CTR052815_Contract_Amendment_6.pdf

CONTRACT AMENDMENT

Arizona Department of Economic Security

1789 W Jefferson Street, Mail Drop 1541, Phoenix, AZ 85007

CONTRACT NUMBER: AMENDMENT NUMBER:

CTR052815 Six (6)

DESCRIPTION/ LABEL: Implementation (IM) Services for ATLAS Replacement Project

CONTRACTOR NAME: Deloitte Consulting, LLP

In accordance with the Special Terms and Conditions, Section 5, Contract Changes, Subsection 5.1, Amendment, THE ABOVE REFERENCED CONTRACT IS HERBY MODIFIED AS FOLLOWS:

1. Scope of Work Section, Section 3.4, Background, Subsection 3.4.8 is replaced as follows:

3.4.8 DCSS performs the daily child support case management which includes the involvement of key partners and stakeholders who also interface or work with ATLAS such as:

1. ADES Family Assistance Administration (FAA): Temporary Assistance to Needy

Families (TANF) (Title IV-A) and Title XIX Medical Only Interface with ATLAS.

2. Arizona Department of Child Safety (ADCS): Title IV-E Interface with ATLAS.

3. Attorney General’s Office (AGO): Prepares legal documents to file with the court and handles all litigation.

4. Arizona Superior Court – Clerk of Courts: Dockets and schedules cases for court, adds orders and creates debts on Non-IV-D cases on a simplified version of ATLAS. This Final IGA has been prepared and a simplified version of ATLAS operates on the same infrastructure and has many of the same attributes as the IV-D ATLAS system.

5. Navajo Nation (NN) – Utilizes ATLAS to support ADES enforcement services for Tribal members.

The organization of the state agencies involved in the Child Support Program is depicted in the chart below:

2. Scope of Work Section 4.0 Definitions, Subsections 4.70, 4.71 and 4.72 are added as follows:

4.0 Definitions:

4.70 Other Users: Other users may include, but are not limited to a governmental individual, ADES divisions, State partners, or Stakeholders that uses the system.

4.71 Stakeholders: Stakeholders include, but are not limited to the Attorney General’s Office

(AGO), Clerk of Courts and Navajo Nation (NN).

4.72 State Partners: Partners include, but are not limited to other state agencies, and federal agencies.

3. Scope of Work Section 5.1 General Requirements, Subsection 5.1.11 is replaced as follows:

5.1.11. Project team activities include, but are not limited to:

1. Design sessions, code reviews, functional reviews, and team meetings;

2. User Acceptance Testing events involving ADES staff and other project participants;

3. Training planning and training events involving ADES staff and other project participants;

4. Federal approval activities involving ADES and federal representatives;

5. Operations and Maintenance Support;

6. Transition Services;

7. User Training during the Implementation Task shall be conducted using a hybrid model that includes a simultaneous option for both virtual and in-person (on-site) instructor-led classroom training, as requested by ADES DCSS staff and stakeholders ; and

8. The Contractor’s Key Persons (and designated administrative support staff) shall use the ADES’ central project calendar system for all calendar functions related to the Project.

4. Scope of Work Section, Section 5.2 Project Tasks, Subsection 5.2.10(1) Overview is replaced as follows:

1. Overview: User Training is a critical Contract responsibility. The Deliverables prepared in this Task shall demonstrate an understanding of the training requirements and the Contractor’s role in the Training Task. The Contractor is expected to begin work on this Task and its Deliverables prior to the start of the Implementation Phase. The Contractor shall provide User Training Services to ADES DCSS staff, State Partners, and stakeholders during UAT (Phase II) through the end of the Operations and Maintenance period (Phase IV). The ADES anticipates that most of the User Training activities shall be conducted immediately prior to Implementation. ADES anticipates that the training materials shall be used to certify their accuracy, comprehensiveness, understandability, and usability. The Contractor shall update the materials in response to ADES feedback and shall also modify the materials as needed to support changes during Implementation. After User Training is delivered during Implementation, the Contractor shall train ADES DCSS training staff (i.e., “train the trainer” – up to thirty (30) people on how to use the System. After successful completion of the “train the trainer” activities, the Contractor shall transfer the training responsibility to the ADES DCSS training team as delineated in the Project Implementation Plan and Schedule. Other users shall be trained by ADES DCSS Training Team.

5. Scope of Work Section, Section 5.2 Project Tasks, Subsection 5.2.10(2) Objective is replaced as follows:

2. Objective: The objective of User Training is for the Contractor to ensure that all System users have an adequate level of knowledge, skill, and abilities to understand how to use the ATLAS Replacement System to carry out their job functions. The Contractor shall ensure a minimum of 80% of ADES DCSS Staff and the AGO attain a minimum of a 90% score on the evaluation test. If a minimum of 80% of users do not meet this threshold, the Contractor shall evaluate, restructure, and/or remediate training as necessary to ensure a rate of 80% success before statewide rollout. The Contractor shall develop a User Training Plan and Training Support materials, including handouts, instructions or Training outlines, classes, presentations, and initial login administration to meet the individual knowledge and skills needs for approximately 1,000 users (including ADES DCSS Staff, State Partners, Stakeholders, contractors, and other users. The Contractor shall provide ATLAS Replacement System Training, for the specific Training needs, and in accordance with role-based access rights of, at least: ADES DCSS trainers, ATLAS Replacement System Program users; and other stakeholders.

6. Scope of Work Section, Section 5.2 Project Tasks, Subsection 5.2.10(3) ADES Activities is replaced as follows:

3. ADES Activities: ADES activities for User Training include:

A. Supplying Policies and Procedures, as needed;

B. Providing Subject Matter Experts to assist with Training development;

C. Assisting the IM Contractor during Training with Program staff;

D. Scheduling Program staff, State partners, and Stakeholders to attend Training sessions and manage attendance; and E. Arranging for Training facilities, including physical locations for statewide Training locations, if needed.

