Attachment_J.xlsx
XLSX spreadsheet 42 KB Posted
- Attached to
- Comprehensive Child Welfare Information System
- Solicitation number
- 2000018525
- Issued by
- Ramsey County, Minnesota
About this file
Summary
This is a Requirements Traceability Matrix (RTM) for the Department of Children, Youth, and Families (DCYF) Comprehensive Child Welfare Information System (CCWIS) Project, specifically addressing Maintenance and Operations (M&O) non-functional requirements. The document serves as an evaluation tool for respondents to indicate whether their proposed solutions will meet the State's defined requirements across four primary categories: Testing (MO1), Training (MO2), Support (MO3), and Knowledge Transfer (MO4). Respondents are required to complete and submit this Excel workbook as part of their RFP response, marking each requirement with a "Y" (Yes) or "N" (No) to indicate compliance. The matrix contains 151 total requirements distributed across these four functional areas, providing detailed descriptions of each requirement to guide vendor evaluation and solution development.
The Testing requirements (MO1, 15 requirements) encompass automated testing capabilities, test management strategy documentation, test result reporting, load and performance testing, security testing, and data conversion validation. The Training requirements (MO2, 24 requirements) address training materials accessibility, plain language compliance, multilingual support, role-based training delivery, Computer-Based Training (CBT) modules, and comprehensive curriculum development. The Support requirements (MO3, 51 requirements) establish service level agreements with 99.9% system availability targets, 24/7x365 support for critical incidents, disaster recovery with eight-hour RTO and one-hour RPO objectives, infrastructure maintenance, patch management with defined remediation timelines, and an 18-month warranty period. The Knowledge Transfer requirements (MO4, 15 requirements) mandate development of exit transition and knowledge transfer plans, provision of comprehensive system documentation, and establishment of criteria for successful transition of operations to the State or designated successor upon contract expiration.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment_F.docx | DOCX document | |
| Attachment_L.docx | DOCX document | |
| Sample_Contract.docx | DOCX document | |
| Attachment_E.docx | DOCX document | |
| Attachment_N.docx | DOCX document | |
| CCWISRFP.pdf | ||
| Comprehensive_Child_Welfare_Information_System.pdf | ||
| Attachment_K.docx | DOCX document | |
| Attachment_B.docx | DOCX document | |
| Attachment_M.docx | DOCX document | |
| Attachment_G.xlsx | XLSX spreadsheet | |
| Attachment_C.xlsx | XLSX spreadsheet | |
| Attachment_H.xlsx | XLSX spreadsheet | |
| Attachment_I.xlsx | XLSX spreadsheet | |
| Exhibit_A_Supplement_1_Prevailing_Wage_Rates.pdf | ||
| Attachment_O.docx | DOCX document | |
| Attachment_D.pdf | ||
| Attachment_A.docx | DOCX document |
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Introduction Attachment J: Testing, Training, and Maintenance and Operations Requirements Traceability Matrix (RTM)
| Introduction |
| This document captures the Maintenance and Operations Non-Functional Requirements for the DCYF CCWIS Project. |
Within this document, the requirements are categorized by area as detailed below. Each category has its own tab in this workbook.
| ID | CCWIS Maintenance and Operations Requirements Section Titles |
| MO | Requirement Section |
| MO1 | Testing |
| MO2 | Training |
| MO3 | Support |
| MO4 | Knowledge Transfer |
Responder Instructions
| Responder Instructions |
| This workbook contains Requirements for the CCWIS system. The response codes below should be used by Responders to indicate the fit of its solution to the State Requirements specified in this workbook. |
This attachment should be completed and submitted as an MS Excel file as part of the response to this RFP.
