I_Non-Functional Requirements RTM.xlsx
XLSX spreadsheet 123 KB Posted
- Attached to
- DCYF Enterprise Payment Solution
- Solicitation number
- 24-DCYF-CS-081
- Issued by
- Adams County, Asotin County, Benton County, Chelan County, Clallam County, Clark County, Columbia County, Cowlitz County, Douglas County, Ferry County, Franklin County, Garfield County, Grant County, Grays Harbor County, Island County, Jefferson County, King County, Kitsap County, Kittitas County, Klickitat County, Lewis County, Lincoln County, Mason County, Okanogan County, Pacific County, Pend Oreille County, Pierce County, San Juan County, Skagit County, Skamania County, Snohomish County, Spokane County, Stevens County, Thurston County, Wahkiakum County, Walla Walla County, Whatcom County, Whitman County, Yakima County, Asotin City, Clarkston City, Clarkston Heights-Vineland CDP, West Clarkston-Highland CDP, Benton City, Chelan City, Chelan Falls CDP, Clallam Bay CDP, Lewisville CDP, Rock Island City, Pacific Beach CDP, Whidbey Island Station CDP, Mercer Island City, Pacific City, Bainbridge Island City, Kingston CDP, Kitsap Lake CDP, Kittitas City, Klickitat CDP, Okanogan City, Anderson Island CDP, Fort Lewis CDP, Fox Island CDP, Herron Island CDP, Ketron Island CDP, North Fort Lewis CDP, Raft Island CDP, Stevenson City, Hat Island CDP, Lake Stevens City, Snohomish City, Spokane City, Spokane Valley City, Puget Island CDP, Garfield Town, Yakima City, Washington
About this file
This is a non-functional requirements traceability matrix document for the Washington State Department of Children, Youth, and Families (DCYF) Enterprise Payment Solution (DEPS) project, RFP No. 24-DCYF-CW-081. The document outlines comprehensive implementation and performance requirements across 11 key areas: project management, requirements validation, solution design and development, data migration, testing, user training, SaaS solution provisioning, cutover/decommission, maintenance and operations, knowledge transfer, and deliverables. The matrix includes detailed service level requirements (SLRs) covering system availability, performance metrics, incident resolution timeframes, disaster recovery, enhancement delivery, and customer satisfaction targets.
The document specifies critical performance targets including 99.90% system availability, average response times of 2 seconds for 95% of transactions, incident resolution times of 4 hours for critical issues, and disaster recovery objectives of less than 0.5 hours with no data loss. The requirements emphasize the need for comprehensive security measures, detailed documentation, thorough testing protocols, and structured knowledge transfer processes. The matrix serves as both a compliance checklist for vendors responding to the RFP and a framework for measuring ongoing performance once the solution is implemented. Each requirement is marked as either "Required" or "Preferred" and vendors must indicate whether they will meet each requirement with a "Y" or "N" response, providing justification for any requirements they cannot meet.
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Introduction
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
| Introduction |
| This document captures the Implementation and Performance Non-Functional Requirements for the Department of Children Youth and Families' (DCYF's) DEPS Project. This document should be used in conjunction with the General System Design (GSD) report which documents the principles and guidelines for the DEPS future solution architecture. |
The Implementation and Performance Non-Functional Requirements document contains the following sections:
1) Introduction
2) Instructions
3) Non-Functional Implementation Requirements (tabs I1-11)
4) Non-Functional Performance Requirements (tabs P1 and P2)
Within the Implementation Requirements, the requirements are categorized by area as detailed below. Each category has its own tab in this workbook.
| ID | Section Title | Tab # |
| I | Implementation Requirement Section | |
| I1 | Project Management | 3 |
| I2 | Requirements Validation | 4 |
| I3 | Solution Design & Development | 5 |
| I4 | Data Migration | 6 |
| I5 | Testing | 7 |
| I6 | User Training | 8 |
| I7 | SaaS (solution provisioning) | 9 |
| I8 | Cutover | Decommission | 10 |
| I9 | Maintenance & Operations | 11 |
| I10 | Knowledge Transfer | 12 |
| I11 | Deliverable List | 13 |
| P | Performance Requirement Section | |
| P1 | Incident and Defect Priority | 14 |
| P2 | Service Levels | 15 |
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Respondent Instructions
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
| Respondent Instructions |
| This workbook contains Requirements for the DEPS system. The response codes below should be used by Vendors to indicate the fit of its solution to the State Requirements specified in this workbook. |
This template must be completed and submitted as an MS Excel file as part of the response to this RFP.
| Responses | Definition |
| Response Code: Y or N -- Will this Non-Functional Requirement be met by your solution? | Indicate whether the requirement, as currently written, will be met by the Respondent's proposal. Respond Y=Yes or N=No. |
| Vendor Justification for Not Meeting Requirement, if applicable | If the Vendor Response Code is "N," the Vendor is required to provide an explanation for not meeting the requirement. |
| Additional Comments | Additional comments. (Not Required). The Vendor may include additional comments at their discretion. |
Do not edit this worksheet.
