EXHIBIT H- TRANSITION IN PLAN.pdf

EXHIBIT H: TRANSITION IN PLAN

1. TRANSITION IN PLAN

Transition Period: July 2027 to Dec 2027 (To be Determined) Primary Parties: Incoming Contractor, Outgoing Contractor, Cal ICH (State)

1. Purpose & Objectives

The purpose of this Transition In Plan is to ensure a seamless onboarding of the Incoming Contractor and transfer of operational ownership for all HDIS platforms, services, data management, and support functions from the Outgoing Contractor to the Incoming Contractor and Cal ICH staff.

Objectives

• Establish full operational readiness for HDIS and supporting platforms (Informatica IDMC & MDM, Snowflake, Tableau, Monitoring & Operations).

• Execute knowledge transfer with shadow → lead → own progression.

• Validate governance, security, compliance, and DR readiness.

• Maintain service continuity, meeting SLA commitments throughout the transition.

• Complete licensing transitions and vendor relationship handoffs with no interruption.

2. Scope

This plan covers Transition In for the following domains (aligned to Transition Out areas):

1. Project Management & Governance

2. HDIS Platform Management / Managed IT

3. Informatica IDMC (Intelligent Data Management Cloud)

4. Informatica MDM (on-prem)

5. Snowflake Data Platform

6. Tableau Cloud

7. Software Licensing

8. HDIS Data Management (quarterly refresh process)

9. Contract Initiation & Compliance Readiness

10. Cutover & Post-Transition Stabilization

3. Transition Period

• Transition period is July 2027 – December 2027, with Incoming Contractor shadowing Q1 load (July) and owning Q2 load (Aug–Oct 2027) per Transition Out plan.

• Outgoing Contractor continues support during transition per contractual terms and provides all documentation, runbooks, SOPs, and system configurations.

• Cal ICH approves entry/exit criteria and transition acceptance deliverables.

• Access provisioning (AD/Okta, RBAC in Snowflake/IDMC/MDM/Tableau) will be pre-authorized by

Cal ICH.

• Licensing constraints (OEM-bound licenses such as Datto) may require replacement strategy coordinated with Cal ICH.

4. Governance & Roles

4.1 Key Roles

• Cal ICH (State): Sponsor, approvals, compliance oversight, environment owner.

• Incoming Contractor: Operational lead; implements configurations, processes, and support ownership.

• Outgoing Contractor: Knowledge transfer provider; continues service delivery during shadow phase; delivers all artifacts.

4.2 RACI (Summary)

Workstream Responsible (R)

Accountable (A)

Consulted (C)

Informed (I)

Project Mgmt. & Governance Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

Managed IT / HDIS Platform Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

IDMC

Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

MDM (on-prem) Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

Snowflake Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

Tableau Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

Licensing Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

Data Management Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

Compliance & Contract Initiation Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

Cutover & Stabilization Incoming Contractor

Cal ICH Outgoing Contractor

Stakeholders

5. Timeline & Milestones (July–Dec 2027)

• July 2027: Kickoff, access provisioning, documentation validation; Incoming Contractor shadows Q1 data load; governance cadence established.

• Aug–Oct 2027: IC leads Q2 data load; platform configuration, RBAC, monitoring, DR validation;

licensing updates; dashboards QA/release.

• Nov 2027: Full run-through of all operational cycles, audit readiness, SLA validation, sign-offs on workstreams; cutover rehearsals.

• Dec 2027: Full cutover; Outgoing Contractor contract closeout complete; Incoming Contractor assumes 100% ownership with stabilization period and post-cutover support.

6. Entry & Exit Criteria

Entry Criteria

• Cal ICH-approved Transition In Plan and RACI.

• Incoming Contractor has baseline access to all systems (IDMC, MDM, Snowflake, Tableau, AD/

Okta, Jira/GitHub/AWS).

• Outgoing Contractor delivers comprehensive documentation packages and runbooks.

Exit Criteria (per workstream)

• Incoming Contractor demonstrates independent execution of processes (loads, patching, monitoring, DR).

• All SOPs, configurations, and knowledge bases validated and stored in State repository.

• SLA reporting and alerting operational, with tested escalation paths.

• Cal ICH sign-off for each artifact set and final Transition In Report.

7. Communication Plan

• Cadence: Weekly Transition Stand-up; Bi-weekly Workstream Deep Dives; Monthly Steering Committee.

