Exhibit L - Deliverables.pdf

Exhibit L – Deliverables

HHS RFO No. HHS0014612v2

EXHIBIT L

DELIVERABLES

RFO No. HHS0014612v2

Exhibit L RFO No. HHS0014612v2 Page 2 of 11

DSHS will process payment for each Deliverable upon written acceptance by DSHS. DSHS will review and provide the Contractor with DSHS’ written notice of acceptance of the Contractor’s

Services, performance and Deliverables as being in compliance with the standards of performance, key performance measures and all other requirements of this Contract.

Del # Deliverable Name Deliverable Description Deliverable Due

Date

DEL-01 Project Kickoff

Presentation

A presentation, coordinated and facilitated by the Contractor, to familiarize Project team members with the Project. The presentation must include the following topics:

a. Project Schedule (high level);

b. objectives and definitions;

c. process;

d. artifacts;

e. roles and responsibilities;

f. keys to success;

g. next steps;

h. questions and answers

(Q&A); and

i. resources (including an updated organizational chart).

On or before ten (10)

Business Days after the Contract Effective

Date.

DEL-02 Project Plan The Project Plan must include:

a. Transition Plan;

b. Project Schedule;

c. Configuration Management;

d. Support and Maintenance

Plan;

e. Weekly Written Status

Reports;

f. Monthly Consolidated

Status Reports; and

On or before seven

(7) Business Days following the

Contract Effective

Exhibit L RFO No. HHS0014612v2 Page 3 of 11

Del # Deliverable Name Deliverable Description Deliverable Due

Date

g. Disaster Recovery Testing

Procedures.

The Project Plan will be updated as required by DSHS and provided to

DSHS to ensure the Project is completed successfully and on time.

DEL-02a Transition Plan The Transition Plan outlines the activities necessary for a seamless transition of services (when

Contractor takes over services from the incumbent service provider) to occur between the Contract

Effective Date and the commencement of Phase II -

Operations. The plan will include:

a. A timeline for the transition to be reviewed and approved by DSHS staff how the

Contractor will transition knowledge from the incumbent service provider to Contractor personnel to fully support the requirements of the

Contract;

b. Establishment of the

Contractor's project management office;

c. On-boarding of the project personnel;

d. On-boarding and/or transfer of technical resources; and

e. Completing the knowledge transfer from the incumbent service provider; and perform all transition activities.

See DEL-02 (Project

Plan).

Exhibit L RFO No. HHS0014612v2 Page 4 of 11

Deliverable Due

Date

DEL-02b Project Schedule The Contractor will provide and keep current a Project Schedule using Microsoft Project (MS

Project) that includes all agile

Project Sprints and Jira Software

Sprint tasks (including references to required plans and documents), activities performed by DSHS and the Contractor, the critical path, dependencies, Work Product, and results.

The Project Schedule will be updated and provided to DSHS

Program Manager (PM) weekly showing JIRA Sprint and task percent completion, variances, changes in scheduled tasks, and any other Project Schedule related changes.

Initial Project

Schedule is due with the Project Plan

(DEL-02).

Updated weekly, thereafter.

DEL-02c Configuration

Management

The Configuration Management document will provide analytics, management techniques, and supporting tools for managing

Project standards, controls and documentation for all Project Sprint

Products for which the Contractor will be responsible. The Contractor must document and report on SRs in Jira to:

a. Ensure Work Products conform to requirements;

b. Ensure changes are properly evaluated, authorized, and implemented;

Exhibit L RFO No. HHS0014612v2 Page 5 of 11

Deliverable Due

Date

c. Ensure all information, data, and necessary documents are kept current, and in a shared location (i.e., SharePoint); and

d. Ensure that prior to each

Sprint’s user acceptance testing (UAT) phase, the

Contractor’s quality assurance (QA) resources, and the program will baseline the test scenarios that will be executed during the UAT phase.

When reporting UAT results categorize them based on the criteria below for quality health of delivery:

• Green: Less than fifteen

(15%) failed test scenarios;

• Yellow: Failed scenarios between fifteen (15%) and twenty-five (25%); and

• Red: More than twenty-five

(25%) failed test scenarios or any critical issue reported.

DEL-02d Support and

Maintenance Plan

The Support and Maintenance Plan must outline the Contractor’s strategies and procedures for maintaining and supporting TCT as well as ensure reliability, security and optimal performance of TCT.

At a minimum, the maintenance

Exhibit L RFO No. HHS0014612v2 Page 6 of 11

Deliverable Due

Date and support plan must include the

Contractor’s approach to:

a. Management of maintenance service request

(SR), production support requests (PSR), information requests and outage requests;

b. Integration of current DSHS processes and standards;

c. Processes for providing maintenance SR support for

DSHS TCT;

d. PSR work processes;

e. Work processes associated with TCT outage requests;

f. Work processes related to incident root cause analysis;

and

g. Software updates and patches; and System monitoring.

DEL-02e Weekly Written

Status Reports

The Contractor must provide the

Weekly Written Status Reports, in a format approved by the DSHS program manager, which at a minimum will include the progress of Deliverables and resolutions to any issues identified by the

Contractor and DSHS staff.

