ACCESS€Florida€System€Replacement ... - dcf.state.fl.us · Federal ID: 06-1454513 Rick Dorman, Principal 1203 Governors Square Blvd. Suite 400 ... timely manner by the Department,

ACCESS Florida System Replacement State of Florida Department of Children and Families Office of Economic Self-Sufficiency

VENDOR ASSUMPTIONS ITN# 03F12GC1

Deloitte Consulting LLP Federal ID: 06-1454513

Rick Dorman, Principal 1203 Governors Square Blvd. Suite 400 Tallahassee, FL 32301 Ph. +1 412 402 5170

January 7, 2013

State of Florida – Department of Children and Families Deloitte’s Response to ITN# 03F12GC1

Vendor Assumptions Page 2

Vendor Assumptions This document contains a revised list of Deloitte assumptions associated with our ACCESS Florida System Replacement proposal. This consolidated list is based upon the clarifications discussed in the previous vendor meeting (December 20, 2012) and also as a result of changes in the scope of the ITN as identified in Interim Revised Response #4 (IRR #4) dated December 21, 2012. Assumptions that have been added since IRR #3 are highlighted in green (i.e., added assumption text), assumptions that have been changed since IRR #3 are highlighted in yellow (i.e., changed assumption text), and assumptions that have been deleted since IRR #3 are highlighted in red and are further denoted with strikethrough text (i.e., deleted assumption text).

1. Legacy O&M Our approach to Legacy Operations and Maintenance (O&M) of the ACCESS Florida System, including our proposed schedule, scope, resources, and associated costs, is predicated on the services as identified in the ITN and Interim Revised Response documents #1, #2, #3, and #4, and is based upon the assumptions noted below.

1.1 Project Management • The Department will adhere to their responsibilities as identified and defined within the ITN

• The Northwood Shared Resource Center (NSRC) will adhere to their responsibilities as identified and defined within their Service Level Agreements with the Department

• Department subject matter experts and project stakeholders knowledgeable in the ACCESS program’s organization, processes and policy will be provided by the Department according to the project schedule. These individuals will have the ability and the authority to make decisions for the project, and we can rely upon these decisions to execute our responsibilities

• The Department will provide Deloitte with Virtual Private Network (VPN) access to project resources in order for our team to perform operations, maintenance, and production support activities in a timely manner. Remote access, using Department laptops and other peripherals, will be provided on a 24x7 basis for the Deloitte project team throughout the contract period

• The project space provided by the Department for Operations and Maintenance activities will have adequate space for up to 25 Deloitte resources

• The Department will provide adequate conference rooms, projectors, and telephones for the purpose of conducting operations, maintenance, and production support activities

• After formal deliverable submission, the Department will have a deliverable review period of ten business days with which to approve the deliverable or provide feedback and comment. Should



feedback and comment be received, Deloitte will then have period of five business days with which to modify and resubmit the deliverable to the Department. Once resubmitted, the Department will have a subsequent period of three business days to review and approve the deliverable

• Deliverables will be created, managed, reviewed, and revised by Deloitte and the Department as per the parameters in Table 1.1-1 below. Once a deliverable is formally submitted, the Department will have the identified review period with which to approve the deliverable or provide feedback and actionable comments that serve as the basis for non-approval. Should feedback and/or comment be received, Deloitte will then have the identified revision period with which to modify and resubmit the deliverable to the Department. Once resubmitted, the Department will have the identified subsequent period to review and approve the deliverable.

Deliverable Name

Deliverable to be Created in

O&M?

Deliverable Expectations

Document (DED) to be Created?

Number of Interim Draft

Deliverables to be Created

Days for DCF to Review

Deliverable

Days for Deloitte to Modify and Resubmit

Deliverable after DCF Review


Deliverable After Deloitte

Resubmission

O&M PHASE

O&M Services Yes Yes 0 10 10 3

Table 1.1-1. Legacy O&M deliverable parameters.