• Artifacts: Status report, risk log, decision log, action tracker, issues register, change log.

• Channels: Teams (meetings, chat), Jira (work items), SharePoint (documents), Email (formal notices).

• Escalation: Workstream lead → Incoming Contractor PM → Cal ICH Sponsor

8. Risk & Issue Management

• Key Risks: Access delays, license transfer constraints, data quality issues in Q2, DR gaps, RBAC misconfiguration.

• Mitigation: Early access checklist; vendor engagement plan; dual-run validation; DR tabletop and failover test; RBAC peer review.

• Tracking: Risk log with impact/probability, owner, mitigation, ETA; weekly review.

9. Quality & SLA Management

• SLA Metrics: Data load timeliness, ingestion success rate, incident response & resolution time, dashboard availability/refresh SLAs, patch compliance.

• Quality Gates: Pre-load checks, post-load validations (record counts, referential integrity, null thresholds), QA → Prod promotion checklists, DR test evidence.

• Reporting: Monthly SLA dashboard; incident metrics; platform performance and cost optimization reports.

10. Detailed Workstreams & Activities

Note:

• Task numbers are aligned to the Transition Out Plan, with Transition In counterparts and acceptance criteria.

• Shadow/lead notes included where applicable.

10.1 Project Management & Governance

Task No.

Transition In Activity Deliverable / Acceptance Owner Target Date

Conduct onboarding briefing;

validate documentation, Transition In/Out timelines

Signed Documentation Validation Checklist

Incoming Contractor / Outgoing Contractor / Cal ICH

7/16/27

Configure Jira (projects, boards, workflows), import sprint/backlog;

set roles

Jira Configuration Runbook + access matrix

Incoming Contractor 7/30/27

Establish meeting cadences & governance (Steering Committee, workstreams)

Published Calendar & Charter

Incoming Contractor / Cal ICH

7/30/27

Build an integrated project schedule with milestones/risks/ dependencies

Baseline MSP/Smartsheet schedule approved

Incoming Contractor 7/30/27

Adopt M&O deliverables, assign future owners

M&O Ownership Map Incoming Contractor 7/30/27

Catalog external support/ compliance efforts

Compliance Support Register

Incoming Contractor 7/30/27

Transition tracking & closeout (by workstream)

Signed Workstream Acceptance (IC/Cal ICH)

Incoming Contractor 7/1–11/30/

10.2 HDIS Platform Management (Managed IT)

Task No.

Transition In Activity Deliverable / Acceptance Owner Target Date

Import HDIS topology; verify environments & connectivity

Platform Topology Diagram verified

Incoming Contractor

7/30/

2 Implement security tools & SOPs (Datto/ Security SOPs active; alerts Incoming 7/30/

Task No.

Transition In Activity Deliverable / Acceptance Owner Target Date

SentinelOne/BlackPoint or replacements) tested Contractor 27

3 Configure AD/Okta structure; access review Access Governance Report Incoming Contractor

7/30/

Activate onboarding/offboarding workflow;

verify access logs

Workflow documentation; handoff checklist; user access lists

Incoming Contractor

7/30/

Validate DR runbook; schedule DR test;

rollback verified

DR Test Evidence & Rollback Plan

Incoming Contractor

7/30/

Implement patching cadence & compliance reporting

Patching Compliance Dashboard Incoming Contractor

7/30/

7 Stand-up monitoring & alert thresholds;

Monitoring Architecture & On-call Roster

Incoming Contractor

7/30/

Assume Helpdesk; SLAs; CoC outreach process

Helpdesk SOP & SLA Matrix Incoming Contractor

7/30/

Adopt full M&O routines/runbooks;

acceptance tests

M&O Sign-off Incoming Contractor

7/30/

10 Workstream closeout Cal ICH Approval Incoming Contractor

7/30/

10.3 Informatica IDMC

Task No.

