DraftPWSPosted20Jul07.doc

Performance Work Statement (PWS) for

Air Force Medical Services Agency

Project Management, Sustainment/Transition Training and Information Technology Support Services for AHLTA

2 April 2007

1.0 Introduction

The Air Force Office of the Surgeon General, Air Force Medical Services Agency is acquiring project management, transition/sustainment training, and information technology application support for AHLTA and interfacing enterprise clinical applications.

2.0 Background

Over the past several years the Department of Defense (DoD) Military Health System (MHS) Chief Information Officer has implemented AHLTA at all Air Force Medical Treatment Facilities (AF MTFs). AHLTA is the DoD enterprise electronic medical record. Development, testing, and new releases of AHLTA are spiral in nature and released in blocks. The first block of functionality released and implemented from 2004 thru 2006 was the Outpatient Module. Subsequent blocks planned for future release include the Dental Module, the Spectacle Transmission System (SRTS) II Module, and the In-patient Module. In addition to new blocks of functionality, upgrades and enhancements are released in builds. New modules and builds to AHLTA will be released by the DoD and implemented in AF MTFs at both contintental United States (CONUS) and outside continental United States (OCONUS) locations during the contract period of performance.

3.0 Scope

The purpose of this contract is to obtain support services for Project Management, Transition/Sustainment Training (clinical user training, clinical and business integration, change management and business process re-engineering) and Information Technology (IT) Support Services (help desk, trouble ticket entry and tracking, system functionality checks) in support of AHLTA at AF MTFs.

Each MTF staffed with a Contractor Trainer shall be responsible for coordinating MTF training requirements with the Trainer. Additionally, each MTF will provide a military Point of Contact (POC) to act as a local liaison and Quality Assurance Evaluator (QAE) for the Trainer performance and guidance. The military POC will evaluate the contractor’s performance and ability to meet the MTF training and IT support needs identified in Section 5.0, Performance Requirements of this PWS. An example of Trainer Evaluation is Attachment 4 to the PWS.

4.0 Applicable Directives

The Contractor shall adhere to the following directives in the performance of tasks identified in Section 5.0, Performance Requirements:

Public Law

Public Law

Privacy Act

Policy

Public Law

Policy

5.0 Performance Requirements

The Contractor shall provide those services, personnel, materials and related equipment to perform the tasks identified below.

5.1 Program Management Support

The Contractor shall assign a Program Manager who shall be responsible for the actions necessary to ensure efficient contract management, fulfillment of deliverables, management of each phase of the work, to include implementation and operations. These actions include control over personnel utilization and hours expended, authorization for travel and material expenditures, if applicable, and performance of the tasks identified in this PWS.

5.1.1 The Contractor’s Program Manager shall function as the single point of contact for all technical and administrative interfaces relating to the definition and accomplishment of the work described in this contract.

5.1.2 The Contractor shall attend meetings related to the topics addressed in this contract as requested by the Government. A summary of the topics discussed at the meeting shall be provided within five business days of the meeting when requested by the Quality Assurance Person (QAP).

5.1.3 The Contractor shall prepare briefings and white papers as requested by the QAP. The Contractor shall also be prepared to accept, follow-up, and address actions on behalf of the client or his/her representatives.

5.1.4 The Contractor shall provide planning, coordination, and operations support for this task which shall be performed primarily in the DoD National Capital Region (NCR). The Program Manager (PM) shall perform all work in the AFMSA/SGRIC office; Deputy PM support may be provided from other locations. Subsequent (following government approval of all plans) training support shall be provided on-site at QAP designated AF MTFs.

5.1.5 The Contractor shall provide comprehensive project direction to ensure customer satisfaction and overall success of the project.

5.1.6 The contractor shall compile, track, and analyze AHLTA training and utilization metrics and provide detailed reports, charts, and graphs and compile “best practices” in the format and timeframe requested, in writing, by the QAP.

5.1.7 The contractor shall provide methods, processes, and tools to strive for cost, schedule, and performance efficiencies. The contractor shall be able to identify and correct problems and make recommendations in all aspects of AHLTA operations contained in this PWS. Final work products shall have no programmatic errors, no spelling or grammatical errors and no technical errors.