I1 Project Management
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
Project Management
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| I1.1 | Provide, at minimum, one full-time Project Manager (PM) to represent the Vendor in the management of the Project and interfacing with the State Project Manager (SPM) in any decisions relating to the Project. Vendor PM should be PMI certified (e.g., PMP, PMI-ACP). | X | Required | |||
| I1.2 | Provide project management oversight for the project and track project artifacts, processes, and performance per industry best practices. Work with Vendor PM to meet the State expectations for conduct of the project management. | X | Required | |||
| I1.3 | Provide a robust Project Management methodology founded on industry best practices and covering all key project management processes. DCYF prefers an Agile project management methodology but is open to other proposed approaches. | X | Required | |||
| I1.4 | Develop, revise, and maintain a formal Project Management Plan (PMP) that includes the following key components: |
A. Project Schedule B. Implementation Plan C. Risk Management Plan: including Issue and Risk identification, quantification of impact, monitoring, and mitigation plans D. Change Management Plan: describing change management processes and including change request template, impact analysis template, request approval process, and processes for management and tracking of change requests E. Deliverable review/acceptance process, and other acceptance criteria F. Requirements Management Plan: including process and tools for functional and technical requirements tracking, maintenance, and traceability (e.g., to test scenarios/cases) in a Requirements Traceability Matrix (RTM) G. Quality Management H. Resource Management: of Vendor and subcontractor resources I. Project success evaluation criteria and Project close-out activities J. Identification and management of relationships to other IT or business efforts K. Status Report template(s): including deliverable status reports, issues, risks, plan vs. actual status, etc. as identified by the State L. Status and other reporting activities as identified by the State
| M. Tools to be used for all project management processes (e.g., change management, documentation management, issue/risk management, etc.) | X | Required | |||
| I1.5 | Assume and lead all day-to-day management of all Vendor personnel, including subcontractor personnel, and development of deliverables related to the required service. | X | Required | ||
| I1.6 | Conduct project management activities throughout the life of the Project, maintaining current planning documents and executing the associated plans. | X | Required | ||
| I1.7 | Escalate items to the project governance (e.g., Steering Committee) for awareness and decision-making. | X | Required | ||
| I1.8 | Participate in governance committee meetings upon request, and present project status. | X | Required | ||
| I1.9 | Adhere to Service Level Requirements as described in P2 Service Level Targets. | X | Required | ||
| I1.10 | Conduct project oversight activities and ensure contract compliance. | X | Required | ||
| I1.11 | Interface with and support requests from Independent Project Oversight and Independenant Verification and Validation (IV&V) Consultant(s) contracted by the State. | X | Required | ||
| I1.12 | Risk Management: Identify, document, provide, and implement risk mitigation measures and contingency plans as high-priority risks are identified and monitored, as documented in the Project Management Plan (PMP) and agreed upon by the State. Includes participation in a monthly project risk assessment meeting. | X | Required | ||
| I1.13 | Facilitate weekly project meetings to provide Weekly Status Reviews, Issues Logs, and Progress Reports at the sub-team level (e.g., functional teams, technical team, data migration team, and deployment team) as identified by the State. | X | Required | ||
| I1.14 | Provide Weekly Status Report and conduct regularly scheduled status meetings reviewing Project progress, risk mitigation, issue resolution, deliverable status, and next steps as mutually agreed upon by the State and the Vendor. | X | Required | ||
| I1.15 | Maintain Document Repository as documented in the Project Management Plan (PMP) and agreed upon by the State and provide State access to the repository via the State Project Manager (SPM). | X | Required | ||
| I1.16 | Provide, update, and maintain a Project Schedule (e.g., in Smartsheet, MS Project) that includes the following key components: | ||||
| A. | Work breakdown structure | ||||
| B. | Tasks and activities required to successfully complete the Project | ||||
| C. | Schedule/milestone tracking |
D.Allocation and loading of specific team resources across the tasks and activities
| E. | Critical path identification and dependencies | X | Required | ||
| I1.17 | Provide periodic updates (as mutually agreed upon by the State and the Vendor, e.g., bi-weekly or monthly) to the Project Schedule which is maintained by the Vendor. | X | Required | ||
| I1.18 | Requirements Management: establish and implement a formal requirements management process throughout the term of the contract and following the Requirements Management Plan as documented in the Project Management Plan (PMP) and agreed upon by the State. | X | Required | ||
| I1.19 | Provide a detailed plan on the SDLC (System Development Lifecycle) methodology that will be used for the project where applicable (e.g. Modified Waterfall, Agile, Scrum etc.) or SaaS implementation approach which includes an overview of the different phases, the number of iterations (releases) being proposed and how each release will flow through the different phases including, where applicable, planning, design, configuration, testing, roll-out etc. |
| Work with State to blend State methodology and standards with Vendor approach and delivery methodology. End product with these decisions will be described in the Project Management Plan (PMP). | X | Required | |||
| Deliverables Management | |||||
| I1.20 | Execute deliverables management as documented in the Project Management Plan (PMP) and agreed upon by the State. | X | Required | ||
| I1.21 | For all deliverables, document proposed deliverable content, format, and acceptance criteria in Deliverable Expectation Documents (DEDs) as mutually agreed upon by the State and the Vendor. | X | Required | ||
| I1.22 | Approve or request changes to Deliverable Expectation Documents (DEDs). | X | Required | ||
| I1.23 | Submit completed deliverables aligned with Deliverable Expectation Documents and meet target deliverable submission dates. | X | Required | ||
| I1.24 | Coordinate deliverable reviews and approvals. | X | Required | ||