Transition In Activity Deliverable / Acceptance Owner Target Date

Configure IDMC environments per handoff

IDMC Config Guide (Validated) Incoming Contractor

7/30/27

Implement RBAC; access review & approvals

RBAC Matrix & Audit Trail Incoming Contractor

7/30/27

Deploy file management scripts; unit tests

Script Inventory + Test Evidence Incoming Contractor

8/13/27

Document/validate quarterly load task flows

Task Flow Docs + Timing Map Incoming Contractor

8/13/27

Implement SPM task flows & control points

SPM Flow Diagrams Incoming Contractor

8/13/27

Stand-up exception handling & alerting

Exception scenarios; remediation steps; alerting logic

Incoming Contractor

8/13/27

Configure service accounts; rotation policy

Service Account Register Incoming Contractor

8/13/27

Adopt M&O dashboards; ticketing (Informatica Support)

M&O SOPs & Escalation Matrix Incoming Contractor

8/13/27

Transition In Activity Deliverable / Acceptance Owner Target Date

Validate GitHub integration;

branching; permissions

Source Control Standards Incoming Contractor

8/13/27

Execute code migration process & approvals

Migration Checklist & Approvals Incoming Contractor

8/13/27

11 Workstream closeout Cal ICH Approval Incoming Contractor

8/15/27

10.4 Informatica MDM (On-Prem)

Task No.

Transition In Activity Deliverable / Acceptance Owner Target Date

Review & adopt MDM upgrade runbook;

rollback tested

Upgrade SOP + Test Evidence

Incoming Contractor

7/30/27

Validate system configuration (env, params, data model)

Config Reference Guide Incoming Contractor

7/30/27

3 Apply RBAC; provisioning & audit process Role Matrix & Audit Logs Incoming Contractor

8/13/27

Validate match/merge rules; trust scores;

schedule

Match/Merge Documentation

Incoming Contractor

8/13/27

Build support playbook; triage & resolution matrix

Support Playbook Incoming Contractor

8/13/27

6 Inventory service accounts & rotation Account Inventory Incoming Contractor

8/13/27

Establish quarterly refresh calendar & validation

Refresh Calendar & Validation SOP

Incoming Contractor

8/13/27

Adopt M&O routines, dashboards & escalation

M&O Sign-off Incoming Contractor

8/13/27

9 Workstream closeout Cal ICH Approval Incoming Contractor

8/15/27

10.5 Snowflake Platform

Task No.

Transition In Activity Deliverable / Acceptance Owner Target Date

Configure identity access (RBAC), MFA, groups

Access Strategy & MFA Evidence

Incoming Contractor

8/6/27

2 Enable monitoring & SLAs; alerts Monitoring Dashboard + SLAs

Incoming Contractor

8/6/27

3 Validate environment architecture & Architecture & Metadata Map Incoming 8/6/27

Transition In Activity Deliverable / Acceptance Owner Target Date metadata Contractor

Service accounts inventory & credential mgmt.

Service Account Register Incoming Contractor

8/6/27

Assume pipeline orchestration; SLA monitoring

Pipeline Docs & Orchestration SOP

Incoming Contractor

8/6/27

Implement data security (masking, encryption)

Security Policy Pack Incoming Contractor

8/6/27

Prepare for 3rd-party audit; response playbook

Audit Readiness Checklist Incoming Contractor

8/6/27

Cost & performance optimization policies

Cost Model & Tuning Reports

Incoming Contractor

8/6/27

Quarterly refresh calendar & reconciliation

Refresh & Reconciliation Checklist

Incoming Contractor

8/6/27

10 Adopt M&O runbooks & escalation M&O Sign-off Incoming Contractor

8/6/27

11 Workstream closeout Cal ICH Approval Incoming Contractor

8/10/27

10.6 Tableau Cloud

Task No.

Transition In Activity Deliverable / Acceptance Owner Target Date

Provisioning & deactivation process; access governance

Provisioning SOP & Governance

Incoming Contractor

8/13/27

2 Catalog & validate HDIS Work Products Dashboard Catalog Incoming Contractor

8/13/27

Validate dashboard logic, calcs, filters, business rules

Logic Mapping Docs Incoming Contractor

8/27/27

Permissions matrix & landing page experience

Permissions & UX Matrix Incoming Contractor

8/13/27

Data source connections & refresh schedules

Connection Map + Schedules

Incoming Contractor

8/13/27

Maintenance calendar; DR/failover readiness

Maintenance & DR Checklist

Incoming Contractor

8/13/27

7 QA/validation playbook; sign-off checklist QA Playbook & Checklist Incoming Contractor

8/13/27

8 Support guide; resolution flows & escalation Support Guide Incoming

8/13/27

Transition In Activity Deliverable / Acceptance Owner Target Date

10 Adopt M&O routines & runbooks M&O Sign-off Incoming Contractor

8/6/27

11 Workstream closeout Cal ICH Approval Incoming Contractor

8/30/27

10.7 Software Licensing Transition

Task No.