1.2 Hardware and Software • Existing ACCESS Florida System non-production environments and development tools will be

made available to members of the Deloitte team for Operations and Maintenance activities

• Hardware and software will be purchased, set-up, implemented, and configured as per the parameters, requirements, and constraints listed within the Bill of Materials (121127 - ACCESSFloridaITN - BOM v2.0_Standalone)

1.3 Training and Organizational Change Management • For Operations and Maintenance, training will be provided via Computer-Based Training (CBT) or

Web-Based Training (WBT) only

1.4 Operations and Maintenance • Operations and Maintenance (O&M) activities for the ACCESS Florida System will be performed

from the Department’s project site

• The systems to be supported by the O&M team are limited to those identified and defined within the ITN and include Mainframe, Java-based, and .NET-based applications

• Support for the Telephonic Audio Response Unit (ARU) will be limited to the stored procedures that provide information to the ARU



• O&M for the ACCESS Florida System will conducted through the end of the contract or until December 2017 when the last rollout of the ACCESS Florida System Replacement is performed in Phase 4B

• Maintenance releases will be performed on a quarterly basis during the contract period with the exception of the three months following the Phase 3 implementation and the three months following the Phase 4A implementation. During those periods, monthly maintenance releases will be scheduled and performed

• Warranty support activities will be managed as a work stream within the Operations and Maintenance team

• Warranty items will be managed, tested, and implemented in conjunction with scheduled maintenance releases

• Software and hardware patches and hot fixes will be managed, tested, and implemented in conjunction with scheduled maintenance releases

• O&M activities are limited to 27,000 hours of effort per year as defined by the Department

• O&M activities do not include system enhancements, and do not include the 5,000 hours per year previously identified by the Department for legislative enhancement activities

• All maintenance items and system enhancements will be managed, prioritized, and controlled through the defined Change Control Board for the project

• O&M activities performed after business hours may be conducted off-site

2. ACCESS Florida DDI – Phase 3 Our approach to the design, development, and implementation (DDI) of Phase 3 of the ACCESS Florida System Replacement, including our proposed schedule, scope, resources, and associated costs, is predicated on the services as identified in the ITN and Interim Revised Response documents #1, #2, #3, and #4, and is based upon the assumptions noted below.


• The Department will establish the Project Governance structure and reporting relationships as identified within the ITN and will staff each position as per the identified roles and responsibilities


• All four components of Phase 3 identified in IRR #4 – business rules engine containing MAGI rules, web application, interfaces, and addition of non-MAGI medical assistance to the rules



engine – will be addressed in a single Phase 3 project with multiple releases (rather than as standalone efforts)

• Department qualified subject matter experts and project stakeholders knowledgeable in the ACCESS program’s organization, processes and policy will be provided by the Department according to the project schedule, with skill sets as identified in Table 2.6-1 in Section 2.6 below. These individuals will have the ability and the authority to make decisions for the project

• The Department will provide Deloitte with Virtual Private Network (VPN) access to project resources in order for our team to perform design, development, testing, implementation, and production support activities in a timely manner. Remote access will be provided on a 24x7 basis for the Deloitte project team throughout the contract period

• The Department will provide adequate conference rooms, projectors, and telephones for the purpose of conducting requirements validation, joint application design, and user acceptance testing activities

• In order to meet the identified compliance and funding milestones, Phase Gate Reviews, CMS Enterprise Life Cycle (ELC) gate reviews, and other oversight activities will be performed in a timely manner by the Department, the PMO vendor, the IV&V vendor, and other stakeholders as per the approved project schedule so they do not impact the proposed project schedule

• Deliverable Expectation Documents (DEDs) will not need to be created for the following Deliverables: Baseline Deliverable Expectations Documents, Updated Project Management Plans, Development/QA Environment, Application Architecture Development, Training/Performance Environments, and Code and Unit Test Data Conversion Software