| I1.25 | Provide deliverable review comments and revisions needed for deliverable approval within five (5) business days of deliverable submission or as agreed to in the approved Project Schedule or otherwise. | X | Required | ||
| I1.26 | Obtain approval of all deliverables and maintain the deliverables current (if necessary) during the life of the project. | X | Required | ||
| Change Management | |||||
| I1.27 | Communicate Project scope change process and procedures to the State stakeholders. | X | Required | ||
| I1.28 | Execute change management as documented in the Project Management Plan (PMP) and agreed upon by the State. | X | Required | ||
| I1.29 | Prepare system change requests as required. | X | Required | ||
| I1.30 | Document impact analysis associated with proposed changes and follow the agreed upon change management process as documented in the Project Management Plan (PMP) and agreed upon by the State. | X | Required | ||
| I1.31 | Approve and prioritize system changes. | X | Required | ||
| Staff/Resource Management | |||||
| I1.32 | The Vendor shall not remove any approved Key Staff from performing their assigned tasks without the prior written approval of the State, except in the case of a leave of absence, sickness, death, termination, or resignation of employment or association, or other circumstances outside the reasonable control of the Vendor. Immediately upon learning of the need for replacement of Key Staff, the Vendor shall provide written notice to the State and within 10 business days thereafter shall provide résumés of the proposed replacement and the plan for transition. | X | Required | ||
| I1.33 | The State shall have the right to participate in the selection process and approve or disapprove Key Staff replacements. | X | Required | ||
| I1.34 | The State reserves the right to approve or disapprove Vendor’s personnel or to require the removal or reassignment of any personnel at the sole discretion of the State. | X | Required | ||
| Documentation Management | |||||
| I1.35 | Execute documentation management as documented in the Project Management Plan (PMP) and agreed upon by the State. | X | Required | ||
| I1.36 | Create, update, revise, and maintain all business and system documentation for functionality during the life of the contract. | X | Required |
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I2 Requirements Validation
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
Requirements Validation
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| I2.1 | Establish and implement a formal requirements management process throughout the life of the contract and following the Requirements Management Plan as documented in the Project Management Plan (PMP) and agreed upon by the State. | X | Required | |||
| I2.2 | Perform requirements management throughout the contract term as documented in the Project Management Plan (PMP) and agreed upon by the State. | X | Required | |||
| I2.3 | Develop a plan and schedule to conduct the State interviews, group workshops, and surveys to refine, and prioritize the detailed functional and technical requirements. | X | Required | |||
| I2.4 | State Project Manager to act as primary point of contact with stakeholders and offices to refine functional and technical requirements, including scheduling the State staff for interviews and workshops. | X | Required | |||
| I2.5 | State Project Manager to coordinate, schedule and communicate with all functional and technical subject matter experts (SMEs) for planning sessions. | X | Required | |||
| I2.6 | Conduct and document the State interviews, group workshops, and surveys to refine, and prioritize the detailed functional and technical requirements. | X | Required | |||
| I2.7 | Review and ensure the data needed to adequately satisfy all current and desired child welfare operational and analysis activities (including those to satisfy those for Info-DEPS and to report on the Priority Performance Measures - PPM) is adequately represented in the requirements. | X | Required | |||
| I2.8 | Provide updates to refine, clarify and prioritize the detailed functional and technical requirements at a frequency that the state and the vendor have mutually set during the planning phase (for example: bi-weekly, monthly, etc..). | X | Required | |||
| I2.9 | Conduct business process analysis and reengineering focused on the transition or transformation of source system business processes to the target system. | X | Required | |||
| I2.10 | Produce a Requirements Validation Report that documents any changes, revisions, clarifications to functional and technical requirements in the requirements repository (i.e., Requirements Traceability Matrix) to be maintained by the Vendor. This deliverable, once approved, serves as the validated detailed functional and technical requirements and includes security features. The requirements traceability matrix must be updated to reflect the approved Requirements Validation Document. | X | Required | |||
| I2.11 | Provide validation that DEPS requirements are met with these requirements | X | Required | |||
| I2.12 | Provide validation that all federal reporting requirements are met with these requirements | X | Required | |||
| I2.13 | The Vendor will provide data exchange agreements with all parties with whom DCYF exchanges data. At a minimum, these data exchange agreements should proivde a description of each data element exchanged, their data types, their relationships with other data elements and any constraints (rules, validations or other constraints that apply to the data). The Vendor will create and adhere to processes for ensuring these data contracts are regularly reviewed, updated and followed. | X | Required |
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I3 Solution Design & Develop
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
Solution Design and Development
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| Configuration Management | ||||||
| I3.1 | Create a Configuration Management Plan that addresses: |
A. Solution Environment (e.g., sandbox, development, testing, training, etc.) required to support all project activities and obtaining licenses and other required infrastructure B. Security configuration management
| C. Development/Configuration | X | Required | |||
| I3.2 | Implement the Configuration Management Plan, including the establishment of environment configurations required to support the project implementation. | X | Required | ||
| Design | |||||
| I3.3 | Conduct user research, facilitate interviews, group workshops, focus groups, journey mapping sessions, etc. to obtain and gain consensus on design. | X | Required | ||
