_Participating+Addendum_EHR_DOCR_20190411.pdf

PARTICIPATING ADDENDUM

STATE OF NORTH DAKOTA

ELECTRONIC HEALTH RECORD TECHNOLOGY

1. Scope: This Participating Addendum (PA) covers the use of this Contract for the Electronic Health

Record Technology by the Department of Corrections and Rehabilitation (PURCHASING ENTITY), under the Contract number 050-10253.

2. Changes:

A. Project Compensation Details – (Schedule A) B. Scope of Work (SOW) - (Schedule B)

3. Primary Contacts: CONTRACTOR and PURCHASING ENTITY’s primary contact for this

Participating Addendum is:

CONTRACTOR: Netsmart Technologies, Inc. PURCHASING ENTITY’s: Department of Corrections & Rehabilitation

Name: Joseph McGovern Name: Dave Krabbenhoft Title: Executive Vice President Title: Director of Administrative Services

Division Address: 4950 College Boulevard Address: PO Box 1898 Overland Park, KS 66211 3100 Railroad Avenue Bismarck, ND 58502 Telephone: 631-968-2012 Telephone: 701-328-6135 E-mail: jmcgovern@ntst.com E-mail: dkrabben@nd.gov

4. Contract Number: All Purchase Orders issued by Purchasing Entities within the jurisdiction of this

Participating Addendum shall include the Contract number: 050-10253.

5. Order of Precedence: The parties acknowledge and agree that:

(a) In the event of a conflict between the terms contained in the Contract and this Participating Addendum, the terms and conditions of this Participating Addendum will control as between CONTRACTOR and the PURCHASING ENTITY.

6. Effective Dates: This Participating Addendum commences when signed by all parties and ends on

June 30, 2021.

7. Effect of Agreement: This Addendum and the Contract together with its exhibits, set forth the entire agreement between the parties with respect to the subject matter of all previous communications, representations or agreements, whether oral or written, with respect to the subject matter hereof. Terms and conditions inconsistent with, contrary or in addition to the terms and conditions of this Addendum and the Contract, together with its exhibits, shall not be added to or incorporated into this Addendum or the Contract and its exhibits, by any subsequent purchase order or otherwise, and any such attempts to add or incorporate such terms and conditions are hereby rejected. The terms and conditions of this Addendum and the Contract and its exhibits shall prevail and govern in the case of any such inconsistent or additional terms.

8. Survivability of the Participating Addendum: At the time of termination or expiration of the

Contract, any existing multi-year agreement Participating Addendum between CONTRACTOR and a PURCHASING ENTITY, will remain in effect and continue to exist under the terms and conditions of the Contract until the term expires as set forth in that Participating Addendum.

IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the date of execution by both parties below.

EXECUTION

CONTRACTOR NAME

Netsmart Technologies, Inc.

ADDRESS

4950 College Boulevard, Overland Park, KS, 66211

PRINTED NAME:

Joseph McGovern

SIGNATURE

TITLE

Executive Vice President

DATE

STATE OF NORTH DAKOTA acting through its Department of Corrections & Rehabilitation

ADDRESS

600 E Boulevard Ave, Dept. 325, Bismarck, ND 58505-0250

PRINTED NAME:

Dave Krabbenhoft

SIGNATURE

TITLE

Director of Administrative Services Division

DATE

4/11/19

STATE OF NORTH DAKOTA acting through its Office of Management and Budget

ADDRESS

600 E Boulevard Ave, Dept. 110, Bismarck, ND 58505-0250

PRINTED NAME:

Tricia Opp

SIGNATURE

TITLE

Procurement Officer

DATE

STATE OF NORTH DAKOTA acting through its Information Technology Department

ADDRESS

600 E Boulevard Ave, Dept. 112, Bismarck, ND 58505-0250

PRINTED NAME:

SIGNATURE

TITLE

DATE

April 11, 2019

Shawn Riley

Chief Information Officer

April 15, 2019 dwolfgram Stamp

Schedule A: DOCR Project Compensation Details

One time charge - Licensed Software

Product Description Type Count

Unit of Measure

Price per unit Total

Payment Terms

Avatar RADPlus Licenses

License 250 Named User $ 900

225,000

Due upon

CONTRACT

OR delivery of active access credentials to DOCR for licensed, CONTRACT

OR-hosted software as scheduled 12/31/2018.

On-Going Annual Subscription Software (SaaS) & Software Maintenance myLearningPoi nte - LMS Premier Subscription 250

Named User $ 42 $ 10,500

Due upon

CONTRACT

OR delivery of active access credentials to STATE for

CONTRACT

OR software as a service subscriptions as scheduled for 12/31/2018 and annually thereafter in accordance with Contract.

myAvatar Support & Maintenance

Software Maintenance 250

Named User $ 189 $ 47,250

Due upon

CONTRACT

OR delivery of active access credentials to STATE for

CONTRACT

OR software as a service subscriptions as scheduled for 12/31/2018 and annually thereafter in accordance with Contract.

