Attachment_2_-_IDIQ_SOO_-_Appendix_F.pdf
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- Attached to
- RFP for Indian Health Service HIT Modernization Federal contract opportunity
- Solicitation number
- 140D0421R0050
About this file
This Project Process Agreement document outlines the tailoring of the Enterprise Performance Life Cycle framework for the Indian Health Service's Health Information Technology Modernization Program. Key details include consolidating the Initiation and Concept phases to be completed at the program level due to natural alignment of project deliverables. The Planning phase will also be conducted at the program level given the overall strategic direction covers the multi-year program. Stage gates will be used as intended with the exception of combining Design, Development, and Test phases for any future vendor implementation projects, especially if utilizing an agile process. Numerous deliverables are also consolidated or substituted with equivalent items to be developed at the program level then validated and updated by selected vendors. The document seeks approval to proceed under the agreed upon scope, costs, quality, and Enterprise Performance Life Cycle exceptions described.
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HIT Modernization Program
RFP NO. 140D0421R0050
APPENDIX F: HIT MODERNIZATION
PROJECT PROCESS AGREEMENT (PPA)
Version Number: 1.3 Version Date: 1/13/2022
Project Process Agreement (v1.0) Page 1 of 10
Project Process Agreement (v1.0) Page 2 of 10 HIT Modernization Program
TABLE OF CONTENTS
1 INTRODUCTION
1.1 Purpose of the Project Process Agreement Document
2 SUMMARY OF PROJECT TAILORING AND JUSTIFICATION
3 STAGE GATE CONSOLIDATION/WAIVER REQUEST
4 DELIVERABLE CONSOLIDATION/WAIVER REQUEST
APPENDIX A: PROJECT PROCESS AGREEMENT APPROVAL
APPENDIX B: REFERENCES
APPENDIX C: KEY TERMS
Project Process Agreement (v1.0) Page 3 of 10 HIT Modernization Program
1 INTRODUCTION
1.1 PURPOSE OF THE PROJECT PROCESS AGREEMENT DOCUMENT
A Project Process Agreement (PPA) is used to authorize and document the justifications for using, not using, or combining specific Enterprise Performance Life Cycle (EPLC) Stage Gate Reviews and the selection of specific deliverables applicable to the investment/project, including the expected level of detail to be provided. A PPA should be signed by the project manager and sponsor. Once approved by a governance committee this document authorizes the project to proceed according to agreed upon scope, time, costs, and quality including any EPLC related exceptions as outlined within this document.
General Information
Date Prepared 05/05/2021 Program Name HIT Modernization Program Description IHS’s mission is to raise the AI/AN peoples’ physical, mental, social, and spiritual health to the highest level through modern, innovative, and practical health information technology (HIT). IHS provides these services despite several major challenges, including outdated and decentralized technology and operations, a fragmented communication infrastructure, inefficient system interoperability, and years of underfunding. In order to deliver on its mission, IHS conducted comprehensive research and analysis on the capabilities, effectiveness, and gaps of the current state of the health information technology (HIT) and options for modernization. The results of this requires a full replacement of the RPMS with industry-leading solutions that offer a variety of mature, forward-looking technologies to enable efficient and high-quality integration of business line functions, regulatory compliance, and technical support.
2 SUMMARY OF PROJECT TAILORING AND JUSTIFICATION
This Project Process Agreement covers the entire HIT Modernization Program. Within the HIT Modernization Program, there will be multiple projects over the course of the expected multi-year life of the program. New projects that are started under the HIT Modernization Program will be expected to follow the phases and guidelines of this tailoring document.
The HIT Modernization Program proposes to combine the Initiation and Concept Phases of the EPLC due to the natural alignment and progression of several Health FFRDC Project (the first project of the HIT Modernization Program) Deliverables that are completed. The Planning Phase will completed at the program level.
Project Process Agreement (v1.0) Page 4 of 10 HIT Modernization Program
The HIT Modernization Program will be actively identifying and mitigating risks through a Quarterly Risk Review with senior program and sponsor oversight and participation. Risks may arise by combining phases as outlined in Section 3. Risks identified as part of the EPLC will be escalated as part of this process.
