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ATTACHMENT 011
SCDHHS MMRP CONSOLIDATED DELIVERABLES MANAGEMENT LIST
1.0 INTRODUCTION
The South Carolina Department of Health and Human Services (SCDHHS) defines a deliverable as a quantifiable good or service that will be provided or adhered to throughout the Project Lifecycle. Deliverables can be tangible or intangible, and are most often specified functions or characteristics of the project. The following tangible deliverables are included as part of the Deliverables Management List applicable to SCDHHS contractors managed in accordance with the Contractor (Vendor) Management Plan. The deliverables listed herein are the expected minimum list for SCDHHS third-party contracts. Depending on the scope of work (SOW), SCDHHS may add additional deliverables to this list or exclude by exception only. Therefore, this is not an all-inclusive list.
Unless otherwise indicated in the specific deliverable list below, deliverables will be submitted electronically by close of business (COB) at SCDHHS (5:00 p.m. Eastern Time). The ‘data rights of ownership’ for each deliverable is the State of South Carolina. Unless otherwise specified within the individual deliverable, any updates to a deliverable after the initial submission and SCDHHS’ approval will be communicated minimally on an annual basis.
Project-based deliverables are documented, monitored, measured and reported via the SCDHHS defined method (e.g., Schedule Management Plan, Communications Management Plan, etc.) throughout the contracted life of the projects lifecycle.
2.0 DELIVERABLES MANAGEMENT LIST
2.1 BASIC TEMPLATE FIELDS
| Item Number |
| This field contains the prefix of ‘D-‘ and then the 3-digit number (e.g., D-001) correlating to the deliverable name |
| Deliverable Name |
| This field contains the SCDHHS approved deliverable name |
| SCDHHS Reviewer(s) |
| SCDHHS Approver(s) |
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
This field is a checkbox categorizing the deliverable’s ‘Type of Data’
| Submission Due Indicator | |
| |_| | Initial |
|_| Recurring |_| Not Applicable (N/A)
Type of Deliverable Due: |_| Submission |_| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |_| | Final | | |
This field is contains the applicable status checkbox(es) for an initial deliverable.
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
When a recurring submission, the Status can be either ‘Annual Update’, ‘N/A’, or ‘Other: as specified’
| Deliverable Specification |
| This field is the Submission Due description in conjunction with the Submission Due Indicator checkbox(es) indicating the SCDHHS approved submission due date for the deliverable (e.g., Project Kickoff plus (+) five (5) business days; Within ten (10) business days from approved project kick-off date, weekly, etc.). |
| Note |
| This field provides the detailed explanation when SCDHHS indicates the deliverable status is ‘N/A’ or for special instructions |
| Description |
| This field provides the detailed description of the SCDHHS required deliverable |
2.2 SCDHHS Standard Deliverables List
| Item Number |
| D-001 |
| Deliverable Name |
| Project Status Report |
| SCDHHS Reviewer(s) |
| SCDHHS Approver(s) |
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |X| | Recurring | |
| Type of Deliverable Due: |X| Submission |_| Adherence | |
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |_| | Final | | |
| Recurring | | |
| |_| | Annual Update | |X| | Other: Weekly |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| The Contractor (Vendor)’s initial Project Status Report submission is due ten (10) business days from the Project Kickoff date. The recurring project status reports are due by Close of Business (COB) each Thursday. |
| Note |
| Weekly recurring Project Status Reports are required for the Initiation phase as well as DDI projects. |
| Description |
| Project Status Reports will be produced during the life of each project. |
The Project Status Report is intended to outline progress, call out accomplishments, and provide information related to the overall status of project delivery. The status reports will be produced weekly to provide stakeholders information on project status. The information provided must contain enough detail to allow stakeholders to make informed decisions and maintain oversight of the project.
