Exhibit C_Agency Implementation SOW .docx

Contract No. 201-26--040, Exhibit C

EXHIBIT C – IMPLEMENTATION STATEMENT OF WORK (SOW) TEMPLATE

Statement of Work (SOW) Between VIRGINIA DEPARTMENT OF EDUCATION and [SUPPLIER NAME]

Issued Under

CONTRACT NUMBER 201-26-040

BETWEEN

VIRGINIA DEPARTMENT OF EDUCATION

AND

[SUPPLIER NAME]

This Implementation Statement of Work (“SOW”), between Virginia Department of Education (hereinafter referred to as “Agency”) and [Supplier Name] (“Supplier”) is issued pursuant to the terms of Contract Number 201-26-040 (“Contract”) In the event there is any conflict between the terms of this SOW and the terms and conditions of the Contract, the terms and conditions of the Contract will control.

The objective of the implementation project described in this SOW is for the Supplier to provide Agency with implementation services to implement the Solution (“Solution”) for Child Nutrition Management Information System.

Implementation Period of Performance The implementation work authorized in this SOW will commence seven (7) days after execution of the Contract and will continue for a period of twenty-four (24) months. Implementation Services will be considered complete when all work detailed in this SOW is finalized, the Solution is in productive use by the Agency, and the Agency has issued formal Acceptance of the Solution to the Suppler.

Place of Performance for implementation Tasks associated with this project implementation will be performed at the Agency’s location(s) in City/State, at Supplier’s location(s) in City/State, or other locations as required by the effort and mutually agreed to under this SOW.

Project Definitions All definitions are in the Contract and shall apply to and take precedence over this SOW.

Project Scope FOR IMPLEMENTATION The Supplier shall implement a Solution that meets the requirements defined in Exhibit A – Requirements, including both the Business/Functional Requirements and Technical Requirements. The Business/Functional Requirements define the programmatic capabilities required to support VDOE Child Nutrition Programs, while the Technical Requirements define the system architecture, security, integration, and performance expectations.

The Supplier shall ensure that the Solution addresses these requirements through configuration and standard product capabilities and shall maintain traceability between requirements and delivered functionality throughout the implementation.

Project Scope and Purpose The Implementation work authorized in this SOW will include delivery, installation, implementation, integration, testing, training, and Acceptance of all products and services necessary to implement the Agency’s Child Nutrition Management Information System, this includes any support other than on-going maintenance services.

Project Boundaries The scope of this implementation is defined to ensure clear delineation of implementation project responsibilities between the Supplier and the Virginia Department of Education (VDOE), while enabling successful implementation of the Child Nutrition Management Information System (Solution).

In Scope:

The Supplier shall be responsible for delivering a fully configured, integrated, and operational Solution that supports the administration of all VDOE-administered Child Nutrition Programs. The implementation scope includes, but is not limited to, the following:

· Configuration and deployment of the Solution in a cloud-hosted environment

· Replacement of the existing SNPWeb system

· Implementation of all functional and technical requirements defined in Exhibit A

· Pilot implementation and operational validation of 60-90 days with selected school divisions prior to statewide deployment.

· Integration with required external systems, including but not limited to:

· Virginia Department of Social Services (VDSS) for Direct Certification and data exchange

· VDOE financial systems (e.g., Oracle)

· Identity and Access Management (IAM) systems featuring mandatory Multi-Factor Authentication (MFA), fully compliant with VITA ITRM Security Standard SEC501 and COV (Commonwealth of Virginia) security guidelines.

Out of Scope The following activities are not included within the scope of this implementation and are either the responsibility of VDOE or will be addressed under separate contractual provisions:

Procurement, configuration, or support of end-user hardware, local infrastructure, or network connectivity for LEAs or other external users Data cleansing or correction of source data issues originating from legacy systems, except as necessary to support successful data migration and validation Custom software development beyond the configurable capabilities of the proposed Solution, unless explicitly approved by VDOE through formal change control processes Project Implementation Requirements

0. Agency’s Specific Implementation Requirements

The Supplier shall comply with all VDOE-specific requirements applicable to the implementation of the Solution, as defined in Exhibit A – Requirements. Exhibit A serves as the authoritative source for all functional, technical, security, reporting, data, and implementation requirements associated with this project.