Project: Services and Hardware

Netsmart Plexus Cloud Hosting Hosting 1 Annual $84,000 $ 84,000

Due upon

CONTRACT

OR delivery of access to hosted environments scheduled 12/31/2018.

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Schedule B : Scope of Work

State of North Dakota Department of Corrections

(DOCR)

Electronic Health Record

Schedule

Scope of Work

Scope of Work Page 1

Table of Contents

SCHEDULE : SCOPE OF WORK

SCOPE OF WORK

PHASE A: PLANNING AND ANALYSIS

Deliverable A.01 Project Launch Meeting

Deliverable A.02 Integrated Project Management Plan

Deliverable A.03 Integrated Project Schedule

Deliverable A.04 System Documentation ................................................... Error! Bookmark not defined.

Deliverable A.05 Data Conversion

Deliverable A.06 Interface and Integration

Deliverable A.07 Data Conversion Management Plan

Deliverable A.08 System Gap Analysis

Deliverable A.09 Exit Management Plan

PHASE B: SYSTEM CONFIGURATION - A

Deliverable B.01 Practice Management- System Structure

Deliverable B.02 Staff Scheduling Configuration

Deliverable B.03 Clinician Work Station - Client/Patient Scheduling Configuration

Deliverable B.04 Clinician Work Station – Treatment Plan Confirmation

Deliverable B.05 Clinician Work Station – Assessments Configuration

Deliverable B.06 Clinician Work Station – Progress Notes and Configuration

Deliverable B.07 Clinician Work Station – Order Entry Configuration

Deliverable B.08 eMAR Configuration

Deliverable B.09 Bed Management Configuration

Deliverable B.10 Incident Tracking

PHASE C: CUSTOMIZATIONS AND INTERFACE DESIGN

Deliverable C.01 EOMS Interface and Integration Design

Deliverable C.02 CIPS Interface and Integration Design

PHASE D: DATA CONVERSION

Deliverable D.01 Data Conversion Design

Deliverable D.02 Data Conversion Checkpoint

Deliverable D.03 Date Conversion – End User Validation

Deliverable D.04 Data Conversion – Finalization

PHASE E: DEVELOPMENT AND RELEASE

Deliverable E.01 EOMS Interface and Integration Development and Release EOMS

Deliverable E.02 EOMS Interface and Integration Development and Release CIPS

Scope of Work Page 2

PHASE F: TESTING

Deliverable F.01 Test Management Plan

Deliverable F.02 System and Functionality Integrated Testing

Deliverable F.03 User Acceptance Testing

PHASE G: TRAINING

Deliverable G.01 System Administration/Application Support Training

Deliverable G.02 End User Training Plan

Deliverable G.03 Train the Trainer Training

Deliverable G.04 End User Training Materials

PHASE H: IMPLEMENTATION

Deliverable H.01 Implementation Management Plan

Deliverable H.02 Implementation

PHASE I: IMPLEMENTATION FINAL

Deliverable I.01 Transitional Operational and Support Management Plan

PHASE J: CLOSING ACTIVITIES

Deliverable J.01 Closing Activities

PHASE K: ADDITIONAL ASSUMPTIONS

Assumptions

Scope of Work Page 3

Scope of Work

CONTRACTOR will implement a Certified Behavioral Health Electronic Health Record information system for North Dakota Department of Corrections and Rehabilitation (STATE/DOCR). The Scope of Work for this project is to add DOCR to the existing myAvatar installation and configuration for North Dakota Department of Human Services. The scope of work includes software licenses, planning and analysis, product installation, product configuration, product customization, interfaces to STATE systems, data conversion, implementation services, and training.

All deliverables incorporate CONTRACTOR project management effort. The Technology Services Contract outlines CONTRACTOR project management expectations and requirements.

Scope of Work Page 4

Phase A: Planning and Analysis

Deliverable A.01 Project Launch Meeting

Scope of Work / Description: The Project Launch Meeting will facilitate the introduction of CONTRACTOR and STATE project team members. The Project Launch Meeting will create a common understanding of project objectives, scope, governance, roles, and responsibilities;

high-level schedule; and project risks and issues between CONTRACTOR and STATE project team members.

Expectations of CONTRACTOR:

1. CONTRACTOR shall coordinate with STATE to schedule a Project Launch Meeting.

2. CONTRACTOR project manager shall jointly lead the meeting with STATE project manager.

3. CONTRACTOR shall provide a detailed draft agenda to STATE in advance of the meeting.

4. CONTRACTOR shall introduce CONTRACTOR team, including significant

CONTRACTOR stakeholders, during the meeting.