At a minimum the reports will contain:
· Overall project status
· Deliverables, milestones, key activities accomplished
· Status of issues and/or risks
· Upcoming key tasks
· Upcoming deliverables and milestones
· Key decisions made or needed
The Contractor shall define and maintain a template for providing the Project Status Reports in a consistent manner, and shall make adjustments to the template based on SCDHHS feedback.
| Item Number |
| D-002 |
| Deliverable Name |
| Project Schedule |
| SCDHHS Reviewer(s) |
| SCDHHS Approver(s) |
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |X| | Recurring | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |_| | Final | | |
| Recurring | | |
| |_| | Annual Update | |X| | Other: Weekly |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| The project schedule submission is due thirty (30) business days from the project kickoff date. The project schedule will not be baselined by the Contractor until SCDHHS approves the project schedule. |
Recurring project schedule updates are due weekly by COB each Thursday.
| Note |
| Recurring project schedule updates must be provided via the SCDHHS MMRP SharePoint site. A Project Schedule is required for the Initiation phase activities as well as DDI projects. |
| Description |
| Project schedules will be developed and maintained during the life of each project. The primary functions of the project schedule are to document planning assumptions and decisions, facilitate communication among stakeholders, and document approved scope, cost, and schedule baselines. The project schedule is a formal, approved document used to guide both project execution and project control and serves as a roadmap for managing project activities. |
The Contractor is expected to adhere to defined SCDHHS MMRP project schedule template requirements.
| Item Number |
| D-003 |
| Deliverable Name |
| SCDHHS MMRP Risk Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| By PROJECT KICKOFF + ten (10) business days, the Contractor will adhere to the SCDHHS MMRP Risk Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| A risk is an event or condition that, if it occurs, could have a negative effect or create a positive opportunity on the program’s or a project’s objectives. A negative risk is an undesirable or unexpected event that if occurred it would cause an unfavorable impact on the program’s or project’s scope, cost, schedule, technical, and/or quality aspect. A positive opportunity is an event or condition that if occurred could potentially produce a favorable outcome for the program or project. |
The Risk Management Plan defines how risks associated with SCDHHS programs or projects are identified, analyzed, and managed. It outlines how risk management activities are recorded, performed, and monitored throughout the lifecycle of the various projects in the portfolio and provides templates and practices for prioritizing risks by SCDHHS leadership.
The Risk Management Plan also provides standard terminology, clear roles and responsibilities; a detailed description of the risk management process; and the standard templates and tools used in the risk management process. It is designed to guide the program teams, project teams, and other SCDHHS stakeholders for consistent risk management activities.
The primary objective of the risk management process is to ensure that risks are evaluated quantitatively and qualitatively; mechanisms to mitigate or eliminate risks are selected; and the success of the risk mitigation techniques are continuously monitored, measured, and reported.
| Item Number |
| D-005 |
| Deliverable Name |
| SCDHHS Issue Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
| Type of Deliverable Due: |_| Submission |X| Adherence | |
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| By PROJECT KICKOFF + ten (10) business days, the Contractor will adhere to the SCDHHS MMRP Issue Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| An issue is an item or event that has already occurred, therefore it must be acknowledged, managed and resolved immediately. Once identified and implemented, resolutions to any issue have the potential to impact the programs or project’s scope, cost, schedule, technical, and/or quality aspect and therefore may invoke the change management process. |
The Issue Management Plan defines how issues associated with SCDHHS programs or projects are identified, analyzed, and managed. It outlines how issue management activities are performed, recorded, and monitored throughout the lifecycle of the various projects and provides templates and practices for documenting and prioritizing issues by SCDHHS leadership.
The overall goal of issue management is to protect the project from the negative impact of issues or unsatisfactory completion.
The objectives of issue management are as follows:
Ensure issues are documented in a standard and consistent manner Monitor a project to identify new or changing issues Analyze the issue to minimize the cost and other impacts Escalate issues where appropriate to acquire timely resolution Focus management’s attention on higher priority issues Make issue-related decisions at the proper level of authority (i.e. resolution activities, issue transference, closure, etc.)
