least 12 years experience in the role of Project Manager or Project Management Officer on similar projects such as a Medicaid information system replacement or projects for redesigning Human Services Eligibility and Enrollment Systems or Medicaid Management Information Systems;

b. At least 3 of the 12 years experience required above in the role of Project Management Officer or PMO lead on similar projects such as a Medicaid information system replacement or projects for redesigning Human Services Eligibility and Enrollment Systems or Medicaid Management Information Systems; and

c. Certification from the Project Management Institute (PMI) as a Project Management Professional (PMP), Program Management Professional (PgMP), or PMI Agile Certified Practitioner (PMI-ACP).

The Contractor shall also provide a minimum of three (3) staff to serve as Project Managers with at least 5 years of experience coordinating or managing information system enhancement or replacement projects. The State prefers Project Managers with experience on Medicaid information system replacement projects or redesign projects for Human Services Eligibility and Enrollment Systems or Medicaid Management Information Systems. The State prefers PMO staff with a Project Management Professional certification from the Project Management Institute.

6. All correspondence and documentation shall be delivered in electronic format, unless the State Project Management Team instructs the Contractor otherwise. All Contractor deliverables shall be submitted to the State Project Management Team for final written acceptance and approval. The Contractor shall use Microsoft Office automation tools when using electronic tools to present their information. The format for the deliverables shall be agreed upon with the State Project Management Team.

7. Payments shall be authorized upon written acceptance and approval by the State Project Management Team of the identified deliverables. The State Project Management Team will respond in writing within ten (10) business days after receipt of a deliverable, unless otherwise noted in the statement of work. If the deliverable and/or work product are not acceptable, the State Project Management Team will identify said deficiencies which the Contractor must resolve or have a written plan for resolving to the State Project Management Team within ten (10) business days after receipt of the notification.

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8. All materials, documentation, reports, and presentations created during fulfillment of this PAQ shall be provided to the State Project Management Team and shall be made available to CMS and other SMAs through the State website or through response via email to requests submitted from those entities.

9. Immediately upon receipt of the signed PAQ, the Contractor shall begin the process of familiarization with the project and planning of the work to be accomplished. The Contractor shall conduct introductions and interviews with State and solution vendor project staff, review related contract documents, and review existing project artifacts.

10. The Contractor shall develop a strategy for the application of their services to the project and provide the strategy to the State Project Management Team. The Contractor shall follow industry standard methodologies and approaches and contribute Project Management expertise to all aspects of the project. The Contractor shall establish and implement project management and technical processes, methodologies, and tools to minimize project risk, contain costs, and ensure project success.

11. The project must follow agile software development principles and practices, including early and continuous delivery of error-free, fully tested software, regular collaboration between business subject matter experts and developers, and iterative functionality reviews to ensure that the state agency business needs are met. The development process must also conform to federal requirements under the Exchange Life Cycle (ELC), support the State of Missouri through the Centers for Medicare and Medicaid Services (CMS) Gate Review process, and meet all project milestones described herein.

Task #1: Establish the PMO and Initiate the Projects

1. The Contractor shall establish a Project Management Office. The responsibility of the PMO will be to coordinate and align the efforts of the Contractor, State, and solution vendor Project Managers to ensure the success of the overall program. The Contractor shall propose an Agile Project Management methodology to manage the projects and the tools and templates necessary to support execution of the methodology. The Contractor shall provide guidance to State and solution vendor staff on execution of the methodology and use of the tools and templates.

2. For each project and subproject, the Contractor shall create a charter consistent with the CMS template (see Attachment B) and secure approval for these charters from FSD, MHD, OA-ITSD, and solution vendor leadership. At a minimum, each charter shall include the following:

a. A description of the overall project;b. The legal authority for this project and the relationship of this project to the State of Missouri’s strategic

plan for implementation of the Affordable Care Act and the upgrade of the Medicaid Eligibility and Enrollment System;

c. The business justification for this project including the impact to the State for failure to complete this project and/or achieve minimum compliance with federal law within any mandated time periods;

d. The project success criteria;e. Identification of the project owner(s) and key stakeholders;f. The governance structure for the overall project including the identification of the Executive Sponsors,

Executive Steering Team, Project Managers, and project teams;g. The project scope statement including out-of-scope requirements and deliverables;h. A plan for managing project scope;i. Key project assumptions and constraints;j. The key State and solution vendor resources required for project completion;k. The definitions of the roles for project owner, key stakeholders, and key resources;l. The high-level project budget and source(s) of project funding;

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m. The key project milestones and high-level timeline for achieving those milestones; andn. The key project performance measures consistent with the CMS template (see Attachment J).