These requirements are considered mandatory unless otherwise designated and shall govern the design, configuration, implementation, and operation of the Solution.

Requirement Domains The Supplier shall adhere to requirements defined in Exhibit A across multiple domains, including but not limited to:

· Project Management and Implementation Requirements

· Business and Functional Requirements

· Technical and Integration Requirements

· Data Management and Reporting Requirements

· Security and Privacy Requirements

Applicable Standards and Directives The Supplier shall comply with all applicable federal, Commonwealth of Virginia, and VDOE-specific directives, standards, and policies, including but not limited to:

VITA Standards and Policies, including:

· Security standards and controls

· https://www.vita.virginia.gov/media/vitavirginiagov/it-governance/psgs/pdf/SEC530_Information_Security_Standard.pdf

· https://www.vita.virginia.gov/policy--governance/governance/policies-standards--guidelines/it-security-policy--procedure-templates/

· Cloud and hosting requirements

· https://www.vita.virginia.gov/technology-services/catalog-services/cloud-services/cloud-third-party-use-policy/

· https://www.vita.virginia.gov/media/vitavirginiagov/it-governance/psgs/pdf/Cloud_Based_Hosting_Services_IT_Solutions_Policy_EA300_FINAL.pdf

· Accessibility and usability standards

· https://www.vita.virginia.gov/services/website-solutions/

· https://www.developer.virginia.gov/web-standards-reference-guides/web-standards-an-in-depth-reference-guide/ Federal USDA Child Nutrition Program Regulations and Guidance, including:

· National School Lunch Program (NSLP)

· School Breakfast Program (SBP)

· Child and Adult Care Food Program (CACFP)

· Summer Food Service Program (SFSP)

· Fresh Fruit and Vegetable Program (FFVP)

· Special Milk Program (SMP)

· Seamless Summer Option (SSO)

Commonwealth of Virginia Data and Records Management Policies, including:

Accessibility Standards, including compliance with Section 508 and applicable accessibility guidelines.

Special Considerations for Implementing Technology at Agency’s Location(s)

The Supplier shall account for the distributed, multi-stakeholder environment in which the Solution will be implemented and operated. The Virginia Department of Education (VDOE) administers Child Nutrition Programs across a diverse set of Local Education Agencies (LEAs), School Food Authorities (SFAs), private schools, non-profit and for-profit organizations, community sponsors, and residential childcare institutions (RCCIs) with varying levels of technical capability, infrastructure, and staffing.

The Solution will be accessed by:

VDOE central office staff, contractors, and other partners such as Virginia Department of Health.

Approximately 227 Program Sponsors (LEAs, SFAs, Non-profit and For-profit organizations, Community Sponsors, RCCIs, and private schools) Users will access the system from a wide range of locations, including offices, schools, and remote environments. The Supplier shall ensure that the Solution:

· Is accessible via standard web browsers without requiring specialized local installations

· Maintains acceptable usability and performance under expected Commonwealth and LEA/SFA operating conditions, including varying network connectivity and bandwidth environments commonly experienced across Virginia school divisions. System performance, response times, transaction processing, and usability under representative network conditions shall be validated during testing, pilot operations, and go-live readiness activities. Performance expectations and availability requirements shall align with approved Exhibit I, Service Level Agreements (SLAs) and performance testing criteria defined during project implementation.

· Supports concurrent user activity and transaction volumes consistent with anticipated peak operational periods, including statewide claims processing, application processing, reporting, and other high-volume submission windows. The solution’s performance, scalability, and responsiveness under expected concurrent usage conditions shall be validated through performance testing, pilot operations, and go-live readiness activities in accordance with approved performance criteria and Exhibit I, Service Level Agreements (SLAs).

Cloud-Based Deployment Considerations The Solution is expected to be delivered as a cloud-hosted (SaaS) platform.