Communicate clearly about issues with the team and project stakeholders Monitor, measure and report issues in a consistent manner to ensure appropriate management occurs through resolution Maintain a clear and accurate record of issues and related actions over the life of the project
Item Number
| D-006 |
| Deliverable Name |
| SCDHHS MMRP Change Management PlanChange Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| By PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS MMRP Change Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| A change is a modification that affects: a project’s baselined scope, schedule, or cost/budget; non-maintenance Information Technology (IT) maintenance related to technical or network infrastructure/systems, databases, etc.; and/or SCDHHS Deputy Area policy-based initiatives which require the discipline of formal change management. |
Change Management is the formal process for identifying and requesting, analyzing, reviewing, escalating, communicating, implementing, monitoring, measuring and reporting of SCDHHS changes in a defined, consistent and repeatable manner.
The change management process provides the mechanism for allowing SCDHHS leadership and other stakeholders to effectively prioritize changes, evaluate progress, manage costs and communicate status of identified changes.
The Change Management Plan outlines how change management activities will be performed, recorded and monitored including documenting and prioritizing approved changes.
The scope of change management includes the following:
Changes provide value to the program or project and are applicable to: Project Schedule, Budget/Cost, and/or Scope;
Non-project changes which includes IT Technical changes considered non-maintenance; and/or SCDHHS Deputy Areas’ policy-based initiatives Changes will follow a defined, repeatable process to ensure routine changes are completed with minimal restrictions while complex, high impact changes receive the necessary oversight.
| Item Number |
| D-007 |
| Deliverable Name |
| SCDHHS MMRP Communications Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS MMRP Communications Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| SCDHHS is the owner of the Communications Management Plan at an Enterprise level. The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
The purpose of the Communications Management Plan is to outline the communication management approach, methodology, and tools used to provide a unified communication framework for sharing accurate information with stakeholders (both internal and external) to ensure the positive impact SCDHHS program and projects in the portfolio. The approved communication management process ensures a defined, documented, repeatable and measurable process exists for successful quality management.
The Communications Management Plan defines how communications associated with SCDHHS programs or projects will be identified, created, approved, managed and distributed. It outlines how communications-related activities will be performed, recorded, and monitored throughout the lifecycle of the various projects and provides templates and practices for documenting and prioritizing communication artifacts by SCDHHS leadership.
The approach to communications management throughout any SCDHHS program and project in the portfolio is intended to be defined for each of two levels;
· Level 1 – Basic Internal SCDHHS-related Communications, and
· Level 2 – Advanced Internal SCDHHS-related Communications and External-facing Communications.
SCDHHS intends to work collaboratively with internal and external stakeholders during the life of the project in order to ensure a seamless approach to communications. Open, ongoing communication between stakeholders is critical to the success of all PMO projects.
| Item Number |
| D-008 |
| Deliverable Name |
| SCDHHS MMRP Scope Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS Scope Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| SCDHHS is the owner of the Scope Management Plan at an Enterprise level. The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| Scope Management includes defining a program or project’s scope statement and managing all the approved work, while excluding unnecessary work, through a formal process (es) which includes monitoring, controlling and reporting in a defined, consistent and repeatable manner for successful quality management. |
Scope Management typically follows a five-step process to include:
1) Collect Requirements,
2) Define Scope,
3) Create the work breakdown structure (WBS),
4) Verify Scope, and
5) Monitor and Control Scope.
The purpose of the Scope Management Plan is to outline the scope management approach, methodology, and tools used to define, develop, verify, monitor, control and report scope-related work and components that could impact SCDHHS program and/or projects in the portfolio.