3. For each project and subproject, the Contractor shall create a project communication plan for State and solution vendor staff consistent with the CMS template (see Attachment C) and secure approval for these communication plans from FSD, MHD, OA-ITSD, and solution vendor leadership. At a minimum, the communication plan shall include the following:

a. Identification of the project communications tools with description of content, delivery method, frequency, and source; and

b. Master contact list including contact information for project owner, stakeholders, and resources.

4. For each project and subproject, the Contractor shall create project risk and issue matrices consistent with the CMS template (see Attachment D) and secure approval for these project risk and issue matrices from FSD, MHD, OA-ITSD, and solution vendor leadership. At a minimum, the matrices shall include the following:

a. Description of each major risk and issue;b. Assignment of risk and issue owner;c. Assessment of criticality of risk/issue to project success;d. Assessment of potential impact of risk/issue to project success;e. Description of risk mitigation and issue resolution;f. Indication of current risk and issue status; andg. Periodic review and approval of the Risk and Issue Matrices by the project owner and key stakeholders.

5. For each project and subproject, the Contractor shall create a project change control plan consistent with the CMS template (see Attachment E) and secure approval for these change control plans from FSD, MHD, OA-ITSD, and solution vendor leadership. At a minimum, the change control plan shall include the following:

a. Identification of the project owners and stakeholders required to approve change requests;b. The process for creating, reviewing, and approving the change requests; andc. Requirements for identifying the impact to scope, schedule, cost, and resources from the proposed

change.

6. The Contractor shall work with DFAS to create an overall program budget, a budget for each project and subproject, and a financial management plan consistent with the CMS template (see Attachment F) and secure approval for these project budgets from FSD, MHD, OA-ITSD, and solution vendor leadership. At a minimum, the program and project budgets shall include the following:

a. The sources and amounts of funding from State appropriations and CMS-approved Advanced Planning Documents;

b. The breakdown between State and Federal funding; andc. The projected expenditures by quarter and fiscal year including the State staff salaries, PMO services,

IV&V services, and solution vendor costs.

7. For each project and subproject, the Contractor shall work with the State and solution vendor staff to create a schedule management plan. The Contractor shall secure approval for the schedule management plan from FSD, MHD, OA-ITSD and solution vendor leadership. The schedule management plan shall including the following at a minimum:

a. Description of the approach to schedule management including task definition, estimating level of effort, and resource allocation;

b. Description of how schedule changes will be determined, approved, and managed; and

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c. Description of how schedule performance will be measured and reported.

8. For each project and subproject, the Contractor shall work with the State and solution vendor staff to create a staff management plan consistent with the CMS template (see Attachment G). The Contractor shall secure approval for the staff management plan from FSD, MHD, OA-ITSD and solution vendor leadership. The staff management plan shall including the following at a minimum:

a. Description of the methods and tools used for staff estimation;b. Description of the staff organization, roles, and responsibilities; andc. Description of the approach to managing human resources on the project.

9. For each project and subproject, the Contractor shall work with the State and solution vendor staff to create a quality management plan consistent with the CMS template (see Attachment H). The Contractor shall secure approval for the quality management plan from FSD, MHD, OA-ITSD and solution vendor leadership. The quality management plan shall including the following at a minimum:

a. Description of the approach and methods used to measure, monitor, and manage quality;b. Quality policies and procedures;c. The quality objectives and standards; andd. Description of the corrective action process when issues with quality have been identified.

