Project_Management_Deliverables_MAQCS.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- Montana Access to Quality Childcare System MAQCS
- Solicitation number
- DPHHS-RFP-2024-0492KH
- Issued by
- Montana
About this file
This document is a Project Management Deliverables spreadsheet for the Montana Access to Quality Childcare System (MAQCS) project involving the Montana Department of Public Health and Human Services (DPHHS). The project requires a comprehensive set of project management documents to be developed and delivered by the vendor, covering multiple project phases. These deliverables include detailed plans for project management, implementation, integration, testing, training, data conversion, acceptance, and system design. Key documents range from technical specifications like database documentation and interface management plans to operational documents such as user guides, training schedules, and issue escalation processes.
The contract opportunity seeks a contractor to design and implement a database system supporting child care licensing functions for providers and facilities, subsidy management, and contracting activities. The vendor will be responsible for creating over 40 distinct project management and technical documents, with both the vendor and DPHHS sharing responsibilities for document creation and review. The spreadsheet outlines specific expectations for each deliverable, including content requirements, ownership, and integration with existing systems. Critical components include security management, performance measurement, quality assurance, and comprehensive documentation to ensure successful system implementation across multiple project phases.
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Other files
| File | Type | Posted |
|---|---|---|
| Attach 8 - Technology Matrix.xlsx | XLSX spreadsheet | |
| 1175725-event.pdf | ||
| CCUBS_Production_Calendar_2023_MAQCS.pdf | ||
| Section_5_Cost_Sheet.xlsx | XLSX spreadsheet | |
| Output_Inventory_MAQCS.xlsx | XLSX spreadsheet | |
| CCUBS_Data_Dictonary_MAQCS.xlsx | XLSX spreadsheet | |
| CCUBS_ERD_Tables_MAQCS.pdf | ||
| Attach 7 - Resource Allocation Schedules.xlsx | XLSX spreadsheet | |
| Acronyms_Definitions_and_Terms_MAQCS.xlsx | XLSX spreadsheet |
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Sheet1
| Title | Lead | Support | Description |
| Acceptance Criteria Documents per Phase | Vendor | DPHHS | Includes criteria, validation, test scripts and Sign off sheets. Should be completed by the end of the Analysis Phase of each Phase and prior to final implementation |
| Acceptance Plan | Vendor | DPHHS | Describes how project will flow through the acceptance process for each Phase and final acceptance. Describes the acceptance test process, who will create the test scripts and how those scripts will be executed. Also sets responsibility for the creation of acceptance materials and who can sign off. |
| Acceptance Test Process and Scripts | Vendor | DPHHS | This is the actual acceptance test process (not the plan). Includes executing the test scripts, documentation, incident reporting, and retest. |
| Action Item List | Vendor | DPHHS | An electronic listing of open items that various team members need to accomplish to assist the project in moving forward. This should not include development tasks or assignments, but instead items that are more related to the project in general. |
| Business Requirement Refinement | Vendor | DPHHS | Planning document describing how the requirement review will be conducted, how it will work, how changes will be handled, what the goals are and how the teams will be managed. Is either included in overall project plan or has its own. |
| Closure Plan | Vendor | DPHHS | Describes the goals that must be attained to call a Phase complete (including final acceptance). It will also describe the steps and tasks that must be competed to close a phase. Document retention will be discussed at a high level for records related to closure. |
| Data Conversion Cutover Plan | Vendor | DPHHS | Describes the schedule, tasks, assignments and dependencies that must take place to cutover to a new Phase. Roles and responsibilities must be included in this plan and it will be at a detailed level so that each team member understands their role and the downstream impacts of their work. Includes impacted systems, databases, and external agencies and how those will all be managed and tied together. |
| Conversion Mapping Documentation | Vendor | DPHHS | Shows the relationship between data in the legacy system and data in the new system. Those items without map targets must be highlighted and information for a null going forward value clearly explained. |
| Conversion Plan | Vendor | DPHHS | An overall plan for the conversion process that describes how the process will be managed, how issues will be dealt with, who plays what role and what the major components will be. As much information on to/from system relationships should be included. |
| Corrective Action Log | Vendor | DPHHS | Listing of items requiring corrective action and a description of what that will be. Assignment, estimated hours, start and finish dates should all be included. |
| Corrective Action Plan | Vendor | DPHHS | Describe how the team will develop and use corrective action to resolve issues. How issues will be researched, the construction of a corrective action, monitoring, and resolution of a CA or a plan to develop alternative action plans when the plan does not meet the goal. |
| Database Documentation | Vendor | DPHHS | Documentation at a reasonable level that provides the reader an understanding of the constructs of the database. Material describing the database as a whole should be included - what tool, version, general constructs and high-level descriptive information. This also includes more detailed information on tables (including type - code, Licensing, Reservations, Accounting, etc.), relationships, sizing, content sizes, conceptual schema, etc. |
