WCMBP_Section_J_Attachment_33__-Transition_In_Plan_Template_AMD_3.doc

Transition In Plan version # Date MM/DD/YYYY (Draft / Final)

Transition In Plan version # Date MM/DD/YYYY (Draft / Final)

DEPARTMENT OF LABOR

WORKERS’ COMPENSATION

MEDICAL BILL PROCESS (WCMBP)

TRANSITION IN PLAN TEMPLATE

<DATE>

<VERSION#>

This template describes the basic structure and content of the Transition-In Plan. The WCMBP contractor shall use this template to construct the plan, unless waived by the Government. The contractor shall provide all the basic information included in this template and may add additional information if needed. The contractor shall include each section of the template within the document unless it is described as optional within the template instruction.

This document is constructed in sections, consisting of three parts:

· “Boilerplate” in plain Arial 12pt text

· Template instructions (italic or <bracketed italic colored> text) to provide guidance to the contractor on creating the Transition Plan content

· Defaults (bracketed {colored text}) where contractors might place an Agency Name or a Company name.

The contractor shall include all template boilerplate text in the Transition Plan, and may adjust it as necessary to flow with other text which may be inserted.

After using them to understand the structure and content of the document, the contractor shall replace all template instructions with the document content.

The contractor shall change the document properties “Document Title”, “Document Date”, and “Document Version”, to reflect these throughout the document.

The contractor shall reference content from other WCMBP project documents as required to ensure coordination between documents and reduce redundant text.

APPROVAL HISTORY

UPDATE HISTORY

Table of Contents

Introduction

11.1 Purpose

21.2 Scope

21.3 Related Documents

21.4 References

assumptions and constraints

32.1 Assumptions

32.2 Constraints

Roles and responsibilities

Specifications

74.1 Approach

74.2 Tasks

74.2.1 Project Planning

74.2.2 Project Process Definition and Implementation

74.3 Schedule

74.4 Staffing

84.5 Risk Management Activities

84.6 Quality Management Activities

84.7 Requirements Management Activities

84.8 Configuration Management Activities

84.9 Technical Management Activities

9Appendix

Glossary

1 Introduction The U.S. Department of Labor (DOL) has chosen <contractor> as the Workers Compensation Medical Bill Process (WCMBP) contractor that fully understands the unique needs of the Federal Employees' Compensation Act, Division of Coal Mine Workers' Compensation (DCMWC), Long Shore and Harbor Workers Compensation, and Energy Employees Occupational Illness Compensation programs. <contractor> brings state-of-the-art medical bill processing technologies and dedicated WCMBP key personnel with proven experience in medical bill processing, to effectively and efficiently manage the WCMBP operation. Finally, <contractor> provides a Project Management Team that is DOL's single point of accountability for the success of the WCMBP contract, is located in the <location> area, and is easily accessible to DOL.

<contractor> will manage its contract efforts through two phases of contract lifecycle-Implementation and Operations, each with multiple sub-phases.

Implementation:

· Transition-In

· Requirements Analysis

· Development/Customization

· Testing

· Assumption of Operations/Transition to Go-Live Operations:

· Operations

· Maintenance

· Transition-Out

1.1 Purpose

The Transition-In Management Plan is the top-level management plan that guides the team in their project start-up activities, and defines the process and methods used to begin the project activities. It establishes a documented management approach for all start-up activities to be promulgated across the entire project team. It also:

· Describes the approach to ensure that all project start up activities are based upon best practices.

· Details tasks outlined within the Work Breakdown Structure (WBS) and Integrated Master Schedule (IMS) for the project that are associated with the Project Start-Up activities.

· Encompasses all activities necessary to plan and manage development, testing, and implementation of DOL WCMBP.

1.2 Scope

This plan documents the strategy and supporting activities associated with the Transition-In phase of the DOL WCMBP Project. This phase includes the project tasks and work required to facilitate the project start-up phase and to ensure that the project is positioned to be able to conduct the planned activities as defined within the overall Integrated Master Schedule (IMS), in order to mitigate delays associated with future planned project scope activities. These activities include project start-up, management plan definition, identification of necessary data, process definition and other associated start-up tasks.

1.3 Related Documents

The focus of this plan is on the approach used to conduct all project start-up activities. This plan is supported by the following management plans that have broad application across the project and that will be developed and submitted for review in the early stages of the project:

· Staffing Management Plan

· Risk Management Plan

· Subcontract Management Plan

· Quality Management Plan

· Communications Management Plan

· Provider Outreach Plan

· Change Management Plan

· Configuration Management Plan

1.4 References

< This subsection lists publications that serve as references in the development of the transition plan. (PWS, RFP documents, etc.)> 2 assumptions and constraints

2.1 Assumptions

Successful project startup operations are dependent on several important assumptions that if incorrect could have a significant impact on project activities that are scheduled to be performed later in the project cycle. The following highlights these key assumptions.