5.1.8 The contractor shall provide technical and planning support for meetings, conferences and working groups. This support shall include coordination of the meetings, drafting meeting agendas, setup and operation of Video Teleconferencing (VTC) equipment and other audio-visual equipment, taking meeting minutes, and finalizing and distributing those minutes as directed within the schedule established by the QAP or other designated authority.

5.1.9 The Contractor shall manage project risk, assist in identifying and resolving action items, request assistance as needed, and close actions with appropriate solutions. All action items identified will be evaluated and recommendations for resolution provided to the QAP within 10 days of identification, or an earlier date agreed to between the parties.

5.1.10 The Contractor shall coordinate internal and external Quality Assurance (QA) reviews, ensure all QA goals, objectives, and projects are executed, ensure QA standards are defined and maintained, and ensure QA standards are identified and adhered to through established performance metrics, tracking and trending initiatives. Results of QA reviews shall be reported to the QAP or other designated authority within five workdays after the review.

5.1.11 The Contractor shall review, edit, quality assure, and approve submission of contract deliverables on the project.

5.1.12 The Contractor shall establish and maintain effective communication and coordination with QAP on project status, issues, AF and MHS information regarding the project, and application.

5.3.13 The Contractor shall establish and maintain effective routine daily communication with AF AHLTA Trainers regarding the project, the application, and necessary AF specific and MHS information essential to the operations and training of AHLTA.

5.3.14 The Contractor shall coordinate personnel deployments and travel within and/or across regions and their respective sites, addressing: logistics, including site schedule management, resource management (including both people and materials); issue and risk management, and client (customer) management (includes overall QA and customer satisfaction).

5.3.15 The Contractor shall adhere to established industry project management principles as described by the Project Management Institute (PMI) and leverage PM and recognized industry tools as appropriate for the AHLTA project.

5.3.16 The Contractor shall conduct monthly project financial reconciliation (planned vs. actual) and implement corrective action when variance is excessive. The Contractor shall report financial status to the QAP or other designated authority monthly.

5.1.17 The Contractor shall plan activities to ensure proper planning and allocation of resources including personnel and training materials.

5.1.18 The Contractor shall provide AF specific orientation for Contractor Trainers to include the following topics:

· Purpose of contract

· Review available training materials

· Personnel qualifications

· Identifying MTF Goals

· Identifying MTF preferred training methodology

· Contract deliverables and reports

· Specific AF and MTF policies

· Work hours

· MTF specific

· Vacation time

· Sick time

· Dress code

· MTF POC/QAE responsibilities

· Trainer responsibilities/duties

· Security policies

· ADP III

· HIPAA

· AF Information Assurance

· Specific contractor/sub contractor requirements

· Military rank and address

· Chain of command for problem identification/resolution

· Pertinent to contract

· Pertinent to AF and MTF

· Working environment at the MTF and becoming part of the MTF team

5.3.19 The Contractor shall assist the QAP in evaluating individual Trainer performance.

5.2 Transition/Sustainment Training Support Services

The Contractor shall assign AHLTA Trainers to provide on-site Transition/Sustainment Training for clinical users. Training activities include guidance regarding change management and the incorporation of AHLTA in clinic and business process re-engineering.

5.2.1 The Contractor shall provide initial AHLTA training to all personnel new to the AF and refresher training as requested and required by the MTF and/or individual users.

5.2.2 The Contractor shall provide training on new functionality, new builds, and new modules of AHLTA at the direction of the QAP.

5.2.3 The Contractor shall prepare classroom, facilities, and necessary equipment for AHLTA training. Support shall be provided in sufficient time to permit scheduled delivery of training.

5.2.4 The Contractor shall work directly with the MTF POC to schedule clinical user training to ensure both MTF and user training needs are met.

5.2.5 The Contractor shall perform a Training Needs Assessment on all newly assigned personnel to the MTF to determine what type and amount of AHLTA training is necessary. Training Needs Assessment shall be conducted as soon as possible after personnel arrive on station.