| Responses | Definition |
| Response Code: Y or N -- Will this Non-Functional Requirement be met by your solution? | Indicate whether the requirement, as currently written, will be met by the Respondent's proposal. Respond Y=Yes or N=No. |
MO1- Testing Req # Requirement Subcategory Requirement Description Response Code (Y,N)
| MO1.1 | Test Reporting, Evidence & Traceability | Ensure all testing environments support the full set of State-approved tools required for automated testing, including test execution, test data management, and results reporting, to enable consistent, repeatable, and efficient validation of System functionality. |
| MO1.2 | Test Reporting, Evidence & Traceability | Provide a comprehensive Test Management Strategy that identifies all test events, including User Acceptance Testing, and defines entrance and exit criteria for each event, roles and responsibilities, defect identification and resolution processes, high-level test data requirements, and the tools to be used for test execution, tracking, aggregation of results, and reporting. |
| MO1.3 | Test Reporting, Evidence & Traceability | Provide the documentation of all test results with evidence demonstrating that all State approved agreed-upon exit and success criteria have been met for each test cycle. |
| MO1.4 | Test Strategy, Planning & Governance | Provide the capability to artificially age, advance, mature, and time-travel records based on defined test scenarios to enable automated and manual testing of the complete lifecycle and temporal behaviors of supported record types. |
| MO1.5 | Test Strategy, Planning & Governance | Provide the documentation and maintenance of standards and procedures for the use of all tools that support testing activities, ensuring consistency, repeatability, and alignment with State-approved testing methodologies. |
| MO1.6 | Test Strategy, Planning & Governance | Ensure all testing environments support all tools necessary for load testing. |
| MO1.7 | Performance, Security & Accessibility Testing | Ensure all testing environments support all tools necessary for performance testing. |
| MO1.8 | Performance, Security & Accessibility Testing | Support periodic security testing, including penetration testing and code analysis. |
| MO1.9 | Functional, Integration & Regression Testing | Support the creation and maintenance of Test Scripts, Test Cases, and Test Data aligned with approved functional and technical requirements, and support the execution of all required testing events as defined in the approved Test Plans. |
| MO1.10 | Functional, Integration & Regression Testing | Ensure all testing environments support all tools necessary for regression testing. |
| MO1.11 | Test Scripts, Test Cases & Test Data | Support the management and execution of the approved Test Management Strategy and all approved Test Plans, including the ability to perform testing in all approved testing environments and to create, maintain, and manage the required test data throughout the testing period. |
| MO1.12 | Test Scripts, Test Cases & Test Data | Provide the installation, configuration, and implementation of all components required for testing activities, including testing application software, testing hardware, test data, desktops, and any other State-approved testing infrastructure necessary to execute all test plans. |
| MO1.13 | Test Scripts, Test Cases & Test Data | Support converted data testing by providing processes, test cases, and validation criteria to verify that migrated data is complete, accurate, and usable within the new System. |
| MO1.14 | Test Scripts, Test Cases & Test Data | Ensure all testing environments can securely access and integrate with the State's Social Service Information System (SSIS)/Comprehensive Child Welfare Information System (CCWIS) Data Lakehouse to support test data provisioning, validation, and analysis. |
| MO1.15 | Defect Management & Retesting | Support the correction of defects identified through testing cycles and ensure that all defects are resolved per State-defined service level requirements for defect resolution. |
MO2-Training Req # Requirement Subcategory Requirement Description Response Code (Y,N)
| MO2.1 | Training Materials, Accessibility & Plain Language | Support the findability of training materials by providing plain-language, user-friendly search capabilities. |
| MO2.2 | Training Materials, Accessibility & Plain Language | Maintain a centralized repository for training materials and related documentation. |
| MO2.3 | Training Materials, Accessibility & Plain Language | Ensure all training materials follow Federal plain-language guidelines and multiple formats. |
| MO2.4 | Training Materials, Accessibility & Plain Language | Support the delivery of training materials in multiple languages consistent with Department of Children, Youth, and Families (DCYF) guidelines and standards. |
| MO2.5 | Training Evaluation, Updates & Knowledge Retention | Provide tools and documentation needed to support training delivery, maintenance, and updates. |
| MO2.6 | Training Evaluation, Updates & Knowledge Retention | Enable the State to update, maintain, and utilize State-approved training information. |
