VA118-17-R-2324-040.docx

EHRM Project Management, Planning, Strategy and Pre-IOC Build TAC Number: TAC-18-47571 va electronic health record modernization (ehrm) system

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

EHRM Program Executive Office

EHRM Project Management, Planning, Strategy and Pre-IOC Build

Date: October 5, 2017

TAC- 18-47571

Task Order PWS Version Number: 5.0

Contents

BACKGROUND

The mission of the Department of Veterans Affairs (VA) is to provide benefits and services to Veterans of the United States. In meeting these goals, VA strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

On June 1, 2017, the Secretary of the VA signed a Determination and Findings that, through a public interest exception, permitted the sole source procurement of the Cerner Corporation’s (Cerner) Electronic Health Record (EHR) system being deployed by the Department of Defense (DoD) as well as related services for deployment and transition across the VA enterprise in a manner that meets VA needs. Procurement of a single common system across VA and DoD shall achieve VA’s goal of seamless care for Veterans by facilitating the transition of active duty military members to VA and improving their timely access to the highest quality of care.

Under this task order, Cerner shall provide project management, planning, strategy, and pre-Initial Operating Capability (IOC) build support.

For purposes of this Performance Work Statement (PWS), the VA EHR solution will be referred to as the VA Electronic Health Record Modernization (EHRM) System.

APPLICABLE DOCUMENTS

The documents in Paragraph 3.0 in the EHRM Basic PWS apply to the performance of this effort, there are no additional referenced documents.

SCOPE OF WORK

The Contractor shall provide project management and planning support services for the VA EHRM solution. These services include EHRM project management, EHRM Functional Management, EHRM Technical Management, EHRM enterprise design and build activities as well as pre-IOC infrastructure build and testing.

APPLICABILITY

This Task Order (TO) effort PWS is within the scope of paragraph 5.1 Project Management and 5.2 EHRM System of the EHRM Basic PWS.

ORDER TYPE

The effort shall be proposed on a Firm Fixed Price (FFP) basis.

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The period of performance (PoP) shall be 12 months from the date of award, with one 12-month option period.

PLACE OF PERFORMANCE

Efforts under this TO shall be performed both in Contractor facilities, as well as VA facilities. Program meetings may also be held at VA Central Office, some of which may require in person attendance. Project management activities that occur at the enterprise level shall be performed at Contractor facilities.

TRAVEL OR SPECIAL REQUIREMENTS

The Government anticipates travel to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The total estimated number of trips for this effort shall be proposed by the contractor. Anticipated locations include, but are not limited, Kansas City, MO; Washington, DC; Veterans Service Integrated Network (VISN) 20 IOC site locations. The Contractor shall review travel under this TO on a quarterly basis. Based on this quarterly review, the Contractor shall inform VA of project risks related to travel.

CONTRACT MANAGEMENT

All requirements of Section 9.0 of the EHRM Basic PWS apply to this effort. This TO shall be addressed in the Contractor’s Monthly Progress Report as set forth in the EHRM Basic contract.

GOVERNMENT FURNISHED PROPERTY

The Government has determined that remote access solutions involving Citrix Access Gateway (CAG) have proven to be an unsatisfactory access method to complete the tasks on this specific TO. The Government also understands that GFE is limited to Contractors requiring direct access to the network to: access development environments; install, configure and run TRM-approved software and tools (e.g., Oracle, Fortify, Eclipse, SoapUI, WebLogic, LoadRunner, etc.); upload/download/ manipulate code, run scripts, apply patches, etc.; configure and change system settings; check logs, troubleshoot/debug, and test/QA.

Based on the Government assessment of remote access solutions and the requirements of this TO, the Government estimates that the following GFE will be required by this TO:

1. 50 of standard laptops

The Government will not provide IT accessories including but not limited to Mobile Wi-Fi hotspots/wireless access points, additional or specialized keyboards or mice, laptop bags, extra charging cables, extra PIV readers, peripheral devices, additional RAM, etc. The Contractor is responsible for providing these types of IT accessories in support of the TO as necessary and any VA installation required for these IT accessories shall be coordinated with the COR.

SECURITY AND PRIVACY

All requirements in Section 7.0 of the EHRM Basic PWS apply to this effort.

It has been determined that protected health information may be disclosed or accessed and a signed Business Associate Agreement (BAA) shall be required. The Contractor shall provide and adhere to the requirements of their existing BAA, referenced in Section D of the Request for Task Execution Plan (RTEP) and shall comply with VA Directive 6066.