5.2.6 The Contractor shall provide training via one-on-one training, classroom instructor led training, and/or over the shoulder on-the-job training (OJT) methods in order to meet specific clinical user and MTF needs. The Contractor shall provide the appropriate quantity of sufficient training in order that users are able to use the application to document patient care with a minimum of continuous support from the trainer.

5.2.7 The Contractor shall provide training using QAP approved AF training materials and guidelines . Example of training materials available on web at: https://kx.afms.mil/ahlta

5.2.8 As an integrated part of training, the Contractor shall incorporate recommended user, clinic, and MTF business process re-engineering suggestions and recommendations as requested by the MTF. Additionally, change management assistance shall be provided as necessary to facilitate user, clinic, and MTF transition to AHLTA for appropriate patient care documentation and analysis of business processes.

5.2.9 The Contractor shall elicit Student Critiques from users as they complete training. All critiques shall be provided to the MTF POC within 2 duty days of completion of training and to the QAP within 2 duty days of request .

5.2.10 The contractor shall maintain records of training activities including: Training Needs Assessments, Training Attendance Records, OJT Records, and Student Critiques. These training records shall be maintained in either electronic or paper file and shall be available to the QAP and/or MTF POC within 2 duty days of request. The training records shall be maintained at the MTF until personnel retire, seprarate or permanently change duty stations. Example format for Training Needs Assessments, Attendance Rosters, OJT Records found in Attachment 5 & 6 to the PWS. These are examples of acceptable format; format flexible at written request and provided format by QAP.

5.2.11 The Contractor shall proctor/facilitate AHLTA Computer and/or Web Based Training events based upon requirements provided by the QAP and/or the MTF POC.

5.2.12 The Contractor shall conduct briefings as necessary and/or requested by the MTF POC to keep MTF staff advised of application updates and to provide necessary information regarding AHLTA to the staff.

5.2.13 The Contractor shall maintain communication with the QAP, Program Manager and/or MTF POC regarding all issues pertinent to AHLTA IT support and training.

5.2.14 The Contractor shall participate in weekly conference calls with the QAP and/or Program Manager.

5.2.15 The Contractor shall use e-mail for information updates from the QAP and exchange of information between AF AHLTA Training Team members.

5.2.16 The Contractor shall appropriately prepare and/or modify provided training materials to meet clinical user and MTF specific training needs. Additionally, the Contractor shall appropriately prepare and/or modify provided training materials for each incremental build or new block of functionality as directed by the QAP.

5.3.17 The Contractor shall maintain communication with the AF AHLTA Training Team by e-mail and teleconferences in order to coordinate best practices and guidelines across Trainers for use at AF MTFs.

5.3 Information Technology Support Services The Contractor shall assign AHLTA Trainers to provide on-site Information Technology (IT) Support Services to assist with help desk, trouble ticket entry and tracking, and system functionality checks in support of clinical users of the application and shall be performed at the request of the MTF POC. The IT Support Services aspect of this work is secondary to the training portion of this effort, and shall only be exercised when all other IT Support options have been exhausted.

5.3.1 The Contractor shall provide appropriate AHLTA Help Desk support to clinical users per local MTF Help Desk policies. The Contractor shall be readily available to users and respond to user requests in a reasonable amount of time with follow up as necessary, dependent upon the nature and severity of the problem. The Contractor shall maintain a contact log consisting of responses to: Help Desk requests, calls for application assistance, and user questions.

5.3.2 The Contractor shall perform AHLTA functionality and health checks and report findings as requested by the QAP or MTF POC.

5.3.3 The Contractor shall assist in the development and submission of trouble tickets on an as needed basis as directed by the local MTF POC. The contractor shall provide clinical user feedback on status/resolution of AHLTA trouble ticket(s) at the request of the user. When appropriate, the Contractor shall assure appropriate corrective action is taken to permit user access to the application within a reasonable time period.

5.3.4 The Contractor shall troubleshoot functional and technical problems with AHLTA software in conjunction with the MTF technical staff and assist in data gathering and analysis associated with AHLTA troubleshooting.