Other program or project components which may directly affect scope management include at a minimum:
· Identifying new or missed requirements
· Changes to the baseline project schedule
· Variation in budget or costs
| Item Number |
| D-009 |
| Deliverable Name |
| SCDHHS MMRP Staff Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS Staff Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| SCDHHS is the owner of the Staff Management Plan at an Enterprise level. The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| The purpose of the Staff Management Plan is to outline the staff management approach, methodology and tools used to define, manage, verify, monitor, control and report staff-related components of the SCDHHS program and/or project(s) in the portfolio. The approved staff management process ensures a defined, documented, repeatable and measurable process exists for successful quality management. |
The Project’s Leadership or Designee plans for necessary staff for the duration of the project during the Inception, Concept and Planning Phase of the project. Staff planning and estimating occurs to identify the necessary state and contractor roles needed. In addition, staff planning and estimating identifies each specific role and the role’s timeframe assigned to the project. The staff planning and estimating model directly affects the project’s overall budget.
The plan also describes the planning, acquisition and management of both state staff and consulting or contractor staff and describes the responsibilities assigned to key staff roles.
| Item Number |
| D-010 |
| Deliverable Name |
| SCDHHS MMRP Cost Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS Cost Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| SCDHHS is the owner of the Cost Management Plan at an Enterprise level. The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| The purpose of the Cost Management Plan is to outline the cost management approach, methodology and tools used to identify and estimate costs, analyze expenditures and variances, track and reconcile estimates to invoices, monitor, control and report actual cost/budget expenditures. The approved cost management process ensures a defined, documented, repeatable and measurable process exists for successful quality management. |
Cost management includes estimating, tracking, and controlling expenditures related to all SCDHHS major projects, system-based changes, IT equipment (i.e., infrastructure, hardware, software) and staff (i.e., contract and non-contract) costs.
| Item Number |
| D-011 |
| Deliverable Name |
| SCDHHS MMRP Schedule Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS Schedule Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| SCDHHS is the owner of the Schedule Management Plan at an Enterprise level. The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| The project schedule is a formal, approved document used to guide both project execution and project control and serves as a roadmap for managing project activities throughout the life of the project. The primary functions of the project schedule are to document planning assumptions and decisions, facilitate communication among stakeholders, and document approved scope, cost, and schedule baselines. Project schedules are an important part of any project as they provide the project team, sponsor, and stakeholders a snapshot of the project’s status at any given time. The approved schedule management process ensures a defined, documented, repeatable and measurable process exists for successful quality management. |
| Item Number |
| D-012 |
| Deliverable Name |
| SCDHHS MMRP Requirements Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS Requirements Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| SCDHHS is the owner of the Requirements Management Plan at an Enterprise level. The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| The purpose of the Requirements Management Plan is to outline the requirements management approach, methodology, and tools used to define, manage, verify, monitor, control and report requirements-related components of the SCDHHS program and/or project(s) in the portfolio. The approved requirements management process ensures a defined, documented, repeatable and measurable process exists for successful quality management. |
Requirements Management is the process of gathering, documenting, analyzing, tracing, prioritizing, and validating requirements. This also includes the requirements are implemented in accordance to standards and based on in scope of the program or project. Finally, controlling requirements in a defined, consistent and repeatable manner is inclusive of the requirements management process.
A requirement is a function or capability to which a project outcome should conform and meet the expectations of the customer and internal and external stakeholders. Requirements will be defined and managed throughout the life of the project via requirements traceability.
| Item Number |
| D-013 |
| Deliverable Name |
| SCDHHS MMRP Quality Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS Quality Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| SCDHHS is the owner of the Quality Management Plan at an Enterprise level. The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| The Quality Management Plan details the approach, method, processes and any tools that the QMO will use to independently examine, review and assess SCDHHS project delivery processes. |
This plan describes the approach to measuring the quality of work being performed, assessing compliance and incorporating continuous improvement across the project delivery area. The SCDHHS Quality Management Plan is built for:
Quality Planning Quality Assurance (QA) Quality Control (QC) Quality/Continuous Improvement
A well-established and disciplined quality management framework drastically reduces the risk of failure or unacceptable delays for completion, reduces the number and types of defects, understands the root cause of defects, demonstrates end-to-end requirements traceability, allows for more thorough and results-driven testing and provides thorough documented evidence throughout the life of the project.
