S-44300-00012349 Att A-1 Scope of Work and Enhancements.docx

OHA RFP S-44300-00012349– SWAN System Maintenance and Support

ATTACHMENT A-1

SCOPE OF WORK

Agency will be responsible for maintaining server and network availability, security, and the SSL certificates on FileMaker Servers while SWAN is hosted on a state server. For purposes of this section, “Contractor” shall mean the successful Proposer to this RFP upon entering a contract with Agency for the Services.

1. Scheduling and monitoring server-side scripts, including but not limited to double-checking server settings on SWAN Server after monthly server re-boots.

2. Database administration: detecting and resolving orphan and duplicate records.

3. Identification and resolution of defects.

4. Modification to the data collected and creation of new reports required by ScreenWise staff.

5. Regular security auditing.

6. Maintaining interface requirements necessary for Agency to export data to the CDC, including file format and exchange of data according to requirements defined by Agency.

2. ONGOING SUPPORT & MAINTENANCE. The Contractor will ensure that the SWAN application is available 24 hours a day and 365 days per year, except for scheduled maintenance outage time periods, and/or scheduled interface enhancements. The Contractor is not responsible for application server or network infrastructure. Contractor will offer consultations and requested support to SWAN users on an as-needed basis. Support services may include, but are not limited to the following:

2.1. Defects and Adjustments. The Contractor will make appropriate adjustments and repair defects when identified by Contractor and reported and requested by Agency within the time and financial constraints of the Contract.

2.2. Software Updates and version control. Contractor will be available for consultations on, and backup support for, software updates as requested by Agency. Contractor will make software update recommendations whenever deemed appropriate. Contractor will install software updates as requested by the Agency.

2.3. Security and Maintenance Patches. Contractor will provide any FileMaker-specific security patches or FileMaker version updates or associated plug-in updates used by SWAN if requested by Agency, in tandem with OHA’s IT department.

3. ENHANCEMENTS. Contractor will perform Enhancements pursuant to a Master Product Schedule (defined below). A list of Potential SWAN Enhancements is included in Table A-1.1, on the last page of this Scope of Work.

3.1 Master Project Schedule (MPS). The MPS will set forth the Agency’s priorities for completing the Enhancements and will establish a schedule for Contractor to complete Enhancements. Following the Effective Date of the Contract, Agency and Contractor will meet to establish the MPS. After the initial meeting, Agency and Contractor will meet on a regular schedule, as set in the Contract, to re-examine the current MPS, re-establish the priority among Enhancements, and establish a future schedule for completing the Enhancements.

1. Within seven (7) days of the conclusion of each meeting, Contractor will send to Agency the revised MPS that incorporates any revisions or additions to the MPS agreed to at the meeting. Agency will either accept the MPS or return it to Contractor with requested revisions, in which case Contractor will revise the MPS accordingly and resubmit to Agency.

2. Upon Agency’s and Contractor’s written acceptance of the initial MPS and each subsequent revised MPS, the initial or revised MPS will become a part of this Contract.

3. Contractor will complete the Enhancements according to schedule stated in the then current MPS.

3.2 Use Cases. Contractor will build a backlog of use cases to represent the MPS. Each use case must represent a key required element or series of requirements from the perspective of the Agency, which will then be implemented as an integrated element to the custom software solution. Together, they will represent the scope of the project.

1. Each use case will have an estimated number of hours to complete and due date. These use cases will be prioritized based on their implementation order in the backlog.

2. At any given time, this backlog of use cases should clearly describe when a certain enhancement is scheduled for delivery, an estimated number of hours for completion, and the required criteria needed to consider this enhancement completed.

3. Use cases will be maintained, updated, and reprioritized on an as-needed basis, but at minimum, reviewed and approved on a bi-weekly basis with Agency.