As such:

· No on-premises infrastructure will be provided or managed by VDOE for system hosting

· The Supplier shall be responsible for all hosting, environment management, and system availability

· The Solution shall comply with all applicable Commonwealth of Virginia and VITA cloud and security standards Security and Access Control Given the sensitivity of student and program data, the Supplier shall ensure that:

· Secure access controls are enforced, including role-based access and Multi-Factor Authentication (MFA)

· Access is managed across multiple user groups with different roles and permissions

· Data is protected in transit and at rest in accordance with VITA security requirements Integration with External Systems The Solution must operate within an ecosystem of state and external systems. The Supplier shall account for:

· Integration with the Virginia Department of Social Services (VDSS) for Direct Certification and data exchange

· Integration with VDOE financial systems (e.g., Oracle)

· Integration with COV identity and access management systems (e.g., Okta Single Sign On (SSO))

· These integrations may require coordination with external agencies and adherence to external system constraints, schedules, and data formats.

Other Project Characteristics to Ensure Success Successful implementation of the Solution requires more than technical delivery; it depends on strong governance, collaboration, and disciplined execution across VDOE, the Supplier, and external stakeholders. The following characteristics are essential to ensure successful delivery and long-term sustainability of the Solution.

Strong Project Governance and Decision-Making The Supplier shall support a structured governance model that enables timely decision-making, issue resolution, and alignment across stakeholders. This includes:

· Clearly defined roles and responsibilities

· Regular status reporting and executive-level oversight

· Defined escalation paths for risks and issues

· Active engagement with VDOE leadership and program stakeholders Stakeholder Engagement and Collaboration Given the broad user base, successful implementation requires active engagement across:

· VDOE program staff

· Local Education Agencies (LEAs), SFAs, Non-profit and For-profit organizations, Community Sponsors, RCCIs, and private schools)

· External partners (e.g., VDSS) The Supplier shall facilitate collaboration through:

· Requirements Workshops and Working Sessions

· Feedback loops during design, testing, and pilot phases

· Transparent communication of changes and impacts Phased Implementation and Risk Mitigation VDOE intends to implement the Solution using a phased approach, including pilot deployment and parallel operations. This approach is critical to:

· Validate system functionality in real-world conditions

· Identify and resolve issues prior to statewide rollout

· Minimize operational disruption The Supplier shall support this phased approach and incorporate risk mitigation strategies throughout the implementation lifecycle.

Data Quality and Migration Readiness Data quality is a critical success factor for system functionality and reporting. The Supplier shall:

· Support data profiling, validation, and reconciliation activities

· Identify and communicate data quality issues early

· Provide tools and processes to ensure accurate data migration User Adoption and Training Effectiveness Successful system adoption depends on intuitive design and effective training. The Supplier shall ensure:

· Role-based, scenario-driven training aligned to business processes

· Availability of training materials for ongoing use

· Support for users with varying levels of technical expertise The Solution should minimize user burden through guided workflows and clear validation feedback.

Configurability and Flexibility To support evolving program requirements, the Solution must emphasize configuration over customization. The Supplier shall ensure that:

· Business rules, workflows, and data elements can be adjusted without custom development

· The system can adapt to changes in federal guidance and state policy

· Configuration changes do not negatively impact system stability or upgrading paths Performance, Scalability, and Reliability The Solution must support statewide operations with consistent performance. The Supplier shall ensure:

· System performance meets defined Exhibit I, Service Level Agreements (SLAs)

· The Solution scales to support peak usage periods

· High availability is maintained during critical operational windows Transparency, Reporting, and Auditability The Solution shall provide transparent access to data and system activity to support oversight and compliance. This includes:

· Comprehensive reporting and analytics

· Audit trails for key transactions and data changes

· Visibility into system performance and SLA compliance Change Management and Communication Effective communication and change management are essential to ensure user readiness and minimize disruption. The Supplier shall:

· Communicate implementation progress, changes, and impacts

· Support VDOE in preparing stakeholders for system adoption

· Provide clear documentation and guidance throughout the project lifecycle Required Products/Solution Components

The Supplier shall provide a complete, integrated Child Nutrition Management Information System (the “Solution”) delivered as a cloud-hosted Software-as-a-Service (SaaS) platform. The Solution shall include all components, modules, infrastructure, and services necessary to meet the requirements defined in Exhibit A and to support statewide administration of VDOE Child Nutrition Programs.