All SCDHHS projects are subject to quality reviews. Quality reviews include evaluating services, processes and/or activities provided and comparing evaluation results with the accepted standards. Deviations from stated requirements or acceptable results are considered deficiencies and identified for improvement.
| Item Number |
| D-014 |
| Deliverable Name |
| SCDHHS MMRP Contractor Management Plan |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS Contractor Management Plan requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| SCDHHS is the owner of the Contractor Management Plan at an Enterprise level. The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| SCDHHS has many contractors (i.e., contractor(s) engaged to provide approved services in accordance with their specific contract terms. A contractor’s scope of work (SOW) may be integrated with other contractors’ SOW with the goal for SCDHHS to have a fully integrated and successfully operational State Medicaid Agency (SMA). |
Having consistent and well-defined deliverables and a process to manage these deliverables are critical for effective contractor management as well as successful project delivery. To this end, SCDHHS must identify and manage the contractor’s contracted deliverables throughout the life of the project.
The Contractor (Vendor) Management Plan identifies the process, procedures and tools used to identify and manage deliverables during the life of the project and includes this Consolidated Deliverables Management List and contains the SCDHHS Deliverables Management process.
An approved deliverables management process ensures a defined, documented, repeatable and measurable process exists for successful quality management.
| Item Number |
| D-049 |
| Deliverable Name |
| SCDHHS MMRP Incident Management Process |
| Type of Data | | | |
| |X| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
Type of Deliverable Due: |_| Submission |X| Adherence
| Status | | |
| Initial | | |
| |_| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + ten (10) business days, the Contractor (Vendor) will adhere to the SCDHHS and MMRP Incident Management Process requirements as well as the related processes and procedures detailed in the MMRP Project Management Plan and the MMRP O&M Manual. |
| Note |
| The MMRP Program Director is the owner of the MMRP Project Management Plan and O&M Manual. The Contractor (Vendor) will be notified and provided an updated copy if changes are made to either document. |
| Description |
| The Incident Management Process provides an overview of the services and interfaces related to the Incident Management Process developed in support of SCDHHS MMRP O&M component. The purpose of Incident Management is to restore production systems to normal service operation as quickly as possible to minimize the effect of outages on business operations. This is accomplished by ensuring the incidents are recorded, routed, and tracked to closure. |
| Item Number |
| D-017 |
| Deliverable Name |
| System Security Plan (SSP) |
SCDHHS Reviewer(s)
SCDHHS Approver(s)
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |X| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |X| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |X| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + sixty (60) business days, the Contractor (Vendor) will provide preliminary SSP Part A or update to an existing SSP Part A to SCDHHS for review. PROJECT KICKOFF + 120 business days, the Contractor (Vendor) will provide Preliminary SSP Parts B, C and D or update to existing SSP Parts B, C and D to SCDHHS to review. The final version is due ten (10) business days after successful user acceptance testing (UAT). SCDHHS needs to review and approve prior to the Contractor (Vendor) commencing the Implementation Phase. Updates will occur minimally on an annual basis. |
| Note |
| The SSP will be completed/updated by SCDHHS Office of Information Assurance with the collaboration of the Contractor. The Contractor will be responsible for providing requested information by the agreed upon timeline. |
| Description |
| The SSP documents the description of managerial, technical, and operational security controls. |
Contractor (Vendor) must use either an SSP template, completed using SCDHHS approved formatting and governance, or use the SCDHHS Governance, Risk and Compliance (GRC) solution to document system security and operating controls to ensure that the design and implementation of the services delivered contain such controls, processes and procedures that meet or exceed federal standards and guidance. Information about the use of a template or GRC solution will be provided at the kick-off meeting.