Transition In Activity Deliverable / Acceptance

Owner Target Date

1 Validate license inventory & terms Master License Tracker

(IC)

Incoming Contractor / Outgoing Contractor

9/3/27

Transition month-to-month licenses (AWS, Jira, GitHub)

Admin & Billing Transfer Evidence

Incoming Contractor 9/3/27

OEM-bound licenses replacement plan (Datto, etc.)

Replacement Strategy & 30-day Plan

Incoming Contractor / Cal

ICH

9/3/27

Import security monitoring configurations

Security Config Summary

Incoming Contractor 9/3/27

5 Cal ICH approval of replacement path Approved Decision Record

Cal ICH 9/3/27

Review annual expirations (Tableau, IDMC, Snowflake, Okta)

Renewal Timeline & Guidance

Incoming Contractor 9/3/27

Finalize transfer/renewal (WOA/ continuation)

Legal & Financial Docs Incoming Contractor / Cal

ICH

9/3/27

8 Confirm discount impacts & budgeting Cost Forecast Incoming Contractor 9/3/27

9 Complete WOA/payment updates Financial Transition Docs

Incoming Contractor 9/3/27

Document vendor contacts, renewals, support

Vendor Contact Handoffs

Incoming Contractor 9/3/27

10.8 HDIS Data Management (Quarterly Refresh)

Shadow Q1 (July). IC runs Q2 (Aug–Oct 2027).

Task No.

Transition In Activity Deliverable / Acceptance

Owner Target Window

CoC data upload SOP;

communications; run Q2 intake

CoC Submission SOP + Comm Plan

Incoming Contractor (Outgoing Contractor shadows Q1)

Jul–Oct

Snowflake data load (encryption, movement, storage)

Load Sequence Docs & Path Map

Incoming Contractor Jul–Oct

Transition In Activity Deliverable / Acceptance

Owner Target Window

File validation (structure, naming, pre-load checks)

File Validation Checklist

Incoming Contractor Jul–Oct

Post-load QA (counts, nulls, referential, QA→Prod)

QA Validation Evidence

Incoming Contractor Jul–Oct

Data refinement (business rules & transforms)

Transformation Logic Docs

Incoming Contractor Jul–Oct

Data mastering workflow (dedupe, entity resolution)

MDM Match/Trust Reports

Incoming Contractor Jul–Oct

Data warehouse load (order, dependencies, exceptions)

DW Load & Exception SOP

Incoming Contractor Jul–Oct

8 SPM load sequence & mappings SPM Load Docs Incoming Contractor Jul–Oct

Data lake refresh (ZCC schedule, versioning, retention)

DL Refresh & Retention SOP

Incoming Contractor Jul–Oct

Dashboard release cycle (QA/ Prod, publication)

Release Checklist & Sign-offs

Incoming Contractor Jul–Oct

Work product updates post-quarterly release

Work Products Release Pack

Incoming Contractor Jul–Oct

Troubleshooting guide for ingestion/transform/reporting

Troubleshooting Playbook

Incoming Contractor Jul–Oct

10b Adopt M&O tasks & documentation

M&O Sign-off Incoming Contractor 10/30/27

11b Workstream closeout Cal ICH Approval Incoming Contractor 11/15/27

10.9 Contract Initiation & Compliance Readiness

Task No.

Transition In Activity Deliverable / Acceptance

Owner Target Date

Confirm roles & responsibilities (State vs Contractor)

Transition In RACI Incoming Contractor / Cal ICH 7/9/27

Joint support coverage during transition

Support Calendar & Coverage Plan

Incoming Contractor / Outgoing Contractor

7/1–11/ 30/27

Execute training & OJT; populate knowledge repositories

Training Schedules & Repo Links

Incoming Contractor / Outgoing Contractor

7/1–11/ 30/27

Finalize design/config deliverables; sign-offs

Final Design Package Incoming Contractor 7/1–11/ 30/27

Entry & exit criteria for Transition In

Criteria Checklist (Approved)

Incoming Contractor / Cal ICH 7/1–11/ 30/27

Transition In Activity Deliverable / Acceptance

Owner Target Date

Supporting documentation for all transition tasks

SOPs, Guides, Diagrams centralized

Incoming Contractor 7/1–11/ 30/27

Data retention/destruction for superseded assets

Sanitization Certificates

Outgoing Contractor (w/ Incoming Contractor oversight)