10. For each project and subproject, the Contractor shall work with the State and solution vendor staff to create a configuration management plan consistent with the CMS template (see Attachment I). The Contractor shall secure approval for the configuration management plan from FSD, MHD, OA-ITSD and solution vendor leadership. The configuration management plan shall including the following at a minimum:

a. Description of the approach to configuration management including the tools, roles and responsibilities; and

b. Description of the process for configuration identification, control, and integrity.

11. For each project and subproject, the Contractor shall work with the State and solution vendor staff to create a requirements management plan. The Contractor shall secure approval for the requirements management plan from FSD, MHD, OA-ITSD and solution vendor leadership. The requirements management plan shall including the following at a minimum:

a. Description of the approach to identifying and managing requirements and ensuring plans, products, and activities are consistent with the requirements;

b. Description of the tools used to trace requirements to design, development, and testing and the requirements numbering convention; and

c. Identification of the roles and responsibilities related to requirements management.

12. The Contractor shall work with the State and solution vendor staff to create a contingency plan addressing “Medicaid/CHIP Critical Success Factors and Contingencies for Day l” – see Attachment A The Contractor shall secure approval for the contingency plan from FSD, MHD, OA-ITSD and solution vendor leadership. The contingency plan shall address the following Critical Success Factors:

a. Ability to accept application datab. MAGI rules enginec. MAGI conversiond. Providing CMS with the state income thresholds, eligibility flexibilities, URL, call center #, etc.e. Connections with the Federally Facilitated Exchange (technically and legally, e.g. the MOU)f. Connections with Federal Hub (technically and legally)g. MEC check-existing Medicaid/CHIP enrollment

For each critical success factor, the Contractor shall note:

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What the planned contingency would be (description plus impact); What the trigger(s) would be for that contingency: Any key milestones related to that contingency; and, If an IAPD-U would be anticipated for that contingency.

Task #2: Coordinate, Align, and Manage the Overall Project Work Plan

1. For each project and subproject, the Contractor shall work with the State and solution vendor staff to create a project work breakdown structure (WBS) that coordinates and aligns the State and solution vendor tasks to improve the efficiency and effectiveness of State and solution vendor efforts and ensure adequate management of the overall project. The Contractor shall secure approval for the WBS from FSD, MHD, OA-ITSD, and solution vendor leadership. The WBS shall include the following at a minimum:

a. Identification of the major tasks required to achieve the project milestones and complete the project;b. Estimated start and completion dates, task durations, and effort (hours) for each major task and project

milestone;c. Identification of the milestones/tasks in the critical path with estimated duration;d. Identification of project resources required to complete the tasks;e. Predecessor and successor tasks for each major task and project milestone; andf. A baseline project schedule.

2. The Contractor shall work with the State and solution vendor staff to create an overall program work breakdown structure (WBS) that includes the major tasks and milestones from all of the projects. This WBS shall coordinate and align the State and solution vendor tasks to improve the efficiency and effectiveness of State and solution vendor efforts and ensure adequate management of the overall program. This WBS shall also identify dependencies between the projects within the program to ensure efficient and effective coordination and execution of the individual projects. The Contractor shall secure approval for the WBS from FSD, MHD, OA-ITSD, and solution vendor leadership.

3. The Contractor shall manage each project WBS, each project critical path, and the program WBS during the life of the projects by updating the major tasks with the actual start and completion dates, identifying schedule slippages and the impact to the overall project schedule, comparing the update WBS to the baseline, and reporting project schedule changes to FSD, MHD, OA-ITSD, and solution vendor leadership.

Task #3: Provide Project Management Services During Project Execution

1. The Contractor shall organize and direct regular project and program management meetings including weekly project status meetings, periodic reviews of the project risks and issues, and MEDES workgroup meetings as needed. The Contractor shall be responsible for meeting materials preparation, maintain detailed minutes of the meetings, and track the resolution and mitigation of project issues and risks. The Contractor shall maintain a listing of action items with staff assignments and ensure completion. The Contractor shall continuously evaluate and prioritize project activities and make recommendations to State and solution vendor staff.