5. CONTRACTOR and STATE shall facilitate the meeting jointly.

6. During the meeting, CONTRACTOR and STATE shall discuss the following topics at a minimum:

a. Effective project communication

b. Project vision, background, purpose and objectives

c. Project governance structure, project roles and responsibilities to include:

a) North Dakota large project requirements and oversight

b) Planning and analysis deliverables

c) Netsmart Plexus implementation methodology

d. Preliminary project plan including scope and schedule

e. Initial risk assessment

Expectations of STATE:

1. STATE shall finalize and send agenda to Project Launch Meeting invitees.

2. STATE shall coordinate the logistics for the meeting.

3. STATE and CONTRACTOR shall facilitate the meeting jointly.

4. STATE project sponsor and project team members shall participate in the meeting.

5. STATE shall introduce STATE team, including significant STATE stakeholders, during the meeting.

Acceptance Criteria:

To accept this deliverable, the Project Launch Meeting must:

1. Use joint CONTRACTOR and STATE facilitation

2. Use a clearly defined, jointly approved agenda

3. Include an introduction of critical CONTRACTOR and STATE team members and stakeholders

4. Include a review of the project charter, which includes project governance and structure, roles and responsibilities, project purpose, objectives, and scope

5. Include a review of the preliminary project plan including scope and schedule

Scope of Work Page 5

6. Include a review of the communications approach and structure

7. Include a review and discussion of project risks and issues

Acceptance Process:

To accept deliverable A.01, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable A.02 Integrated Project Management Plan

Scope of Work / Description: The Integrated Project Management Plan is the single comprehensive management plan for the project. The STATE project manager maintains the Integrated Project Management Plan. Management plans and work sessions establish the working relationship and project controls necessary for a successful project implementation.

Clearly defined management plans create shared expectations and clear roles for project implementation. The Integrated Project Management Plan includes all components identified in the acceptance criteria below and the project management content referenced in the Technology Services Contract.

Expectations of CONTRACTOR:

1. CONTRACTOR shall participate in process to develop an Integrated Project

Management Plan led by STATE project manager.

2. CONTRACTOR shall provide content to STATE for the sections of the Integrated

Project Management Plan regarding all services, tasks, and products delivered by

CONTRACTOR.

3. CONTRACTOR shall review the Integrated Project Management Plan and provide feedback to STATE’s project manager.

Expectations of STATE:

1. STATE shall draft the Integrated Project Management Plan with CONTRACTOR support.

2. STATE shall provide final approval of Integrated Project Management Plan.

Acceptance Criteria:

To accept this deliverable, the Integrated Project Management Plan must:

1. Contain:

a. Management plans to control scope, schedule, cost, and quality, including variance

b. The project governance structure

c. The integrated change control process

d. The deliverable acceptance process, including a signoff form

e. The quality management plan

f. The human resource management plan

g. The communication management plan

h. The risk management plan

i. The issue management plan

j. The action item management plan

k. The procurement management plan

Scope of Work Page 6

2. Obtain STATE project sponsor approval

Acceptance Process:

To accept deliverable A.02, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable A.03 Integrated Project Schedule

Scope of Work / Description: The Integrated Project Schedule is a component of the Integrated Project Management Plan. The Integrated Project Schedule is the single comprehensive schedule for the project. The STATE project manager maintains the Integrated Project Schedule.

Expectations of CONTRACTOR:

1. The CONTRACTOR and STATE shall agree on the schedule’s level of detail during planning.

2. CONTRACTOR shall provide the STATE the CONTRACTOR schedule of tasks in

Microsoft Project file format.

3. The CONTRACTOR schedule of tasks shall include CONTRACTOR activities identified in the analysis deliverables.

4. The CONTRACTOR schedule of tasks shall include a Work Breakdown Structure

Dictionary in a text column of the Microsoft Project file.

5. CONTRACTOR shall participate in and contribute to STATE process, led by STATE’s project manager, to develop a baseline Integrated Project Schedule.

6. CONTRACTOR shall review and provide feedback on the baseline Integrated Project

Schedule.

Expectations of STATE:

1. The STATE and CONTRACTOR shall agree on the schedule’s level of detail during planning.

2. STATE shall incorporate STATE activities into the schedule to produce a baselined

Integrated Project Schedule.

3. STATE shall follow STATE project management processes to create Integrated Project

Schedule.

4. STATE shall approve baseline Integrate Project Schedule.

Acceptance Criteria:

To accept this deliverable, the Integrated Project Schedule must:

1. Include a mutually agreed upon baseline scope and schedule for the project

2. Include deliverables, milestones, and primary tasks for all deliverables in the Scope of

Work

3. Include detailed tasks with associated dependencies, planned work, planned start and end dates, and leveled resource assignments with appropriate work units

4. Obtain STATE project Executive Steering Committee approval

Acceptance Process:

Scope of Work Page 7

To accept deliverable A.03, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable A.04 Data Conversion Analysis

Scope of Work / Description: Data Conversion allows for the migration of certain legacy system data elements as contractually determined. The level of complexity and time to complete is dependent on the amount of data to be converted and the quality of the data. It is also assumed that representatives from DOCR will make themselves available as needed. The conversion process will transfer the following data sets:

Demographic Movement History Staff

Expectations of CONTRACTOR:

1. CONTRACTOR shall conduct data mapping work sessions and document differences between the STATE’s legacy data and myAvatar data fields.

2. CONTRACTOR will identify the strategy for collection of additional data elements that are not included in the CONTRACTOR standard template needed for the data conversion.

3. CONTRACTOR and STATE shall agree on data elements and clinical content to convert from existing legacy system to myAvatar.