| I3.4 | Ensure that across all the User journeys there is a comprehensive, coherent, and streamlined information flow including System inputs, displays, dashboards and reports | X | Required | ||
| I3.5 | Conduct and document functional and technical planning sessions to establish system(s) configuration. | X | Required | ||
| I3.6 | Provide a System Design Document, including “to-be” business process flows to address any requirements gaps identified and implement the validated detailed functional and technical requirements via configuration settings and custom development. | X | Required | ||
| I3.7 | The System Design Document must demonstrate and detail how the architecture and design of the system will be modular and composable to enable future system modifications and enhancement as needs change in the future. | Required | |||
| I3.8 | Establish and document the Detailed Functional and Technical Design Documents (including forms, reports, interfaces, conversions, enhancements, and workflow). | X | Required | ||
| I3.9 | Define Data and Data Exchange Standards for the DEPS Solution consistent with the National Information Exchange Model (NIEM) principles to enable the solution to be delivered with documented data catalog and meta model repositories and meet the requisite DEPS regulations. | X | Required | ||
| I3.10 | Review and approve the Design Documents and Data Exchange Standards at the State’s discretion based on agreed timelines. | X | Required | ||
| Build | |||||
| I3.11 | SDLC: The Vendor must apply consistent quality standards for all development work as described in the Vendor's SDLC approach including coding, database and field naming conventions and in compliance with State standards and methodology. | X | Required | ||
| I3.12 | Solution Functional and Technical Capabilities. Perform all necessary technical design, configuration, testing, or scripting, of systems as required to provide and implement the user stories, functional and technical requirements. | X | Required | ||
| I3.13 | Reports and Dashboards. Develop and document custom reports and dashboards (as required to provide and implement functional and technical requirements). | X | Required | ||
| I3.14 | Integration. Perform all necessary technical design, configuration, testing, or scripting, of temporary and permanent interfaces as required to provide and implement the functional and technical requirements. | X | Required | ||
| I3.15 | Coordinate and communicate with the State partners, owners of external systems, and/or third-party service providers regarding interfaces, including establishing Memorandum of Understanding (MOU). | X | Required | ||
| I3.16 | Work with the State partners, owners of external systems, and/or third-party service providers to collect information required to develop and document a detailed interface design and approach according to the State standards. | X | Required | ||
| I3.17 | Document interfaces and maintain Interface Control Documents (ICDs) as interfaces are added or modified. | X | Required | ||
| I3.18 | Manage all configuration and interface development efforts using the State-approved tools and methodologies adhering to defined standards and guidelines. | X | Required | ||
| I3.19 | Define and document configuration management policies and procedures consistent with industry best practices. | X | Required | ||
| I3.20 | Adhere to the State audit and configuration management standards. | X | Required | ||
| I3.21 | Manage documentation of changes to the underlying environment via use of library management version control and turnover management. | X | Required | ||
| I3.22 | Provide configuration management tools. | X | Required | ||
| I3.23 | Perform configuration management activities throughout the Project. | X | Required | ||
| I3.24 | Review configuration management results. | X | Required | ||
| I3.25 | Conduct and facilitate code reviews per the coding standards included in the Vendor's SDLC approach to ensure customized software and interfaces comply with coding standards and to minimize defects. | X | Required | ||
| I3.26 | Support the DCYF staff in reviews of documentation and code to ensure the solution is conforming to State-approved standards. | X | Required | ||
| I3.27 | Review and approve results of Vendor code and configuration reviews at the State’s discretion. | X | Required | ||
| I3.28 | Maintain an inventory of software. | X | Required | ||
| I3.29 | Ensure software license compliance. | X | Required | ||
| I3.30 | Schedule releases (e.g., configuration changes). | X | X | Required |
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I4 Data Migration
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
Data Migration
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| I4.1 | Provide a Data Migration Strategy, consisting of two main elements: |
a) Identification of the methodology and tools for the migration of the source legacy data to the target system(s).
| b) Identification of the methodology, tools and Solution components necessary to enable DCYF's departmental Cloud Analytics Strategy such that the data extracts needed for any DEPS Data Warehouse / Data Marts are supported throughout transition, the reporting and analytics needs of the DEPS Solution are enabled and the DCYF strategic Analytics data needs are satisfied. | X | Required | |||
| I4.2 | Provide a Data Pipelines Design for Cloud Analytics, consisting of an evaluation of the current data pipelines and requirements, and design the data pipelines and transformations needed to satisfy the requirements for data in the DCYF Cloud Analytics and DEPS data warehouse / Data Mart used for reporting and analytics to generate any PPM (Priority Performance Measures) reporting. | X | Required | ||
| I4.3 | Perform all necessary technical design, configuration, testing, or scripting, of temporary and permanent interfaces as required to provide and implement the cloud analytics data pipeline design. | X | Required | ||
| I4.4 | Provide a Data Migration Plan, including identification of roles and responsibilities for Vendor and the State staff, and policies and procedures to ensure controls are in place in accordance with the State rules and regulations. This deliverable includes documentation of detail mappings from source to target data fields. | X | Required | ||
| I4.5 | Execute the approved Data Migration Strategy and the approved Data Migration Plan. | X | Required | ||
| I4.6 | Specify Extract, Transform, and Load (ETL) tools for data conversion in the Data Migration Strategy deliverable. | X | Required | ||
| I4.7 | Provide ETL tools and install and configure these as needed. | X | Required | ||
| I4.8 | Create data conversion extracts from legacy/existing data files in a format specified by the Data Migration Plan. | X | Required | ||