The Weekly Written Status Reports will report progress against the

Project Schedule and must include:

During the Transition

Phase and continued in Operations these reports are due weekly, beginning the first (1st) full week of the

Transition Phase.

Commences seven

(7) Business Days following the

Contract Effective

Exhibit L RFO No. HHS0014612v2 Page 7 of 11

Deliverable Due

Date

a. Contractor’s completed SRs;

b. Contractor’s SRs in progress;

c. Contractor’s work to be initiated during the next week;

d. Assessment of progress against, each SR and the percent completed with details of any slipping tasks;

and

e. Issues requiring DSHS attention which include:

1. Problems that may delay completion of scheduled

Deliverables;

2. Failure or inadequacy of the Contractor in the performance of a contracted Service;

3. Failure or delay of

Contractor or DSHS to perform a SR task;

4. Open issues;

5. Age of open project issues;

6. Number of Defects;

7. High priority risks with mitigation plan;

8. Quality measures

(success criteria achieved compared to success criteria planned);

9. Implementation and technical performance criteria;

Exhibit L RFO No. HHS0014612v2 Page 8 of 11

Deliverable Due

Date

10. Failure, delay or inadequacy of the

Contractor to DSHS in the performance of the respective obligations that may delay completion of scheduled

Deliverables;

11. Proposed corrective actions(s) for each issue reported; and

12. Other information requested by DSHS.

DEL-02f Monthly

Consolidated Status

Reports

The report must provide Monthly

Consolidated Status Reports that must include:

a. service metrics report that indicates whether or not the target metrics for each priority level has been met;

b. SR ticket report that:

1. Identifies relevant details for every SR entered and worked during the previous month, grouped by SR type.

2. Provides HHS IT the ability to view tickets and generate ad hoc reports.

c. Maintenance and enhancement scheduling report that includes a 90-

Business Day projection of planned scheduled maintenance and enhancement work.

During the Transition

Phase and continued in Operations these reports are due on or before the tenth

(10th) Calendar Day of each month.

Exhibit L RFO No. HHS0014612v2 Page 9 of 11

Deliverable Due

Date

DEL-03 Readiness

Assessment Plan

The Contractor must provide a

Readiness Assessment Plan that:

a. Describes how the results of the readiness assessment will be collected and presented to

DSHS to include recommended approaches to resolve any identified problems;

b. Ensures the Contractor’s ability to support incident management;

c. Assesses each user’s ability to deliver services, in terms of users’ ability to successfully log in and use TCT; and

d. Describes the readiness of business procedures, reporting, and secure data export.

On or before seven

(7) Business Days following the

Contract Effective

Date.

DEL-04 Readiness

Assessment Results

Report

The Contractor must provide a

Readiness Assessment Results

Report which confirms:

a. All users have been identified, on-boarded, trained, and registered (logins created);

and

b. Receipt of DSHS written approval of Contractor’s transition and readiness for full operations.

At least two (2) weeks prior to

Operations as specified by DSHS.

DEL-05 Turnover Plan The Turnover Plan shall be a comprehensive document detailing the proposed schedule, activities, and resource requirements

On or before the one-hundredth and eightieth (180th)

Calendar Day

Exhibit L RFO No. HHS0014612v2 Page 10 of 11

Deliverable Due

Date associated with turnover tasks. The

Turnover Plan must include:

a. A schedule for turnover activities, with timelines and milestones specified for key tasks;

b. A staffing plan to support turnover tasks, including knowledge transfer activities;

c. A description of the roles and responsibilities of

Contractor personnel, including subcontractors, during the Turnover Phase;

d. The method for identifying all data, assets, and intellectual property to be turned over;

e. A risk register for the turnover activities that identifies potential risks, prioritizes the risks based on probability and impact, and establishes appropriate risk mitigation strategies;

f. A communication plan to facilitate interaction between Contractor and the incoming service provider or DSHS during the turnover activities; and

g. Any assumptions and dependencies.

The Turnover Plan must be approved, in writing, by DSHS.

following the

Contract Effective

Date.

Updated annually on or before January 1st.

DEL-06 System Security

Plan (SSP)

Develop, execute, maintain and deliver for DSHS approval, a

The initial SSP must be submitted for

Exhibit L RFO No. HHS0014612v2 Page 11 of 11

Deliverable Due

Date

System Security Plan (SSP) to document the current level of security controls within the

Contractor’s solution that protects the confidentiality, integrity and availability (CIA) of the solution and its information. Specific SSP security control requirements are located in Exhibit I, HHS

Information Security and Privacy

Requirements, and further guidance located on the HHS

Vendor Resources site located at:

https://www.hhs.texas.gov/business

/contracting-hhs/vendor-resources.

DSHS approval on or before twenty-one

(21) Calendar Days following the

Contract Effective

Date. The SSP is a living document and will be updated no less than annually as part of the

Contractor’s risk assessment.

https://www.hhs.texas.gov/business/contracting-hhs/vendor-resources https://www.hhs.texas.gov/business/contracting-hhs/vendor-resources