| Item Number |
| D-018 |
| Deliverable Name |
| Information Security Risk Assessment (ISRA) |
SCDHHS Reviewer(s)
| SCDHHS Approver(s) |
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |X| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |X| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + 150 business days, the Contractor (Vendor) will provide preliminary ISRA to SCDHHS for review. The final version is due ten (10) business days after successful UAT. SCDHHS needs to review and approve prior to the Contractor (Vendor) commencing the Implementation Phase. |
| Note |
| The ISRA will be completed/updated by SCDHHS Office of Information Assurance with the collaboration of the Contractor. The Contractor will be responsible for providing requested information by the agreed upon timeline. |
| Description |
| The ISRA contains a list of threats and vulnerabilities, an evaluation of current security controls, their resulting risk levels, and any recommended safeguards to reduce risk exposure. |
Contractor (Vendor) must use an ISRA template, completed using SCDHHS approved formatting and governance, or use the SCDHHS Governance, Risk and Compliance (GRC) solution to show the system risks in the context of MARS-E V2.0 control RA-3. Information about the use of a template or GRC solution will be provided during the kick-off meeting.
| Item Number |
| D-019 |
| Deliverable Name |
| Privacy Impact Assessment (PIA) |
SCDHHS Reviewer(s)
SCDHHS Approver(s)
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |X| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |X| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| PROJECT KICKOFF + sixty (60) business days, the Contractor (Vendor) will provide preliminary PIA to SCDHHS for review. The final version is due ten (10) business days after successful UAT. SCDHHS needs to review and approve prior to the Contractor (Vendor) commencing the Implementation Phase. |
| Note |
| The PIA will be completed/updated by SCDHHS Office of Information Assurance with the collaboration of the Contractor. The Contractor will be responsible for providing requested information by the agreed upon timeline. |
| Description |
| The PIA ensures there’s no collection, storage, access, use or dissemination of identifiable respondent information unless it is needed and permitted. Contractor (Vendor) must use a PIA template, completed using SCDHHS approved formatting and governance or use the SCDHHS Governance, Risk and Compliance (GRC) solution to submit the PIA. Information about the template or GRC solution will be provided during the kick-off meeting. |
| Item Number |
| D-020 |
| Deliverable Name |
| Disaster Recovery and Business Continuity (DR/BC) Plan |
SCDHHS Reviewer(s)
| SCDHHS Approver(s) |
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |X| | Security | |X| | Transition to Operations (Post-Implementation) | |
| |_| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |X| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |X| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| Sixty (60) business days from the contract start date, the Contractor (Vendor) will provide preliminary DR/BC to SCDHHS for review and approval. Updates shall be made as-needed, on at least an annual basis. |
| Note |
| The current DR/BC Plan will be updated by SCDHHS with the collaboration of the Contractor annually. The Contractor will be responsible for providing requested information by the agreed upon timeline. |
| Description |
| Contractor (Vendor) must provide a detailed Disaster Recovery and Business Continuity (DR/BC) Plan designed to minimize any potential disruption to operations. This plan must be approved by SCDHHS prior to implementation and is to be modified with approval as circumstances warrant. |
This plan must:
· Be tested periodically, at schedules agreed upon by the Contractor (Vendor) and SCDHHS, with a written report to SCDHHS. It will be the Contractor’s (Vendor) sole responsibility to maintain adequate back-up to ensure continuous operations.
· Include procedures for accessing necessary electronic Protected Health Information (ePHI) in the event of an emergency; continue protection of ePHI during emergency operations.
· Contain all necessary documentation e.g., process flows, technical diagrams, functional design document, functional design document s, etc.
The Contractor (Vendor) must:
· Support a Recovery Time Objective (RTO) of 24 hours from the time of a disaster declaration and Recovery Point Objective (RPO) of eight (8) hours.