| I4.9 | Provide coding of automated data conversion extracts from legacy/existing data files, using techniques that are consistent with the development standards. | X | Required | ||
| I4.10 | Extract legacy data for purposes of transformation and loading into the target application files structures. | X | Required | ||
| I4.11 | Transform and load cleansed legacy data. | X | Required | ||
| I4.12 | Review and validate the data and the data cleansing metrics as delineated in Data Migration Plan. | X | Required | ||
| I4.13 | Perform manual data cleansing (cleansing of data that cannot be cleansed automatically). | X | Required | ||
| I4.14 | Coordinate and execute manual data loads if required. | X | Required | ||
| I4.15 | Provide converted legacy data for transactional testing during integration, end-to-end, parallel, user acceptance, etc. test events. | X | Required | ||
| I4.16 | Perform Data Conversion from the source system(s) to the target system(s), by electronic or manual methods and track data conversion status and notifications. | X | Required | ||
| I4.17 | Provide tool for obfuscation of data (subject to approval by the State). | X | Required | ||
| I4.18 | Validate that data integrity is maintained after the migration of the data has occurred in the new system | X | Required |
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I5 Testing
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
Testing
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| I5.1 | Develop a Test Management Strategy deliverable that lists all test events, entrance and exit criteria for each test event, roles and responsibilities, defect management processes, high-level data requirements for each test event, tools used for each test event, including User Acceptance Testing. | X | Required | |||
| I5.2 | Provide test plans for each test event that provides the detailed approach that shall be taken to fully test all components of the system including test control and approval processes, test participants, how testing will interface with the configuration management process, and test documentation expectations for the following test types: unit, integration, parallel, end-to-end, interface, user acceptance, data conversion, performance (including stress and volume), availability, disaster recovery (including failover), regression, and security. These test plans must include the following at a minimum: | |||||
| A. | Functional Test Plan | |||||
| B. | Parallel Comparison Test Plan | |||||
| C. | Performance (Load and Stress) Test Plan | |||||
| D. | Integration Test Plan | |||||
| E. | Security Test Plan | |||||
| F. | User Acceptance Test Plan | |||||
| G. | Data Migration Test Plan | |||||
| H. | Cutover/Deployment Test Plan | |||||
| I. | Disaster Recovery Test Plan | |||||
| I. | DEPS Requirements Test Plan | |||||
| I. | Federal Reporting Test Plan | X | Required | |||
| I5.3 | Maintain the Test Management Strategy and all Test Plans. | X | Required | |||
| I5.4 | Manage and execute the agreed upon Test Management Strategy and approved Test Plans, including regression testing, and creating and maintaining the required test data during the testing period. | X | Required | |||
| I5.5 | Provide automated testing tools and procedures for testing including integration, parallel, UAT, end to end, regression, performance, stress, etc. | X | Required | |||
| I5.6 | Document/create standards and procedures for the use of the tools that support all testing activities. | X | Required | |||
| I5.7 | Install, configure, and implement the testing application software, hardware, data, desktops, etc. | X | Required | |||
| I5.8 | Create Test Scripts, Test Cases, and Test Data, aligned to functional and technical requirements; and perform all appropriate testing events as agreed to in the approved test plans. | X | Required | |||
| I5.9 | Assist with all testing (i.e., integration, parallel, and end-to-end) and provide input to scripts and perform user acceptance testing. | X | Required | |||
| I5.10 | Test the capability of failover to secondary disaster recovery site. | X | Required | |||
| I5.11 | Test the capability to move back to primary data center after deployment on secondary disaster recovery data center. | X | Required | |||
| I5.12 | Provide documentation of meeting agreed upon exit success criteria for each test event in the following deliverables: | |||||
| A. | Functional Test Results Report | |||||
| B. | Parallel Comparison Test Results Report | |||||
| C. | Performance Test Results Report | |||||
| D. | Integration Test Results Report | |||||
| E. | Security Test Results Report | |||||
| F. | User Acceptance Test Results Report | |||||
| G. | Data Migration Test Results Report | |||||
| H. | Cutover/Deployment Test Results Report | |||||
| I. | Disaster Recovery Test Report | X | Required | |||
| I5.13 | Validate the system for compliance with the System Security Plan. | X | Required | |||
| I5.14 | Correct defects found as a result of testing efforts. | X | Required | |||
| I5.15 | Review testing results for compliance with policies, procedures, plans, and test criteria and metrics (e.g., defect rates, progress against schedule). | X | Required | |||
| User Acceptance Testing | ||||||
| I5.16 | Manage and execute the agreed upon Test Management Strategy and approved User Acceptance Test Plan, including regression testing, and creating and maintaining the required test data during the testing period. | X | Required | |||
| I5.17 | Coordinate the scheduling of user acceptance testing (e.g., gain user involvement, establish and define acceptance criteria, set high-level test objectives, establish high-level test scenarios). | X | Required | |||
| I5.18 | Facilitate and support user acceptance test as prescribed by the State, including: a. Establishing adequate test environments based on user acceptance criteria |
b. Preparing data to support test scenarios within modified system as well as managing the relationship with all interfaced systems necessary to conduct test
c. Troubleshooting; supporting users to progress through scenarios
d. Simulating interfaces or working with integrated systems to conduct end-to-end test
e. Supporting batch processing
f. Exercising functionality
g. Converting production data
| h. Reporting results. | X | Required | |||
| I5.19 | Manage and conduct user acceptance testing. | X | Required | ||
| I5.20 | Use a Defect Tracking System (provided by the Vendor) for purposes of allowing the State to initiate, track, and report all testing defects (e.g., integration, end-to-end, parallel, and user acceptance testing). | X | Required | ||
| I5.21 | Correct defects found as a result of testing efforts adhering to all service level requirements for defect resolution. | X | Required | ||
