ATTACHMENT J Minimum Contract Deliverables - RFP 758 2500000171 Kentucky Analytics Platform Solution (KAPS).pdf

Attachment J – Minimum Contract Deliverables RFP758 2500000171 Kentucky Analytics Platform Solution (KAPS

Kentucky Analytics Platform Solution (KAPS) Minimum Contract Deliverables

This attachment contains the minimum contract deliverables outlined in the Request for Proposal (RFP) Scope of Work Section 3.3.3 D. Deliverables. The minimum contract deliverables are based on artifacts defined in the Project Management Institute’s (PMI) Project Management Body of Knowledge® (PMBOK), and the International Organization for Standardization (ISO)/International Electrotechnical Commission (IEC) 12207. All deliverables should be written according to approved Deliverable Expectation Documents (DEDs). All DEDs and Deliverables will utilize a 10-5-5 review cycle.

The minimum contract deliverables presented in this attachment are intended to define the anticipated deliverables needed for successful execution of the project; however, the Vendor may propose alternative deliverables, deliverable outline structures, and anticipated timeframes if such items more closely conform to the Vendor’s software life cycle. All proposed alternatives should be approved by the Cabinet for Health and Family Services (CHFS) prior to their use.

The vendor shall complete the table below as part of their proposal. Milestone # and Payment % must match the cost proposal.

KAPS

Summary of Minimum Contract Deliverables

(No payment should be made for any milestone that does not apply, as agreed upon by CHFS and Vendor.)

Milestone

Payment

Milestone Description

Deliverable

Recommended Deliverables Anticipated

Timeframe Due

Initial Project Assessment

Project Work Plan

Communications Management Plan

Risk and Issue Management

Change Management Plan

Release Management Plan

Project Kickoff Presentation

Project Charter

Design Document and Requirements Traceability Matrix

Security Plan and Privacy Impact Assessment (at implementation and annually thereafter)

System Capacity Plan

Configuration Management

Operations Procedures Solution

Performance Management

Certification Management Plan

Test Management Plan

Integration/System Test

Performance Test Results

KAPS

Summary of Minimum Contract Deliverables

(No payment should be made for any milestone that does not apply, as agreed upon by CHFS and Vendor.)

Milestone

Payment

Milestone Description

Deliverable

Recommended Deliverables Anticipated

Timeframe Due

Data Migration/Conversion

Migration/Conversion Test Results

User Acceptance Testing (UAT) Results

Implementation Plan

Training

Disaster Recovery (DR) and Business Continuity Plan (BCP)

End User Documentation, Version 2

Operating Procedures, Version

Operational Readiness Report

Operations and Maintenance

Final Updated Design Document

The following deliverable descriptions are not all inclusive of the deliverables requested in the table above. Per RFP Section 3.3.3 D. Deliverables, the Vendor understands and agrees that any perceived lack of detail in a specific area does not indicate that the Vendor has no duties in that area. In addition, the deliverables outlined in this document, should be considered a minimum for project success, and the Vendor can propose additional deliverables necessary to achieve program success.

• Initial Project Assessment o During the planning milestone stage of the project(s), the Vendor should develop an

Initial Project Assessment document that identifies the Vendor’s initial assessment of the project.

• Project Work Plan o During the planning milestone stage of the project(s), the Vendor should develop a

Project Work Plan that identifies tasks, milestones, and deliverables required for project execution. At minimum, the Project Work Plan should include:

▪ Project schedule, indicating start and end dates

▪ Critical path, indicating dependencies and interrelationships between tasks

▪ Tasks and subtasks with estimate to complete

▪ Resource assignment and leveling o During the execution of the project, the Vendor should regularly update the Project

Work Plan at agreed-upon intervals, and report schedule variances to CHFS.

• Communications Management Plan o During the planning milestone stage of the project(s), the Vendor should develop a Communications Management Work Plan that identifies the standards for project communications, including weekly and monthly status reporting.

• Risk and Issue Management Plan o During the planning milestone stage of the project(s), the Vendor should develop a Risk and Issue Management Plan for data and processes.

• Change Management Plan o During the planning milestone stage of the project(s), the Vendor should develop a Change Management Plan for documenting changes in project scope.

• Release Management Plan o During the planning milestone stage of the project(s) and updated as appropriate, the Vendor should develop a Release Management Plan that specifically addresses release management, if applicable.

• Project Kickoff Presentation o The Vendor will convene a kick-off meeting with the core project team members, DPGO Buyer, OPS Buyer and OPS Contract Management staff. within two weeks after contract execution. The goal is to review the purpose, objectives, best practices, and expectations of the project, and to align the team on the next steps.