5.3.5 The Contractor shall support MTF IT staff to institute AHLTA user registration and password log in administration as directed by the local MTF POC.

5.3.6 The Contractor shall support MTF IT staff to maintain current AHLTA training tool installs, software installs, and upgrades as required to facilitate training at each MTF per the direction of the MTF POC.

6.0 Deliverables

The Contractor shall provide the deliverables identified below. The Contractor shall minimize task cost, utilizing Internet delivery for electronic media to the maximum extent possible, and utilizing commercial overnight delivery (for either hard copy or electronic media) only when applicable to fulfill a time critical requirement. Electronic media may be delivered (hand carried or by the United States Postal Service on compact disks) to the address above or by email to the electronic mail address provided. Acceptable electronic media includes the Microsoft Office Suite and ASCII text. Replacement pages may be used for updating information in previously produced deliverable documents when the number of replacements is small as mutually agreed upon by the Government and Contractor. All deliverables are to be provided electronically to CR. Reports shall be provided to the QAP for the previous month not later than the 15th work day of the following month.

6.1 Project Management Plan (PMP): The PMP shall be used to manage, track, and evaluate the Contractor’s performance. The PMP shall consist of control policies and procedures in accordance with standard industry practices for project administration, execution, and tracking. The PMP is due within thirty (30) days after date of contract and shall include the following:

6.2 Staffing Plan: The Contractor shall document the staffing plan of personnel to be used throughout the course of the contract. The staffing plan shall identify the individual, the major tasks to be performed by the individual, and the skill levels required to fulfill the tasks contained herein. The Contractor shall provide the resumes and qualifications of all personnel proposed for assignment to the various tasks in this contract and the government shall have the right of refusal over these assignments. Once assigned, if the individual is deemed unsuitable to support the tasks and duties assigned, the government shall make appropriate notification to the Contractor for corrective action(s) as needed.

6.3 Quality Assurance Plan/Work Acceptance Criteria Plan: The Contractor shall document how a Quality Assurance (QA) Plan shall be used through the course of the contract to independently monitor the quality of the processes and products for completing this effort. The QA Plan shall be developed in accordance with commercial standards and requirements detailing the processes, procedures, and metrics for assuring quality. This includes describing within the QA Plan the methods and procedures for the conduct and reporting of periodic and continuous internal audits and inspections necessary to verify compliance by the Contractor with all aspects of the contract.

6.4 MTF Site Specific Training Plan: The Contractor shall provide an initial MTF Site Specific Training Plan within thirty (30) days of initial placement of a Trainer at the MTF. This plan shall be a product of coordinated communication between the Program Manager, the Trainer, and the MTF POC. The plan content should include such topics as: MTF training expectations, training participant needs, preferred training delivery method, maintnenance of the training schedule, classroom training schedule if applicable, help desk and IT support services expectations. This plan should be reviewed on an interim basis by the contractor Trainer and the MTF POC.

6.5 Monthly Progress Report (MPR): Two types of MPR are required, one from each Trainer regarding the MTF, and the second, a consolidated report from the Program Manager. Vendor chosen format is acceptable provided it contains the information required in Paragraphs 6.5.2.1 thru 6.5.2.4 of the PWS; example format in Attachment 1 of the PWS.

6.5.1 The Contractor will provide an MPR from each Contractor Trainer to report activities performed at each MTF. The MTF MPR shall contain: summary of activities, training numbers, MTF AHLTA utilization, high priority issues, course evaluations (Student Critiques of training provided), high priority trouble tickets, a contact log, and any new course materials or job aids developed. The MPR shall document any problems encountered during training or while providing IT support services and shall provide the resultant solutions and impacts.

6.5.2 The Contractor PM will provide a consolidated MPR containing pertinent information from individual MTF MPRs along with monthly project financial reconciliation (planned vs. actual).

