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This is an attachment to a state and local contract opportunity issued by the Texas Education Agency (TEA) outlining vendor-provided reports and meetings required throughout the life of the OneSystem project, a centralized digital platform for grant management and grant performance management. The document specifies four primary reporting deliverables: a Project Kickoff Report detailing project overview, timeline, scope, schedule, budget, roles, responsibilities, communication plans, risk assessments, dependencies, assumptions, and acceptance criteria; Weekly Status Reports tracking completed tasks, progress against milestones, identified challenges, decisions made, action items, defect status, upcoming milestones, and resource utilization; Monthly SLA Reports coinciding with sprint reviews that analyze key performance indicators at both sprint and project levels, including sprint velocity, burndown, goal completion rates, defect density, cumulative flow diagrams, lead time, cycle time, user satisfaction (targeted at 85% or higher), and application performance metrics; and a Final Project Report summarizing project achievements, evidence of deliverable and project acceptance criteria met, lessons learned, and vendor performance evaluation against SLA metrics.
The document establishes a comprehensive meeting schedule spanning project initiation through post-launch phases. Required meetings include a one-time Project Kickoff Meeting with vendor project team, TEA Contract Manager, TEA Product Owner, and relevant stakeholders; Discovery and Planning meetings including User Research Planning, SME Interviews, and User Research Debrief sessions; Joint Design Workshops for initial design concept collaboration; recurring Sprint Cycle meetings including Monthly Sprint Planning, Daily Stand-ups, Technical Design Reviews as needed, Monthly Sprint Reviews, Monthly Sprint Retrospectives; and Deployment and Post-Launch meetings including Pre-Deployment Demos and Monthly Post-Launch Review Meetings. Additionally, Monthly or as-needed Knowledge Transfer Sessions are required to transfer application codebase, functionality, and support procedure knowledge to the TEA team. All vendors must provide meeting agendas and materials at least three days in advance, maintain attendance lists, and document meeting minutes including action items with deadlines, decisions made with decision-makers and alternatives considered, and discussion topics covered.
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ATTACHMENT T: VENDOR PROVIDED REPORTS AND MEETINGS
List requirement for reports and meetings throughout the life of this contract.
1. Project Kickoff Report
• Project overview and timeline
• Project Scope, Schedule, Budget
• Roles and responsibilities of each team member
• Communication plan and schedule
• Initial risk assessment
• Known dependencies and constraints
• Validated Assumptions
• Project Acceptance Criteria
• Next Steps
2. Weekly Status Reports
• Completed tasks and progress against milestones
• Identified challenges and proposed solutions
• Decisions made, including dates, expected impacts, and decision-makers
• Comprehensive list of action items assigned, due dates, and status
• Status of open defects, their severity, and expected resolution timelines.
• Validated assumptions and constraints
• Upcoming milestones and deliverables
• Resource utilization and budget tracking
3. Monthly SLA Reports (coinciding with sprint reviews)
• Detailed analysis of key performance indicators (KPIs) o Sprint-Level KPIs
Sprint Velocity – average completed vs committed – aiming for consistent velocity over time to help show evidence of predictability
Sprint Burndown – follows a straight line from top left to bottom right, indicating a steady pace of work
Sprint Goal Completion Rate – 80%-90% goal completion of sprint goals met
Sprint Success Rate – 80%-90% of all committed user stories are completed and meet the Definition of Done (DoD)
Defect Density (per Sprint) – number of defects found during the sprint divided by the size of the sprint – lower is better. Showing a reduction over time as processes improve.
o Project-Level KPIs Cumulative Flow Diagram – tracking work in progress (WIP), cycle time, and throughput. Looking for a smooth, consistent flow with minimal bottlenecks or large buildups in specific stages.
Release Burn-Up Chart – tracks the progress of work completed versus the total scope of a release. A steady upward trend indicates satisfactory progress. Comparing the burn-up to the release plan to identify any deviations.
Lead Time – Time elapsed from a work item’s creation to its completion.
Short lead times indicate efficiency. Targets are 60 days or less.
Cycle Time – Time spent working on a work item, from when it starts to when it is done. Target is 30 days or less.
o Post-Launch KPIs User Satisfaction – 85% or higher Application Performance Metrics – as identified in SLAs
• Comparison of actual performance against project goals
• Actionable insights and recommendations for improvement
4. Final Project Report
• Summary of project achievements and outcomes
• Evidence outlining deliverable acceptance criteria and project acceptance criteria successfully met/achieved
• Lessons learned and recommendations for future projects
• Evaluation of vendor performance against SLA metrics
5. Anticipated Meetings
The Vendor should be proactive in scheduling meetings to ensure stakeholder availability, providing agendas and meeting materials at least [3 days] in advance, and ensure that all relevant stakeholders are invited to participate.
Meeting Name Purpose Attendees Frequency
Project Initiation
Project Kickoff
Align project goals, timelines, communication, and Agile processes.
Establish a collaborative foundation and shared understanding of expectations through defined Team Agreements.
Vendor's project team, TEA Contract Manager, TEA Product Owner, relevant stakeholders One-time
Discovery and Planning
User Research Planning Meeting
Align user research goals, methods, timeline, and deliverables.
Vendor's user researcher(s), TEA Product Owner, relevant stakeholders One-time
SME Interviews
Gather in-depth insights from TEA subject matter experts on relevant project areas.
Vendor's user researcher(s), TEA SMEs (educators, administrators, technical staff)
As needed, based on SME availability
Meeting Name Purpose Attendees Frequency
User Research Debrief
Present and discuss research findings, personas, journey maps; answer questions; gather feedback.
Vendor's user researcher(s), TEA Product Owner, project team members, relevant stakeholders One-time
Joint Design Workshop
Collaborate on initial design concepts, incorporating user research findings and aligning with TEA's branding and accessibility guidelines.
Vendor's UX/UI designers, TEA Product Owner, Design team members, relevant stakeholders As Needed
Sprint Cycle (Recurring)
Sprint Planning Meeting
Plan the work for the upcoming sprint, select user stories, and define the sprint goal.
Scrum Team, TEA Product Owner Monthly
Daily Stand-up Share progress updates, identify blockers, and coordinate daily work.
Scrum Team, TEA Product Owner. Daily
Technical Design Review (As Needed)
Discuss and review technical design solutions for complex user stories or architectural components.
Vendor's technical lead(s), architects, TEA IT/technical representatives
As needed, before implementation
Sprint Review Meeting
Demonstrate completed work, gather feedback, and adjust product backlog.
Scrum Team, TEA Product Owner, stakeholders Monthly
Sprint Retrospective
Reflect on the sprint, identify improvements, and plan adjustments for future sprints.
Scrum Team, TEA Product Owner, TEA Contract Manager Monthly
Deployment and Post-Launch
Pre-Deployment Demo
Display the application's functionality in the staging environment before production deployment.
Scrum Team, TEA Product Owner, Vendor Project Team, relevant stakeholders
One-time before production launch
Post-Launch Review Meeting
Review the launch, discuss user feedback, address issues, and plan future enhancements.
Scrum Team, TEA Product Owner, Vendor Project Team, relevant stakeholders Monthly
Knowledge Transfer Sessions
Transfer knowledge about the application's codebase, functionality, maintenance, and support procedures to the TEA team.
Vendor's technical team, TEA's internal or designated team
Monthly or as needed
6. Meeting Minutes
• Action items assigned and deadlines
• Decisions made, decision makers, alternatives considered, and key takeaways
• Attendance list and follow-up items
• Discussion topics covered
ATTACHMENT T: VENDOR PROVIDED REPORTS AND MEETINGS
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