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Attachment D: Vendor Pre-Operational Performance Report Card
| Report Card # |
| Category |
| Report Card Performance Requirement |
| Status (Met/Not Met) |
| 1.A.001 |
| Agenda and Minutes |
| Prepare agendas and other materials (as appropriate) and distribute agendas and materials two (2) business days prior to the event. |
| 1.A.002 |
| Change Control |
| Perform systems maintenance and modifications, as specified in this RFP, for all component parts of the solution, as required by DMS within the mutually agreed-upon timeframes. Document new Change Control items within two (2) business days from the date that the Change Control items are identified. Provide a full impact assessment within ten (10) business days from the date that the Change Order is logged. |
| 1.A.003 |
| Change Management |
| Prepare and submit to DMS change requests related to scope and operational changes (e.g., system changes, procedural changes, contractual changes) and implement DMS approved changes per the DMS Change Management Plan. |
| 1.A.004 |
| Deliverable and Artifact Management |
| Ensure all Deliverables and Artifacts are clearly indicated in the Project Work Plan (schedule). |
Ensure all Deliverables and Artifacts are delivered per the agreed upon due dates and are managed according to the 10-5-5 review cycle. Ensure all Deliverables and Artifacts have a level of quality and completeness that indicates they have been reviewed and proofread by the Vendor prior to delivery. Ensure all Deliverables and Artifacts meet the requirements as specified in the Deliverables Expectation Document (DED).
| 1.A.005 |
| Document Management -- Project Management |
| Utilize DMS’s document repository/Project Online environment as the single repository for all artifacts and activities, including: 1) tracking all risks, issues, action items, decisions, change requests; 2) submission of all deliverables, invoices, status reports, meeting minutes, and other documents; and 3) posting/managing project schedules (work plans). |
| 1.A.006 |
| Document Review |
| Manage the deliverable review process utilizing the 10-5-5 Review Cycle. Any adjustments to the timeline should be approved by DMS. |
| 1.A.007 |
| Document Standards |
| Provide all written documents and deliverables with a level of quality and completeness that indicates that they have been reviewed and proofread by the Vendor prior to being delivered to DMS. Indicators of quality and completeness include, but are not limited to: 1) a standard of business and technical writing that limits ambiguity and rework by DMS; 2) a level of English proficiency that limits the need for DMS edits for grammar and clarity; and 3) content that meets expectations as defined in DED and/or alignment discussions. |
| 1.A.008 |
| Joint Application Development |
| Participate in Joint Application Development (JAD) sessions/meetings. |
| 1.A.009 |
| Project Management |
| Ensure all milestone dates agreed to with DMS are clearly identified in the project schedule, tracked, and met (on time). Any changes to the baselined milestone dates should be approved by DMS. |
| 1.A.010 |
| Project Management – Project Work Plan |
| Ensure an initial draft of the Vendor’s schedule (project work plan) is delivered, reviewed, approved, and incorporated into the Master Program Schedule within twenty (20) business days of contract execution. Ensure the schedule (project work plan) is developed and maintained per the DMS Schedule Management Plan and standards. Report progress against the schedule through weekly, written status reports and/or dashboard (or on a frequency agreed-upon by DMS), at weekly review meetings with DMS, and through a weekly update of the schedule (project work plan). |
| 1.A.011 |
| Project Management – RACI Matrix |
| Prepare a RACI Matrix (utilizing the DMS approved template) outlining the primary roles and responsibilities for the project within thirty (30) calendar days of contract signing. Provide sufficient staff to conduct all project activities. Ensure all onsite requirements are met. Ensure staff onboarding and off-boarding activities are managed per the DMS Resource Management Plan. |
| 1.A.012 |
| Project Management – Risks and Issues |
| Ensure risks and issues related to the Vendor’s commitments and deliverables are identified, assigned, prioritized, documented timely, communicated, and managed according to the DMS Risk Management Plan and the DMS Issue Management Plan. Ensure all risks and issues are proactively managed and escalated as needed to minimize impact to the project. |
| 1.A.013 |
| Project Management -- Stakeholder Management |
| Work with DMS to identify key stakeholders, conduct a stakeholder analysis, and plan stakeholder engagement activities and communications according to the DMS Communication Management Plan. |
| 1.A.014 |
| Project Management - Strategic Planning |
| Facilitate kick-off sessions and strategic planning sessions as needed to plan, establish, document, and communicate the project goals, objectives, direction, and approach to: 1) facilitate stakeholder introductions; and 2) ensure project activities are initiated in an effective (well-planned) and efficient manner. |
| 1.A.015 |
| Project Work Plan - WBS |
| Develop and maintain a Project Work Plan (schedule) that identifies tasks, milestones, deliverables, dependencies, work effort, duration and resource assignments required for project execution. Deliver schedule updates weekly that reflect actual hours worked, task slippages, and critical path analysis. |
| 1.A.016 |
| Risks, Issues, Decisions, and Action Items |
| Document new risks, issues, key decisions, and action items within two (2) business days from the date they are identified. This includes clearly documenting the risk, issue, decision, and/or action item, establishing an owner, and establishing a target due date. |
| 1.A.017 |
| Schedule Management |
| All scheduled jobs should be completed successfully within the scheduled timeframe or within two (2) clock hours of the scheduled timeframe window. |
| 1.A.018 |
| Security |
| Meet all federal and state privacy, confidentiality, and security requirements within the Vendor’s operation. |
| 1.A.019 |
| Staffing Levels |
| Ensure the appropriate experienced staffing level is maintained throughout the project to ensure objectives are met on time and with quality. Maintain staffing levels throughout the project at ninety percent (90%) or more of the Staffing Plan. Ensure Vendor staff have the appropriate experience and are dedicated to the project in accordance with the approved Staffing Plan and their role in the Project Plan. |
| 1.A.020 |
| Training |
| Submit and obtain approval for training (date, time, audience, agenda, and materials) no later than thirty (30) calendar days prior to the training. Ensure training evaluations are conducted for each session and the results are shared with DMS within five (5) business days of the training event. |
| 1.A.021 |
| Weekly Status Reporting |
| Provide DMS with consistent, complete, accurate, and timely status reports on a weekly basis using a DMS-approved template. This includes an updated Gantt Chart for the project schedule. |