6.5.3 The MPR will be submitted in the format and with the content identified in Attachment 1 to this PWS. The Contractor shall submit MPRs no later than the 15th Government working day of each month covering the previous month’s activities. A courtesy copy of the MTF MPR shall be provided electronically to the QAP and the designated MTF POC. Course Evaluations or Student Critiques from the MTF personnel, as customers of the training shall be provided in hard copies to the MTF POC.

6.6 Delivery: The QAP shall accept delivery of documentation in electronic media.

6.6.1 Reporting: The Contractor shall interact and provide reports to the QAP and each Air Force on- site facility POC for the following functions:

6.6.1.2 Project management aspects of this contract.

6.6.2.2 Implementation, transition, change management, and recommended business process re-engineering tasks related to the performance of this contract.

6.6.2.3 Technical support services provided under this contract.

6.6.2.4 IT Functional Application Training material development and modification services.

7.0 GOVERNMENT POINTS OF CONTACT

Client Representative (CR) Provided at time of award.

8.0 GOVERNMENT FURNISHED EQUIPMENT (GFE)/GOVERNMENT-FURNISHED INFORMATION (GFI). The Government will provide the following resources:

8.1 Government Furnished Equipment (GFE): The government shall provide the Contractor with suitable on-site workspaces, workstations /furniture, information systems, hardware, software to include appropriate Commercial off-the- shelf (COTS), communications equipment, supplies, and other equipment (all GFE) required to perform their assigned tasks and duties for the tasks as follows:

8.1.1 Project Management, National Capitol Region (NCR). The Contractor may be expected to provide this support off-site, with a minimum of 30 days notice from the government. For this reason, both the on-site and off-site rates applicable to all labor categories proposed in support of Task 1 must be made available to the government in the resultant proposal and contract to follow. The government will evaluate both on-site and off-site rates for CONUS and OCONUS.

8.1.2 All work shall be performed on-site, at the prevailing on-site rate, as provided for in the contract.

8.2 Government Furnished Information (GFI): The government shall provide the Contractor all required information to perform their tasks and duties (GFI). The Government shall provide the Contractor with existing information regarding the current organization structure, mission, goal, objectives, as well as other information requested by the Contractor and deemed appropriate by the Air Force representative. Documentation: All provided documentation shall remain the sole property of the Government and shall be returned to the Government upon completion of this contract. Information provided by the Government or developed by the Contractor during the execution of this task, shall not be disseminated without approval by the Government.

8.3 MTF Standard Operating Procedures/Orientation Standard operating procedures shall be available to contract personnel. Initial MTF and base familiarization/orientation shall also be provided.

8.4 Training materials (Lesson Plans, Student Guides, Release Notes) shall be provided via electronic format available to the Contractor.

9.0

CONTRACTOR-FURNISHED RESOURCES.

There are no contractor-furnished resources other than training, technical support and reporting requirements noted in this PWS.

10.0

PERIOD OF PERFORMANCE

The base period of performance shall be one year from the date of award. There will be four one year option periods. The first option period begins on the day following the expiration of the base period of performance and continues for one year 11.0

TRAVEL

The intent is for the Contractor to be located at the MTF, and not for the Government to pay travel and per diem on a recurring basis. No relocation is to be paid. The QAP as QAP shall approve all travel. The government reserves the right to provide short notice notification of travel requirements in order to provide customer support or response to unforeseen support requirements. Upon approval of the QAP, the Contractor may be required to travel to designated locations within CONUS and OCONUS. Reimbursement of travel expenses shall be in accordance with the rates established by the Joint Federal Travel Regulations. The contract must contain sufficient funds prior to any travel-taking place. Actual expenses are limited by the Government Travel Regulations and must be pre-approved by the contracting officer or the QAP should the contracting officer opt to delegate that authority. Travel vouchers and supporting documents must be submitted within 10 days of completion of travel for payment within the month that travel occurs.

12.0

PLACE OF PERFORMANCE AND WORK HOURS

The places of performance include all Air Force CONUS and OCONUS locations listed on Attachment 2 to this PWS. The Contractor shall comply with the work hours at each site.