Solution Overview The Solution shall be deployed as a centrally managed, web-based application accessible to authorized users across VDOE, Local Education Agencies (LEAs), SFAs, Non-profit and For-profit organizations, Community Sponsors, RCCIs, and private schools) and participating institutions. The Supplier shall be responsible for providing all system components, including application software, hosting infrastructure, integration services, and supporting tools required for implementation and ongoing operation.

The Solution shall be designed as a configurable, unified platform that supports multiple Child Nutrition Programs while maintaining a consistent data model, security framework, and reporting environment.

Core Solution Components The Supplier shall provide the following core functional components as part of the Solution:

· Program Administration and Applications

· Sponsor and site application management

· Agreement and contract management

· Program Participation Tracking

Sponsor Eligibility for Program Participation Management of program-specific eligibility rules Integration with source agency data files for Direct Certification Eligibility Database (VDSS) Direct Certification SFA eligibility determination process and data export files with state and SFA level DC data reporting

· Claims and Financial Management

· Claims submission, validation, and processing

· Reimbursement calculations and payment tracking

· Support for multiple funding sources, adjustments, and fiscal actions

· Administrative Reviews and Compliance

· Review planning, scheduling, and execution

· Findings documentation and corrective action tracking

· Procurement reviews and compliance monitoring

· Reporting and Analytics

· Federal (USDA) and state-required reports

· Configurable dashboards and analytics

· Ad hoc reporting and data export capabilities

· Document Management

· Centralized document repository

· Document upload, storage, versioning, and lifecycle management

· Metadata tagging and search functionality

· User Management and Security

· Role-based access control

· Multi-Factor Authentication (MFA)

· Audit logging and activity tracking

Required Implementation Services The Supplier shall provide all professional services necessary to successfully implement the Solution in accordance with the requirements defined in Exhibit A and the terms of the Contract. These services shall include planning, design, configuration, integration, data migration, testing, training, deployment, and post-implementation stabilization activities required to deliver a fully operational system.

All services shall be performed in coordination with VDOE and in alignment with the approved Project Management Plan, implementation schedule, and governance structure.

Project Management Services The Supplier shall provide comprehensive project management services, including:

· Development and maintenance of the Project Management Plan (PMP)

· Schedule management and milestone tracking

· Risk, issue, and dependency management

· Status reporting and stakeholder communication

· Coordination with VDOE leadership and project teams

· Change management and scope control processes

Requirements Validation and Traceability The Supplier shall:

· Review and validate requirements defined in Exhibit A with VDOE stakeholders

· Identify any gaps, assumptions, or dependencies

· Maintain a Requirements Traceability Matrix (RTM) linking requirements to system functionality, configuration, and testing outcomes

Solution Design Services The Supplier shall provide solution design services, including:

· Functional and technical design documentation

· Solution architecture aligned with VDOE and VITA standards

· Configuration design for workflows, data structures, and business rules

· Integration design for all required external systems

Configuration and Build Services The Supplier shall:

· Configure the Solution to meet VDOE program requirements using out-of-the-box and configurable capabilities

· Implement business rules, workflows, forms, and validation logic

· Perform system build and unit testing to validate configuration

· Custom development shall be limited and subject to VDOE approval through formal change control processes.

· The vendor shall conduct detailed requirements elaboration, field-level analysis, data mapping, workflow validation, and interface specification activities during the Design phase, with resulting decisions and specifications documented within the Configuration Workbook Deliverable.

Integration and Interface Development The Supplier shall:

· Design, develop, and implement integrations with external systems

· Support API-based and file-based data exchanges

· Coordinate with external agencies (e.g., VDSS) and VDOE IT teams

· Test and validate all interfaces to ensure reliable data exchange Data Conversion and Migration Services The Supplier shall:

· Develop and execute a data migration strategy and plan

· Perform data conversion and migration activities using data extracts, exported files, reporting datasets, read-only access methods, and other access mechanisms provided by. Direct ETL access to the incumbent vendor’s production application or databases may be restricted. The Supplier shall coordinate with VDOE to support secure migration, validation, and reconciliation of legacy data.