POSITION/TASK RISK DESIGNATION LEVEL(S)

The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Task

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

PROJECT MANAGEMENT

CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of this TO effort. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the TO. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP.

Deliverable:

A. Contractor Project Management Plan

REPORTING REQUIREMENTS

The Contractor shall provide a Monthly Progress Report in accordance with Section 9.6.1.1 of the EHRM Basic PWS.

The Contractor shall participate in quarterly Program Management Reviews (PMRs) with VA.

Additionally, requirements under this TO may require working with the EHRM Program Management Office support contractor team to provide inputs into program-level reporting and performance analysis/monitoring requirements. As a result, the Contractor shall support up to 20 named program-level reports and/or performance analysis/monitoring requirements per year. The Contractor shall support and respond to internal and external data calls and requests from third parties to include but not limited to Congress, unions, VSO etc. as it relates to EHRM. Additionally, the Contractor shall coordinate external communications with VA prior to release. Program-level report activities shall be included in the Monthly Progress Report.

Deliverable:

A. Monthly Progress Report B. Program-Level Reports

TECHNICAL KICKOFF MEETING

The Contractor shall hold a technical kickoff meeting within ten days after TO award. The Contractor shall present, for review and approval by the Government, a Contractor Project Management Plan that includes the details of the intended approach, work plan, and project schedule for each effort. The Contractor shall review the roles, goals and objectives, and to discuss technical requirements, administrative matters, GFP associated with Contractor performance for the IDIQ. The Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three calendar days after the meeting). The Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), COR, and the VA PM.

EHRM ENTERPRISE MANAGEMENT SUPPORT

The Contractor shall provide and implement a Delivery Management Organization to manage the execution of the EHRM Program. The Contractor shall provide the leadership, processes, tools, and deliverables required for Project Management, Functional Management, and Technical Management.

EHRM PROJECT MANAGEMENT

The Contractor shall provide project management support to accomplish the vendor-side managerial, logistical, and integration required to implement and sustain the EHRM. The Contractor shall support project management activities across multiple TOs to implement and sustain the EHRM solution at the IOC sites identified in Section 4.2, and any other sites included in subsequent deployment task orders that are activated during performance of this effort. The Contractor shall identify an individual as the primary contact point for all project issues/concerns/status. The Contractor shall follow VA approved Project Management guidance, in accordance with VIP for Major Programs associated with this TO.

SCHEDULE MANAGEMENT

The Contractor shall create an Integrated Master Schedule (IMS) that depicts the implementation and deployment of the EHRM solution. The Contractor shall create, maintain, analyze, and report integrated schedules, as defined below:

a. The IMS shall identify and include all applicable project milestones for identifying and documenting discrete events necessary to complete the project, definition of relationship (dependency) between and among these events, determination of the expected duration of each event, resources required for each, and creation of a schedule that depicts this information as a cohesive whole.

b. The IMS shall identify and track sites associated with the EHRM deployment.

c. The Contractor shall ensure that a fully resource-loaded and baselined schedule in Microsoft Project is in place within 20 business days of receiving baselined requirements.

d. The Contractor shall maintain the schedule, generating Bi-Weekly Schedule Reports containing, at a minimum, the planned versus actual program/project performance and updated critical path information for the project. The reports shall be provided to, and accepted by the COR.

e. The Contractor shall follow the established Change Control Process Plan to address any schedule variance. The Contractor shall adhere to VA guidance for changing dates related to baselined dates.

f. The Contractor shall deliver a detail-level schedule, critical path depiction, and what-if analysis, with breakouts of subsections for individual groups/teams. When data are provided/entered that create overall critical path slippage, the Contractor shall notify the VA PM within one business day, by email and phone.

Deliverables:

A. Integrated Master Schedule B. Bi-Weekly Schedule Reports

RESOURCE MANAGEMENT

The Contractor shall manage the onboarding of its staff after TO award. The Contractor’s resource management activities shall include the steps to allow Contractor resources, if required, to obtain a VA network and email account, complete training, initiate background investigations, and gain physical and logical access, which may include elevated privileges to the necessary development and test environments for the various systems to be enhanced. The Contractor shall provide the names of the resources that will support the project at the TO Technical Kick-off Meeting and shall also be documented and updated in the CPMP.

The Contractor shall designate a single Contractor Onboarding and Resource POC to track the onboarding status of all Contractor personnel. The Contractor Onboarding POC shall be responsible for accurate and timely submission of all required VA onboarding paperwork to the COR. The Contractor shall be responsible for tracking the status of all their staff’s onboarding activities and report the status at the staff level during onboarding status meetings. The Contractor shall provide a weekly Onboarding Status Report for any staff with outstanding onboarding requests for review by the COR and VA PjM.