• Project Charter o The Vendor will collaborate with CHFS to prepare a Project Charter that conforms to industry project management standards and sufficiently addresses the challenges represented within a multi-agency solution.

• Design Document and Requirements Traceability Matrix o During the design milestone stage of the project(s), the Vendor should develop a Design Document that captures the design of the system and/or gap analysis and the configuration changes required of the solution if any, per the requirements defined in the scope of work as well as any identified during the Requirements Analysis. The Vendor should develop a Requirements Traceability Matrix (RTM) based on the scope of work. The document should describe the high-level architecture and design of the system, including requirements in Attachment H – Solution Matrix and Attachment I – Technical Matrix, and business processes that support business operations of the system MITA (Medicaid Information Technology Architecture) business area, and traceability to test cases. At a minimum, the document includes the following sections:

▪ Requirements Traceability Matrix (RTM)

▪ Functional Specifications

▪ High-Level Design Architecture and Solution

▪ Database Design and Data Management Plan

▪ Data Conversion Plan

▪ Interface Specifications Document

▪ Logical Data Model

▪ Hardware, Software, and License Specifications

▪ Infrastructure for the project

▪ Detailed Solution Design:

• Screens and Navigation

• Security Design

• Report Design

• Web Services/Application Programming Interface (WS/API) Designs

▪ Configuration Diagram

▪ Technical Design Architecture

▪ Network Diagram

• Security Plan and Privacy Impact Assessment o During the design milestone stage of the project(s), the Vendor should develop a

Security Plan that addresses the security requirements for the project(s), and the security controls required to maintain confidentiality and integrity of the system and its data. At minimum, the Security Plan should include:

▪ System Security Approach

▪ Roles and Responsibilities

▪ Identification of System and Business Processes

▪ Applicable Laws and Regulations

▪ Security Controls o The Plan should be updated prior to implementation and annually thereafter.

• System Capacity Plan o During the design milestone stage of the project(s), the Vendor should provide a

System Capacity Plan that details the required infrastructure capacity required to operate the project. At minimum, the System Capacity Plan should include:

▪ Baseline Metrics

▪ Storage and Hardware Capacity

▪ Connectivity

• Configuration Management Plan o During the development milestone stage of the project(s), the Vendor should develop a Configuration Management Plan that describes the administrative and technical procedures that should be used throughout the software lifecycle to control modification and release of the software. The plan should address initial design, development, and implementation, as well as configuration management of software. At minimum, the Configuration Management Plan should include:

▪ Configuration Management Methodology and Tools

▪ Configuration Management Processes

▪ Configuration Evaluation

▪ Release Management and Delivery

▪ Source Code Library

• Operations Procedures Solution o During the design milestone stage of the project(s), the Vendor should develop Standard Operating Procedures for the project for Commonwealth review/approval.

• Performance Management Plan o The Vendor should create and maintain a plan to monitor and evaluate the performance of the system, tools, and platform. The Vendor should create and submit performance and monitoring statistics to CHFS on a regular basis (weekly/monthly) that measure the performance on a regular basis and provide trending data, both static and over time. This system should be available 24/7/365 days a year. Maintenance windows should be scheduled at least thirty (30) calendar days in advance and be approved by CHFS.

o The Performance Measure Requirements should be monitored by the Vendor.

Other requirements and additional measures may be recommended and provided by the Vendor. As requirement sessions are completed, additional measures may be required by CHFS. The Vendor should add the measures and begin providing them to CHFS at no additional cost.

o See Attachment K – Proposed 1st Quarter Performance Report Card and Attachment L – Penalties for more detailed information related to performance measure requirements.

• Certification Management Plan o The Vendor should develop a Certification Management Plan providing the approach and support for obtaining federal partner certification. See Attachment A, Section 3.1.1.9 System Certification Support for more detail.

• Test Management Plan o During the testing milestone stage of the project(s), the Vendor should develop a

Test Management Plan that defines the approach and methodology for each milestone stage of testing: Unit Testing, Systems Integration Testing, Performance Testing, and User Acceptance Testing. At minimum, the Test Management Plan should include:

▪ Approach to Testing (including testing philosophy);

▪ Test Environment (s) and data used;

▪ Test Scenarios and Use Cases;

▪ Test Conditions;

▪ Test Scripts;

▪ Test Standards;

▪ Approach to non-testable requirements, test iterations, testing of subsequent milestones, techniques, and methods;

▪ Roles and Responsibilities;

▪ Detailed Test Schedule and Work Plan;

▪ Entrance, Acceptance, and Exit Criteria;

▪ Go/No Go Criteria; and

▪ Defect Management and Reporting.