· SNPWeb Legacy System Data

Historical direct certification eligibility data and supporting documentation

· Compliance & Administrative Review Records

· Institutional & Organizational Records

· Financial & Reporting Data

· Supplemental External Legacy Data Sources

· Perform data validation, reconciliation, and error resolution

· Provide conversion reports and ensure data integrity and auditability

Testing Services The Supplier shall support all phases of testing, including:

· Development of test strategies, scenarios, and scripts

· System Integration Testing

· Support for User Acceptance Testing

· Pilot testing with selected LEAs

· Track and resolve defects

· Provide test results and reporting

· Support validation of business processes and system performance Training Services The Supplier shall provide training services as further detailed in Section 5J, including:

· Development of a Training Plan

· Delivery of instructor-led training (in-person and/or virtual)

· Role-based training for VDOE staff and external users

· Development and delivery of training materials

· Train-the-trainer support Deployment Services The Supplier shall support system deployment, including:

· Development of deployment and cutover plans

· Support for phased implementation, including 60-90 day pilot deployment

· Coordination of production release activities

· Execution of go-live activities Implementation of Support and Stabilization The Supplier shall provide post-deployment support services, including:

· Issue resolution and system monitoring

· Support for parallel operations with the legacy SNPWeb system

· Assistance with data validation and reconciliation during transition Project Specific Performance Requirements Project specific performance Requirement is outlined in Exhibit (I) Service Level Agreements.

Project Specific Deliverable Requirements The Supplier shall provide all project Deliverables required to support the implementation of the Solution in accordance with the Project Management Plan, implementation schedule, and the requirements defined in Exhibit A. Deliverables shall be complete, accurate, and aligned with VDOE expectations to support successful system implementation and long-term operation.

General Deliverable Requirements All Deliverables shall:

• Reflect the current approved project status, scope, requirements, and implementation decisions, including incorporation of applicable feedback from prior reviews, status reports, and VDOE review activities.

• Be submitted in electronic format using industry-standard tools (e.g., Microsoft Word, Excel, PDF, or equivalent)

• Be written in clear, professional language suitable for both technical and non-technical stakeholders

Review and Approval Process The Supplier shall submit all Deliverables to VDOE for review and approval. The review process shall include:

Deliverables shall not be considered complete until formally approved by VDOE.

Acceptance Criteria Each Deliverable shall meet the following Acceptance criteria. Detailed Deliverable Acceptance criteria are located in the Milestone Table in Section 7 of this document.

Where required, Deliverables shall include supporting documentation, evidence, or artifacts demonstrating compliance with these criteria.

Deliverable Types Project Deliverables may include, but are not limited to:

Traceability Requirements The Supplier shall maintain traceability between Deliverables and the requirements defined in Exhibit A. This includes:

Version Control and Document Management The Supplier shall:

Quality Assurance The Supplier shall ensure that all Deliverables undergo internal quality assurance prior to submission. This Deliverable Acceptance Process will be defined in the Project Management Plan. This includes:

Deliverables submitted for VDOE review shall be considered production-ready and not in draft form unless explicitly agreed.

Timeliness and Dependency Management The Supplier shall ensure that Deliverables are completed by their corresponding Due Date in the milestone table in Section 7 of this SOW and aligned with identified project dependencies. Delays in Deliverables that impact downstream activities shall be:

• Identified, documented, and communicated to VDOE within one (1) business day of identification in accordance with the communication, issue management, escalation, and reporting procedures defined in the approved Project Management Plan (PMP) and Communication Management Plan.

• Managed through the project governance and escalation process Incorporation of Supplier Proposal Where applicable, Deliverables shall reflect the methodologies, tools, and approaches proposed by the Supplier and accepted by VDOE as part of the Contract. Any deviations from the approved approach shall be subject to review and approval by VDOE.