4. CONTRACTOR assumes a one-time database conversion per the standard Netsmart

Database conversion specifications.

Expectations of STATE:

1. STATE shall support CONTRACTOR efforts to identify the legacy system data elements and clinical content to convert.

2. STATE shall support CONTRACTOR efforts to identify the strategy for collection of additional data elements needed for the data conversion.

3. STATE will be responsible for all data quality and data cleanup as required.

4. STATE will own the responsibility of the data extraction process.

Acceptance Criteria:

To accept this deliverable, the Data Conversion must contain:

1. An inventory of legacy system data elements

2. A strategy to convert legacy system data elements and clinical content

3. A defined approach to collect myAvatar fields that are not in legacy data

Acceptance Process:

To accept deliverable A.04, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Scope of Work Page 8

Deliverable A.05 Interface and Integration Analysis

Scope of Work / Description: The specification and Scope of Work will be limited to no more than two bi-directional interfaces. Should additional effort be requested by the STATE, a change order will be required. CONTRACTOR will work in partnership with STATE to establish the following interfaces:

Kalos CIPS (Pharmacy system)/SMART (Medication Administration System) (CIPS) Elite Offender Management System (EOMS)

Expectations of CONTRACTOR:

1. CONTRACTOR shall review current processes, interface, and technical documentation for existing STATE EOMS/CIPS interfaces and confirm definition and scope to include EOMS packaged requirements as dictated by documented workflows

2. CONTRACTOR shall conduct interface and integration work sessions.

3. CONTRACTOR shall define the technical requirements and interface approach with

STATE support.

4. CONTRACTOR shall identify and document the test strategy for the EOMS/CIPS

Interfaces and Integration with STATE support.

5. Contractor shall create criteria for the acceptance of the interface delivery with STATE support.

6. CONTRACTOR shall document any newly identified items required to implement interface in the Gap Analysis Matrix to myAvatar.

Expectations of STATE:

1. STATE shall provide documentation of existing EOMS/CIPS applications to

CONTRACTOR for review.

2. STATE shall participate in integration work sessions.

3. STATE shall provide technical resources and subject matter experts to participate in integration discussions.

Acceptance Criteria:

1. To accept this deliverable, the Interface and Integration documentation must include:

a. Confirmed technical requirements for interface between myAvatar and STATE’s EOMS and CIPS.

b. A list of myAvatar customizations required to implement the EOMS interface .

c. Documentation of EOMS Interface technical requirements, including a clear explanation of how to resolve the following items:

i. How the myAvatar system will merge information associated with the incorrect client/patient identifier(s), with the correct record and client/patient identifier.

ii. How the myAvatar system will cross check client/patient name against other possible aliases using EOMS data during the registration.

iii. Definition of any required data clean up, conversion, and load efforts related to the interfaces.

o The process by which interface messages will be evaluated for format accuracy and completeness related to transfer, and reject messages that are not

Scope of Work Page 9 constructed properly as well as the process to generate reports of failed messages.

o Secure and protect the data and the associated infrastructure from a confidentiality, integrity, and availability perspective.

Acceptance Process:

To accept deliverable A.05, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable A.06 Data Conversion Management Plan

Scope of Work / Description: The Data Conversion Plan is a comprehensive management plan for the overall approach that will be followed for the data conversion effort. It defines the methodology, strategies, required competencies, tools, templates, acceptance criteria and quality standards, and data cleansing and data discrepancies resolution strategies. The Data Conversion Plan is considered a subordinate plan to the Implementation Plan that is developed later in the project.

Expectations of CONTRACTOR

1. CONTRACTOR shall develop a Data Conversion Plan that will outline the approach to be used to convert the agreed upon data and clinical content for inpatient and outpatient settings by collaborating with and gathering input from STATE.

2. CONTRACTOR shall provide the appropriate resources to execute the plan.

Expectations of STATE:

1. STATE shall participate, review, and provide feedback to CONTRACTOR on the Data

Conversion Management Plan.

2. STATE shall work with CONTRACTOR to develop approaches planned for STATE’s data cleaning efforts.

Acceptance Criteria:

To accept this deliverable, the Data Conversion Plan must contain sections which:

1. Define data conversion methodologies and strategies to be used including a repeatable ETL process

2. Detail the tools and include templates to be used

3. Outline the strategies and actions planned to resolve the data discrepancies and mapping issues. These strategies may include customizations and data cleansing.

4. Outline the testing approach and methodology including defined success criteria and quality standards

5. A list of legacy data elements that CONTRACTOR cannot convert in the myAvatar product suite

6. Provide an overall executive summary section

Acceptance Process:

To accept deliverable A.06, STATE and CONTRACTOR shall follow the deliverable acceptance

Scope of Work Page 10

Deliverable A.07 System Gap Analysis

Scope of Work / Description: A one-week Joint Gap analysis will be completed at start of project to assure alignment on all deliverables and associated acceptance criteria. Any deviations from the proposed scope or the assumptions documented in the SOW will require a Change Order and may result in additional funding.

Any extensions to the gap analysis or additional scope not recognized during the SOW process, will require a change order and may result in additional funding.