The Contractor shall provide a Resource Management Plan that includes a timeline for onboarding, compliance, provisioning, and access for expert resources. The completion dates for the following milestones shall be included for each staff member:

a. Completion of mandatory onboarding paperwork

b. Fingerprints submitted (if applicable)

c. Background investigation initiated

d. Background investigation completed

e. Network Access received

f. Submit e-Pass (for elevated privileges if applicable)

g. GFE Issued (as applicable) with elevated privileges (if applicable)

h. CAG/VPN access granted

i. Contractor Off-boarding Date

Deliverables:

A. Onboarding Status Report B. Resource Management Plan

RISK MANAGEMENT

The Contractor shall adhere to VA-defined risk and issue management processes and report risks and issues to VA for all EHRM activities.

The Contractor shall create a project Risk Management Plan (RMP) to identify their approach to identifying and categorizing project risks, proposing mitigations, and tracking status on risk resolution. The Contractor shall provide a presentation to VA of updated risk responses and actions to include mitigation strategies at each PMR.

The Contractor shall:

a. Report, monitor, manage and mitigate risks for each respective deployment site.

b. Enter and update risks per VA’s direction.

c. Assess the status of and report on its risks on a weekly basis to VA for inclusion in the Program Risk Management Registry, maintained by EHRM PMO Contractor. When new risks occur, which could impact the configuration, testing and deployment schedule, the Contractor shall notify the COR and VA PM via email within 24 hours. Email subject line shall read “EHRM {Site Deployment Location} Risk Alert Notification.”

d. Provide the COR and VA PM a weekly Risk Management Status Report

Deliverables:

A. Risk Management Plan B. Weekly Risk Management Status Report

QUALITY MANAGEMENT PLANNING

The Contractor shall perform three major tasks as part of the quality planning process:

a. Define customer quality objectives and measures specific to IOC;

i. The Contractor shall define the operational processes required to fulfill the quality objectives. For each phase, the Contractor will 1) produce an auditable checklist of necessary, value-added activities that assert the quality of a given service and/or solution, 2) help baseline progress on work items, cost, and schedule and 3) ensure there is a common understanding of completion by those involved on a specific work product and/or service.

ii. Meeting the criteria defined in the checklist implies that work was delivered on time, within budget, and in compliance with technical requirements.

b. Determine how they will be met and exceeded, and define the performance metrics (i.e. key performance indicators) and associated thresholds that can be used to forecast, monitor, and evaluate progress against cost, schedule and technical requirement compliance and realization, and ultimately quality objective achievement;

i. The Contractor shall use metrics to continuously forecast, track and assess progress against cost, schedule, and technical requirements compliance and realization.

c. Define Customer Quality Objectives/Measures.

0. The Contractor shall hold a series of requirements meetings after IOC Task Order kick-off to identify and capture this understanding and document it in our Quality Management Plan as quality objectives.

GOVERNANCE

The Contractor shall participate in and provide recommendations in an advisory role to the Joint Governance Board with membership comprising of DoD, VA, Cerner members. This joint board will address data governance, disaster recovery, workflow development, change control, security requirements and implementation decisions in addition to other areas requiring concurrence as recommended by the Contractor.

The Contractor shall propose an Innovation Board Charter and facilitate the establishment of joint VA/Cerner Innovation governance board.

The Contractor shall support and participate in the VA Governance process and applicable working groups as defined by the VA and recommended by the Contractor at the VA EHRM Executive level, PjM Level, Functional Management level, and Technical Management level as a subject matter expert advisor. The Contractor shall attend governance board meetings as a non-voting advisor.

The Contractor shall keep in communication with VA so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. The Contractor shall participate with designated VA personnel at any periodic or intermittent project/program or governance-related meetings once established, (e.g., monthly EHRM Steering Committee, Governance Integration Board, Functional Governance Board, Technical Governance Board, VA/DOD Joint Work Stream Coordination (WSC) Sync, Joint Technical Governance Board and Joint Functional Governance Board) and present recommendations and/or white papers for joint review and approval.

Deliverables:

A. Proposed Innovation Board Charter

PROJECT COMMUNICATIONS MANAGEMENT

The Contractor shall deliver a Project Level Communications Plan as part of the CPMP to outline the communications required to manage the overall EHRM project. The Contractor shall coordinate with the PMO Contract support staff and include as part of the Project Level Communications Plan an approach to communicating action items and issues that require immediate response.