| MO2.7 | Training Evaluation, Updates & Knowledge Retention | Provide the capability to automatically deploy and distribute new or updated training content and policy changes, segmented and targeted by program type, without requiring manual intervention. |
| MO2.8 | Training Evaluation, Updates & Knowledge Retention | Ensure training materials include visible version and “last updated” information for audit purposes. |
| MO2.9 | Training Evaluation, Updates & Knowledge Retention | Provide updated training materials and refresher training following major System updates. |
| MO2.10 | Embedded Learning, AI & Ongoing Assistance | Provide interactive training capabilities that allow Authorized Users to complete guided tutorials, simulations, assessments, and other hands-on learning activities with real-time feedback and progress tracking. |
| MO2.11 | Embedded Learning, AI & Ongoing Assistance | Integrate Artificial Intelligence responsibly to support end-user training, embedded learning, and ongoing assistance. |
| MO2.12 | Role-Based Training Delivery | Provide role-based training that allows Authorized Users to train using roles other than their assigned role. |
| MO2.13 | Role-Based Training Delivery | Provide integrated Computer-Based Training (CBT) modules that enable Authorized Users to complete training electronically through self-paced, interactive digital learning content. |
| MO2.14 | Training Strategy, Planning & Curriculum | Provide training content tailored to specific business processes and supported by real-world examples to ensure relevance to Authorized Users' roles, workflows, and operational responsibilities. |
| MO2.15 | Training Strategy, Planning & Curriculum | Support definition and tracking of training quality metrics. |
| MO2.16 | Training Strategy, Planning & Curriculum | Train designated staff on all facets of System use, including but not limited to System oversight, reporting, security, workflow, archival, audit, user acceptance testing, forms, and operational changes. |
| MO2.17 | Training Strategy, Planning & Curriculum | Generate and provide training metrics, as defined by the State. |
| MO2.18 | Training Strategy, Planning & Curriculum | Develop a comprehensive End-User Training Plan that documents training requirements and the approach the State will use for updating training requirements, developing training curricula, and deploying training for Authorized Users, as required and mutually agreed upon with the State. |
| MO2.19 | Training Strategy, Planning & Curriculum | Provide the capability of streaming 'on-demand' download capabilities for State-reviewed and approved video and audio files for public training. |
| MO2.20 | Training Strategy, Planning & Curriculum | Provide training content that reflects and adheres to specific State policies. |
| MO2.21 | Training Strategy, Planning & Curriculum | Provide comprehensive System training to prior to design sessions. |
| MO2.22 | Training Strategy, Planning & Curriculum | Provide a training environment reflecting the staging environment in configuration, functionality, data structures, integrations, security settings, and release versions, ensuring that training activities accurately simulate real System behavior without impacting production or staging operations. |
| MO2.23 | Training Strategy, Planning & Curriculum | Deliver Train-the-Trainer training to State identified trainers. |
| MO2.24 | Training Strategy, Planning & Curriculum | Support End-User Training for the System, including reviewing material and being available to answer trainers' questions. |
MO3-Support Req # Requirement Subcategory Requirement Description Response Code (Y,N)
| MO3.1 | Support Reporting, Monitoring & Continuous Improvement | In collaboration with the State, create and maintain service level agreements that define service expectations, roles and responsibilities, and quality metrics for both parties. Define measurable performance standards, including monthly System availability of no less than 99.9 percent excluding approved maintenance windows, incident response and resolution timelines by severity tier, escalation procedures, reporting cadence, and compliance measurement methodology. |
| MO3.2 | Support Reporting, Monitoring & Continuous Improvement | Provide the State with real-time visibility into service desk tickets, outage status, service level agreement (SLA) performance metrics, scheduled maintenance, defect tracking, and incident resolution status. Make exportable reporting capabilities available to the State. |
| MO3.3 | Support Reporting, Monitoring & Continuous Improvement | Develop, deliver, and maintain an Operational Support Manual within a State-defined timeframe and keep the manual available to the State at all times. Document, at a minimum, the following: |
• Maintenance policies and procedures
• Change control and configuration management processes
• Critical incident management and escalation planning
• Capacity planning methodologies
• Quality metrics and performance measures
• Customer support roles, responsibilities, and service expectations
• Information Technology Infrastructure Library (ITIL) processes, including defect, incident, problem, release, and configuration management
• Operational status reporting requirements and schedules