2. The Contractor shall create weekly project and program status reports for senior leadership and a project health “dashboard”. The Contractor shall assess the overall health of the program and projects and the health of the

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individual aspects of the projects including schedule management, scope management, quality management, risk and issue management, resource management, organizational change management, and technical management. The Contractor shall identify the key program and project issues and risks and report any schedule slippage with the projected impact to the overall project timeline. The Contractor shall, in conjunction with the solution vendor, develop recommendations for mitigating risks identified with such slippage and report such risk mitigation strategies to the state’s leadership team. The Contractor shall identify and maintain key project metrics for measuring overall project progress towards completion, performance, and achievement of project goals and objectives.

3. The Contractor shall manage the scope management process for the program and projects. The Contractor shall facilitate review and approval of change requests and maintain a record of all approved and denied change requests and the justification as defined in the change control process created in Task #1. The Contractor shall ensure an accurate assessment is completed for each scope change request of the potential impact to schedule, cost, and resources and presented to senior management to support a decision regarding the change request.

4. The Contractor shall regularly update the communications plan and risk and issue matrices created in Task #1. The Contractor shall facilitate communications between the State and solution vendor staff to support the program and projects.

5. The Contractor shall provide information required by the Independent Verification and Validation (IV&V) contractor to complete their tasks. The Contractor shall ensure appropriate project management methodologies are employed, respond to issues and concerns reported by the IV&V contractor and take appropriate corrective action, and respond to comments issued by the IV&V contractor on project artifacts. The Contractor shall work with the State and the IV&V contractor to identify and implement performance, process, and methodology improvements.

6. The Contractor shall ensure the program and projects follow the CMS ELC including the ordering of phases, stage gates, and other reviews. The Contractor shall ensure all appropriate documentation to support the stage gate reviews is created for submission to CMS/CCIIO in advance of the scheduled reviews and assess readiness for the gate review consistent with the CMS gate review documents defined in Attachment L and the CMS Concept of Operations document in Attachment M. The Contractor shall coordinate multiple reviews of each solution element and contract deliverable, as appropriate, to support the life-cycle activities for each agile sprint increment of work in accordance with the CMS process. The Contractor shall ensure the CMS Design Review stage gate review to gain approval of the recommended approach is scheduled. The State anticipates three gate reviews for each of the three projects - preliminary design consult, final design review, and operational readiness review.

7. The contractor shall ensure its solution meets CMS Authority to Operate (ATO) requirements, passes all required gate reviews including the Design and Implementation reviews, and successfully completes the System Certification and System Accreditation processes. The state agency shall provide the contractor with specific system certification requirements as they become available from CMS. The Contractor shall ensure all appropriate documentation to support the certification is created for submission to CMS. The Contractor shall work with the State to request CMS certification approval.

8. The Contractor shall work with DFAS to maintain the program and project budgets including comparisons of actual to budgeted costs by quarter and fiscal year. The project and program budgets shall track the impact of all project change requests. The Contractor shall assist the State with determining the appropriation requests to submit each fiscal year. The Contractor shall present the updated project and program budget to the MEDES workgroup during the regularly scheduled meetings and shall immediately notify the MEDES workgroup of any significant changes to the project budget.

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9. The Contractor shall create Implementation Advance Planning Document Updates (IAPD-U) for submission to CMS as necessary to secure and maintain enhanced federal funding of the program. The IAPD-U’s shall contain the components and information required by CMS. The Contractor shall secure approval for the IAPD-U’s from FSD, ITSD, and MHD leadership prior to submission. The Contractor shall participate in meetings with the State and CMS as necessary to obtain guidance for the IAPD-U’s and secure CMS approval. The Contractor shall prepare responses to any questions or requests for additional information or clarification received from CMS in response to an IAPD-U.