· Propose a schedule for testing the Disaster Recovery Plan before and after implementation, and included in the project schedule.
· Have geographically diverse operations to minimize impact in the event of a disaster.
· Provide a plan to return operational status to normal in the event of a disaster.
· Describe recovery processes, including requirements for communication plans and redundant or stand-by hardware, software, and staffing.
· Describe provisions to support interim manual operations during recovery.
SCDHHS welcomes the Contractor (Vendor) to propose Disaster Recovery/Business Continuity as a Service where the Contractor (Vendor)’s solution can be integrated with other SCDHHS DR/BC requirements, systems, and teams.
| Item Number |
| D-023 |
| Deliverable Name |
| Technical Design Document (TDD) / Technical Design Specification (TDS) |
SCDHHS Reviewer(s)
| SCDHHS Approver(s) |
| Vendor Reviewer(s) |
Vendor Approver(s)
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |X| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| A Technical Design Document (TDD) or Technical Design Specification (TDS) is required for all work items which require code changes. The creation, review and approval of the TDD/TDS will follow the processes outlined in the MMRP O&M Manual and MMRP Project Management Plan. The TDS shall be provided in accordance with the approved Project Schedule. |
Note
| Description |
| The TDD describes the technical approach and system changes proposed to meet the requirements and/or acceptance criteria defined in an O&M Business Case. The TDS describes the technical approach and system changes proposed to meet the requirements defined as a part of a DDI Project. |
| Item Number |
| D-024 |
| Deliverable Name |
| Logical Data Model |
SCDHHS Reviewer(s)
SCDHHS Approver(s)
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |X| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | |_| | N/A |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
Justification
| Deliverable Specification |
| The Contractor (Vendor) will update the MMRP Logical Data Model as needed, with initial submission occurring by the PROJECT KICKOFF + ninety (90) business days. The Logical Data Model will be updated as needed based on the approval of Technical Design Documents/Specifications. The data model must be updated prior to the end of the contract as part of the Turnover phase. |
Note
| Description |
| Describes the data in as much detail as possible without regard to how they will be physically implemented in the database. SCDHHS must validate the Contractor’s (Vendor) understanding and approach to identifying and incorporating all data elements into the actual solution. |
The Logical Data Model includes:
All entities and relationships among them.
All attributes for each entity are specified.
The primary key for each entity is specified.
Foreign keys (keys identifying the relationship between different entities).
| Item Number |
| D-025 |
| Deliverable Name |
| Physical Data Model |
SCDHHS Reviewer(s)
SCDHHS Approver(s)
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |X| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |_| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | |_| | N/A |
| Recurring | | |
| |_| | Annual Update | |_| | Other: ________________ |
| |_| | Not Applicable (N/A) | | |
Justification
| Deliverable Specification |
| The Contractor (Vendor) will update the MMRP Physical Data Model as needed, with initial submission occurring by the PROJECT KICKOFF + ninety (90) business days. The Physical Data Model will be updated as needed based on the approval of Technical Design Documents/Specifications. The data model will be updated prior to the end of the contract as part of the Turnover phase. |
Note
| Description |
| The Physical Data Model is required for SCDHHS to understand and validate how the Contractor (Vendor) proposes to physically link data elements in the solution. |
This model shows all table structures, including column name, column data type, column constraints, primary key, foreign key, and relationships between tables.
| Item Number |
| D-027 |
| Deliverable Name |
| Section 508 Product Assessment |
SCDHHS Reviewer(s)
SCDHHS Approver(s)
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |X| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |X| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |X| | Other: Every 3 months (see below ) |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| The Contractor (Vendor) will update the MMRP Section 508 Compliance Report as needed with initial submission occurring by PROJECT KICKOFF + ninety (90) business days. An updated Section 508 Compliance Report must be delivered three (3) months prior to any major software release and as requested following changes to the Citizen Portal. |
Note
| Description |
| The Section 508 Product Assessment provides information is to assist in making preliminary assessments regarding the availability of Electronic and Information Technology (EIT) products and services with features that support accessibility. |
The format of this assessment can be proposed by the Contractor (Vendor).