Deliverables:

A. Project Level Communications Plan

EHRM FUNCTIONAL MANAGEMENT PLANNING AND OVERSIGHT

The Contractor shall provide a Functional Management Organization (FMO) that develops the framework and begins launch of change management, functional requirement management, product management, deployment management planning and develops / launches the value management and communication strategy. The functions outlined shall work in a cohesive manner to approach the VA with a consolidated strategy to functional management that:

a. Develops the change management strategy

b. Baselines the VHA’s clinical priorities vs. the Contractor’s solution

c. Leads requirements elaboration sessions to detail cortical changes to the clinical workflow

d. Develops communications and training strategies

e. Evaluates operational readiness across facilities

ORGANIZATIONAL CHANGE MANAGEMENT

The Contractor shall design, develop and implement a comprehensive Enterprise-wide EHRM organizational change management strategy and plan based on the results of initial analyses performed. This plan will include insight and coordination of all PMO contract activities during the individual site assessment visits.

CHANGE MANAGEMENT STRATEGY

The change management strategy is a living document that will reflect the dynamic nature and complex organizational structure of the VA. The plan will include ongoing updates to the national plan and templates reflective of a large workforce facing multiple transformations. The Contractor shall develop an EHRM Change Management Strategy to define a systematic and scalable approach for integrating the people side of the change, concurrent with all other EHRM implementation activities and other VA Modernization initiatives. Within this EHRM Change Management Strategy, the Contractor shall identify success measures, risks and mitigation approaches to minimize stakeholder disruption and resistance, while maximizing adoption and outcomes. In addition, the Contractor shall develop the EHRM Change Management Strategy based on best practices and lessons learned from EHRM implementations and VA/VHA deployments, to achieve VAs objectives and the cross-cutting impact that it has on internal and external stakeholders.

The EHRM Change Management Strategy shall clearly identify an end-state vision for the change, the drivers needed to achieve understanding and acceptance of the vision, and performance measures to assess the progress towards achievement of the intended objectives. Within the Change Management Strategy, the Contractor shall define the framework for transformation, and provide guidance and support in helping VA prepare for the EHRM implementation by establishing urgency and scope, creating and communicating the vision, driving commitment and empowerment.

As a result, the EHRM Change Management Strategy shall allow VA leaders to be aligned around a conceptual approach for how the EHRM will be operationalized within VA, and can communicate clear, compelling, and consistent messages to VA staff about the change. In order to ensure that the work in this Task Order is aligned with the deliverables from other potential VA contractors, both the VA and the Contractor will mutually agree on the scope of work to be performed relative to EHRM Change Management prior to VA Execution of other work.

As part of the EHRM Change Management Strategy, the Contractor shall create an EHRM Workforce Analysis to identify impacts to organizations and roles and mitigation strategies The EHRM Workforce Impact Analysis shall include the below, but not limited to:

a. EHRM Human Capital Plan to incorporate the change, overall transformation, and the impacts to the make-up of the organization (number of people and skillsets). This identifies factors that will need to be considered such as recruiting strategies, hiring authorities, types of resources, re-skilling, retention, and turnover strategies to prepare the organization long-term with the right people with the right knowledge, skills, and abilities.

b. EHRM Role Analysis Plan to identify the change, overall transformation and impact to the existing roles and responsibility as a result of future state workflows. The Role Analysis will inform the human capital plan, organizational readiness, training needs, operational processes and policies that may need modification.

The EHRM change management strategy shall include:

a. VISN and VAMC Support Strategy

b. Standard Operating Procedure Management

c. Clinical Content and Process Standardization Approach

d. Initial Process Standardization Activity Map

e. Change Management Playbook

f. End-State Vision

g. VA WAG Operational Strategy

h. Executive Alignment Event Reporting Strategy

i. Proposed VA change management governance model

j. Change management risk and mitigation log

k. Value Realization strategy and plan

l. EHRM workforce strategy

m. National Transformation plan support including:

1. National Transformation Charter

2. Program Management Plan

3. Operational Policies and Procedures

4. Roles and Responsibilities Profiles at the national, regional, and local level

5. Onboarding Plan

6. Project Plan

7. Program Kickoff

8. Program Templates

9. Organizational Charts

10. Conflict Resolution

Deliverable:

A. Change Management Strategy

EHRM TRAINING STRATEGY

As part of the EHRM Change Management Strategy, the Contractor shall create an EHRM Training Strategy to integrate training of organization, process, and technology changes specific to performing work. The EHRM Training Strategy shall identify approaches (e.g., Super Users, Train-the-Trainer, Instructor-led Training, On-the-Job Support), roles and responsibilities needed to develop and execute on training, as well as preliminary scheduling, risks, and mitigations.