10. The Contractor shall utilize tools provided by the State to manage all project artifacts ensuring accessibility of the project artifacts to the project teams as needed to support project activities and the communications plan. The Contractor shall manage artifact versioning including drafts and approved artifacts. The Contractor shall make the artifacts readily available to the Independent Verification and Validation team, the State, and the solution vendor and for audit as directed by the State. The Contractor shall ensure all artifacts are remanded to State custody upon completion of the projects. The Contractor shall ensure the integrity of the project artifacts and manage access to the artifacts in accordance with applicable state and federal laws, rules and regulations, and protocols specified by the State or the federal government.

11. The Contractor shall assist the State with resolving any contractual, management, or project execution issues arising between the State and the solution vendor. The Contractor shall establish the necessary working relationships with the MEDES workgroup, the State Project Management Team, and the solution vendor management team and acquire the necessary knowledge, context, and perspective to facilitate resolution of any issue.

Task #4: Provide Project Management Services During Projects Implementation and Project Closure

1. For each project and subproject, the Contractor shall work with the State and solution vendor staff to create an implementation plan consistent with the CMS template (see Attachment K) and secure approval for this implementation plan from FSD, MHD, OA-ITSD, and solution vendor leadership. At a minimum, the charter shall include the following:

a. The implementation stakeholders and participants;b. The implementation tasks, the order of the tasks, the resources required to implement the tasks, the task

durations and scheduled completion dates/times, the task dependencies, system outages, and the implementation validation tasks;

c. A backout plan in the event the team is unable to successfully complete the implementation;d. The method of communicating implementation requirements and status to all stakeholders and

participants; ande. The implementation issues and risks with related resolutions and mitigations.

2. For each project and subproject, the Contractor shall work with the State and solution vendor to create the post-implementation report and secure approval for this implementation plan from FSD, MHD, OA-ITSD, and solution vendor leadership. At a minimum, the charter shall include the following:

a. Confirmation of completion of all implementation tasks with a justification for any tasks not completed;b. Reports validating success of the implementation and operational transition to the new solution; andc. Feedback from the project owner and key stakeholders regarding the implementation.

3. For each project and subproject, the Contractor shall work with the State and solution vendor to create the project closure report and secure approval for this implementation plan from FSD, MHD, OA-ITSD, and solution vendor leadership. At a minimum, the closure document shall include the following:

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PAQ #: 2

a. Confirmation of achieving the overall project goals and objectives and justification for any modification to those goals and objectives;

b. A summary of the approved changes to the project;c. A final comparison of budget to actual for project cost and schedule with justification for overages;d. Project issues and risks realized during the project with an ongoing impact to operations or an impact to

the execution of subsequent project phases; ande. Lessons learned during execution of projects for which modifications should be made to the approach in

subsequent projects.

LIST OF DELIVERABLES:

1. Agile Project Management methodology and the tools and templates required to support the methodology as defined in Task #1.1.

2. Project charters as defined in Task #1.2.3. Project communications plans as defined in Task

#1.3.4. Project risk and issue matrices as defined in Task

#1.4.5. Project change control plans as defined in Task

#1.5.6. Program budget and project budgets as defined in

Task #1.6.7. Project schedule management plans as defined in

Task #1.7.8. Project staff management plans as defined in Task

#1.8.9. Project quality management plans as defined in

Task #1.9.10. Project configuration management plans as defined

in Task #1.10.11. Project requirements management plans as defined

in Task #1.11.12. Contingency plan as defined in Task #1.12.13. Project work breakdown structures as defined in

Task #2.1.14. Overall program work breakdown structure (WBS)

as define in Task #2.2.15. Weekly updates to the WBS created in Task #2.1

and Task #2.2 as defined in Task #2.3.16. Detailed project meeting minutes, weekly project

status reports/updates to a project “dashboard”, project change requests, updates to the project communications plan and risk and issue matrices, responses to the IV&V contractor, program and project budget updates, maintenance of project artifacts, and issue resolution as required by the project and as defined in Tasks #3.1, 3.2, 3.3, 3.4, 3.5, 3.8 3.10 and 3.11.