Project Specific Materials, Equipment, Facilities and Property The following materials, equipment, facilities, and property are required to support the successful implementation of the Solution. Responsibilities for providing these items are divided between the Virginia Department of Education (VDOE) and the Supplier.

Provided by the Agency (VDOE):

VDOE shall provide the following materials, resources, and access necessary to support implementation activities:

1. Access to Systems and Data

· Access to the current SNPWeb system

· Access to legacy data sources, including historical datasets (e.g., spreadsheets and archived records)

· Data extracts required for data migration, validation, and testing

· Timing:

· Initial access shall be provided within 10 business days of Project Kickoff

2. Subject Matter Experts (SMEs) and Business Resources

· Designated VDOE staff to support:

· Requirements validation

· Design workshops

· Testing

· Data validation

· Training coordination

· Point of Contact:

· VDOE Project Manager (or designee)

3. Facilities for In-Person Activities (if in-person activities are required and approved by VDOE) Meeting space for:

· Project workshops

· Training sessions

· Stakeholder meetings

4. User Access and Coordination

· Coordination with Local Education Agencies (LEAs) and other stakeholders

· Identification of pilot participants

· Support for user access provisioning (in coordination with identity systems such as SSWS or equivalent)

5. Network and End-User Environment

· End-user devices (e.g., desktops, laptops) for VDOE and LEA users

· Internet/network access required to access the cloud-based Solution

· Provided by the Supplier

The Supplier shall provide all materials, equipment, infrastructure, and tools required to deliver and operate the Solution, including but not limited to:

· Solution Platform and Hosting Infrastructure

Cloud-hosted environments, including:

· Training Environment

· Production environment

· Application hosting, database management, and storage

· Backup, recovery, and disaster recovery capabilities

Timing:

· Development environment available within 30 days of contract execution

· Test and Production environments provisioned in alignment with the approved implementation schedule

Implementation Tools and Software:

· Configuration and administration tools

· Integration tools and middleware (if required)

· Data migration and ETL tools

· Testing tools and defect tracking systems

· Reporting and analytics tools

Documentation and Deliverables

· Design documents

· Configuration documentation

· Integration specifications

· Data migration plans and reports

· Training materials

· User and administrative guides

· Training Materials and Resources

· Instructor-led training materials

· Training guides and reference documentation

· Training environments (as needed to support user training)

Implementation and Support Resources

· Project management and technical staff

· Functional and technical subject matter experts

· Training personnel

· Testing and data migration specialists

· Integration Components

· Interfaces and connectors required to integrate with:

· VDSS

· VDOE financial systems (e.g., Oracle)

· Identity and access management systems

General Considerations:

No on-premises hardware or infrastructure will be provided by VDOE for hosting the Solution.

The Supplier is responsible for ensuring that all provided infrastructure and tools meet VITA standards for security, performance, and availability (See Section 5.A, Applicable Standards and Directives for applicable VITA Standards).

Any delays in providing required materials, access, or environments that impact the project schedule shall be communicated through the project governance process.

Other Technical/Functional Requirements

The Supplier shall comply with the following additional technical and functional requirements and expectations specific to the implementation of the Solution. These requirements supplement, but do not replace, the detailed requirements defined in Exhibit A.

Data Migration, Access, and Retrieval Requirements The Supplier shall support comprehensive data migration, access, and retrieval capabilities to ensure continuity of operations, reporting, and auditability.

The Supplier shall:

Data Access and Retrieval Requirements The Supplier’s Solution shall:

Data Ownership and Portability The Supplier shall ensure that:

Additional Warranties In addition to any warranties provided under the Contract, the Supplier shall provide the following implementation-related warranties:

System Functionality Warranty The Supplier warrants that the Solution, as implemented, will:

Configuration and Implementation Warranty The Supplier warrants that:

Data Migration Warranty The Supplier warrants that:

1. Critical defects will be resolved in one-to-two Business Days

2. High-Severity discrepancies will be resolved in three-to-five Business Days

3. Moderate/non-blocking discrepancies will be resolved before production

Any data discrepancies identified by VDOE postproduction will be corrected by the Supplier in coordination with VDOE

1. Critical defects will be resolved in one business day workaround and three business days for resolution

2. High-Severity discrepancies will be resolved in five Business Days

3. Moderate/non-blocking discrepancies will be resolved at next scheduled maintenance release or mutually agreed timeframe.