13.0

HOST COUNTRY PERFORMANCE CONSIDERATIONS

This PWS requires performance of work in one or more foreign countries. The procedures identified in Federal Acquisition Regulation (FAR) Part 25 as supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS) PGI 225.74 apply to this procurement. Subject to the respective Status of Forces Agreement (SOFA), the following logistical support may be provided to defense contractor personnel performing work under this contract:

a. Common Access Card (CAC), Geneva Convention Card (DD Form 489), and ration cards.

b. Any OCONUS Exchange service facilities (includes rationed items).

c. Military clothing sales for repair and replacement of issued equipment.

d. Organizational clothing and individual equipment.

e. Military banking facilities and Finance Accounting Office.

f. Government transportation (i.e. aircraft, automobile, bus, train) for official Government business.

g. Commissary (includes rationed items).

h. Morale and welfare recreational facilities (e.g., clubs, movie theaters, gyms).

i. Purchase of petroleum and oil products for rental and/or Government vehicles.

j. Customs exemption.

k. Emergency medical care.

l. Any theater-specific immunizations that are not available the general public

m. Mess facilities.

n. Quarters as available.

o. Military postal service.

p. Phone service.

q. Laundry services.

r. Religious services.

14.0

SECURITY REQUIREMENTS

14.1 Security Considerations: This task is UNCLASSIFIED. However, an ADP II and National Agency Check (NAC) is required of employees to allow them to obtain a local area network (LAN) account at the MTF where they are assigned. Additionally, if the performance of this contract requires access to individual patient medical records Protected Health Information (PHI) the Contractor shall comply with the requirements of the Privacy Act of 1974 and the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

14.2 Any data presented in a report or trouble ticket shall be aggregate in form and shall not contain individual identifying information. The Contractor shall retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of identifying information. This data shall only be used for the designated task. Files (electronic and written) containing PHI shall be maintained at the local MTF in accordance with appropriate guidelines provided by the QAP and applicable regulations

14.3 All Contractor personnel shall be designated as ADP II or ADP III as defined in DoD Regulation 5200.2-R, Personnel Security Program, and all Contractor personnel shall receive the appropriate Security Clearance when applicable. Verification and certification of clearances and eligibility shall be required of the Contractor prior to access being granted to either information or equipment/system resources that may become necessary in the performance of tasks under this order.

14.4 Individually Identifiable Personal Information: The Contractor shall use individually identifiable personal information for the designated project only as covered by the Privacy Act of 1974 and the Health Insurance Portability and Accountability Act of 1996 (HIPAA). This information shall not be used to create databases or any other product not intended for use specifically for the project. All personal information related to the project shall be turned over to the Government for further disposition at the conclusion of the contract period of performance, to include options.

14.5 The Contractor shall maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of personal. The Contractor shall provide personal information only to employees, Contractors, and subcontractors having a need to know such information in the performance of their duties for this project.

14.6 Acquisition Sensitive information shall be marked “Acquisition Sensitive” and shall be handled as “For Official Use Only”.

14.7 Day-to-Day Information and Operational Security Practices: Contractor personnel shall comply with all Departmental guidelines, instructions and procedures pertaining to the proper safeguarding, handling, storage, transport, distribution, and disposal of government materials marked as or known to be (by definition) Sensitive, But Unclassified (SBU), For Official Use Only (FOUO) or Privacy Act. Contractor personnel shall strictly adhere to established standard operating procedures and practices while on government premises, to include security checks, key control as required, and handling of documents, media, and other materials and equipment.

15.0

SPECIAL INSTRUCTIONS / CONSIDERATIONS

15.1 No data provided to, or developed by, the Contractor shall be used for any purpose other than this contract. All information (data files and hard copy documentation) becomes the property of the government and the Contractor shall return them to the QAP at the completion of the task.

15.2 Identification of Potential Conflicts of Interest (COI): No current or potential COIs exist for the execution of the PWS.

15.3 Identification of Non-Disclosure Requirements: No known access to sensitive or proprietary information exists at the time this PWS was prepared; however, the Contractor may be required to have access to such information during the period of performance. The Contractor shall execute appropriate non-disclosure agreements as required for access to such information.