The EHRM Training Strategy shall include:

a. Identification of the training format to be used, e.g. traditional instructor led, blended learning, classroom, train-the-trainer, Computer Based Training

b. A training structure to be used, e.g., optimal class size, number of instructors, site resource requirements

c. A training plan based on best practices for each role/skill/knowledge base

d. Identification of curriculum to be developed, based on best practices for adult learning, to meet each of the sites skills, knowledge base, user roles

e. Process for determination of training schedules to meet VA’s availability in accordance with Contractor’s best practices

f. Number of trainers required for each training classes per deployment site

g. Percentage of personnel expecting to be trained

h. Identification of resources and locations required to conduct trainings: room, hardware, supplies etc.

i. A training survey to be filled out by trainees after class

j. Recommended assessment strategy for participants to ensure readiness

k. Training assessment tools and strategy for training scheduling tools (Learning Management systems, etc.)

l. Approach of how lessons learned will be incorporated in future training plans

m. Identification of potential risks and mitigations

n. Approach to VA resource site based support to assign role-based learning journeys and assist in enrollment.

o. Strategy for VA resource site based training operational support.

p. Identify a materials management strategy that identifies how training materials are printed, stored, and accessed for appropriate classes

q. Site-to-site variations and identification of risk mitigation.

r. Sustainment training approach.

s. Super User Strategy to identify, resources requirements, processes, approaches, and roles and responsibilities to develop and execute a Super User approach.

Deliverable:

A. Training Strategy

EHRM STAKEHOLDER COMMUNICATIONS STRATEGY AND PLAN

The EHRM the Contractor shall create an EHRM Stakeholder (end-users, managers, leadership, project team, etc.) Communication Strategy and Plan to identify specific communication needs to the EHRM implementation. The Contractor shall coordinate with both the VA and contractor EHRM Strategic Communications teams, as well as the EHRM PMO contractor to align messaging content and delivery to prepare stakeholders with specific information related to EHRM deployment. Stakeholder communications shall include the use of social media listening technology and surveys to assist site preparation assessments and support mass communications. The Contractor shall include communications to VA as well as legislative stakeholders in the strategy and planning process. Communications strategy and planning shall include development of:

a. EHRM Communication Repository

b. EHRM Communication Portal

c. Communication Style Guide

d. Initial Campaign Materials

e. Crisis Communication Plan

A. Stakeholder Communication Strategy and Plan

FUNCTIONAL REQUIREMENTS MANAGEMENT

The Contractor shall:

a. Provide VA EHRM clinical and business workflows expertise to ensure delivery of end-user focused capabilities

b. Integrate with the VA clinical and business teams to document key requirements to be implemented within Cerner’s solution

c. Define strategy and process for identifying new functional requirements and incorporating new requirements in the EHRM Roadmap

The Contractor shall incorporate new requirements identified in the monthly progress report and provide updates to the VA RTM.

DEPLOYMENT MANAGEMENT

The Contractor shall develop an EHRM deployment management strategy that:

a. Works with local governance stand-up and implementation; lead initial local clinical steering efforts to ensure inclusion of best practices

b. Tracks deployment activity status and user adoption metrics

c. Defines the deployment methodology and event structure to assist with communication and oversight

d. Guides planning, organization and resource management for VHA deployment activities and deployment initiatives

e. Oversees the deployment activities to ensure best practice alignment including EHRM Training Strategy and EHRM Technical Implementation Plan.

f. Leads communication with project management office and deployment leads

The Contractor shall provide ongoing management and oversight to include:

a. Coordination with project management office and change management teams to draft and execute plans to promote EHRM adoption

b. Coordination with project management office, site and deployment teams to conceive, draft and distribute communications product

c. Risk identification and proposed mitigation to successful adoption by working collaboratively with the other project team members

d. Measuring and tracking program awareness

Deliverable:

A. Deployment Management Strategy

VALUE MANAGEMENT

The Contractor shall create a Value Realization Strategy that aligns the VA EHRM project with desired outcomes. The value realization strategy will include a value measurement plan that:

a. Engages key National, VISN and VAMC stakeholders in the creation of value objectives

b. Defines the value realization framework used to identify, measure and track value objectives, including sustainment activities related to continuous performance improvement

c. Describes how success will be defined, including a timeline for measurement

d. Outlines a plan for communicating value to internal and external stakeholders

The Contractor shall continuously update the Value Realization Strategy and Plan to reflect improved deployment information.