| I5.22 | Provide documentation of satisfying agreed upon exit success criteria for User Acceptance Testing in the User Acceptance Test Results Report. | X | Required |
&"Arial,Regular"&A
&"Arial,Regular"&9&F &"Arial,Regular"&9&P of &N
I6 User Training
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
User Training
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| I6.1 | Develop a comprehensive End-User Training Plan to document training requirements and the approach the State will use for updating training requirements, development of training curricula, and deploying training for the State’s end-users as required and mutually agreed upon by the State and the Vendor. | X | Required | |||
| I6.2 | Implement the approved End-User Training Plan. | X | Required | |||
| I6.3 | Provide Training Curriculum Document, including the course outlines and schedules for Train-the-Trainer training and End-User Training. | X | Required | |||
| I6.4 | Provide Train-the-Trainer Training Materials. | X | Required | |||
| I6.5 | Provide Final Training Materials, including end-user documentation, standard templates, and online training, to support initial End-User Training. | X | Required | |||
| I6.6 | Tailor the standard training templates to incorporate the State-specific business processes. | X | Required | |||
| I6.7 | Conduct Train-the-Trainer Training for the system. | X | Required | |||
| I6.8 | Participate in Train-the-Trainer training for the system. | X | Required | |||
| I6.9 | Conduct End-User Training for the system. | X | Required | |||
| I6.10 | Support Train the Trainder and End-User Training for the system (reviewing material, available to answer trainers questions etc.) | X | Required | |||
| I6.11 | Participate in End-User Training for the system. | X | Required | |||
| I6.12 | Establish environment needed to support training as defined in End-User Training Strategy. | X | Required | |||
| I6.13 | Create and maintain the State training data as required by the State. | X | Required | |||
| I6.14 | Survey end-users following End-User Training for End-User training effectiveness reports. | X | Required | |||
| I6.15 | Provide the End-User Survey and develop End-User Training Effectiveness Reports. | X | Required |
&"Arial,Regular"&A
&"Arial,Regular"&9&F &"Arial,Regular"&9&P of &N
I7 SaaS (solution provisioning)
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
SaaS (Solution Provisioning)
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| I7.1 | Host the solution(s) at the Vendor’s own data center or with a cloud service provider. In the event the Vendor proposes to use a Third Party to provide hosting services, the hosting agreement must be assignable to the State upon termination of the contract. | X | Required | |||
| I7.2 | Develop and submit an Infrastructure Management Plan to the State. The Infrastructure Management Plan shall describe the plan for hosting or provisioning the solution (e.g., SaaS), including: | |||||
| A. | Approach to environment management, including with respect to Security Architecture and Design | |||||
| B. | Roles and responsibilities of all relevant team members | |||||
| C. | Maintenance and operations procedures | |||||
| D. | Approach to Disaster Recovery (DR) and backup, including ransomware protections | |||||
| E. | Security monitoring approach, including a communication and resolution plan for prompt State notification of a security event and a Security Incident | X | Required | |||
| I7.3 | Provide infrastructure, network, batch cycle, interface, hosting, and data center services to support the solution(s) provided while meeting applicable SLAs. | X | Required | |||
| I7.4 | Ensure that all infrastructure complies with State and federal security requirements as specified in this solicitation. | X | Required | |||
| I7.5 | Provide ongoing security of the solution(s) infrastructure, including regular network and code scans. | X | Required | |||
| I7.6 | Suggest and develop modifications to existing security policies and procedures or draft new security policies and procedures when gaps are identified. | X | Required | |||
| I7.7 | Provide and maintain all environments needed to satisfy the requirements of this RFP. | X | Required | |||
| I7.8 | Provide data for development, testing, training, and pre-production. | X | Required | |||
| I7.9 | Monitor and report on Solution performance. | X | Required | |||
| I7.10 | Notify and obtain approval from State network and application support teams in advance of planned changes and possible impacts to ensure that upstream or downstream impacts can be addressed. | X | Required | |||
| I7.11 | As part of the hosting services, the Vendor must provide robust system performance as defined in P2 Service Level Targets | X | Required | |||
| I7.12 | Propose an Infrastructure and Solution Recovery Plan with detailed DR plans, including data backup and system failover methodologies. | X | Required | |||
| I7.13 | Participate with the State in comprehensive tests of failover and backup recovery annually or more frequently as requested by the State or deemed necessary by the Vendor. | X | Required | |||
| I7.14 | Provide a robust communication link to support timely data replication between primary and DR site to support SLAs. | X | Required | |||
| I7.15 | Monitor production databases using data quality monitoring scripts and other tools, according to a mutually agreed upon schedule. Use monitoring and alerts to identify data integrity and other database-related performance issues and tune accordingly to ensure response times meet SLAs. | X | Required | |||
| I7.16 | Continuously monitor the application for issues related to performance, errors, exceptions, availability, capacity, and defects. | X | Required | |||
| I7.17 | Maintain and update a quarterly inventory of system software including: | |||||
| A. | The version currently in use | |||||
| B. | End-of-life and end-of-support dates for the current version | |||||
| C. | The latest version available | |||||
| D. | In use/out of use | |||||
| E. | Flagged for decommissioning | |||||
| F. | Licenses maintained and used | X | Required | |||
| I7.18 | Proactively plan and execute major, minor, and patch upgrades to infrastructure or component software to ensure the software components are supported and meet security standards. | X | Required | |||
| I7.19 | Proactively monitor capacity and execute upgrades to ensure infrastructure is supported and meets performance and security standards. | X | Required |
&"Arial,Regular"&A
&"Arial,Regular"&9&F &"Arial,Regular"&9&P of &N
I8 Cutover | Decommission
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
Cutover / Deployment, Hypercare and DEPS Decommission
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| I8.1 | Develop a detailed Cutover/Deployment Plan deliverable that includes, at a minimum: | |||||