The information that is included in the Section 508 Product Assessment should follow the CMS guidance at the following link:
https://www.cms.gov/Research-Statistics-Data-and-Systems/CMS-Information-Technology/XLC/Downloads/Sect508ProdAssessment.docx
| Item Number |
| D-037 |
| Deliverable Name |
| Implementation (Release Management) and Transition to Operations Plan |
SCDHHS Reviewer(s) O&M Manager Production Support Manager
CAB
SCDHHS Approver(s) O&M Manager Production Support Manager
Vendor Reviewer(s)
Vendor Approver(s)
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |X| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
|_| Recurring |_| Not Applicable (N/A)
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |X| | Final | | |
| Recurring | | |
| |_| | Annual Update | |_| | Other: |
| |_| | Not Applicable (N/A) | | |
| Deliverable Specification |
| The Contractor (Vendor) will adhere to the Release Management Plan and the Application Development to Application Maintenance (ADAM) process documentation (included in the MMRP O&M Manual). The Contractor (Vendor) will submit implementation plans for each release and provide updates to the processes detailed in the O&M Manual. |
Note
| Description |
| The Implementation/Transition to Operations Plan describes how the automated system/application or IT solution will be installed, deployed and transitioned into an operational system or situation. The Contractor (Vendor) will provide a brief description of each major task required for the implementation and the subsequent transition to operations of the system or situation, e.g. the tasks required to install hardware and software, prepare data, verify the system or situation, and prepare for transition to operations, etc. Include the following information for the description of each major task in the plan, as appropriate: |
Major Tasks What the task will accomplish;
Resources required to accomplish the task;
Assumptions and constraints associated with the task;
Identified risks and planned mitigations associated with the task;
Reference documents applicable to the task;
Criteria for successful completion of the task;
Miscellaneous notes and comments.
Implementation Schedule Task Description Start Date End Date Responsible Person Dependencies Milestones
Go/No-Go Criteria
Item Number
| D-038 |
| Deliverable Name |
| System Utilization/Report(s) |
| SCDHHS Reviewer(s) |
| SCDHHS Approver(s) |
O&M Manager
| Vendor Reviewer(s) |
| Vendor Approver(s) |
| Type of Data | | | |
| |_| | Governance or Project Management | |_| | Other: ___________________________________ |
| |_| | Security | |_| | Transition to Operations (Post-Implementation) | |
| |X| | Systems/Software Development | | | |
| Submission Due Indicator | |
| |X| | Initial |
| |X| | Recurring | |
| |_| | Not Applicable (N/A) | |
Type of Deliverable Due: |X| Submission |_| Adherence
| Status | | |
| Initial | | |
| |X| | Preliminary | |_| | Baseline |
| |_| | Final | |_| | N/A |
| Recurring | | |
| |_| | Annual Update | |X| | Other: Monthly |
| |_| | Not Applicable (N/A) | | |
Justification
| Deliverable Specification |
| Thirty (30) business days prior to Go-Live, the Contractor (Vendor) will provide preliminary System Utilization/Performance Report to SCDHHS for review. SCDHHS needs to review and approve prior to Go-Live. The next version is then due forty-five (45) business days after Go-Live with monthly submissions thereafter on the last business day of the month. |
| Note |
| The Contractor (Vendor) will provide Load & Performance Test results for each release. |
| Description |
| The System Utilization/Performance Report provides SCDHHS information regarding server and system configuration, associated utilization and performance information. |
At a minimum, the report(s) will include:
Server operating system configuration data:
CPU
Memory File System
Latest server configuration information and utilization data:
CPU
Memory Network Disk
Total Number of Reports and…
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