• Integration/System Test Results o Upon completion of the software testing milestone stage of the project(s), the

Vendor should provide detailed results.

• Performance Test Results o Upon completion of the performance-testing milestone stage of the project(s), the

Vendor should provide detailed results of performance testing and an overall assessment of the software tested.

• Data Migration/Conversion Plan o The Vendor should describe its strategy for converting and validating the accuracy of source data within the conversion scope into the requested project solution. The strategy should also include how all interfaces should be achieved.

• Migration/Conversion Test Results o This deliverable includes execution of the data conversion and the testing performed to validate that data conversion programs are working correctly. The Vendor is responsible for any data cleanup activities required and should address any exceptions (data not successfully converted) resulting from the data conversion to the satisfaction of CHFS.

• Implementation Plan o During the implementation milestone stage of the project(s), the Vendor should provide an Implementation Plan that documents the required functions, process, operational procedures, staffing, and all other associated support required for system go-live. The Implementation Plan is to also include the approach and process for transitioning the project to another Vendor. At minimum, the Implementation Plan should include:

▪ Implementation Approach

▪ Turnover Plan

▪ Implementation Roles and Responsibilities

▪ Implementation Support

• Training o End-User Training Plan

▪ During the implementation milestone stage of the project(s), the Vendor is to provide an End-User Training Plan that describes their approach to identifying and meeting training requirements for the project. The training plan should describe methods proposed to develop and deliver both training and related documentation. The plan should address the training strategy for end users and technical staff for both pre- and post-implementation periods.

o Training Materials

▪ The Vendor should provide comprehensive training materials that describe the system functionality for end users and how to use the system.

o System Operations Manual Version 1

▪ During the training milestone stage of the project(s), the Vendor should provide a System Operations Manual that documents the system operating and maintenance procedures. The procedures help define and provide understanding of system operations and performance. The manual is to address all facets of the technical operation of the system.

• Disaster Recovery (DR) and Business Continuity Plan (BCP) provide a DR and BCP that outlines its strategies and approaches for implementation for the project DR and BCP. The plan should provide assurance of the continued operations of the project in the event of a disaster or other unforeseen disruption. At minimum, the DR and BCP should include:

▪ Backup and Recovery Approach

▪ Business Continuity Analysis

▪ Backup Plan

▪ DR Demonstration and Test Plan

• End User Documentation, Version 2 o The Vendor should prepare user manuals and procedure manuals for their respective business and technical areas. The user manual provides a software user instruction on how to perform the work activities assigned to their job. All user documentation should be developed with the user in mind so that users that are not data processing professionals can easily understand how to operate the solution and can learn to access and interpret online screens.

o The structure and format of the documents should have prior approval by the CHFS and have a consistent appearance across all system components and modules that make up the solution. The first draft of user documentation should occur during the configuration milestone stage for use during the testing milestone stage.

o Appropriate updates should occur during the implementation milestone stages to include changes and corrections to procedures or processes that were identified during testing. As the manuals near or are in a final version, they should be used as the basis for user acceptance testing and for training before the start of operations, unless otherwise specified by CHFS.

o The Vendor should be responsible for the production and distribution of all user documentation updates in a timely manner. Version 1 of the user manual should be developed during SOW, Configuration. Version 2 should be updated during Implementation.

• Operating Procedures, Version 2 o This deliverable provides operating procedures to clearly document the system.

The first version of this deliverable should be developed during Configuration.

Version 1 should be updated and finalized during Implementation, resulting in the Version 2 deliverable.

• Operational Readiness Report o During the operational readiness milestone stage of the project(s), the Vendor should provide an assessment of the readiness of project operations. The results should be summarized and include:

▪ Assessment of Business Operations

▪ Test Results

▪ Assessment of Key Performance Indicators and Standards

▪ Assessment of Timeline

▪ Assessment of System and Infrastructure

▪ Assessment of Communication and Training

• Operations and Maintenance Plan provide an Operations and Maintenance Plan that provides details regarding the provisions of operations and maintenance services in the production environment. The plan should outline how operations, staffing, system operations, system changes, enhancements and modifications, general and routine maintenance, problem tracking and resolution, and help desk services should be performed.

• Final Updated Design Document o During the operations and warranty milestone stage of the project(s), the Vendor is to provide final updated design documents that encompasses revisions following the testing and implementation milestone stages.