• The Data Conversion Plan, Data Conversion Design, Organizational Change Management Plan, Staffing and Productivity Impact Analysis Report, Conversion Test, Conversion Test Results, and Transition Plan deliverables are not applicable to Phase 3 and will only be delivered as a part of Phase 4A and Phase 4B

• Interim draft deliverables will only be provided for the following documents: Detailed Requirements Definition Document, Detailed Requirements Traceability Matrix, Data Conversion Plan, Data Conversion Design, Functional Design Specifications, Technical Design Specifications, Database Design, Disaster Recovery Plan, Master Test Plan, Test Materials, Organizational Change Management Plan, Staffing and Productivity Impact Analysis Report, Implementation Plan, Training Plan, Operations Documentation, and the Systems Operations and Maintenance Plan

• For Phase 3, the Department will have a deliverable review period of five business days with which to approve the deliverable being formally submitted or provide feedback and actionable comments that serve as the basis for non-approval. Should feedback and/or comment be received, Deloitte will then have period of five business days with which to modify and resubmit the deliverable to the Department. Once resubmitted, the Department will have a subsequent period of two business days to review and approve the deliverable

• Deliverables will be created, managed, reviewed, and revised by Deloitte and the Department as per the parameters in Table 2.1-1 below. Once a deliverable is formally submitted, the Department will have the identified review period with which to approve the deliverable or provide



feedback and actionable comments that serve as the basis for non-approval. Should feedback and/or comment be received, Deloitte will then have the identified revision period with which to modify and resubmit the deliverable to the Department. Once resubmitted, the Department will have the identified subsequent period to review and approve the deliverable.

Deliverable Name


Phase 3?






Deliverable





Resubmission

INCEPTION PHASE

Disaster Preparedness Plan Yes Yes 0 5 5 2

Baseline Project Management

Plan Yes Yes 0 5 5 2

Baseline Deliverable

Expectation Documents Yes No 0 5 5 2

ELABORATION PHASE

Detailed Requirements

Definition Document Yes Yes 2 10 10 3


Traceability Matrix Yes Yes 2 10 10 3

Updated Project Management

Plans Yes No 0 5 5 2

Data Conversion Plan No

Data Conversion Design No

Functional Design

Specifications Yes Yes 2 10 10 3

Technical Design


Database Design Yes Yes 2 10 10 3

Development/QA

Environment Yes No 0 5 5 2

Disaster Recovery Plan Yes Yes 2 5 5 2



CONSTRUCTION PHASE

Master Test Plan Yes Yes 2 10 10 3

Application Architecture

Development Yes No 0 5 5 2



Deliverable Name


Phase 3?






Deliverable





Resubmission

Training/Performance

Environments Yes No 0 5 5 2

Production Environment

(letter) Yes No 0 5 5 2

Code and Unit Test Data

Conversion Software No

Test Materials Yes Yes 2 10 10 3

Organizational Change

Management Plan No

Staffing and Productivity

Impact Analysis Report No



System Test Results Yes Yes 0 5 5 2

Technical Test Results Yes Yes 0 5 5 2

Performance Test Results Yes Yes 0 5 5 2

Conversion Test No

Converted Data Test Results No

UAT Results Yes Yes 0 5 5 2

SNAP Production Pilot

Results (SNAP system

functionality only)

No

Implementation Plan Yes Yes 2 5 5 2

Training Plan Yes Yes 2 5 5 2



TRANSITION PHASE

Training Yes Yes 0 5 5 2

Operations Documentation Yes Yes 2 5 5 2

System Implementation Yes Yes 0 5 5 2

Transition Plan No

Closeout Letter Yes No 0 5 5 2



Deliverable Name


Phase 3?






Deliverable





Resubmission

System Operations and

Maintenance Plan Yes Yes 2 5 5 2



Table 2.1-1. Phase 3 deliverable parameters.