| MO3.4 | Support Reporting, Monitoring & Continuous Improvement | Maintain a Major Incident Management process for Severity 1 incidents that includes executive notification within one (1) hour of confirmation, formal incident command structure, documented communication cadence during active incidents, and a written root cause analysis report delivered to the State within five (5) business days. |
| MO3.5 | Support Reporting, Monitoring & Continuous Improvement | Document and manage third-party software and infrastructure dependencies, including monitoring vendor end-of-life announcements and proactively planning upgrades to prevent service disruption. |
| MO3.6 | Support Reporting, Monitoring & Continuous Improvement | Deliver a Successful Deployment Report that documents and confirms that all deployment success criteria, as defined in the approved Cutover/Deployment Plan, have been met. |
| MO3.7 | Support Reporting, Monitoring & Continuous Improvement | Provide a Warranty Transition Plan outlining the scope of warranty, warranty claim process, points of contact, periodic warranty support reports, warranty closure reporting, enhanced monitoring coverage, defect triage procedures, and formal transition criteria to State steady-state Maintenance and Operations. |
| MO3.8 | Support Reporting, Monitoring & Continuous Improvement | Provide monthly reports detailing support work including incident counts by severity, response and resolution times, System availability metrics, patch compliance status, performance monitoring results, and capacity utilization. |
| MO3.9 | Support Reporting, Monitoring & Continuous Improvement | Provide ongoing operational reporting with trend analysis, service level agreement (SLA) performance summaries, capacity forecasts, and risk mitigation strategies at a frequency negotiated with the State. |
| MO3.10 | Support Reporting, Monitoring & Continuous Improvement | Provide Service Desk staff on call 24x7x365 for Severity 1 incidents and defined business-hour coverage for lower severity levels. Make an always-accessible website for trouble reporting available. |
| MO3.11 | Support Reporting, Monitoring & Continuous Improvement | Implement a Continuous Service Improvement process aligned with Information Technology Infrastructure Library (ITIL) practices, including annual operational improvement plans and documented corrective actions for recurring issues. |
| MO3.12 | Support Reporting, Monitoring & Continuous Improvement | Provide a Service Catalog that defines all services, points of contact, associated response and resolution time targets, service boundaries, performance metrics, escalation paths, and measurement methodologies. Review the Service Catalog annually and obtain formal State approval. |
| MO3.13 | Support Reporting, Monitoring & Continuous Improvement | Establish and operate a post-go-live support team for each region as it is implemented. Operate the team for no fewer than 30 calendar days following each region's go-live and provide elevated functional and technical support focused on issue triage, resolution, user assistance, and operational stabilization. Include, at a minimum, the following: |
• A minimum of six months of ongoing support beginning with deployment in Region 1 through 30 days after statewide deployment
• Continuous monitoring of customer service
• Continuous support for enhancements and fixes
• Continuous monitoring of data integrity
• Continuous operational support for the implemented solution, including technical support
• Resolution of System configuration issues needed for full operational and technical transition
| MO3.14 | Support Reporting, Monitoring & Continuous Improvement | Provide continuous 24x7x365 security monitoring of the Comprehensive Child Welfare Information System (CCWIS) environment, including intrusion detection, anomaly detection, log monitoring, and security event correlation. Notify the State of confirmed security incidents within twenty-four (24) hours of detection. |
| MO3.15 | Support Reporting, Monitoring & Continuous Improvement | Provide infrastructure maintenance (install, patches, malware, monitoring, backup, run books). |
| MO3.16 | Help Desk, Incident & Service Request Support | Provide the configuration and customization documentation and readable source code and object (executable) code for the System in the configuration management system as identified by the State. |
| MO3.17 | Help Desk, Incident & Service Request Support | Configure, schedule, and manage automated backups for all data including files, folders, images, System state, databases, and enterprise applications. Backups define frequency, retention periods, encryption standards, and include annual restoration validation testing. |
| MO3.18 | Help Desk, Incident & Service Request Support | Maintain a Configuration Management Database (CMDB) documenting infrastructure components, System configurations, integrations, and dependencies. Update the CMDB following approved changes and make it available for State review upon request. |
| MO3.19 | Help Desk, Incident & Service Request Support | Manage delivery,installation, and configuration of infrastructure. |
| MO3.20 | Help Desk, Incident & Service Request Support | Automate routine administrative tasks, including user provisioning, password resets, and System backups, in accordance with defined timelines and execution frequencies, and provide documentation describing these automated processes, including schedules, triggers, and execution intervals. |