Examples of where Data Discrepancies could be found:

1. Claim totals do not match Legacy System

2. Duplicate claims created during migration

3. Historical adjustments absent after migration

4. Meal reimbursement rates matched incorrectly

5. Administrative review findings absent

6. Attachments not linked correctly

7. Schools/Sites not matched to the proper LEAs

8. User permissions mis-applied

9. Historical Reports produce different numbers

10. Ad Hoc Queries return inconsistent results

11. Data fields are truncated

12. Character conversion problems

13. Identify management permissions mapped incorrectly

14. Missing historical data

• Data integrity and auditability will be preserved

Regulatory Compliance Warranty The Supplier warrants that the Solution will:

System Availability and Continuity Expectations The Supplier shall ensure that the Solution supports continuous operations, including:

Configurability and Future Flexibility The Supplier shall ensure that the Solution:

Auditability and Traceability The Solution shall:

Training Requirements and/or Agency Self-Sufficiency/Knowledge Transfer The Supplier shall provide comprehensive training and knowledge transfer services to ensure that the Virginia Department of Education (VDOE) and all authorized system users are fully prepared to effectively use, administer, and support the Solution. Training and knowledge transfer activities shall be designed to promote user adoption, operational readiness, and long-term Agency self-sufficiency.

Training Approach The Supplier shall develop and execute a structured, role-based training approach aligned with VDOE business processes and the phased implementation of the Solution, including pilot deployment and statewide rollout.

The training approach shall:

· Address the needs of multiple user groups, including VDOE administrators, program staff, reviewers, program sponsors (LEAs, SFAs, Non-profit and For-profit organizations, Community Sponsors, RCCIs, and private schools)

· Incorporate real-world scenarios and workflows reflective of Child Nutrition Program operations

· Utilize a combination of instructor-led, hands-on, and self-paced training methods

· Support both initial system adoption and ongoing training needs

· Training Plan The Supplier shall develop a comprehensive Training Plan that includes, at a minimum:

· Identification of user roles and associated training requirements

· Training schedule aligned to project milestones and deployment phases

· Training delivery methods (e.g., in-person, virtual, recorded sessions)

· Training materials and resources

· Training environments to support hands-on learning

· Methods for evaluating training effectiveness

· VDOE estimates the following for Train-the-Trainer (TTT) training and Instructor-Led (IL) training:

· TTT: 10-20 participants over two-to-four sessions

· IL: VDOE: 20-40 participants over 4-8 sessions

· IL: Statewide LEA: 50-100 participants over 8-20 webinars/classroom sessions The Training Plan shall be submitted to VDOE for review and approval in accordance with the Due Date in the milestone table in Section 7 of this SOW, and prior to the commencement of training activities and updated as necessary throughout implementation.

Training Delivery The Supplier shall deliver training services to support all user groups, including:

· Instructor-led training sessions (in-person and/or virtual, as approved by VDOE)

· Hands-on training using realistic system scenarios and workflows

· Demonstrations of key system functionality and business processes

The Supplier shall support in-person training for key user groups during implementation, as requested by VDOE, to ensure effective knowledge transfer and user readiness prior to system deployment.

