Policy Software Management Statement of Work.pdf

Statement of Work Policy Software Management

Background

Currently under CMS certification, all policies and procedures are required to be updated every three years. There is no centrally located/controlled management of facility policies. Each division and department is responsible for their respective policies and procedures and there is no central depository or clearinghouse. Furthermore, the approval process through the Executive Committee and Governing Body are time consuming and inefficient.

Currently there are over 1,000 policies and procedures being manually managed by staff of Kayenta Service Unit

(KSU). Consequently, it is very difficult to manage, monitor and to keep them updated. As KSU moves towards hospital accreditation by The Joint Commission, maintaining the policies and procedures will be required on an annual basis.

Scope

Required

Services Performance Standard Performance Indicator

Method of

Surveillance Incentive

Centralize

Policies and

Procedures through an automated process.

1. Provide user navigation and search tools.

2. Facilitate content management.

3. Provide competency management.

4. Provide policy and procedure library.

5. Identify and provide guidance on compliance issues and gap analysis.

6. Website creation and customization.

7. Upload all policies during the initial implementation period.

8. Provide Survey features

1. Contractor will accept all policies/documents and make them available for use by agency staff.

2. Contractor will provide the means for agency staff to review, update, develop and maintain all needed policies that meet all regulatory requirements.

3. Project will be complete in a timely manner.

4. Kayenta Service Unit

(KSU) personnel at all

KSU facilities will have access to current, approved documents.

5. Installed, configured and usable software.

6. Centralized library with updated/current policies.

7. Completed Gap

Analysis.

1. Access to Policies and procedures on desktop.

2. Access to library of

Policies and

Procedures on desktop.

3. Documented Gap

Analysis.

4. Access to Survey.

Invoice

Payment

8. Survey features included.

Provide training and access

1. Creations of administrator accounts and user accounts.

2. Provide free access to online video training.

3. Provide free ongoing customer support (email, web, and telephone).

4. Provide ongoing maintenance.

5. Unlimited access to active or approved documents for all appropriate personnel.

6. Unlimited number of concurrent logged-in users who may edit, approve, acknowledge, etc.

7. Unlimited number of departments or process areas within KSU application website.

1. Number of individual with user accounts.

2. Availability of video training.

3. Consultation on challenges and issues.

4. On-going count of access and purpose.

1. Documented list of

Users.

2. Sign-In sheets

3. Documented list of consultation.

4. Documented list of user purpose and type of access.

Invoice

Payment

Ensure all policies are kept current

1. Provide customizable report generation abilities.

Examples of type of reports include:

A. List of current policies

B. Progress reports of policy reviews

C. Delinquent policies

2. Point-of-contacts for each policy

1. Customized reports on current policies, policy reviews, delinquent policies, etc.

1. Documented reports.

Invoice

Payment

Establish a systematic process of review

1. Policy review completion reports.

2. Provide search capabilities.

1. Reports of reviews completed.

2. Ability to search for policies and related material.

1. Documentation Invoice

Payment

Objectives

Kayenta Service Unit will have full access to store and manage their policy document library within a software solution. This includes many advancements in streamlining document management processes.

Task

Contractor services shall provide:

1. Assignment of dedicated Implementation Consultant for regular status calls.

2. Initial project meetings to understand your current environment and begin mapping how to best leverage the

Contractor’s capabilities for Kayenta Service Unit Facility.

3. Create and configure your application website, branded with KSU logo.

4. Contractor’s Conversion Services Team will help bring documents into the tool. This will include correcting inconsistencies across the library regarding fonts, font sizes, margins, list numbering errors, etc. The content and flow of that content is untouched.

5. Map out all the important dates of policy documents of last and next review dates to help trigger notifications and reports.

6. On-going support via robustLearning Center that is fully available without fee. This will include announcements and training webinars fully available for new and existing features. Comprehensive articles and how-to handouts to educate new and existing users.

7. Regular enhancements to the Contractor’s tool at no additional fee.

8. Lippincott integration and Standards and Regulations Module (Joint Commission).

Delivery

The online software is a secure web-based document management software. Online access will be granted once payment is received by vendor. Contractor shall provide all of the backups, upgrades, hosting, maintenance, and system security as well as unlimited technical support.

Government-Furnished Property/Equipment

No government-furnished property provided to the Contractor.

Security Requirements

The Contractor’s Library system security ensures that employees will only be able to view approved and published policies in the system. Designated administrators, content editors, or owners of individual policies can create, update, and move content within the system.

Place of Performance

Contractor shall provide secure web-based software system will be accessed through internet on employee desktop/laptop computers at Kayenta Health Center and Inscription House Health Center.

Period of Performance

The period of performance will begin once payment is received by vendor. Approximate date to begin services will be DATE OF AWARD through December 31, 2021.