| MO3.21 | Help Desk, Incident & Service Request Support | Conduct automated vulnerability scanning of the application, infrastructure, and supporting components at least monthly and after major releases. Document the results and share them with the State upon request. |
| MO3.22 | Help Desk, Incident & Service Request Support | Provide all software and hardware updates within State-defined timeframes necessary to maintain currency with industry software and technology standards. This includes major version upgrades, security patches, third-party updates, and vulnerability remediations, at no additional licensing cost, unless expressly approved in writing by the State. |
| MO3.23 | Help Desk, Incident & Service Request Support | Provide all plans, manuals, deliverables and procedures for formal State review and written approval 90 days prior to Statewide Go-live date and upon material updates. |
| MO3.24 | Help Desk, Incident & Service Request Support | Ensure that all CCWIS data remains the property of the State and provide complete, machine-readable data extracts upon request in mutually agreed formats without additional licensing restrictions. |
| MO3.25 | Disaster Recovery & Continuity Support | Maintain automated active-failover for continuity of operations (COOP) capabilities supporting defined Recovery Time Objective (RTO) requirements and validated through annual failover testing. |
| MO3.26 | Disaster Recovery & Continuity Support | Maintain geographically separate, offsite disaster recovery infrastructure to ensure continued processing in the event of emergency. Infrastructure include encrypted backups and validated annual restoration testing. |
| MO3.27 | Disaster Recovery & Continuity Support | Provide documented patch management procedures and operational capabilities for the CCWIS. Cover all CCWIS components installed or configured as part of the modernization project. Define vulnerability severity classifications and remediation timelines not exceeding 7 calendar days for critical vulnerabilities, 14 calendar days for high-severity vulnerabilities, and 30 calendar days for medium-severity vulnerabilities. Include emergency patch protocols and State notification procedures. Exclude Agency laptops, desktops, and operating systems from this requirement. |
| MO3.28 | Disaster Recovery & Continuity Support | Provide a Business Continuity and Disaster Recovery Plan specific to Minnesota's CCWIS implementation. Define Recovery Time Objectives (RTO) not exceeding 8 hours and Recovery Point Objectives (RPO) not exceeding 1 hour in the plan. Conduct annual continuity of operations plan (COOP) and disaster recovery testing and provide documented results to the State. |
| MO3.29 | Disaster Recovery & Continuity Support | Provide comprehensive documentation of the System's architecture and functionality prior to the start of the Maintenance and Operations (M&O) period, including System diagrams, integration points, infrastructure topology, security zones, and business continuity and disaster recovery architecture. |
| MO3.30 | Disaster Recovery & Continuity Support | Participate in a joint Change Advisory Board (CAB) with the State for review and approval of significant production changes, including emergency changes. Document and retain CAB decisions. |
| MO3.31 | Disaster Recovery & Continuity Support | If the System is hosted in a cloud environment, document and maintain primary and disaster recovery regions within the continental United States unless otherwise approved by the State. |
| MO3.32 | Operations, Maintenance & Production Support | Update all appropriate documentation, configuration management records, and operational runbooks to reflect defect corrections within 10 business days of deployment. |
| MO3.33 | Operations, Maintenance & Production Support | Maintain an operational risk register identifying risks to System stability, security, and availability, including mitigation strategies and review cadence with the State. |
| MO3.34 | Operations, Maintenance & Production Support | Manage the deployment of new patches within the State's environment in accordance with documented, Information Technology Infrastructure Library (ITIL)-aligned Change and Release Management processes, including pre-deployment testing, defined maintenance windows, rollback procedures, and prior State approval before production implementation. |
| MO3.35 | Operations, Maintenance & Production Support | Maintain documented Information Technology Infrastructure Library (ITIL) v4-aligned Incident, Problem, Change, Release, and Configuration Management processes to support CCWIS operations. Obtain prior State approval for modifications to agreed-upon processes. Document the processes, obtain State approval, review them annually, and make them auditable upon State request. |
| MO3.36 | Operations, Maintenance & Production Support | Update all documentation and related files or deliverables associated with post-implementation support services. Update documentation within ten (10) business days of any State-approved System modification to ensure accuracy, consistency, and operational readiness. |