Deliverable:

A. Value Realization Strategy

PRACTICAL INFORMATICS INSTITUTE

As part of the EHRM Change Management Strategy, the Contractor shall create an Practical Informatics Institute (PI2) Strategy to build a learning culture and ongoing learning opportunities beyond the EHRM foundational training strategy. This university will target key leadership, management and staff roles to fortify functional, technical, and management skills necessary to prepare the VA workforce for jobs leveraging the EHRM. In addition, to ensure the highest quality support for the VA workforce the organizational university will address foundational requirements including formal curricula necessary for contractor’s partners.

The Contractor shall create an organizational university strategy that aligns to the VA EHRM project desired business outcomes. The organizational university strategy shall include but is not limited to:

a. Identification of the purpose and vision of the organization.

b. Definition of scope including target audiences and strategic objectives.

c. Outline of curricula aligned to objectives, scope, and role (audience)

d. Overview of delivery model necessary to foster optimal adult-learning opportunities, collaboration and peer-support

e. Creation of a charter forming a joint advisory board between VA and contractor to advise on curriculum standards, overall performance evaluation, and other strategic initiatives as agreed upon.

f. Collaboration with the VA on staff educational needs to drive estimated number participants to inform operational planning including hiring of facilitators, support staff, technical support, content developers, etc.

g. Collaboration with VA on automated communication of PI2 University training status to the VA talent management system.

h. Outline of facilities plan, delivery locations, travel and other cost and finance implications.

i. Identification of supporting learning technology components necessary to support optimal human-learning across a diverse and widely-dispersed workforce.

j. Recommendations on organizational university branding and partnerships, through collaboration with VA.

k. Creation of a marketing and communications approach to inform targeted leaders, managers and staff of ongoing learning opportunities

l. Definition of strategy and onboarding requirements for Contractor partner’s including, scheduling, enrollment, competency standards, certification, and logistics.

Deliverable:

A. PI2 University Strategy

EHRM TECHNICAL MANAGEMENT PLANNING, OVERSIGHT, AND SUPPORT

The Contractor shall provide the technical thought leadership required to support the technical management planning activities and provide ongoing technical oversight required throughout the TO period of performance. This includes but is not limited to software, hardware, and workflow configuration (terminologies, knowledge artifacts).

ARCHITECTURE MANAGEMENT

The Contractor shall provide and execute architecture design, planning and ongoing management and oversight support to ensure proper development, hosting, deployment and execution of all components of the EHRM solution. The Contractor shall develop the solution architecture using engineering best practices. The Contractor shall work with the applicable technical work groups to account for data architecture, infrastructure architecture, system design, and standards as part of the Solution Architecture.

The Architecture Management Plan shall include:

a. identification and specification of internal and external interfaces including Interface Control Documents

b. Development and continuous update of an EHRM Solution Roadmap to account for the sequence of solution components and new features.

c. Architecture and documentation of the patient and user identity and access management approach for EHRM.

d. Identification of relevant areas of the program for which national standards apply, approaches to continuously manage standards and adherence to standards, identification of areas of the program for which standards do not exist, participation in standards organizations.

The Contractor shall develop an Interoperability Plan describing the approach to meeting the seamless interoperability requirements defined in PWS Section 5.10.4 of the EHRM basic PWS.

The Contractor shall continuously update the deliverables to reflect any changes to the EHRM approach.

Deliverable:

A. Architecture Management Plan B. Interoperability Plan

REQUIREMENTS MANAGEMENT

The Contractor shall develop and implement a Requirements Management Plan to outline the activities associated with managing the EHRM requirements. This plan will be in concurrence with the VA strategy to include identification and prioritization of any new requirements and will be submitted to VA for approval.

The Contractor shall provide ongoing requirements management subject to governance to include:

a. Overall management of requirements

b. Alignment of engineering and deployment activities meet requirements

c. New requirement identification and prioritization management

d. Requirements Traceability to solution components, test scripts, test cases, and test results.

Deliverable:

A. Requirements Management Plan

CONFIGURATION MANAGEMENT

The Contractor shall provide and execute a Configuration Management (CM) Plan for EHRM. The Configuration Management Plan shall define how changes to the EHRM shall impact other VA hardware, software or workflows.

The Contractor shall manage and track inventory of all project artifacts baselined and versioned to include software project engineering documents, communications artifacts, and other project artifacts, labeling updates and versions according to CM procedures. Additionally, the Contractor shall include sustainment activities in the Configuration Management Plan.

The Contractor shall participate, support, and provide input and recommendations to the EHRM change control processes.

The Contractor shall provide ongoing configuration management support.