16.0 ORGANIZATIONAL CONFLICT OF INTEREST: In accepting and performing the work required by this contract, the Contractor certifies that such work does not constitute or shall not create a conflict of interest due to any other work performed by the corporation.

17.0 NON-TRAVEL OTHER DIRECT COSTS (ODC’s). ODC’s are anticipated, and shall be separately identified in each offeror’s cost proposal.

18.0 PROPRIETARY INFORMATION

The Contractor shall abide by all Government and DoD regulations regarding the promulgation and use of proprietary information. The Government retains the right to all intellectual property produced in the course of this task. All documentation developed or acquired by the Contractor in support of the project, and any modifications thereto, remain the property of the Government.

19.0

SECTION 508 COMPLIANCE

No part of the work effort shall involve the provision of services, materiel or equipment to disabled persons and is therefore not applicable to this contract PER 1194.3 C: “Except as required to comply with the provisions in this part, this part does not require the installation of specific accessibility-related software or the attachment of an assistive technology device at a workstation of a Federal employee who is not an individual with a disability.”

20.0 Services Delivery Summary

The following performance metrics shall be used to monitor the Contractor’s performance and to document past performance:

22.0 Personnel Qualifications

The following minimum requirements apply to the Program Manager/Project Manager and Trainers assigned to this contract.

22.1 Program/Project Manager

Hiring Requirements, Experience, and Education:

· US citizenship mandatory (based upon MHS network access requirements--see attached MHS Policy Personnel Security Letter)

· Air Force Active Duty military health care management experience mandatory; minimum 15 years active duty health care management required

· Mandatory board certification as Health Care Administrator thru AAMA or ACHE required

· Mandatory PMI Project Management Certification

· Mandatory Bachelors Degree

· Masters Degree or equivalent experience highly desirable

· In depth understanding of current Air Force Transition Training Program mandatory

· Work experience with CHCS II/AHLTA

· Work location is Washington DC, Skyline complex (or other designated NCA location) in AF AHLTA office, 40 hours per week; 100% side by side working with AF AHLTA Training Program Manager

22.2 Trainers

Air Force AHLTA Trainers provide training, functional trouble shooting and requested limited technical assistance to AHLTA users at Air Force Medical Treatment Facilities. Additionally, the Trainers support AHLTA incremental implementation and integration, including user, clinic, and MTF business process re-engineering and change management. AHLTA Trainers possess detailed knowledge of AHLTA configuration and are able to conduct system health/status checks. The Trainers provide personal one-on-one training, classroom training, and over the shoulder on the job training as required by the MTF and users. The Trainers report user adaptation and acceptance statistics as requested by MTF leadership.

Hiring Requirements, Experience, and Education:

· US citizenship mandatory (based upon MHS network access requirements--see attached MHS Policy Personnel Security Letter)

· U.S. High School diploma or GED mandatory

· Minimum 2 year Associate’s Degree or 3 years of equivalent job experience required

· Minimum 2 years appropriate job experience mandatory (combined medical and/or computer and/or training)

· Professional training and education experience highly desirable

· Prior U.S. Military Service preferred

· Healthcare provider (physician, dentist, NP, PA, nurse, medical/dental technician) experience highly desirable

· Minimum 18 months previous experience training and/or using an electronic medical record (EMR) mandatory; experience using AHLTA (as a healthcare provider or Trainer) strongly desired

· Personnel must possess demonstrated knowledge of medical business processes and operations through previous job experience

· Personnel must be capable of providing formal and informal implementation guidance, integration, and change management support tasks (on the job training, formal and informal classroom and over the shoulder training) in a dynamic and interpersonal setting to support functional users (medical and dental providers) requiring assistance in implementing, using, and integrating AHLTA and it’s increments into the military medical clinical business process

· Must maintain an appropriate degree of knowledge, skill, and ability to provide functional support and perform system status checks as needed during trouble ticket resolution

· Personnel must be fluent in verbal and written English and English medical and dental terminology

23.0 Workload Information

Attachment two contains a list of sites and estimated number of trainers that the Air Force believes are necessary to accomplish the requirements of the PWS. In addition, attachment three identifies other cost considerations that the offeror should consider as proposals are being prepared and submitted. This data is provided for informational purposes only and is not intended to represent actual or complete requirements for the work effort described in this PWS.