| MO3.37 | Operations, Maintenance & Production Support | Provide transition assistance upon contract termination or expiration, including documentation transfer, knowledge transfer, environment architecture details, and operational runbooks for a minimum of 180 days or as defined by the State. |
| MO3.38 | Operations, Maintenance & Production Support | Provide ongoing knowledge transfer to designated State staff, including operational walkthroughs, documentation updates, and shadowing opportunities during major operational events. |
| MO3.39 | Operations, Maintenance & Production Support | Perform software and hardware upgrades with advance notice, consistent with approved maintenance windows and operational support requirements. |
| MO3.40 | Operations, Maintenance & Production Support | Test all remediated code and configuration changes in non-production environments, including full regression testing of the System, within a State-defined timeframe and prior to production deployment, to ensure that no new errors or defects are introduced. |
| MO3.41 | Operations, Maintenance & Production Support | Allow designated State staff to configure in-System notifications to Authorized Users of maintenance windows and other System downtime events. |
| MO3.42 | Operations, Maintenance & Production Support | Schedule maintenance windows to minimize operational disruption. |
| MO3.43 | Service Levels, Response & Resolution | Repair configuration and customized code defects at no charge within the warranty period when the following conditions are met: |
• The problem occurs within 18 months after acceptance of the provided component
• Root cause analysis confirms that the problem results from the System not meeting requirements within the scope of this requirement, including configured or customized software that does not meet requirements, defects in configuration or code created through implementation activities, or failure to meet service level agreements (SLAs)
• Remediation occurs within SLA-defined timelines, and root cause analysis for Severity 1 and Severity 2 incidents is documented and provided to the State
| MO3.44 | Service Levels, Response & Resolution | Implement System updates required in response to legal or regulatory changes. Updates include documented impact assessments and implementation timelines agreed upon with the State. |
| MO3.45 | Service Levels, Response & Resolution | Provide an Incident Management Plan 90 days prior to warranty period documenting communication protocol to System stakeholders that defines escalation paths, stakeholder roles, notification timelines by incident severity, executive notification requirements for Severity 1 incidents, and advance notice requirements for scheduled downtime. |
| MO3.46 | Service Levels, Response & Resolution | Provide service request management processes and support capabilities. Log, categorize, prioritize, track, and resolve service requests in accordance with State-approved service management procedures and SLAs. |
| MO3.47 | Service Levels, Response & Resolution | Maintain environment incident management data for tracking and resolution. |
| MO3.48 | Service Levels, Response & Resolution | Provide warranty to the CCWIS System for a period of eighteen (18) months following completion of all contracted project scope, requirements, and implementation. During the warranty period, correct all defects attributable to configuration, customization, or failure to meet documented requirements within State-defined and State-approved service level agreement (SLA) timelines based on severity classification. |
| MO3.49 | Service Levels, Response & Resolution | Define service credit or remediation provisions for failure to meet service level agreement (SLA)-defined availability, response, or resolution thresholds. Include documented corrective action procedures and a defined escalation path for repeated or chronic non-compliance in the SLA. |
| MO3.50 | Service Levels, Response & Resolution | Provide maintenance services, including maintaining compatibility of the CCWIS solution software with all applicable contractor-provided interfaces. Remediate interface defects within service level agreement (SLA)-defined timelines based on severity classification. |
| MO3.51 | Service Levels, Response & Resolution | Provide Information Technology Infrastructure Library (ITIL)-aligned Service Desk Level 2 and Level 3 support, including defined escalation paths and response and resolution timelines aligned with State-defined and State-approved service level agreement (SLA) severity tiers. |
MO4-Knowledge Transfer Req # Requirement Subcategory Requirement Description Response Code (Y,N) MO4.1 State Readiness, Validation & Transition Support Develop an Exit Transition Plan that documents a comprehensive strategy for the complete and orderly transfer of service delivery responsibilities, deliverables, tools, capabilities, data, System components, operational processes, and project artifacts to the State or a State-designated successor upon contract expiration or termination. Include the following:
• Relationships with software providers, subcontractors, cloud service providers, and other third parties supporting service delivery