7/1–11/ 30/27

Full cutover schedule & Transition In Report

Cutover Timeline + Final Report

Incoming Contractor 11/30/

10 Tracking tools for status & issues Live Status Board & Notifications

Incoming Contractor 7/1–11/ 30/27

11 Transition risk assessment Risk Log & Mitigation Plan

Incoming Contractor 7/1–11/ 30/27

12 Post-transition support Stabilization Plan (Dec 2027)

Incoming Contractor 12/ 1–12/ 31/27

11. Cutover Plan (High-Level)

1. Go/No-Go Readiness Review: Verify all workstream exit criteria met; confirm staffing and blackout windows.

2. Pre-Cutover Tasks: Freeze non-critical changes, backup configs, confirm DR availability.

3. Cutover Window: Transition ownership of runbooks, support queues, admin roles, vendor contacts, billing.

4. Validation: Run smoke tests (access, monitoring alerts, pipeline triggers, dashboard availability).

5. Contingency: Rollback steps per DR and change calendar; Outgoing Contractor standby support.

6. Sign-off: Cal ICH formal acceptance; publish Transition In Report.

12. Post-Transition Stabilization (Dec 2027)

• Hypercare: Incoming Contractor provides elevated support coverage and faster SLAs.

• Operational Reviews: Weekly health checks on ingestion success rate, incident trends, platform performance/costs.

• Continuous Improvement Backlog: Document improvement opportunities (automation, governance, cost optimization).

• Final Acceptance: Cal ICH signs off on stabilization completion.

13. Appendices

Appendix A – Detailed RACI (Task-Level)

Appendix B – Document Index

• System Architecture & Topology

• SOPs (M&O, DR, Patching, Helpdesk, Onboarding/Offboarding)

• Platform Configurations (IDMC, MDM, Snowflake, Tableau)

• Security Policies (RBAC, MFA, Masking, Encryption, ZCC)

• Runbooks (Loads, Exception Handling, Code Migration)

• QA & Validation Checklists (Pre-/Post-load, QA→Prod)

• Licensing Tracker & Vendor Contact Sheet

• Risk Log, Issue Register, Decision Log, Change Log

• Training Materials & Knowledge Base Links

14. Signatures

• Cal ICH Representative: Date: __

• Incoming Contractor (IC) Representative: Date: __

• Outgoing Contractor (OC) Representative: Date: __

Appendix A – Detailed RACI (Task-Level)

Workstream / Task Responsible (R) Accountable (A)

Consulted (C) Informed (I)

Project Mgmt – Transition briefing & docs

Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

Project Mgmt – Jira handoff Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

HDIS Platform – Security software review

Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

HDIS Platform – DR process review Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

IDMC – Config handoff Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

IDMC – RBAC review Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

MDM – Upgrade runbook handoff Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

Snowflake – Identity & security handoff

Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

Tableau – Dashboard logic handoff Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

Licensing – Inventory & transfer Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

Data Mgmt – Quarterly refresh handoff

Outgoing Contractor

Cal ICH Incoming

Stakeholders

Workstream / Task Responsible (R) Accountable (A)

Consulted (C) Informed (I)

Contract Closeout – Risk assessment Outgoing Contractor

Cal ICH Incoming Contractor

Stakeholders

Appendix B – Document Index

• System Architecture & Topology

◦ HDIS platform diagrams

◦ Snowflake environment architecture

◦ Tableau dashboard architecture

• Configuration Guides

◦ IDMC environment setup

◦ MDM configuration reference

◦ RBAC matrices for all platforms

• Runbooks & SOPs

◦ Data load sequences (Snowflake, IDMC, MDM)

◦ Exception handling playbooks

◦ DR procedures and rollback plans

◦ Monitoring & alerting SOPs

• Security Policies

◦ MFA and RBAC enforcement

◦ Data masking and encryption standards

• Operational Documentation

◦ M&O schedules and escalation paths

◦ Helpdesk workflows and SLA matrices

• Source Control

◦ GitHub repositories and branching strategy

• Licensing

◦ Master license tracker

◦ Vendor contact sheet

• Compliance

◦ Audit readiness checklists

◦ Risk logs and mitigation plans

• Training Materials

◦ Knowledge transfer session decks

◦ Recorded sessions