2.2 Constraints

<Contractor> recognizes there are some key constraints that require proper management by both <Contractor> and DOL staff to minimize project impact:

3 Roles and responsibilities < This section contains a description of the various types of staff and their assigned activities. The subsection should define each unique role and activity, based on the key positions defined in the RFP. Both the contractor’s intended activities and the contractor’s expectations for the Government should be discussed. Include the roles of the transition-in team in addition to the roles of those responsible for maintaining services at the required level of proficiency, accuracy and quality, and include point of contact information. > The <Contractor> Transition activities are managed by the PM. The PM has day-to-day management responsibility for all aspects of the project start up tasks, including task definition, task tracking and task assignment. The PM is supported by a group of managers, each responsible for a different functional or technical area of the project, that have specific experience and expertise in that area that will ensure that all defined support activities needed to ensure a solid project management foundation is implemented during the Transition-In period, as well as to ensure that all process and information requests needed to support further development lifecycle activities are defined and planned for implementation. Each functional or technical area manager is supported by a team with the skills and experience necessary to complete the Transition-In/Project Start-Up tasks assigned to that team effectively and efficiently.

Table 1: Implementation Roles & Responsibilities

Program Manager (Implementation)

Deputy Program Manager (Implementation)

QA Manager (Implementation)

Technical Manager (Implementation)

Requirements Manager

Test Manager

Lead Software Engineer (Implementation)

Data Migration Manager

Training Manager (Implementation)

Table 2 Operations Roles & Responsibilities

Program Manager (Operations)

Deputy Program Manager (Operations)

QA Manager (Operations)

Program Liaison Managers

Pharmacy Manager (Operations)

Technical Manager (Operations)

Lead Software Engineer (Operations)

Call Center Manager

Resolution and Adjustment Supervisors

Provider Outreach Supervisor

Training Manager (Operations)

Authorization/Triage Nurse

DFEC District Office Troubleshooter (DOT) Liaisons

Table 3 Points of Contact

4 Specifications < Provide a Transition-In Plan, including, but not limited to:

· All tasks for the management of start-up activities, including planning and process definition and implementation.

· Schedule creation, approval, and maintenance

· Staffing

· Risk Management

· Quality Management

· Requirements Management

· Technical Management>

4.1 Approach

< Propose an approach for the transition, to address all transition requirements covered in the RFP and any additional transition activities/issues the Government will need to ensure a successful transition from the incumbent to the follow-on contractor. Include any methodology used to help develop and apply the approach. >

4.2 Tasks

4.2.1 Project Planning

< Describe a plan for the activities associated with defining the processes necessary to govern all System Development & Implementation Lifecycle (SDLC) activities. >

4.2.2 Project Process Definition and Implementation

< Describe a plan for defining the procedures and development artifacts necessary to complete the system development and implementation activities. >

4.3 Schedule

· < Describe a plan to finalize and baseline the schedule.>

4.4 Staffing

< Describe a plan to acquire and train staff for the work described in the PWS.

· Liaison with the DOL-specified Government Project Management Office (PMO) re incumbent materials and contractor deliverables.

· Plan for the orientation of new staff to the WCMBP, and the applicable periodic training requirements for staff. >

4.5 Risk Management Activities

<Define any DOL WCMBP Risk Management Transition-In period objectives, in accordance with the Risk Management Plan and DOL risk policies. Include:

· Definition of the initial project level risks

· Identify planned risk mitigation strategies for the defined project level risks>

4.6 Quality Management Activities

<Define WCMBP Quality Management Transition-In period objectives, in accordance with the Quality Management Plan and DOL quality policies. Examples include establishing a WCMBP project process baseline and Process Asset Library (PAL).>

4.7 Requirements Management Activities

< Define a plan to define and implement a Requirements Management process, IAW the RFP, to support the project’s overall requirements definition and requirements elaboration activities. Sample activities include:

· Requirements Gap Analysis and Discovery Process

· Development and use of Requirements Management tools and applications>

4.8 Configuration Management Activities

< Define the project tools and processes needed in order to support the version control and baseline management activities. >

4.9 Technical Management Activities

< Define the activities used to provide the technical oversight and guidance needed to ensure the project technical direction is clearly defined, communicated and implemented throughout the system development organization. > Appendix

<This appendix contains additional information, such as tables, figures, or text that has bearing on the main document, but is not a direct part of the main document. This may include forms and elaborations on activities described in the body of the document. The contractor shall repeat the section as necessary for all distinct appendix topics.> 5 Glossary

Term or Acronym

Definition iv