3 STAGE GATE CONSOLIDATION/WAIVER REQUEST
Action Justification Initiation (EPLC Gate 1)
Combine – At Program Level
The HIT Modernization Program proposes to combine the Initiation and Planning Phases of the EPLC due to the natural alignment and progression of several Health FFRDC Project (the first project of the HIT Modernization Program) Deliverables that are completed. In addition, the program proposes to complete this phase at the program-level given that overall strategic direction and planning is for the overall program.
Concept (EPLC Gate 2- Project Selection Review)
Combine – At Program Level
See above.
Planning (EPLC Gate 3 – Project Baseline Review)
Use – At Program Level
The HIT Modernization Program proposes to complete this phase at the program-level given that overall strategic direction and planning is for the overall program.
Requirements Analysis (Requirements State Gate)
Use – At Program Level
The HIT Modernization Program proposes to use the Requirements Analysis gate as a stand alone that creates the foundation for future vendor solicitation-based phases beginning with Design. Will include Vendor verification once contract is awarded.
Design (EPLC Gate 4 – Preliminary Design Review)
Use – At Project Level
It is expected that a future vendor implementation projects may wish to combine the design, development, and test phases into one phase, especially if vendor prefers to leverage an agile process. We will adjust this process agreement as needed in the future.
Project Process Agreement (v1.0) Page 5 of 10 HIT Modernization Program
Development (Development Stage Gate)
Use – At Project Level
It is expected that future vendor solicitations, awards, and implementation projects will combine the design, development, and test phases into one phase, especially if vendor prefers to leverage an agile process.
Test (Test Stage Gate)
Use – At Project Level
It is expected that future vendor solicitations, awards, and implementation projects will combine the design, development, and test phases into one phase, especially if vendor prefers to leverage an agile process.
Implementation (EPLC Gate 5 – Operational Readiness Review)
Use – At Project Level
It is expected that future vendor solicitations, awards, and implementation projects will combine the design, development, and test phases into one phase, especially if vendor prefers to leverage an agile process.
Operations & Maintenance (O&M Stage Gate)
Use – At Project Level
Disposition (Disposition Stage Gate)
Use – At Program Level
* All stage gates are required; but may be waived or delegated based on IT governance organization approvals.
Project Process Agreement (v1.0) Page 6 of 10 HIT Modernization Program
4 DELIVERABLE CONSOLIDATION/WAIVER REQUEST
(p)=Preliminary (fd) = Final Draft, (f) =
Final Action Justification
Initiation Business Needs Statement (f) Use Since Initiation and Concept are combined the Business Needs Statement can be found within the Business Case.
Concept Business Case with Components (f) Use Completed and delivered.
Project Charter (f) Substitute a
Program Management Office (PMO) Charter
Since the EPLC will be managed at the program-level
Project Management Plan with Components (p)
Substitute a Program Management Plan
Since the EPLC will be managed at the program-level
Privacy Impact Assessment (p) Use Completed and delivered.
Systems Security Plan (p) Substitute for this gate Will substitute Health Data & Information Systems Protection Plan for this gate and provide the Systems Security Plan as required in future gates.
Planning Project Management Plan with Components (f)
Substitute a Program Management Plan
Since the EPLC will be managed at the program-level
Project Process Agreement (f) Use Requirements Analysis Requirements Document w/Components (f)
Use The program will complete a version to be validated ad updated by the future vendor.
Design Design Document with Components (f) Use Required component of future vendor solicitation and delivery.
Computer Match Agreement (f) Use Required component of future vendor solicitation and delivery.
Test Plan (fd) Use Required component of future vendor solicitation and delivery. Ensure Project.
Contingency/Disaster Recovery (fd) Use Required component of future vendor solicitation and delivery. Flag as program.
System of Record Notice (fd) Use Required component of future vendor solicitation and delivery.
Development Test Plan (f) Use Required component of future vendor solicitation and delivery.
Operation & Maintenance Manual (fd) Use Required component of future vendor solicitation and delivery.
Training Plan (fd) Use Required component of future vendor solicitation and delivery.
Training Materials (fd) Use Required component of future vendor solicitation and delivery.
User Manual (fd) Use Required component of future vendor solicitation and delivery.