| Database schemas | Vendor | DPHHS | Graphical documents that communicate the structure of the database including technical and relational information. Tables, fields in each table and relationships therein will be included. |
| Deliverable Management Plan | Vendor | DPHHS | Description of how deliverables will be produced, communicated, reviewed, accepted and recorded for the project. |
| Forms Redesign Plan | Vendor | DPHHS | Planning document describing how the team will evaluate, restructure and normalize the forms used by external customers to interact with DPHHS. |
| Forms Redesign Schedule | Vendor | DPHHS | The schedule related to all forms that must be redesigned - a portion for each Phase. The schedule may be included as task items in the project plan. |
| Implementation Plan | Vendor | DPHHS | Describes tasks, people and systems required for implementation and migration to new system. Will include reference to other documents in this list as having completion criteria to ensure that all work is complete before implementing the Phase. |
| Integration Design | Vendor | DPHHS | Builds off the Integration management plan to specify the technical and manual process that must be in place for external and internal systems to operate with MAQCS both during the implementation phases and in production. Includes all related staff including SITSD. |
| Integration Management Plan | Vendor | DPHHS | Coordinates the activities that will need to take place in order to have MAQCS successfully integrate with related systems, including those that will remain in legacy form until later Phases are completed. The plan will identify all relationships that need to be coordinated in order to have seamless impact on other systems. Includes all related staff including ITSD. |
| Interface Design | Vendor | DPHHS | Builds off the Interface management plan to specify the technical and manual process that must be in place for external and internal systems to successfully interface data with MAQCS both during the implementation phases and in production. |
| Interface Management Plan | Vendor | DPHHS | Coordinates the MAQCS technical activities that will need to take place in order to have MAQCS successfully interface with related systems, including those that will remain in legacy form until later Phases are completed. The plan will identify all relationships that need to be coordinated in order to have seamless impact on other systems. |
| Issue and Escalation Process | DPHHS | Vendor | A plan that ensures that a problem does not linger in the hands of any one individual or group without resolution. The plan will describe a process (root cause analysis) which will determine where the problem resolution ownership resides, the steps that must be taken to resolve it, and the documentation that must be completed in relation to the problem. Closure of an issue and document retention will also be addressed in this plan. |
| Issue Log | DPHHS | Vendor | A listing of issues related to the project that needs to be resolved in order for the project to move forward and meet its goals. This is not meant to be a repository for development questions, but project related issues that require management direction. |
| Kick-off Meeting (project & each phase) | Vendor | DPHHS | Starts up the project for the organization and is used to communicate details about the project to the team and organization. Primary project objectives, scope, business needs, team organization, risk, communication methods, cost and schedule should all be discussed. May be done in two meetings, one for the team and one for the organization. |
| Lessons Learned | Vendor | DPHHS | Each Phase phase should be reviewed with all team members to identify areas of success, difficulty and failure. These 'lessons identified' will be organized, reviewed and presented to the project management team to put measures into place to ensure the repetition of successful items, analysis of difficult items, and mitigation/corrective action for failed items. |
| Maintenance and Support Plan | Vendor | DPHHS | Describes how maintenance and support will be carried out, what the roles and responsibilities are for all people involved. This plan will site the other plans that must be adhered to during this phase for each Phase. |
| Organization Chart | Vendor | DPHHS | Diagram showing the structure of the project and the relationships and relative authority of its parts and positions/roles. This will be reviewed and updated quarterly or when significant staff changes occur. |
| Performance Measurement Plan | Vendor | DPHHS | Documents the process that the project will use to measure the performance of all project members in relation to the tasks that are their responsibility. |
| Project Initiation Document | Vendor | DPHHS | Outlines how the project is going to be ramped up. It documents high-level goals and documents the obstacles the project wants to avoid. This is the initial document to get the various teams and team members moving in the same direction at the same time. |
| Project Management Plan | Vendor | DPHHS | Communicates the major parameters of the project. It is a summary of what the project is intended to accomplish, the timeline expected, and the resources that are expected to be involved in particular roles. |
| Project Schedule | Vendor | DPHHS | A full project schedule that includes the work breakdown structure for the project. The tasks, assignments and dependencies are shown and resource conflicts and overbooking are removed. |
| Project Status Report | Vendor | DPHHS | Provides transparency into the status of all work items encapsulated and related to the project. Will show progress, remaining work, issues, risks, decision points, and items of general interest. Schedule is TBD. Project status report will be rolled into the status report required by MT PMB (DPHHS PM completes). |