Training Materials The Supplier shall develop and provide comprehensive training materials, including:

· User guides based on system roles such as:

· System Administrator

· Program Administrator

· VDOE Financial/Claims Staff

· VDOE Compliance/Review Staff

· VDOE Reporting/Data Staff

· External LEA users

· School Nutrition Directors

· School/Site level users

· Quick reference guides, such as:

· Monthly Claims Submission Checklist

· Administrative Review Preparation Guide

· School Year Rollover checklist

· New Sponsor / New Site Setup Guide

· Data Correction Form / Submission Process

· Training presentations and job aids

· Recorded training sessions, where applicable

All training materials shall:

· Be provided in electronic format and reviewed and Accepted by VDOE

· Be suitable for ongoing use by VDOE

· Be updated as necessary to reflect system changes and enhancements

Train-the-Trainer and Knowledge Transfer The Supplier shall implement a train-the-trainer approach to support VDOE self-sufficiency. This shall include:

· Training designated VDOE personnel to serve as internal trainers

· Providing trainer-specific materials and guidance

· Supporting initial VDOE-led training sessions, as needed

In addition, the Supplier shall provide structured knowledge transfer to VDOE personnel responsible for system administration and support, including:

· System configuration and management

· User and role administration

· Reporting and data access

· Workflow and business rule configuration

· Monitoring, troubleshooting, and basic support procedures

· Knowledge transfer activities shall ensure that VDOE personnel can perform routine operational and administrative functions without reliance on the Supplier.

Post-Implementation Training and Support The Supplier shall:

· Provide ongoing access to training materials for new and existing users

· Support onboarding of new users following system implementation

· Provide updated training materials in conjunction with system updates and enhancements

Training Effectiveness The Supplier shall provide mechanisms to evaluate the effectiveness of training, including:

· Collection of user feedback

· Assessment of user readiness

· Identification and remediation of training gaps

· Training approaches and materials shall be adjusted as necessary to ensure successful adoption of the Solution.

Agency’s Security Requirements

The Supplier shall comply with all applicable security requirements for the Solution as defined by the Commonwealth of Virginia, the Virginia Information Technologies Agency (VITA), and the Virginia Department of Education (VDOE). These requirements are further detailed in Exhibit A – Requirements, including the Technical Requirements related to security, privacy, and system protection.

All security controls and practices implemented by the Supplier shall be designed to protect sensitive data, ensure system integrity, and support compliance with federal and state regulations governing Child Nutrition Program data.

Applicable Security Standards and Policies The Supplier shall comply with all applicable Commonwealth of Virginia and VITA security standards, policies, and guidelines, including but not limited to:

The Supplier shall ensure that the Solution remains compliant with all applicable security standards throughout the term of the Contract, including updates to such standards.

Access Control and Authentication The Supplier shall implement secure access controls for all users of the Solution, including:

Data Protection The Supplier shall ensure that all data within the Solution is protected in accordance with applicable security requirements, including:

All data shall be considered the property of the Commonwealth of Virginia and shall be protected accordingly.

Audit Logging and Monitoring The Solution shall:

System Security and Vulnerability Management The Supplier shall:

Incident Response and Reporting The Supplier shall:

Environment Security The Supplier shall ensure that all environments (Development, Test, Training, and Production):

Compliance and Audit Support The Supplier shall:

Security Updates and Continuous Compliance The Supplier shall ensure that:

Security and Technical Requirements in Exhibit A Detailed security, privacy, and technical requirements are defined in Exhibit A – Technical Requirements and are incorporated herein by reference. The Supplier shall ensure full compliance with all such requirements as part of the implementation and ongoing operation of the Solution.

Implementation Support Requirements

The Supplier shall provide implementation support services necessary to ensure a successful transition from the legacy SNPWeb system to the new Solution. These services shall include support activities required during data conversion, testing, pilot deployment, system rollout, and post-implementation stabilization. Implementation support requirements defined in this section are distinct from ongoing operations and maintenance services, which are addressed separately in the Contract.

Data Conversion and Migration Support The Supplier shall provide support for all data conversion and migration activities, including:

· Assistance with data extraction, transformation, and loading (ETL) processes

· Support for data validation, reconciliation, and error resolution

· Identification and resolution of data migration issues in coordination with VDOE

· Support for multiple migration cycles, including test conversions and final production migration

· The Supplier shall work closely with VDOE to ensure data accuracy, completeness, and auditability throughout the migration process.

· The Supplier shall document migration execution results, reconciliation findings, identified discrepancies, remediation actions, and migration validation outcomes.

Legacy System Transition and Parallel Operations The Supplier shall support…