Deliverable:

A. Configuration Management Plan

TEST MANAGEMENT

The Contractor shall create and maintain a Master Test Plan with input and concurrence from VA EHRM Program Office, provide testing process documentation which includes but is not limited to, areas of test design, test traceability, test execution (white box testing, black box testing, regression testing as applicable), and the tools used.

The Contractor shall include test and evaluation strategy components including, but not limited to the following: Contractor testing activities, joint VA and Contractor data migration testing (covers the data extract, transformation, loading, and data integrity validation).

The Contractor shall provide ongoing management and oversight to include: testing for non-functional requirements found in the Government RTM, site testing such as Integration Validation and medical device testing activities during site deployments

The Contractor shall participate in a Test Integration Workgroup that is comprised of VA organizations that have roles and responsibilities in the VA EHRM Test & Evaluation. The Contractor shall provide a plan and support for the following:

a. For new development that is part of the Generally Available (GA) set of software solutions, the VA may request the ability to verify projects to ensure that they are consistent with ISO and FDA certifications.

b. Provide input and participation into the creation of the VA EHRM Program Test & Evaluation Plan which is developed by the government.

c. Ensure the Master Test Plan addresses the EHRM’s ability to meet the non-functional requirements in the Government RTM particularly performance, scalability (at scale for anticipated number of concurrent users), back out of an exception package/patch or rollback to previous version. For non-functional requirements such as performance, scalability, accessibility and section 508, the plan may include such activities as government test observation of performance testing in Contractor test lab, government analysis of previous performance/abilities testing results, qualifications by similarities evaluation.

d. Provide support for the VA Test & Evaluation including items such as participation in test & evaluations defect/issues process, assistance in troubleshooting/triaging, jointly troubleshooting issues that appear to be development/test environment related, responding to findings from test & evaluation activities.

e. Provide overall test environment coordination, planning and process definition including the number of test environments, which VA, DoD and Cerner components are connected to each environment, and where different types of testing will occur.

f. Include a Test Data Management Plan, as part of the Master Test Plan, with input and concurrence by the VA. Interface testing & VA Test & Evaluation testing will require the creation and provisioning of test data using enterprise and facility data collection workbooks early enough in either EHRM Baseline preparation or wave planning, site assessment cycle to support interface development, interface testing, and VA Test and Evaluation test events. Test Data within the non-production environments is not allowed to be production data.

g. Provide ongoing testing management and oversight

h. Include a Defect Management Plan, as part of the Master Test Plan, that addresses the processes for identifying, documenting, triaging and prioritizing findings during test that can be considered defects requiring resolution.

The Contractor shall implement, manage, and execute the Defect Management Plan that includes defect identification, tracking, resolution, metrics and reporting of defects throughout the EHRM Deployment.

Deliverable:

A. Master Test Plan

DATA MANAGEMENT PLAN

The Contractor shall support data migration and management planning to support seamless care and to ensure operational integrity.

The Contractor’s Data Management Plan (DMP) shall:

a. Perform an analysis of data stored in VistA including historical data, interfaces, and paper records to determine data-migration requirements

b. Perform an analysis of data stored in other legacy systems to determine data migration approach and interface requirements if any.

c. Propose approaches for legacy data management and archiving

d. Propose a methodology for ingestion and syndication of data with other government agencies and affiliates.

e. Plan an approach to ensure operational integrity for CDW based enterprise solutions

f. Analyze and identify dependencies on legacy systems, to include national and class 3 applications

g. Provide a data migration plan that provides an understanding of the EHRM Solution implementation sequence and priorities, data quality, data volumes, data provenance, and data extract, transformation and load strategy for both the EHRM and Population Health Management solutions.

1. The DMP shall describe the approach for master data management, data storage, access, data conversion, and data security strategies.

2. The DMP shall account for key clinical data in VistA along with other relevant systems and outline a strategy to make that viewable and actionable.

3. The DMP shall also address data validation assessing the migration of VistA legacy data to HealtheIntent and Millennium.

4. The DMP shall include continuity of VA operation using Cerner data and making data available to external applications and partners.

5. The DMP shall also address necessary metadata to support all necessary end user access control rules.

6. The DMP shall also address patient identity data integrity.

The Contractor shall provide ongoing data management and oversight.

Deliverable:

A. Data Management Plan

CYBERSECURITY MANAGEMENT

The Contractor shall initiate cyber security planning activities to include reviewing and validating security requirements, developing assessment and authorization artifact templates, and developing a Cybersecurity Management Plan.

The Contractor shall provide ongoing security management and oversight to ensure Security Plan, requirements and processes are adhered to.