| Quality Management Plan | Vendor | DPHHS | Describes how we are going to ensure a high quality operation. Will document the plan, implementation, and assessment used for quality assurance and quality control activities including deliverables, outputs, standards and metrics. It also outlines action that will be taken when quality standards are not met. |
| Responsibility Assignment Matrix | Vendor | DPHHS | Each project task, decision or deliverable will be assigned a responsible party. The owner is responsible for getting the item completed, even if a team is required to complete the work. The ideal will be to have this in an electronic tool (not a spreadsheet) so it can be viewed by all. |
| Security Management Plan | Provide a security management plan, which will describe security management for the central database and all interfaces. DPHHS requires various levels of security. The vendor must provide security management tools to enable DPHHS staff to control and monitor administrative and agent access. The vendor is responsible to ensure that they and all subcontractors establish and maintain and appropriate level of security in connection with the automated system. The vendor will report security controls (audit) quarterly. | ||
| Schedule Management Plan | Vendor | DPHHS | Describes how the project team will manage the project schedule. Details on the actual files, where they will be stored, who can update them, how versions will be managed, and how the team will adjust task values are all addressed in this plan. |
| Scope Management Plan | Vendor | DPHHS | Defines and controls what is and is not included in the project. At a detail level, define the work that needs to be accomplished to deliver the system with the specified features and functions. Document how the project scope will be defined, verified, controlled, and how the work breakdown structure (WBS) will be created and defined. |
| Sign-off Sheets (if not electronic) | Vendor | DPHHS | Used to document acceptance of deliverables and other significant work items. If electronic, describe. |
| Staffing Management Plan | Vendor | DPHHS | Outlines the members of the team, the roles they will fill, and how staff will be rolled onto and off of the project. Transition tasks will be described. Describes how the resources of all involved organizations will be included in the project. Ensures effective and efficient deployment of resources when they are needed |
| Statement of Work | Vendor | DPHHS | Describes the work to be done in detail and specifies the hardware and software involved and the exact nature of the work to be done |
| Status Report | Vendor | DPHHS | Used to uniformly report the status of the project on a regular basis. Should include work completed, work remaining, and the status of any issues, defects, changes. This is the lowest level reporting which will be rolled into the project status report. |
| System Design Documents | Vendor | DPHHS | Documentation provided on system areas that are reworked or custom functionality. Detailed system design documents are based on, and traceable to, the requirements. These design documents, as well as the requirements, will serve as a basis for test scripts. For non interface/conversion development use cases and high-level functional requirement specifications will be provided but the detailed internal engineering design documentation will not be provided |
| Task Order | Vendor | DPHHS | Formal document used to add work items to the project whether in or out of scope. Order must fully define the work, schedule, staff, impact, needs and analysis used to generate the request. |
| Technical Support Operations Manual | Vendor | DPHHS | Describes the operational characteristics of the system in order to allow support work to be understood and managed by new team members as needed. Should include all tasks required to keep the system and business functions operational |
| Terms of Reference | Vendor | DPHHS | Glossary of terms |
| Testing Plan | Vendor | DPHHS | Describes the workflow expected for the test process for the project. Roles, responsibilities, documents, and retention should all be included. |
| Testing Results (each phase & environment) | DPHHS | Vendor | Result information for all testing scenarios must be recorded in order to determine the level of completion of each phase of the project. |
| Testing Schedule | Vendor | DPHHS | Detailed listing of the test activities that will be conducted and the responsibility for each work item in the schedule. |
| Training Plan | Vendor | DPHHS | Describes how all system users will be brought up to a competent level in their role interacting with MAQCS. The tools, techniques and methods will be described in detail along with the staff that will be conducting and taking the training courses. |
| Training Schedule | Vendor | DPHHS | Detailed listing of the training activities that will be conducted and the responsibility for each work item in the schedule. |
| User Feedback Plan | DPHHS | Vendor | Describes a mechanism for end users and project participants to provide feedback to the project team about issues that concern them and what will happen with those items after being submitted. |
| User Guide - Business | Vendor | DPHHS | Provides detail instruction on how the business of DPHHS is accomplished through the system. |
| User Guide - Technical | Vendor | DPHHS | Provides detail instruction on how the technical aspects of the system have been constructed. Includes software configuration requirements for environment initial build out. It outlines the primary work tasks needed to keep the system operational, and includes any hot fixes, non-standard work items, work around or tricky tasks that must be done to keep the system up, running, and healthy. |
| Work Breakdown Structure | Vendor | DPHHS | Identification of low level tasks into higher-level parent tasks. Resources, materials, hours, and dependence should be included. |
Sheet2
Sheet3
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