Expectations of CONTRACTOR

1. CONTRACTOR shall provide access to the currently hosted DHS North Dakota version of product solution for use in completing this deliverable.

2. CONTRACTOR shall document and provide a list of functionalities to be implemented as part of this statement of work.

3. CONTRACTOR shall facilitate session to confirm DHS and DOCR system alignment

4. CONTRACTOR shall document and provide system architecture diagram and plan related to System code setup for DHS and DOCR based upon DHS and DOCR workflow

5. CONTRACTOR shall document, with STATE support, agreed upon changes that may be needed as a result of the review and confirmed understanding.

6. CONTRACTOR shall draft proposed change requests with STATE support.

Expectations of STATE:

1. STATE shall participate in work sessions.

2. STATE shall document the parts of the existing DHS system to be re-used to accommodate the expected requirements outcome for this statement of work.

3. STATE shall be responsible for modification of system items to be re-used

4. STATE shall provide documented current state process flow swim lane diagrams.

5. STATE shall agree to re-engineer processes to leverage DHS functionality whenever possible, without sacrificing a client-centric approach. All business process / workflow re-engineering effort will be the responsibility of the STATE.

6. STATE shall assist CONTRACTOR drafting proposed change requests.

Acceptance Criteria:

To accept this deliverable, the Gap Analysis and Resolution must include:

1. Gap Analysis executive summary outlining CONTRACT configuration required to deliver the scope of this statement of work.

2. Completion of all other Data Collection Workbooks and Startup Kits, identified as necessary.

3. Change Requests for all changes coming out of Planning and Analysis efforts, which may include additional costs.

Scope of Work Page 11

To accept deliverable A.07, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable A.08 Exit Management Plan

Scope of Work / Description: Develop an Exit Management Plan, which will outline a comprehensive plan that addresses the strategy and processes involved in the event the CONTRACTOR is no longer willing or able to provide the services and software agreed to in the contract.

Expectations of CONTRACTOR

1. CONTRACTOR shall participate in and contribute to STATE led effort to develop an

Exit Management Plan.

2. CONTRACTOR shall review Exit Management Plan and provide feedback to STATE’s

Project Manager.

Expectations of STATE:

1. STATE shall draft the Exit Management Plan with CONTRACTOR support.

2. STATE shall provide final approval of Exit Management Plan.

Acceptance Criteria:

To accept this deliverable, the Exit Management Plan must include:

1. A Software Licensing (Rights) section

2. A Continuity of STATE Business section

3. A Transition Support section

4. A Data Transition section (if hosted by CONTRACTOR)

5. A Disposal of State Owned Data section (once data transition is completed) (if hosted by

CONTRACTOR)

6. An Executive Summary section

Acceptance Process:

To accept deliverable A.08, STATE and CONTRACTOR shall follow the deliverable acceptance

Phase B: System Configuration - A

Deliverable B.01 Practice Management- System Structure

The project will leverage existing artifacts in place for DHS. The scope will be limited to the following.

Scope of Work / Description:

Avatar PM Scope of Services

Scope of Work Page 12

Netsmart's Avatar Practice Management (PM) is a comprehensive solution that offers a complete suite of modules to meet your practice management needs. From client reporting, billing, scheduling, appointment tracking or bed management to treatment planning, outcome analysis, automated Methadone dispensing or advanced reporting, Avatar PM offers solutions to support management of all types of behavioral care environments.

Practitioner Maintain staff records for eligible providers to render services.

Billing

Record subscriber and plan coverage information, including charge input, bill preparation, payment posting, client ledger and electronic claims submission and remittance.

Will train staff on self-pay billing templates. Will train on posting payments and adjustments. Will setup payment and adjustment codes.

Management and accounting reports to control the patient revenue/managed care contracts. Reports include: Aged Accounts Report, Report of Charges, Payment/Adjustment Reports, Daily Transaction Report, Active Receivables and Detail Trial Balance

Scheduling

Scheduling calendar supports integration w/ billing and progress notes.

Includes 11 pre-defined client, staff, and facility scheduling reports.

Client Appointment History Client Appointment List Client Weekly Schedule Password Restricted Staff Daily Schedule Password Restricted Staff Weekly Schedule Staff Daily Schedule Staff Weekly Schedule Staff Un-posted Appointment List Staff Appointment History Missed Visit Report

Confirmation Report

Expectations of CONTRACTOR

1. CONTRACTOR shall lead the configuration effort with STATE support.

2. CONTRACTOR shall configure system codes as agreed upon during analysis

3. CONTRACTOR shall move the system configured components into BLD as approved by the STATE.

4. CONTRACTOR shall lead the configuration of PM to result in the ability to:

a. Create one or multiple accounts and each account that can be designated as interest bearing or non-interest bearing

b. Dispense and track expenditures

c. Generate receipts or checks

d. Create holds on accounts

e. Review available funds for withdrawal, make account corrects and set up recurring transactions

f. Define and interest posting schedule

Scope of Work Page 13

g. Create vendor accounts

h. Run ad-hoc reports and audit inquiries

i. Date and time stamp transactions with user tracking

5. CONTRACTOR shall configure PM to provide standard reports in BLD based upon configuration data entered into the PM system.