Deliverable:

A. Cybersecurity Management Plan

IMPLEMENTATION PLANNING

The Contractor shall develop the EHRM Implementation Management Plan and provide ongoing oversight of the following areas:

a. Capacity Planning

b. Performance Engineering

c. Environment Management

d. Hosting

e. Deployment of new development, including changes in legacy applications

f. Continuity of Operations (COOP), Disaster Recovery (DR), and Business Continuity Planning Services

A. Implementation Management Plan

PRE-IOC INFRASTRUCTURE BUILD, PLANNING AND STRATEGY

In preparation for IOC, the Contractor shall provide a pre-IOC infrastructure build consisting of an operational managed services solution for EHRM applications (software and subscriptions), application services and all supporting third party content required to deliver the functional and non-functional requirements set forth in the Requirements Traceability Matrix (RTM) included as an Attachment to the basic EHRM IDIQ.

The Contractor shall begin pre-IOC readiness activities to reduce IOC schedule risks by performing the following pre-IOC activities:

a) Install and configure VA EHRM baseline build environment and computing infrastructure, including but not limited to:

i. Create VA build domain instance from a copy of the current DHMSM Cerner PROD environment;

ii. Acquire, install and maintain VA EHRM baseline software, content and configure VA EHRM Build environment infrastructure;

iii. Provide EHRM software installation event activity report (EAR) documenting milestone notification completed by the Contractor and VA during the Pre-IOC Infrastructure Build phase.

iv. The Contractor shall perform a demonstration of the installed software items.

b) Perform regression testing to assess the impact of a change and to ensure the introduction of new software does not introduce defects. Regression testing shall be executed after the environment is created and the software is installed. The Contractor shall provide Baseline Build Regression Test Results.

c) Create draft engineering plans and baseline system documentation.

d) Develop the agendas and documentation needed for IOC Current State Review.

e) Review the DHMSM Standard Design Decisions and workflows in the newly created VA EHRM Build domain.

The Contractor shall document the current status of pre-IOC build activities in the Monthly Progress Report.

Deliverables:

A. EHRM Software Event Activity Report (EAR) B. Baseline Build Regression Test Results C. Draft engineering plans and baseline system documentation

PRE-IOC BUILD INFRASTRUCTURE AND SOFTWARE MAINTENANCE

The Contractor shall provide its commercial support and maintenance services described in its End User License Agreement. Leveraging Contractor’s best practices and agreed upon upgrade schedule between DoD and VA, software maintenance includes all releases of the software such as major releases, minor releases, maintenance releases. The build infrastructure and software maintenance period shall begin upon the delivery and acceptance of the EAR defined in PWS task 5.3.

ENTERPRISE DESIGN AND BUILD

The Contractor shall conduct enterprise design and build activities utilizing the pre-IOC Build domain in accordance with VA governance. The Contractor shall work with VA to perform the following:

a. Develop Enterprise Future State Workflows

b. Capture Enterprise Design Decisions

c. Collect Enterprise Data

The Contractor shall document the current status of enterprise design and build activities in the Monthly Progress Report.

Deliverables:

A. Baseline enterprise future state workflows B. Baseline enterprise design decisions C. Baseline enterprise data collection

OPTION PERIOD

All requirements defined in PWS Sections 5.1 and 5.2, to include all subparagraphs, 5.3.1 and 5.4 shall be performed in the option period.

GENERAL REQUIREMENTS

PERFORMANCE METRICS

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort. The Government may also utilize the commercially available and VA-specific Key Performance Indicators (KPIs) and Service Level Agreements (SLAs) defined at the ID/IQ level to measure performance under this TO, as applicable.

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements

4. Provides quality services/products

5. Meets performance thresholds/metrics defined in applicable Service Level Agreements Satisfactory or higher

2. Products completed, reviewed, delivered in accordance with the established schedule

3. Notifies customer in advance of potential problems Satisfactory or higher

2. Personnel possess necessary knowledge, skills and abilities to perform tasks

Satisfactory or higher

The COR will utilize a QASP throughout the life of the TO to ensure that the Contractor is performing the services required by this PWS in an acceptable level of performance. The Government reserves the right to alter or change the QASP at its own discretion. A Performance Based Service Assessment will be used by the COR in accordance with the QASP to assess Contractor performance.

SECTION 508 –INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS

All requirements in Sections 8.10, including subparagraphs, of the EHRM Basic PWS apply to this effort. Deliverable requirements are further defined in the following subparagraphs. The Contractor shall comply with the technical standards at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/single-file-version#standards-guidelines-text

REPRESENTATION OF CONFORMANCE

The Contractor shall provide a Section 508…