Project Process Agreement (v1.0) Page 7 of 10 HIT Modernization Program
(p)=Preliminary (fd) = Final Draft, (f) = Final
Action Justification
Business Product (fd) Use Required component of future vendor solicitation and delivery.
Test Implementation Plan (f) Use Required component of future vendor solicitation and delivery.
Test Reports (f) Use Required component of future vendor solicitation and delivery.
Systems Security Plan (fd) Use Required component of future vendor solicitation and delivery.
Security Assessment Plan (fd) Use Required component of future vendor solicitation and delivery.
Implementation Authority to Operate w/Components (f) Use Required component of future vendor solicitation and delivery.
System of Record Notice (f) Use Required component of future vendor solicitation and delivery.
Service Level Agreement(s) and/or Memorandum(s) of Understanding (f)
Use Required component of future vendor solicitation and delivery.
Privacy Impact Assessment (f) Use Required component of future vendor solicitation and delivery.
Operation & Maintenance Manual (f) Use Required component of future vendor solicitation and delivery.
Systems Security Plan (f) Use Required component of future vendor solicitation and delivery.
Training Plan (f) Use Required component of future vendor solicitation and delivery.
Training Material (f) Use Required component of future vendor solicitation and delivery.
Security Assessment Report (f) Use Required component of future vendor solicitation and delivery.
User Manual (f) Use Required component of future vendor solicitation and delivery.
Business Product (f) Use Required component of future vendor solicitation and delivery.
Project Completion Report (f) Use Required component of future vendor solicitation and delivery.
Contingency/Disaster Recovery (f) Use Required component of future vendor solicitation and delivery.
Plan of Action and Milestones (POA&M) (f)
Use Required component of future vendor solicitation and delivery.
Security Testing & Evaluation (f) Use Required component of future vendor solicitation and delivery.
Operations & Maintenance Annual Operational Analysis (f) Use Required component of future vendor solicitation and delivery.
Disposition Plan (f) Use Required component of future vendor solicitation and delivery.
Continued ATO (annual) Use Required component of future vendor solicitation and delivery.
Plan of Action and Milestones (POA&M) (f)
Use Required component of future vendor
Disposition
Project Process Agreement (v1.0) Page 8 of 10 HIT Modernization Program
(p)=Preliminary (fd) = Final Draft, (f) = Final
Action Justification
Project Archives (f) Use Required component of future vendor
Non-Phase Specific Data Usage Agreement Use Required component of future vendor solicitation and delivery.
Independent Verification & Validation Reports
Use Required component of future vendor solicitation and delivery.
Updated Project Management Plan and Schedule
Use Required component of future vendor solicitation and delivery.
Periodic Project Status Reports Use Required component of future vendor solicitation and delivery.
Meeting Minutes Use Required component of future vendor solicitation and delivery
Contractor Performance Report Use CPIC/Folio Contract Fund Status Report Use CPIC/Folio Project Schedule Use CPIC/Folio Periodic Investment Status Report Use CPIC/Folio
Project Process Agreement (v1.0) Page 9 of 10 HIT Modernization Program
Appendix A: Project Process Agreement Approval The undersigned acknowledge that they have reviewed the HIT Modernization Program Project Process Agreement and agree with the information presented within this document. Changes to this Project Process Agreement will be coordinated with, and approved by, the undersigned, or their designated representatives.
Signature: Date:
Print Name:
Title:
Role:
Project Process Agreement (v1.0) Page 10 of 10 HIT Modernization Program
APPENDIX B: REFERENCES
The following table summarizes the documents referenced in this document.
Document Name Description Location Business Case
Program Integrated Master Schedule
Project Process Agreement (v1.0) Page 11 of 10 HIT Modernization Program
APPENDIX C: KEY TERMS
The following table provides definitions and explanations for terms and acronyms relevant to the content presented within this document.
Term Definition [Insert Term] <Provide definition of term and acronyms used in this document.>
| 1 Introduction |
| 1.1 Purpose of the Project Process Agreement Document |
| 2 Summary of Project tailoring and justification |
| 3 Stage Gate Consolidation/Waiver Request |
| 4 Deliverable Consolidation/Waiver Request |
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