6. CONTRACTOR shall configure components to align with respective functional requirements rated as configurable.

Expectations of STATE:

1. STATE shall provide the appropriate resources to participate in the system configuration sessions and calls and review the system structure for accuracy.

2. STATE shall make necessary configuration decisions at a scheduled pace as mutually agreed in the Integrated Project Schedule.

3. STATE shall define dictionary and tables codes and values in BLD to support PM with

CONTRACTOR support.

4. STATE shall confirm and reach configuration decisions with CONTRACTOR support.

5. STATE shall complete data collection workbooks and provide requested paper documentation of current workflow forms as needed to configure the system.

6. State shall provide CONTRACTOR configuration data information.

Acceptance Criteria:

To accept this deliverable, the configuration must include:

1. Configuration of the PM System in BLD according to the specifications and requirements documented in the Planning and Analysis phase and according to the Data Collection Workbooks provided by the STATE.

2. Configuration of System Codes according to specifications documented in Planning and Analysis

3. Promotion of the configuration from BLD to UAT.

4. Successful demonstration of the configuration and reporting capabilities using test data in

UAT.

Acceptance Process To accept deliverable B.01, STATE and CONTRACTOR shall follow the deliverable acceptance

Deliverable B.02 Staff Scheduling Configuration

Scope of Work / Description: Configure the myAvatar Scheduling Module using currently existing functionality and configurations that are available within the DHS system according to the requirements established during the Planning & Analysis Phase and decisions made throughout this configuration effort. The Scheduling Module automates the process of scheduling staff resources. It enables users to make / change / cancel client appointments and schedule non-client related staff meetings or events through a single point of access.

Scope of Work Page 14

Expectations of CONTRACTOR

1. CONTRACTOR shall lead the configuration effort with STATE support.

2. CONTRACTOR shall confirm and reach configuration decisions with STATE.

3. CONTRACTOR shall move the system components into BLD as approved by the

STATE.

4. CONTRACTOR shall configure Scheduling to provide eleven standard reports in BLD based on test data entered into the PM system.

5. CONTRACTOR shall configure components to align with respective functional requirements rated as configurable.

Expectations of STATE:

1. STATE shall provide the appropriate resources to participate in the system configuration calls and sessions and review the system structure for accuracy.

2. STATE shall define dictionary and tables codes and values in BLD to support Staff

Scheduling with CONTRACTOR support.

3. STATE shall make necessary configuration decisions at a scheduled pace as mutually agreed in the Integrated Project Schedule.

4. STATE shall complete data collection workbooks and provide requested paper documentation of current workflow forms as needed to configure the system.

Acceptance Criteria:

To accept this deliverable, the configuration must include:

1. Configuration of Staff Scheduling in BLD according to the specifications and requirements documented in the Planning and Analysis phase and according to the Data Collection Workbooks provided by the STATE

2. Promotion of the configuration from BLD to UAT

3. Successful demonstration of the configuration and reporting capabilities using test data in

UAT

Acceptance Process To accept deliverable B.02, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable B.03 Clinician Work Station - Client/Patient Scheduling Configuration

Scope of Work / Description: Configure the myAvatar Scheduling Module using currently existing functionality and configurations that are available within the DHS system according to the requirements established during the Planning & Analysis Phase and decisions made throughout this configuration effort. The Scheduling Module automates the process of scheduling clients (individuals and groups), clinicians, and other facility resources. It enables users to make / change / cancel client appointments and schedule non-client related staff meetings or events through a single point of access.

Expectations of CONTRACTOR

1. CONTRACTOR shall lead the configuration effort with STATE support.

2. CONTRACTOR shall confirm and reach configuration decisions with STATE support.

Scope of Work Page 15

3. CONTRACTOR shall move the system configured components into BLD as approved by the STATE.

4. CONTRACTOR shall configure Scheduling to provide standard reports in BLD based upon test data entered into the PM system.

5. CONTRACTOR shall configure components to in alignment with respective functional requirements rated as configure.

Expectations of STATE:

1. STATE shall provide the appropriate resources to participate in the system design calls and sessions and review the system structure for accuracy.

2. STATE shall define dictionary and tables codes and values in BLD to support CWS

Client / Patient Scheduling with CONTRACTOR support.

3. STATE shall make necessary configuration decisions at a scheduled pace as mutually agreed in the Integrated Project Schedule.

4. STATE shall complete data collection workbooks and provide requested paper documentation of current workflow forms as needed to configure the system.

Acceptance Criteria:

To accept this deliverable, the configuration must include:

1. Configuration of Client/Patient Scheduling in BLD according to the specifications and requirements documented in the Planning and Analysis phase and according to the Data Collection Workbooks provided by the STATE

2. Promotion of the configuration from BLD to UAT

3. Successful demonstration of the configuration and reporting capabilities using test data in

UAT

Acceptance Process To accept deliverable B.03, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable B.04 Clinician Work Station – Treatment Plan Confirmation

Scope of Work / Description: Configure treatment plan templates tailored to address the needs of key target populations as defined during the Planning & Analysis Phase and decisions made throughout this configuration effort. The Treatment Plans will include keyword search capability and include full clinician workflow from problem definition to diagnosis to goals, objectives, and interventions. The Treatment Plan capability will record the staff participating in the plan.