2.2 System Development Life Cycle • The ACCESS Florida System will be customized and configured to meet the Department’s

requirements as identified in Deloitte’s response to the System Requirements Response Matrix (APPENDIX IX-System Requirements Response Matrix.v.1.4)

• Requirements identified in the System Requirements Response Matrix will be implemented in Phase 3, Phase 4A, or Phase 4B in conjunction with the project approach identified in Deloitte’s response to the ITN and not necessarily in the phase identified for each requirement as listed in the System Requirements Response Matrix

• ACCESS Florida System compliance with ADA and Section 508 will follow the same standards and guidelines as those currently used for the ACCESS Florida System. Requirements for ADA and Section 508 will only be applicable for screens and fields added or changed within the systems as a part of the Phase 3 effort and no additional legacy or third-party application screens will be tested or modified for ADA and Section 508 compliance

• The Department policy will allow for the use of production data in non-production environments. Personally identifiable information will be scrambled and obfuscated before it is loaded into non-production environments

• The System Integration Test phase will be considered complete when at least 100% of the predefined System Integration Test scripts have been executed, at least 90% of the executed tests pass, and remaining open defects include no more than 5% Fatal and 10% Severe defects. All Fatal and Severe defects will have a plan of when they will be resolved and the Severe defects will have a documented workaround

• The User Acceptance Test phase will be considered complete when all Fatal defects have been resolved and no more than 5% Severe defects remain open. All Severe defects will have a plan of when they will be resolved and will have a documented workaround

• Defect severity is defined as follows:

o Severity 1, Fatal Defects/Incidents. Fatal defects/incidents are test discrepancies or errors in the core functionality of the system for which there is no workaround. An instance of a fatal



defect prevents the continuation of the testing effort (non-production) or system operations (production). Example: an application error occurs when attempting to save data

o Severity 2, Severe Defects/Incidents. Severe defects/incidents are test discrepancies or errors in the system that results in the loss of parts of business functionality. An instance of a severe defect does not prevent the continuation of testing (non-production) or a function (production), but must be fixed to provide proper system operations or data handling. Severe defects/incidents may also occur when the application functions properly, but the actual test results (non-production) or functional results (production) are not the same as the documented expected results. Example: a mandatory field is not taken into account during the generation of an XML file

o Severity 3, Minor Defects/Incidents. Minor defects/incidents are test discrepancies or errors in the system that affect business functionality but can be immediately managed or worked around. An instance of a minor defect/incident does not prevent the continuation of testing (non-production) or operations (production), but should be fixed so that the system operates according to specification. Example: a date field accepts both valid and invalid date formats

o Severity 4, Cosmetic Defects/Incidents. Cosmetic defects/incidents are errors in the system that are aesthetic in nature or are not germane to a current action or activity. An instance of a cosmetic defect/incident does not prevent the continuation of testing (non-production) or operations (production). Example: a spelling mistake is present in an error message that is presented to a user

2.3 ACCESS Florida System Replacement • Modifications required to add non-MAGI medical assistance to the rules engine will be limited to

the Eligibility Determination and Benefit Calculation (ED/BC) modules only. Standard Filing Unit (SFU) functionality will not be modified to use the rules engine in Phase 3

• Pre-Screening functionality will not be modified to use the rules engine in Phase 3

• Medicaid categories and rules for non-MAGI medical assistance will not change in Phase 3. Existing categories and rules will move “as-is” from procedural code into the rules engine. Fit/Gap activities for non-MAGI medical assistance will be performed to clarify current rules and current policy prior to moving the rules into the rules engine