• Provisions that enable the State, upon request, to assume, novate, or replace relevant third-party contracts needed for continued operations
• An Exit Transition schedule with clearly defined phases, milestones, and deliverables
• Activities, systems, and resource requirements, including personnel roles and expertise, needed to execute the Exit Transition
• A comprehensive inventory of data, tools, credentials, confirmation information, processes, operational documentation, custom interfaces, integration components, operational artifacts, and subcontractor agreements needed to support ongoing operations
• A plan to create and maintain an Exit Plan repository containing all cloud exit plan documents and materials, including application-specific exit plans, outage histories, and incident triage and response documentation
• Criteria and acceptance conditions for successful completion of the Exit Transition MO4.2 State Readiness, Validation & Transition Support Develop and deliver a Knowledge Transfer Plan that documents knowledge transfer requirements and provides knowledge transfer throughout the project to prepare the State and any State-designated successor for deployment and production support. Include the following:
• Information needed to support a successful transition strategy for transferring service delivery capabilities
• A plan for establishing and measuring the effectiveness of knowledge transfer activities
• Criteria for determining that knowledge transfer has been completed successfully
• Best practices and standards for ongoing maintenance activities
• A description of how staff, by role, will be trained on State- and Department of Children, Youth, and Families (DCYF)-specific program and technology operations and requirements
• A detailed training schedule that includes designated State staff and implementation staff in knowledge transfer sessions
| MO4.3 | State Readiness, Validation & Transition Support | Provide up-to-date System documentation, staffing plans, and training plans to the State prior to the end of the exit transition phase. Ensure that System documentation provides a complete picture of the operational environment. |
| MO4.4 | State Readiness, Validation & Transition Support | Provide a Final Acceptance Document to the State that includes, at a minimum, the following: |
• Knowledge Transfer Completion Certification confirming that all knowledge transfer activities have been completed successfully and that the State, or a State-designated successor, is prepared to assume service delivery responsibilities, including maintenance, modification, operations, and support services for all production System capabilities
• An Exit Transition and Project Closeout Checklist confirming that all project closeout activities and required documentation have been submitted and that all Exit Transition success criteria have been met and accepted by the State
• Final State acceptance upon written approval of the Final Acceptance Document
| MO4.5 | State Readiness, Validation & Transition Support | Implement the approved Exit Transition Plan and collaborate with the State and State vendors during the Exit Transition at contract end. |
| MO4.6 | State Readiness, Validation & Transition Support | Provide all services, support, and resources necessary to facilitate the orderly transfer of System operations to the State or a State-designated successor. Continue performing contractual services during the transition and turnover of the System and services without interruption or degradation of service levels. |
| MO4.7 | State Readiness, Validation & Transition Support | Retain sufficient operational staff to maintain ongoing service delivery and provide any additional personnel, subject matter experts, or specialized resources required to support Exit Transition activities. Do not reduce staffing levels or operational support during the Exit Transition in a manner that adversely impacts System availability, performance, security, or support services. |
| MO4.8 | State Readiness, Validation & Transition Support | Provide technical assistance in the process of transferring data as required to transition services to another provider. |
| MO4.9 | Documentation, Artifacts & Repository Management | Provide detailed Technical Documentation including the technical and architectural documents, diagrams, and specifications. |
| MO4.10 | Documentation, Artifacts & Repository Management | Provide System and User Documentation, including functional, technical specifications, operational documentation (e.g., batch schedule, runtime procedures). |
| MO4.11 | Documentation, Artifacts & Repository Management | Maintain exclusive State ownership of all System documentation, configuration guides, operational procedures, runbooks, manuals, specifications, and related materials developed, used, or maintained in connection with the System and services. Provide all such materials to the State in complete, current, and usable form, and maintain State ownership of those materials upon contract expiration or termination. |
| MO4.12 | Documentation, Artifacts & Repository Management | Write the System's design and operational documentation in clear, plain language suitable for non-technical partners. |
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