Expectations of CONTRACTOR

1. CONTRACTOR shall move the system configured components into BLD as approved by the STATE.

2. CONTRACTOR shall configure the Treatment Plan forms, as defined in the Planning &

Analysis Phase.

3. STATE shall select up to 2 treatment plan templates configured by CONTRACTOR to address the unique needs of key target populations, supporting best practice guidelines.

Scope of Work Page 16

4. CONTRACTOR shall configure components to align with respective functional requirements identified as configurable.

Expectations of STATE:

1. STATE shall provide the appropriate resources to participate in the system configuration sessions and calls and review the system structure for accuracy.

2. STATE shall define dictionary and tables codes and values in BLD to support CWS

Treatment Plan Confirmation with CONTRACTOR support.

3. STATE shall make necessary configuration decisions at a scheduled pace as mutually agreed in the integrated project schedule.

4. STATE shall complete data collection workbooks and provide paper documentation of current Treatment Plans in advance of system configuration

Acceptance Criteria:

To accept this deliverable, the configuration must include:

1. Configuration of the agreed upon number of Treatment Plans in BLD according to the specifications and requirements documented in the Planning and Analysis phase and according to the Data Collection Workbooks provided by the STATE

2. Promotion of the configuration from BLD to UAT

3. Successful demonstration of the configuration and reporting capabilities using test data in

UAT

Acceptance Process To accept deliverable B.04, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable B.05 Clinician Work Station – Assessments Configuration

Scope of Work / Description: Configure Clinical Assessments with one associated report for each Assessment as defined during the Planning & Analysis Phase and decisions made throughout this configuration effort. These assessments offer functionality to assist the clinician in maintaining a client health record, including configurable compliance submission requirements with indicators, workflow notifications, and export of identified problems to treatment plans, and linking assessments to specific treatment plan items via selection leaf.

Expectations of CONTRACTOR

1. CONTRACTOR shall move the system build components into BLD as approved by the

STATE.

2. CONTRACTOR shall configure the Assessments and associated reports as defined in the

Planning & Analysis Phase.

3. CONTRACTOR shall configure components to align with respective functional requirements identified as configurable.

4. CONTRACTOR shall configure up to 10 customized assessments can also be created using current out of the box functionality.

5. CONTRACTOR shall configure up to one compliance indicator for each assessment or up to 25 total compliance indicators.

Scope of Work Page 17

6. CONTRACTOR shall configure up to one alert for each assessment or up to 25 total alerts.

Expectations of STATE:

1. STATE shall provide the appropriate resources to participate in the system configuration sessions and calls and review the system structure for accuracy.

2. STATE shall define dictionary and tables codes and values in BLD to support CWS

Assessments with CONTRACTOR support.

3. State shall choose up to 15 assessments from the assessment content library by the

STATE.

4. State shall maintain responsibility for changes to the content library assessments that are chosen post Go Live.

5. STATE shall make necessary configuration decisions at a scheduled pace as mutually agreed in the integrated project schedule.

6. STATE shall configure custom assessment reports as needed.

7. STATE shall complete data collection workbooks and provide requested paper documentation of current Assessments as needed to configure the system.

Acceptance Criteria:

To accept this deliverable, the configuration must include:

1. Configuration of the agreed upon number of Assessments in BLD according to the specifications and requirements documented in the Planning and Analysis phase and according to the Data Collection Workbooks provided by the STATE

2. Promotion of the configuration from BLD to UAT

3. Successful demonstration of the Assessments using test data in UAT

Acceptance Process To accept deliverable B.05, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable B.06 Clinician Work Station – Progress Notes and Configuration

Scope of Work / Description: Configure Progress Notes as defined during the Planning & Analysis Phase and decisions made throughout this configuration effort. Clinicians can create progress notes for an outstanding service, an upcoming appointment, or a new service. When created for a new service, the clinician selects and posts the service directly from the progress note. Notes independent of appointments and services are also available. In addition, each progress note includes linking capability to one or more individual care plan component (Diagnosis, Problems, Goals, Interventions, and Objectives) in any of the associated client’s care plans. The myAvatar client chart view dashboard provides single-click access to all progress notes information.

Expectations of CONTRACTOR

1. CONTRACTOR shall move the system build components into BLD as approved by the

STATE.

Scope of Work Page 18

2. CONTRACTOR shall configure the Progress Notes as defined in the Planning & Analysis Phase.

3. CONTRACTOR shall configure up to 5 unique progress note templates selected by

STATE

4. CONTRACTOR shall configure components to in alignment with respective functional requirements identified as configurable.

Expectations of STATE:

1. STATE shall provide the appropriate resources to participate in the system configuration calls and review the system structure for accuracy.

2. STATE shall define dictionary and tables codes and values in BLD to support CWS

Progress Notes with CONTRACTOR support.

