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Quality Assurance Surveillance Plan
| Contract Line Items (CLINS) |
| Deliverable Name |
| Deliverable |
Description
| Standard |
| Acceptable Quality Level |
| Method of Surveillance |
| 0001 |
| Initial Import of Data from Existing ATS |
| VHA candidates in existing ATS imported into Contractor ATS for VHA access. |
| The import shall be completed within 30 calendar days from start of period of performance. Import shall be accurate and cumulative 95% of the time. The import shall be delivered on time 100% of the time. |
| Ten or fewer instances where significant errors or omissions were identified |
| 100% Inspection |
| 0002 |
| Access for Users to Functional Health Care Applicant Tracking System |
| User licenses granting VHA users access to Contractor ATS and ability to use functional system to track candidates through recruitment process. |
| Access granted within 10 days of submission from VHA of initial approved user list. (Additional users added on a rolling basis by either Contractor or a VHA “administrator” on Contractor’s system). The user access and system functionality shall be fully functional 95% of the time. The access shall be delivered on time 100% of the time. |
| Two or fewer instances where significant system outages were noted lasting longer than 2 hours during VHA business hours. |
| 100% Inspection |
| 0003 |
| Ongoing Helpdesk Support for Users |
| Contractor shall provide help desk support as necessary to ensure VHA users are able to access and use Contractor ATS. |
| Help desk support should become available by phone concurrent with user access being granted. Phones should be answered 95% of the time during business hours. Customer concerns should be resolved 95% of the time during or immediately following the support call. This report shall be delivered on time 100% of the time. |
| Five or fewer instances where significant errors or omissions were identified (See Note 1) |
| 100% Inspection |
| 0004 |
| Initial Training for VHA Users |
| Contractor shall provide multiple identical sessions of initial user training, as well as two sessions of “train the trainer” detailed training which will prepare some VHA users to train system users. |
| The initial basic sessions should be scheduled for the two weeks following when initial VHA users are granted ATS access, if required. Train-the –trainer sessions should be scheduled for dates within 30 days of initial user access being granted. |
| Two or fewer instances where significant errors or omissions were identified |
| 100% Inspection |
| 0006 |
| Data Clean-up for Duplicate Records |
| The Contractor shall provide two candidate data-clean-up reviews during a 12-month period of the contract, during which time any candidates with multiple records will be merged into one record for the candidate, if this is not an established function of their existing ATS. |
| Data clean-up should occur twice per contract year, roughly six months apart, and include merging any identified duplicate candidate records. Initial duplicates merging should occur with 90 days of contract kick-off. |
| Twenty or fewer instances where significant errors or omissions were identified |
| 100% Inspection |
| 0006.1 |
| Ability to Flag or Identify Possible Duplicate Records |
| If the Contractor ATS does not currently flag or otherwise identify potential duplicate candidate records, the Contractor will develop and implement a system to do so. |
| If this is not an existing function of the Contractor ATS, Contractor will develop and implement the ability for users to identify potential duplicate records if possible. Timeline is flexible within the limits of the contract after collaboration, with payment for function upon successful implementation. |
| Twenty or fewer instances where significant errors or omissions were identified |
| 100% inspection |
| 0007 |
| 3rd party job board integration |
| The Contractor shall provide ongoing connection and posting functionality with up to 8 external marketing sites that are used by VHA which allows posting positions from Ki to those boards (examples may include ACP, PracticeMatch, HealtheCareers, PracticeLink, MDJobsite, 3RNet, CareerMD, and other relevant sites determined in collaboration with VHA and the vendor, as available). |
| Initial connections should be provided within 90 days of receiving any required set-up information from VHA, and access to ongoing linking should continue for the duration of the contract. |
| Five or fewer instances where significant errors or omissions were identified |
| 100% inspection |
| 0008 |
| Custom Reports |
| The Contractor shall assist with set-up and provide ongoing access to up to five custom Excel reports using established fields within the Contractor ATS, if access to specific fields or elements needed is not available in current ATS reporting functions. |
| Set-up for custom Excel reports should be provided within 60 days of receiving necessary information on fields required from VHA for a custom report. |
| Two or fewer instances where significant errors or omissions were identified |
| 100% inspection |
Note 1: Significant errors or omissions are defined as deliverables not meeting the intent of the task and the work considered to be within scope of this order.
Note 2: Continued repetitive errors may result in an unacceptable rating on performance report to be used as part of the evaluation criteria on future order competition.