DELIVERABLE ACCEPTANCE CRITERIA:

Acceptance of the deliverables shall be partially dependent upon successful completion of the tasks. The project deliverables will conform with the agreed upon format, content, and scope. All deliverables shall conform with applicable CMS templates provided in Attachments A through M, contain all content as defined in the referenced Tasks, be accepted and approved by the State Project Management Team, be delivered in compliance with a negotiated schedule for the formal CMS Gate Reviews, and be traceable to the CMS Gate Review artfacts (see Attachment O). The State Project Management Team will respond in writing within ten (10) business days after receipt of a deliverable, unless otherwise noted in the statement of work. If the deliverable and/or work product is not acceptable, the State Project Management Team will identify said deficiencies which the Contractor must resolve or have a written plan for resolving to the State Project Management Team within ten (10) business days after receipt of the notification.

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PAQ #: 2

17. Completion of gate reviews as defined in Task #3.6.18. Completion of CMS certification as defined in Task

#3.7.19. Implementation Advance Planning Document

Updates as defined in Task #3.9.20. Project implementation plans as defined in Task

#4.1.21. Project post-implementation reports as defined in

Task #4.2.22. Project closure reports as defined in Task #4.3.

The format and timing of the deliverables shall be agreed upon with the State Project Management Team.

AGENCY TASKS and/or ITSD RESPONSIBILITIES:

1. The State shall assign the FSD, MHD, and OA-ITSD Project Managers as the Contractor’s primary Points of Contact.

2. The State will assign State staff to assist Contractor with identifying State resources, scheduling meetings, and coordinating use of State resources

3. The State will make every effort to have the appropriate State staff available to the Contractor personnel on a timely basis

4. The State will make every effort to make necessary program and system documentation available on a timely basis

5. The State will perform timely review and approval of deliverablesProject Estimated Start Date: Project Estimated End Date: Total duration estimated to

be 18 months

PAYMENT MILESTONESMilestones must contain all deliverables referenced in the Deliverables Section and must be concrete, measurable, and be able to be tested and verified before the State will approve payment. Milestone prices must be firm and fixed, and without reference to time spent.

Payment Milestones (Comprised of Deliverables)

Mandatory Deadline (if applicable) If deadline, select reason.

Dollar Portion of the Total Price applicable to

Stated Milestone

1. The state shall be invoiced on a monthly basis for the project deliverables accepted during that month. (The monthly billing may be split during State fiscal year end)

$ Not applicable – will bill monthly for each reviewed, approved and accepted project assessment report.

TOTAL: $

LIST OF DELIVERABLES/PRICING PER DELIVERABLE

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Deliverable Unit of Measure*Maximum Quantity of Deliverable

Firm, Fixed Unit Price for

each item in the Deliverable

*Total Maximum Cost (Maximum Quantity x Firm, Fixed Unit Price)

The Contractor shall provide a proposed Agile Project Management methodology and the tools and templates required to support the methodology as defined in Task #1.1.

Each 1

The Contractor shall provide project charters as defined in Task #1.2.

One for each project 6

The Contractor shall provide project communications plans as defined in Task #1.3.


The Contractor shall provide project risk and issues matrices as defined in Task #1.4.


The Contractor shall provide project change control plans as defined in Task #1.5.


The Contractor shall provide program and project budgets as defined in Task #1.6.

One for each project and one for the

program

7

The Contractor shall provide project schedule management plans as defined in Task #1.7.


The Contractor shall provide project staff management plans as defined in Task #1.8.


The Contractor shall provide project quality management plans as defined in Task #1.9.


The Contractor shall provide project configuration management plans as defined in Task #1.10.


The Contractor shall provide project requirements management plans as defined in Task #1.11.


The Contractor shall provide the contingency plan as defined in Task #1.12.

Each 1

The Contractor shall provide project WBS as defined in Task #2.1.


The Contractor shall provide an overall program WBS as defined in Task #2.2.

Each 1

The Contractor shall provide weekly updates to the project

Weekly 135


PAQ #: 2

CONTRACTING STAFF PRICE CALCULATIONSThe chart below shows how the contractor calculated the price of providing the deliverables. The chart references hours but does not mean that the contractor will be paid by the hour; the contractor will be paid the firm, fixed price of each deliverable that the contractor actually provides and that the State approves and accepts using the method set forth in the acceptance criteria and accepted by the State.