3. STATE shall select up to 5 unique progress note templates to be implemented by

CONTRACTOR that can be used to outline the general group content and for each client the general outline is individualized.

4. STATE shall make necessary configuration decisions at a scheduled pace as mutually agreed in the integrated project schedule.

5. STATE shall complete data collection workbooks and provide requested paper documentation of current Progress Notes as needed to configure the system.

Acceptance Criteria:

To accept this deliverable, the configuration must include:

1. Configuration of the agreed upon number of Progress Notes in BLD according to the specifications and requirements documented in the Planning and Analysis phase and according to the Data Collection Workbooks provided by the STATE.

2. Promotion of the configuration from BLD to UAT

3. Successful demonstration of the Progress Notes using test data in UAT

Acceptance Process To accept deliverable B.06, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable B.07 Clinician Work Station – Order Entry Configuration

Scope of Work / Description: Configure Order Entry (OE) as defined during the Planning & Analysis Phase and decisions made throughout this configuration effort. OE supports multiple types of orders. OE is integrated with the full myAvatar system, eliminating the need to re-enter patient information, or dual-enter medications. OE security can be configured by role or by individual user.

OE is highly configurable, enabling agencies to define acceptable orders, order groups, frequencies, and administration rules. Order Codes may also be loaded directly from Micromedex. Medications may be held to accommodate leaves and other requirements.

Clinical decision support including Drug-to-Drug Interactions and Allergy-to-Drug warnings are provided by the Micromedex database. Regular updates are available to keep this critical information up-to-date.

Scope of Work Page 19

1. CONTRACTOR shall move the system build components into BLD as approved by the

STATE.

2. CONTRACTOR shall setup frequency codes up to the number designated during the

Planning & Analysis Phase and provide guidance to the STATE on additional frequency code creation.

3. CONTRACTOR shall setup five order types and five order groups with STATE support.

4. CONTRACTOR shall configure OE to accept order code loads and allergy code loads from Micromedex and integrate OE with the Formulary.

5. CONTRACTOR shall configure OE to provide standard reports in BLD based on test orders entered.

6. CONTRACTOR shall configure components to align with respective functional requirements identified as configurable.

Expectations of STATE:

1. STATE shall provide the appropriate resources to participate in the system configuration sessions and calls and review the system structure for accuracy.

2. STATE shall define dictionary and tables codes and values in BLD to support CWS

Order Entry with CONTRACTOR support.

3. STATE shall make necessary configuration decisions at a scheduled pace as mutually agreed in the Integrated Project Schedule.

4. STATE shall complete data collection workbooks and provide requested paper documentation of Orders and Workflows as needed to configure the system.

5. STATE shall ensure the appropriate design of the OE security through the OE Role configuration and Order Type design, with assistance from the CONTRACTOR.

6. STATE shall assign a resource to engage in Order Entry configuration, including the creation of Order Codes.

7. STATE shall setup order types and order groups after CONTRACTOR sets up the initial five order types and five order groups.

Acceptance Criteria:

To accept this deliverable, the configuration must include:

1. Configuration of Order Entry in BLD according to the specifications and requirements documented in the Planning and Analysis phase and according to the Data Collection Workbooks provided by the STATE

2. Promotion of the configuration from BLD to UAT

3. Successful demonstration of the configuration and reporting capabilities using test data in

UAT

Acceptance Process To accept deliverable B.07, STATE and CONTRACTOR shall follow the deliverable acceptance process.

Deliverable B.08 eMAR Configuration

Scope of Work / Description: Configure Electronic Medication Administration Record (eMAR) as defined during the Planning & Analysis Phase and decisions made throughout this

Scope of Work Page 20 configuration effort. The eMAR provides nurses and other authorized staff with an efficient online process for charting medication administration. The eMAR is integrated with myAvatar OE, a Computerized Physician Order Entry application (CPOE), and RxConnect, the pharmacy management module, for inpatient environments. Orders submitted through myAvatar OE automatically display on the myAvatar eMAR. Order types sent to the eMAR are configurable by the agency.

Expectations of CONTRACTOR

1. CONTRACTOR shall move the system build components into BLD as approved by the

STATE.

2. CONTRACTOR shall allow for the recording of administration events, review of details, and document results for eligible order.

3. CONTRACTOR shall provide watermarks that identify expired, on hold, and discontinued orders.

4. CONTRACTOR shall provide means of tracking the user who provided medication, including patient, dosage, witness, documentation of any missed or otherwise unsuccessful administrations.

5. CONTRACTOR shall provide means to document PAIN scale, temperature, and other vital information.

6. CONTRACTOR shall provide a means of filtering orders within the eMAR.

7. CONTRACTOR shall provide reports related to the eMAR which shall include:

a. Client eMAR Hard-Copy report

b. eMAR Administration Event report

c. eMAR Missing Administration Events report

8. CONTRACTOR will configure components to align with respective functional requirements identified as configurable.

Expectations of STATE:

1. STATE shall create any additional reports as deemed necessary in relation to eMAR.

2. STATE shall define dictionary…