| A. | Final data migration and cutover tasks | |||||
| B. | Schedule | |||||
| C. | Roles and responsibilities | |||||
| D. | Description of key processes | |||||
| E. | Description of go/no-go criteria | |||||
| F. | Criteria for exiting Hypercare | X | Required | |||
| I8.2 | Perform deployment and support activities as agreed in the approved Cutover/Deployment Plan. | X | X | Required | ||
| I8.3 | Provide the solution platform and environments (production and disaster recovery), including all hardware and software necessary to provision the solution for production use while meeting all Service Levels (Refer to P2 Service Level Targets). | X | Required | |||
| I8.4 | Provide documentation, including specification of hardware, network, storage, utilities, licensees, and other required infrastructure. | X | Required | |||
| I8.5 | Facilitate Go/No-go Meetings with the State and document assessment of status of each of the readiness criteria for go-live. | X | Required | |||
| I8.6 | Perform deployment and support activities as approved by the State. | X | Required | |||
| I8.7 | Provide recommended operations and administration procedures related to the deployment. | X | Required | |||
| I8.8 | Approve production deployment go/no-go decisions. | X | Required | |||
| I8.9 | Deploy target solution capabilities into production. | X | Required | |||
| I8.10 | Track deployment status and notification. | X | Required | |||
| Hypercare | ||||||
| I8.11 | Immediately following a system Go Live in production, provide an elevated level of support to ensure the seamless adoption of the new capabilities. This Hypercare Support must include at a minimum: | |||||
| A. | Six months of ongoing support from date of Go-Live | |||||
| B. | Continuous monitoring of customer service | |||||
| C. | Continuous monitoring of data integrity | |||||
| D. | Continuous developer support for enhancements/fixes | |||||
| E. | Continuous monitoring of operations of the implemented application for technical support | |||||
| F. | On-site availability of technical support team | |||||
| G. | Resolution of any system configuration issues for a full operational and technical transition | X | Required | |||
| I8.12 | Provide Successful Deployment Report deliverable that confirms the success of the deployment according to success criteria documented in the approved Cutover / Deployment Plan. | X | Required | |||
| I8.13 | Provide the configuration and customization documentation and readable source code and object (executable) code for the system in the configuration management system. | X | Required | |||
| Legacy Systems Decommission | ||||||
| I8.14 | Work collaboratively with DCYF to develop a legacy systems Decommissioning Plan based on the DEPS deployment / implementation strategy. Ensure the plan includes: |
A. Clearly defined time frame for when the legacy and the new DEPS system will operate in parallel.
B. Nature of user access (e.g., read-only) to legacy systems when the new DEPS sytem will operate in parallel.
C. If applicable, detailed description of data syncing between the new DEPS system and SSPS while both systems operate in parallel.
D. If applicable, for each data element, the clearly defined source record and data provenance, while the new DEPS and legacy systems operate in parallel.
E. Clearly defined time roles and responsibilities for M&O of legacy systems while they remain in operation.
F. If applicable, clearly defined time frame that historical data will be available post decommissioning of legacy systems.
G. If applicable, clearly defined storage and access plan for historical data post decommissioning of legacy systems.
H. Clearly defined end-to-end functionality and data conversion testing, including acceptance criteria, for the new DEPS system before legacy systems can be decommissioned.
| I. Step-by-step instructions, including roles and responsibilities, for the activities required to decommission legacy systems. | X | X | Required | ||
| I8.15 | Perform deployment and support activities as agreed in the approved DEPS Decommission Plan. | X | X | Required | |
| I8.16 | Review and approve DEPS Decommission Plan. | X | Required |
&"Arial,Regular"&A
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I9 Maintenance & Operations
| State of Washington Department of Children, Youth, and Families (DCYF) |
| DCYF Enterprise Payment Solution (DEPS) |
| Attachment I: Implementation and Performance Non-Functional Requirements Traceability Matrix |
| RFP No. 24-DCYF-CW-081 |
Maintenance & Operations
| Req # | Requirement Description | Vendor Responsibility | State Responsibility | Requirement Priority | Vendor Response: | |
| Y or N | Vendor Justification for Not Meeting Requirement, if applicable | |||||
| (If selecting N) | Additional Comments (Not Required) | |||||
| I9.1 | Develop a Production Support Plan to cover the Post Go-Live/Hypercare Maintenance and Operations (M&O) Support period. The plan shall document ITIL-aligned incident management processes and include, at a minimum: | |||||
| A. | The proposed organizational structure | |||||
| B. | Description of key processes | |||||
| C. | Description of service desk support | |||||
| D. | Use of incident tracking tools as agreed to by the State (e.g., Jira) | |||||
| E. | Escalation procedures | |||||
| F. | Maintenance and repair policies and procedure | |||||
| G. | Processes and procedures for tracking and reporting the status of all post-implementation support services | |||||
| H. | Report templates | |||||
| I. | Exit criteria for successfully completing the M&O services | |||||
| J. | Help desk scripts (e.g., Level 1 and Level 2 help desk) | |||||
| K. | Roles and responsibilities, and | |||||
| L. | Estimated level of effort for the Vendor and the State | X | Required | |||
| I9.2 | Execute the approved Production Support Plan and provide technical and functional support to the State as agreed upon. | X | Required | |||
| I9.3 | Provide 12 weeks of post go-live deployment support prior to final acceptance and resolve issues with the Vendor’s post-production support team. | X | Required | |||
| I9.4 | Maintain system architecture documentation. | X | Required | |||
| I9.5 | Perform diagnostics on software and services. | X | Required | |||
| I9.6 | Perform system fixes for problems that the Vendor was responsible for providing. | X | Required | |||
| I9.7 | Perform data fixes for errors that the Vendor was responsible for, including but not limited to improperly converted files or data. | X | Required | |||
| I9.8 | Regression test the system to ensure that no errors are introduced. | X | Required | |||
| I9.9 | Approve all post-implementation support service fixes with formal sign-off. | X | Required | |||