4. If requested, Contractor will provide a snapshot of the backlog, hours spent and current MPS requirements monthly.

3.3 Enhancement Development and Implementation. Each Enhancement must have the business and technical requirements specified for it prior to beginning work. In the process of implementing each Enhancement, Contractor will be expected, as applicable, to:

1. Analyze and consult with Agency management on the scope and intent of the Enhancement, including recommendations, if any, for alternative changes to meet Agency’s needs.

2. Submit requirements analysis and specifications document to Agency.

3. Prepare an updated estimate of hours needed to complete the work, including cost, and impact on other projects and priorities.

4. Code programs and modifications.

5. Perform systems test. Contractor will perform testing during module development to verify the Enhancement and the System to satisfy functional and nonfunctional requirements as defined by the Agency. Contractor will test the development module, System Enhancement, and modifications in a test environment. Contractor will identify defects found during the testing process in accordance with the defect categories defined in the Contract and remedy those defects.

6. Present and discuss system test results with Agency staff.

7. Support User Acceptance Testing when required by Agency.

8. Schedule the implementation of modifications upon Agency authorization.

9. Verify the implementation of the modification, including monitoring accuracy of processing, and correction of any problems. Implementation will include, without limitation, the following processes:

a. Initialize and load database and other parameters.

b. Register all new components with the operating system.

c. Activate or initialize security features of the Enhancement.

d. Develop data integration and interfaces.

e. Script screens and reports.

Following the completion of User Acceptance Testing, Contractor would demonstrate to Agency that it has completed the Enhancement in accordance with the process set forth above, that the Enhancements meets the functional and non-functional requirements established by the Agency, and that the System, when operating with the Enhancement in a production environment, functions in accordance with its specifications. Upon Agency’s satisfaction of the foregoing, Agency will notify Contractor of its acceptance of the Enhancement.

3.4 Federal and Program Requirements.

1. All system enhancements must meet the required federal and state data requirements provided through the CDC web portal for grantees https://www.cdc.gov/cancer/nbccedp/ and through OHA at https://www.oregon.gov/oha/OEI/Pages/REALD.aspx.

2. System enhancements must ensure continuity of program data processing and operations, which include the entry, editing, and storage of historical and current patient data and claims and subsequent adjudication. System enhancements must ensure sustainable and functional operability of SWAN system for Agency staff.

3.5 Planning and Status Reports. Despite good-faith advance planning and development of business and technical requirements and development approach, Agency expects during enhancement implementation that new ideas or options for development will likely arise, business and technical needs might change, new technology might become available, or mid-course evaluation may indicate a need for development plans or revision of business needs or technical specifications. As such, Contractor must operate regularly in accordance with the agile and iterative methodologies that may be outlined in a Statement of Work. All revisions to business needs or technical specifications, and schedule to implement the enhancement will be documented by the Contractor and agreed to by Agency monthly following meetings between Agency and Contractor. Contractor will offer the following reporting services in support of Agency’s needs:

1. Status Reports. Upon request, Contractor will provide a summary report of time spent and how it was allocated on a monthly or quarterly basis.

2. Pivotal Planning. At the end of each stage, key Contractor and Agency staff will meet to confirm the trajectory and needs of SWAN and confirm or recommend changes to the Scope.

3. Documentation. All business needs or technical specification revisions, all scheduled implementations and enhancements will be documented by Contractor and agreed to by Agency on recurring, monthly or bi-weekly basis.

4. DELIVERABLES. Deliverables that a Contractor will produce under a Contract resulting from this RFP would likely include the following, on a schedule as agreed on by Parties.

4.1 Service Reports. Service Reports include a summary of support, maintenance, and enhancement services provided by Contractor the previous service period.

4.2 MPS. The MPS will be updated and maintained by the Contractor with Agency input and approval. The initial MPS will be established when accepted by the Agency. The revised MPS that incorporates any revisions or additions to the MPS agreed to at meetings will be submitted by the Contractor within seven (7) days of the conclusion of each meeting.

4.3 Use Cases. Each use case must have the business and technical requirements specified by Contractor and approved by Agency prior to beginning work. In the process of implementing each use case or enhancement request, Contractor would provide the following:

1. Scope. Contractor will conduct meetings as scheduled with key Agency staff to identify the scope of each use case and ensure scope and MPS is adhered to and adjusted as needed, in an iterative fashion. Requirements for enhancements will be represented by corresponding use cases and their acceptance criteria. Alternative changes, such as deadlines, hours needed and so forth, will be agreed upon during these weekly meetings.

2. Requirements. Contractor will conduct requirement analysis in the use case gathering phase. If requested, Contractor will provide monthly or quarterly requirement analysis reports to Agency.

3. Submission. Contractor will submit the enhancements and/or use case implementations that are to be considered for testing in the development environment by Agency in each of the scheduled meetings with Agency and Contractor staff.

4. Adjustments. Agency will provide any adjustment requests, or implementation and modification requests resulting from testing to Contractor in scheduled meetings. These will then be prioritized in the queue together, iteratively, as needed.

5. Schedule for Completing Enhancements. Contractor will complete the use case or enhancement according to the then most current MPS.

4.4 Development Environment. Contractor will establish an environment for both use case and/or enhancement development and testing. Contractor will perform development and testing to verify each use case and/or enhancement is functioning and ready for Agency’s approval in this development environment, on Agency’s approved server(s). Agency and Contractor will always have access to this development environment, to perform required tasks.

4.5 User Manual. Contractor will maintain an up-to-date user manual in a format agreed upon by Agency that details step-by-step instructions for completing all operational tasks in SWAN that are outlined in use cases.

5. MILESTONES. Agency expects the Initial MPS to be completed within the first 30 days of the start date of Contract. Any potential remaining aspects of the Deliverables, Ongoing Support and Maintenance, and Enhancements will be implemented after the initial 30 days as agreed upon by the parties and recorded in the most current version of the MPS, until the final duration date of the Contract. If at any point it becomes clear that these milestones may not be met, or if during the Discovery stage it is determined that these dates are untenable, Contractor would notify Agency one (1) week prior to scheduled completion and planning will be revised accordingly.

/Table A-A1.1 on next page

TABLE A-1.1 POTENTIAL SWAN ENHANCEMENTS

The purpose of this Table A-1.1 is to list of Potential SWAN Enhancements Agency may want to develop and implement. These potential enhancements include, but are not limited to the items listed below:

1. Update SWAN Interface to improve performance, functionality, and user experience. Archive and/or delete layouts and scripts that are not used; Update Google-analytics for all layouts.

2. Enhance claims processing functionality to improve workflow in processing claims and generating and disseminating explanations of benefits (EOBs) to billing agencies and providers through direct system email.

3. Reduce size and complexity of relationship graph to optimize for speed. Use more filtered portals, fmSearchResults popup lists, ExecuteSQL function, and other methods to reduce graph complexity. Goal is to reduce the number of Table Occurrences in the Graph in Interface file.

4. Enhance user interface for maintain supporting data tables in SWAN for fee schedules, funding sources, CPT codes, and ICD codes.

5. UI – Interface – Show tool tips on hovering as needed within patient detail, enrollments, claims, and contacts management screens for staff and provider use optimization.

6. Creating mechanisms for de-duplicating person records.

7. UI – Interface – Claims entry, pending and processed views as well as reports identifying paid claims, denied claims, and sorting and filtering mechanisms to quickly identify claim processing errors.

8. Improve functionality for sending provider correspondence directly out of data system including generating templates and mechanisms for email or printing.

9. Pilot interoperability and data transfer for internal OHA systems such as Orpheus (HPV data) and OSCaR cancer case matches. Prepare system for future interoperability with external systems such as OCHIN Epic.

10. Improve security features and work with program staff on documentation to support security or financial audits.

11. Develop improved functionality for search feature to improve performance, functionality, and user experience, helping users to quickly find an identified patient, enrollment, claim, or organization contact.

12. Create missing data report within FileMaker to send to enrolling providers

13. Create new report templates or access for program staff and providers as requested by Agency

(ocp5957)