7. Scope of Work Section, Section 5.2 Project Tasks, Subsection 5.2.10(4) Contractor Responsibilities is replaced as follows:

4. Contractor Responsibilities: The Contractor shall perform the following Tasks and provide the following Services as part of Task 10, User Training. The Contractor shall at a minimum:

A. Develop and deliver the User Training Management Plan (Deliverable 10.1), which reflects the Training schedule (including dates, times, locations, and participants) and activities required under this Task, and deliver Training in accordance with the approved Deliverable.

The Contractor shall update this Deliverable at least quarterly to address refinements to Trainings, including additional features and System Functions;

B. Provide one or more “train the trainer” sessions to approximately 30 ADES DCSS trainers on full System operations and functionality, and delivery of Training sessions;

C. Deliver training throughout the state to ADES DCSS staff (approximately 550 DCSS users), State Partners, and Stakeholders in a hybrid environment, which includes a combination of virtual/on-site (in-person) instructor led training. Trainers shall be available to attend training sessions on specified dates (by office/region) and at a minimum, class training shall be provided for (12) ADES DCSS offices/regions around the state, with multiple sessions being provided in some offices/regions. ADES DCSS users consist of approximately 430 staff located in the Phoenix, 80 staff located in Tucson and 40 staff in Flagstaff. All system users are expected to become proficient in all case management and reporting components.

D. Update training materials (all formats) to reflect all System modifications and changes that result from all change requests and System enhancement activities no later than fifteen

(15) business days from the time the change is made;

E. Conduct remote (teleconference/videoconference) question and answer sessions for each office or region within two (2) weeks following classroom Training;

F. Provide Training for those staff in outlying areas;

G. Provide virtual Training to all Program workers on demand, and maintain and update the virtual Training materials for two (2) years after System Implementation;

H. Ensure that the Training Environment, and remote and virtual Training services are established and functioning in accordance with all security requirements, and provide a secure user interface with the state network for access by Training participants to the Training Environment;

I. Provide the technology and staff to support all User Training activities; and J. Ensure that Training activities are:

1) Conducted in compliance with standards for security and Training (including the Americans with Disabilities Act); and

2) Designed for users of varying learning styles and varied skill levels, and support trainees’ reaching or exceeding the minimum level of knowledge, skills, and abilities required to perform the operational functions of their jobs.

8. Scope of Work Section, Section 5.2 Project Tasks, Subsection 5.2.10(5)(A) User Training Management Plan (Deliverable 10.1) is replaced as follows:

A. User Training Management Plan (Deliverable 10.1):

Develop a User Training Management Plan, and subsequent updates to the Plan, throughout the duration of the Project. Contractor shall obtain written ADES approval before commencing work under the Deliverable or any of its subsequent revisions.

Contractor shall deliver Training in accordance with the approved Deliverable. This task shall consist of the following at a minimum:

1) Set the Training objectives;

2) Identify Key Person(s) and other staff responsible for the work;

3) Indicate who the IM Contractor shall Train in various System components;

4) Address what the Training scripts shall contain;

5) Identify and describe the approach and what modalities the IM Contractor shall use for:

a) Initial hybrid Training that includes simultaneous option for both virtual and in-person (on-site) instructor led as requested by ADES;

b) Subsequent web-based Training;

c) Online support; and

d) Telephone and email (or combinations thereof) support.

6) Explain how the IM Contractor shall use computer-based Training, classroom Training, and the combination of the two modalities;

7) Describe and discuss what the IM Contractor shall cover;

8) Explain the logistics of where and when the training sessions shall take place;

9) Estimate the number of trainees via each modality;

10) Include the strategy and plan for ongoing Training for:

a) Training new staff; and

b) Training to address refinements to services and new services and development.

11) Document the information needed for user staff to attain full use of System functionality; and

12) List, describe, and include materials for:

a) Technical and User Training Materials;

b) User quick reference guides;

c) Online help;

d) Test/Training scenarios and scripts; and

e) Other documentation necessary to use and operate the System.

9. Scope of Work Section, Section 5.2 Project Tasks, Subsection 5.2.12(5)(A) Readiness Assessment (Deliverable 12.1) is replaced as follows:

A. Readiness Assessment (Deliverable 12.1): Assist and support the State and Project in performing a readiness Assessment prior to Production Pilot and again prior to Implementation. The IM Contractor shall provide support information, data and rationale, updated as necessary and appropriate, in support of at least the following IM Contractor assurances:

1) The System is ready for the Production Pilot and Implementation including:

a) Any missed Requirements are developed and functioning in the Test

Environment and are ready to move to the Production Environment;

b) The System meets its performance standards and functions in accordance with the Requirements;

c) ADES DCSS staff have been appropriately trained and prepared;

d)State partners and stakeholders have been appropriately trained, notified, and prepared;

e) The System is ready for the Production Pilot and statewide use by the Program in the Production Environment; and

f) Any additional functionality required for federal certification is functioning in

Production or is in development in accordance with the priority set by the Change Control Board.

10. Attachment A, Deliverables and Payment Schedule is replaced in its entirety with Attachment A, Deliverables and Payment Schedule Rev 4, Amendment 6 to revise the following:

a. Task 10, 5.2.10.5.A, Deliverable ID 10.1 User Training Management Plan.

b. Task 10, 5.2.10.5.C, Deliverable ID 10.3 User Training Reports.

ALL OTHER REQUIREMENTS, SPECIFICATIONS, AND TERMS AND CONDITIONS REMAIN UNCHANGED

ACKNOWLEDGEMENT AND AUTHORIZATION

This Amendment shall be fully executed by means of electronic approval in APP.