| I9.10 | Update all documentation and related files/Deliverables associated with post-implementation support services. | X | Required | |||
| I9.11 | Repair the configuration and customized code provided by Vendor during the post-implementation period at no charge to the State provided that: | |||||
| A. | The problem encountered occurs within twelve (12) months of the acceptance of such provided component | |||||
| B. | The root cause analysis indicates the problem is in the system not meeting requirements where the Vendor has responsibility (e.g., a problem caused by configured or customized software component not meeting requirements, a defect in the configuration or code created by the Vendor, a problem with the system not meeting SLAs) | X | Required | |||
| I9.12 | Test remediated code or configurations (and regression test the entire solution) to verify that no errors are introduced. | X | Required | |||
| I9.13 | Update all appropriate documentation to reflect defect corrections. | X | Required | |||
| I9.14 | Provide monthly reports showing the amount of support work (i.e., number of defects and hours to correct). | X | Required | |||
| I9.15 | Provide ongoing reporting of all operational activities | X | Required | |||
| I9.16 | Implement occasional updates in response to legal or regulatory changes. | X | Required | |||
| Interface Management | ||||||
| I9.17 | Manage interfaces with solution trading partners while adhering to applicable SLAs. | X | Required | |||
| I9.18 | Maintain a contact list for all inbound and outbound interfaces and batch jobs, including the business unit contact and developer contact for each batch job and/or interface. | X | Required | |||
| I9.19 | Monitor and maintain interfaces to ensure the timeliness of all current incoming and outgoing system interfaces, including, but not limited to, state, federal, and third-party interfaces. | X | Required | |||
| I9.20 | Perform ongoing interface quality analysis and fix performance issues following approved SDLC processes. | X | Required | |||
| I9.21 | Maintain and test interfaces to reflect changes from interface partners. | X | Required | |||
| I9.22 | Monitor interface errors and exceptions and correct issues as outlined in applicable SLAs. | X | Required | |||
| I9.23 | Ensure that all interface trading partners have completed a Trading Partner Agreement (TPA) as required. | X | Required | |||
| I9.24 | Provide immediate notification to interface contacts by phone or email for any incomplete jobs or job runs. | X | Required | |||
| I9.25 | Produce interface monitoring reports. | X | Required | |||
| Service Desk | ||||||
| I9.26 | Provide effective service desk and incident management process support. | X | Required | |||
| I9.27 | Maintain knowledge base. | X | Preferred | |||
| I9.28 | Escalate and assist with the resolution of issues with Vendor post-production support team. | X | Required | |||
| I9.29 | Maintain help desk scripts. | X | Preferred | |||
| I9.30 | Provide Level 1 Help Desk— Basic end-user support (provide training document location, training team contacts, verify the application is working properly) and user account and password administration. | X | Required | |||
| I9.31 | Provide Level 2 and 3 Help Desk for the system-related incidents and problems. | X | Required | |||
| I9.32 | Assist the State in the development of support organization. | X | Required | |||
| I9.33 | Provide support organization to advise and assist business end-users and staff in the use of systems and the State-specific policies. | X | Required | |||
| I9.34 | Establish priority of trouble ticket items / service requests. | X | Required | |||
| I9.35 | Respond to escalated trouble ticket items in accordance with established procedures and meeting specified service levels (refer to P2 Service Level Targets. | X | Required | |||
| I9.36 | Maintain detailed information on all tickets within the State’s ticket tracking tool. | X | Required | |||
| I9.37 | Assign full time resources to support the ongoing resolution of tickets. | X | Required | |||
| I9.38 | Vendor shall provide a monthly report of all service desk activity. | X | Required | |||
| Release Management | ||||||
| I9.39 | Develop a Release Management Plan that details the Vendor’s processes and procedures related to the promotion of code through each environment. | |||||
| This will include release notes, supporting materials (such as Quick Reference Guides and communication materials), deployment timeline, deployment readiness checklist, deployment playbook, and go/no-go meeting presentation. | X | Required | ||||
| I9.40 | Promote code into all environments, including production. | X | Required | |||
| I9.41 | Implement the approved Release Management Plan and the well-defined process for release management that is consistent with modern release practices. | X | Required | |||
| I9.42 | Software Management – Manage changes in source code provided by the Vendor, including how changes will be incorporated into future versions of the software that the State may or may not acquire. | X | Required | |||
| I9.43 | Change Control Board Approval – Obtain approval for all releases via the Change Control Board and by hosting the go/no-go decision meeting with State leadership. | X | Required | |||
| I9.44 | All Deployments – Complete application release deployments and all associated configurations, data changes, security changes, and batches. | X | Required | |||
| I9.45 | Post Release – Realign UAT environments with all code implemented in production including role/office security setups and associations and maintain a Gold Copy of the role/office security setups and associations. | X | Required | |||
| I9.46 | Provide communication as approved by the State to internal end-users and other State staff on upcoming changes in functionality and planned outages. | X | Required | |||
| Security and Privacy | ||||||
| I9.47 | Provide a System Security Plan detailing the methodology and approach to the implementation of system security throughout the application. This deliverable must include: | |||||
| A. | Security Policies and Procedures | |||||
| B. | Incident Response Plan, which includes protocols for reporting, evaluation, and escalation of potential security breaches | X | Required | |||
| I9.48 | Implement the approved System Security Plan for the solution and services within scope of this solicitation. Changes to policies or procedures must have written approval from the State. | X | Required | |||
| I9.49 | Ensure compliance with all State and federal laws and policies, including laws and policies protecting privacy and confidentiality throughout the term of the contract (not just during M&O activities). | X | Required |
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