Attachment 1

Monthly Progress Reports

1.0 Task Information

1.1 Contract number and project number

1.2 PM assigned

1.3 Accounting Control Transaction (ACT) number and reporting period

1.4 Client agency and location

1.5 Brief task description

2.0 Reporting Period Information

2.1 For each employee: name, skill level, regular and overtime hours worked (denoting on or off site), and cumulative regular and overtime hours worked.

2.2 The portion of the report described above must contain the following statement: “I certify to the best of my knowledge and belief that the above named employee(s) worked the hours shown at the skill levels indicated.” Signature and date of the (Contractor) Project Manager or his/her designee directly following this statement.

2.3 A narrative review of work accomplished during the reporting period and significant events.

2.4 Deliverable process

2.5 Problem areas

2.6 Anticipated activity for the next reporting period

2.7 Description of any travel or unique services provided

2.8 Other relative information as necessary

2.9 Training information including the following

A summary of training activities and technical support services provided for the reporting period. In addition, the following supporting documentation will also be included as part of the MPR package:

a. List of all users trained that month, including name and rank, the class attended, and the class date,

b. Original class evaluations following the end of each class with an explanation and action plan for addressing ratings of 1, 2, or 3,

c. Hard and electronic copies (posted to the MTF intranet) of any course materials or job aids designed at the MTF,

d. Trouble Ticket Log with the resolution and/or escalation of each item,

e. Issues Log that will be updated weekly after discussion with the MTF POC and affected/related MTF personnel.

Attachment 2

Sites and Trainers

Total

***13 positions at 12 locations

Attachment 3

CONUS Work Sites

Total

Attachment 4

AHLTA Sustainment Trainer Performance Evaluation

EVALUATOR: ________________________

ANNUAL EVAL __

EMPLOYEE: __________________________

INTERIM EVAL __

DATE: ___________

Please answer 1-5: 1=poor 2=minimal 3=average 4=above average 5=excellent

You may add comments under each question and at the end of the questions.

Please provide specific comments on any rating below a 3.

1) Rate trainer's knowledge of AHLTA:

2) Rate trainer's interpersonal skills (ability to interact with students and MTF personnel):

3) Rate trainer's ability to prioritize duties/responsibilities/tasks:

4) Rate trainer's ability to manage time:

5) Rate trainer's timeliness in completing assigned tasks:

6) Rate trainer's ability to communicate effectively with students and other MTF personnel:

7) Rate the trainer's ability to function autonomously in the role of AHLTA Transition Trainer:

8) Rate overall satisfaction with AHLTA Transition Support Trainer (TST):

9) Rate the overall value (1 lowest, 5 highest) you feel the TST adds to your MTF staff's ability to use AHLTA effectively:

Other comments/expectations:

Attachment 5

AHLTA Training Needs Assessment

Name:

Clinic:

Clinic role (provider, nurse, tech, clerk):

Prefer Classroom or Over the Shoulder Trng:

Original CHCSII training date (approx):

TRAINER SIGNATURE:

Navigation/Getting Started

Comments:

Managing Appointments

Comments:

Vital Signs Entry

Comments:

Patient Encounter

Comments:

Clinical Notes

Comments:

Patient Encounter

Comments:

Template Management

Comments:

Document the Note

Comments:

Order Entry

Comments:

Diagnosis

Comments:

Procedures

Comments:

Order Consults

Comments:

Other Therapies

Comments:

Disposition

Comments:

Telcon

Comments:

Problem List/History

Comments:

Allergy

Comments:

Previous Encounter

Comments:

Lab& Rad (Results)

Comments:

Health History

Comments:

Alerts Review

Comments:

Sign/Co-Sign Orders

Comments:

Attachment 6 Sustainment Training Sign-In Roster

Course:

Location:

Instructor:

Date:

Time: