SRC0000030623 - Exhibit 5 MIS Required Narrative Responses_FINAL.docxSRC0000030623 - Exhibit 5 MIS Required Narrative Responses_FINAL.docx

Exhibit 5: Required Narrative Responses

Special Supplemental Nutrition Program for Women, Infants and Children (WIC) Management Information System (MIS) Provider RFP

1. Comprehensive Overview of the WIC MIS (Page limit: 50 pages) This narrative response is not related to a specific requirement in Exhibit 4, MIS Provider Scope of Work.

Offerors must include a comprehensive overview of the proposed WIC MIS within this Exhibit. The system overview must clearly describe the WIC MIS architecture including all user interfaces, data storage, security measures, integration tools, scalability, compliance, and participating entities. In particular, the Offeror must clearly describe how the proposed WIC MIS meets the requirements as specified in Exhibit 4, MIS Provider Scope of Work.

The Offeror must recommend the most effective and efficient functional and technical configuration. Consideration must be given to the stability of the proposed configuration and the future direction of technology, confirming to the best of the Offeror’s ability that the recommended approach is not short lived, has the flexibility to support changes in program requirements.

Several approaches may exist for hardware configurations, other products, and software. The Offeror must provide a justification for its proposed hardware, product, and software solution. The Offeror must present explanations of the benefits and merits of its proposed solution together with any accompanying services, maintenance, warranties, value-added services or other criteria identified herein. The Offeror must provide a clear description of any options or alternatives proposed.

Additionally, the Offeror must include an implementation plan, detailing the steps for deploying the WIC MIS, including timelines and milestones. Training programs and support services must be described to ensure effective system utilization. The narrative must highlight the user experience, data privacy measures, risk management strategies, and how the system is designed to adapt to future technological advancements and program changes.

While not required, Offerors are invited to share any enhancements to the WIC MIS that may be forthcoming on the system’s roadmap.

2. Staffing Requirements (Page limit: 20 pages)

a. Requirement 1.4.3: Define the number of staff, their roles, and responsibilities for each phase of the Work. Key personnel from the Offeror subject to the approval of the Agency are:

1. Project Manager;

2. Business Analyst Lead;

3. Development Team Lead;

4. Database Administrator;

5. Data Migration Lead;

6. Testing Lead;

7. Training Lead; and

8. Technical Writer.

b. Requirement 1.4.4: Provide the resume for the designated MIS Project Manager, meeting the following criteria:

1. Bachelor’s Degree or five years of Project Management experience.

2. Minimum of three years of Project Manager experience.

3. Five years of work experience.

4. Experience supporting at least two WIC MIS projects, including the implementation of at least one EBT system.

5. PMP Certification is preferred but not required.

3. Other Project Requirements (Page limit: 50 pages)

a. Requirement 7.1.1: The Offeror must describe a proposed approach to training activities to prepare the Agency for the transition to the new MIS. The response should include, at a minimum, a description of:

1. The general approach to UAT Training, Pilot Training and Rollout Training.

2. The list of topics covered in the curriculum of each training. The Agency expects, at a minimum, trainings would address the following:

a. System overview;

b. Creating a new household;

c. Determining WIC eligibility;

d. Nutrition, health, and breastfeeding assessment;

e. Food package assignment;

f. Food package modifications;

g. Formula re-issuance;

h. Transferring participants out of and into households;

i. Appointment scheduling;

j. System security and access controls;

k. Review of alerts and messages that clinic staff may receive;

l. How to collect electronic signatures;

m. Overview of the guides found throughout the system;

n. Entering ranges of WIC EBT card numbers;

o. Creating Scheduler templates;

p. Breast pump inventory and referrals;

q. How to report issues to the Help Desk;

r. Equipment installation; and

s. Waitlisting.

3. Recommendations about which trainings may be held remotely and which trainings are more effectively conducted onsite.

4. An estimate of the duration of time needed for these trainings.

5. A description of the written and electronic materials that will be developed to support the training, such as training guides with step-by-step instructions and screenshots, a System User Manual and Quick Reference Guides.

b. Requirement 8.4.1: The Offeror must describe a proposed approach to facilitating UAT to prepare the Agency for the transition to the new MIS. The response should include, at a minimum, a description of:

1. A general overview of how UAT will be facilitated, including MIS testing and joint MIS/WIC EBT UAT with the future WIC EBT Processor.

2. Recommendations about the number of rounds of UAT and the timing/duration of testing. The Agency would like multiple rounds of UAT, with scheduled breaks between rounds to allow time for corrections to be made.

3. An estimate of the duration of time needed for UAT activities.

4. Recommendations related to UAT activities that should be conducted onsite and which, if any, should be conducted remotely.

5. How issues and defects identified during UAT will be tracked, categorzied by severity level (e.g., severe, high, medium, low), and resolved.

6. A brief report that will be provided at the end of all weeks of UAT to summarize findings/outcomes. This report must include a description of all defects identified during testing, the severity of the errors, and a plan for resolution until the Agency accepts the new MIS. This report must be included in the Offeror's Project Schedule (see: Requirement 1.3.3).

c. Requirement 9.2.1: The Offeror must describe how it will remotely facilitate the Pilot Operations Kickoff Meeting to discuss and review the Pilot plan with the Agency, QA Contractor and FNS.

d. Requirement 10.2.1: The Offeror must describe how it will oversee the rollout of the new MIS with Offeror staff onsite at assigned LAs during the first week of implementation.

e. Requirement 10.3.1: The Offeror must describe how it will respond to all issues or defects reported during the Rollout through the Offeror’s Help Desk, or other reporting process established with the Agency for the Rollout period.

f. Requirement 14.3.1: The Offeror must describe a proposed approach to change management for the new MIS. The response must include, at a minimum, a description of the following:

1. An approach to change management of the new MIS that includes the methodology for requirements definition, design, development, testing and implementation activities for both defect resolution and system enhancements.

2. Proposed timelines for delivery of binding estimates for system enhancements requested by the Agency.

3. Proposed timelines for delivery of releases, and delivery of system documentation, including, at a minimum, Release Notes, Testing Steps for resolved defects within the scope of the release, and a UAT Summary Report at the conclusion of testing performed by the Agency.

4. Proposed billing milestones for any system enhancement work that is requested by the Agency that is not part of the Contract.

5. Metrics and reporting used to measure the success of a release and to guide future releases.

6. Post-release support, ensuring continuous support and monitoring after release, with a focus on swift issue resolution.

State of Ohio Department of Administrative Services Special Supplemental Nutrition program for Women, Infants and Children (WIC) Management Information System (MIS) Provider – RFP #SRC0000030623

On behalf of the Ohio Department of Health