ConsultantClassification Title

On-SiteNon-LocalPer Hour Rates to

Include Travel Expenses

On-Site Non-Local

Consultant Total Project

Hours

On-Site/Off-Site Consultant Per Hour Rates

(No Travel Expense Allowed)

On-Site/Off-Site Consultant (No Travel Expense

Allowed)Total Project Hours

Total

$ x Hours + $ x Hours = $ $ x Hours + $ x Hours = $ $ x Hours + $ x Hours = $ $ x Hours + $ x Hours = $ $ x Hours + $ x Hours = $ $ x Hours + $ x Hours = $ $ x Hours + $ x Hours = $

Total: $

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Deliverable Unit of Measure*Maximum Quantity of Deliverable

Firm, Fixed Unit Price for

each item in the Deliverable

*Total Maximum Cost (Maximum Quantity x Firm, Fixed Unit Price)

The Contractor shall provide a proposed Agile Project Management methodology and the tools and templates required to support the methodology as defined in Task #1.1.

Each 1

The Contractor shall provide project charters as defined in Task #1.2.


The Contractor shall provide project communications plans as defined in Task #1.3.


The Contractor shall provide project risk and issues matrices as defined in Task #1.4.


The Contractor shall provide project change control plans as defined in Task #1.5.


The Contractor shall provide program and project budgets as defined in Task #1.6.

One for each project and one for the

program

7

The Contractor shall provide project schedule management plans as defined in Task #1.7.


The Contractor shall provide project staff management plans as defined in Task #1.8.


The Contractor shall provide project quality management plans as defined in Task #1.9.


The Contractor shall provide project configuration management plans as defined in Task #1.10.


The Contractor shall provide project requirements management plans as defined in Task #1.11.


The Contractor shall provide the contingency plan as defined in Task #1.12.

Each 1

The Contractor shall provide project WBS as defined in Task #2.1.


The Contractor shall provide an overall program WBS as defined in Task #2.2.

Each 1

The Contractor shall provide weekly updates to the project

Weekly 135


PAQ #: 2

******* FOR STATE ITSD USE ONLY*******This portion of the document forward sets out the funding formation for this project and is internally used. This

portion forward may change as time goes on, but sets no terms and conditions or requirements for the Contractor.

STATE STAFF TIME ALLOCATION

Role Agency Hours Allocated to the Project

Subject Matter Expert ITSD HoursSubject Matter Expert ITSD HoursSubject Matter Expert ITSD HoursSubject Matter Expert ITSD HoursSubject Matter Expert ITSD HoursSubject Matter Expert ITSD HoursSubject Matter Expert ITSD HoursFUNDING INFORMATIONAccounting No: PAQOrg#1000 000Funding Codes to be used with PAQ:Milestone # Fund Org/Sub Activity Obj,/Sub Rept. Cat Agency Appr, Unit Function Amount/% Budget Line # Milestone # Fund Org/Sub Activity Obj,/Sub Rept. Cat Agency Appr, Unit Function Amount/% Budget Line # Milestone # Fund Org/Sub Activity Obj,/Sub Rept. Cat Agency Appr, Unit Function Amount/% Budget Line # Milestone # Fund Org/Sub Activity Obj,/Sub Rept. Cat Agency Appr, Unit Function Amount/% Budget Line # Milestone # Fund Org/Sub Activity Obj,/Sub Rept. Cat Agency Appr, Unit Function Amount/% Budget Line # Milestone # Fund Org/Sub Activity Obj,/Sub Rept. Cat Agency Appr, Unit Function Amount/% Budget Line #

Total Amount Estimated Cost: $ PO # Assigned to PAQ (Provided by BU at PO entry):

If applicable, has IASA been established? GASB CODING INFORMATION

Milestone(s) # Phase Project Code Q-Preliminary work X-Development work Y-Post Implementation/Maintenance work 9-Projects not related to an IT application

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PAQ 19 Project Management Office Services for … Web viewPAQ Title: Project Management Office...

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