• Not all Family Track Medicaid categories will be collapsed and consolidated for MAGI. The following groups of categories are expected to continue to exist:

o The category groups that will not be collapsed as part of MAGI that include those categories that currently exist with income limits that are greater than 133% of the Federal Poverty Limit (FPL)

o Alien Emergency Medicaid and Refugee Medicaid Categories

o Medically Needy categories of Medicaid

o Presumptively eligible categories of Medicaid



• Modifications to the Children’s Health Insurance Program and KidCare application for Affordable Care Act (ACA)/ Modified Adjusted Gross Income (MAGI) compliance The Modified Adjusted Gross Income (MAGI) requirements for the Children’s Health Insurance Program will be performed by the Florida Healthy Kids Corporation (FHKC). The KidCare related changes in DCF will be limited to the modification in income eligibility calculations of the MMI and MMC categories of assistance and changes in the filter of records that are received and sent from FHKC. Should the Department desire to include these services within the context of Phase 3 of the ACCESS Florida System Replacement project, Deloitte is open to further discussions on this topic, including how our business partner MAXIMUS, with their experience and capabilities, would provide such services to FHKC

• The Federal Data Services Hub specifications will be ready for the design of the interface prior to the start of the Design phase. Also, the Federal Data Services Hub will be available and ready for testing by the start of the Systems Integration Testing phase. In addition, the Federal Data Hub will be in production and ready for use in time for the production go-live

• The State of Florida will make a formal decision on their Health Insurance Exchange direction and the associated interface specifications that will be used prior to the start of the Design phase of the Phase 3 project

• The proposed solution will reuse and leverage existing assets and investments including ACCESS Florida, FLORIDA, HP Exstream, KidCare, and the hardware and software upon which these systems currently operate

• The proposed solution will reuse and leverage the HHS NextGen platform and existing assets including Federal MAGI eligibility and screening rules (configured in WebSphere Operational Decision Manager, WODM, and documented in decision table format), requirements and design specifications for Federally Facilitated Exchange (FFE) integration with the Enterprise Services Bus (ESB), requirements and design specifications for Federal Data Services Hub (DSH) integration with the ESB, test scripts and scenarios, interface specifications, and reporting specifications

2.4 Hardware and Software • Existing ACCESS Florida System non-production environments and development tools will be

made available to members of the Deloitte team for design, development, and implementation activities

• Northwood Shared Resource Center (NSRC) Technical Support staff will configure the IMS Connect SOAP Gateway for the integration of the business rules engine

• The proposed solution will operate within the production and non-production data center infrastructure provided by the NSRC. As such, no network, tape backup, power, UPS, or other infrastructure peripherals have been identified in our proposed hardware and software listing

• The Department and the NSRC will provide all required administrative access and permissions to install and configure hardware and software



• Hardware and software will be purchased, set-up, implemented, and configured as per the parameters, requirements, and constraints listed within the Bill of Materials (121127 - ACCESSFloridaITN - BOM v2.0_Standalone)

2.5 Training and Organizational Change Management • Up to two days of classroom training per person will be provided to a maximum of 150 super

users and up to one day of classroom training per person will be provided to a maximum of 50 customer service/help desk/user support specialists. The classroom training will be supplemented by Computer-Based Training (CBT) or Web-Based Training (WBT) modules. All other user groups will receive training via CBT or WBT only

• Ongoing refresher training will be provided via CBT or WBT only



2.6 Level of State Participation State resources will be expected to work with Deloitte in order to meet the milestones identified in the work plan and the proposed project schedule. The following table identifies the additional skill sets that Deloitte will require to support Phase 3 project efforts. The table further defines the high-level responsibilities during each phase of the project life cycle. As these tasks and activities may be conducted by one or more individuals in each phase and throughout the project, the exact number of Department staff required to carry out these tasks may vary. Also, the required staffing levels for both Deloitte and the Department will increase if the projects do not commence as per the identified start dates and the timelines are further condensed.

Skill Set Fit/Gap – Requirements

Fit/Gap – Design Development Test UAT Train Deploy

State and Federal policy subject

matter expertise across Modified

Adjusted Gross Income (MAGI)

Medical Assistance

(8-12 staff members)

18-25 sessions Deliverable

Reviews


Reviews

Design/ Requirements Clarification Deliverable

Reviews


Reviews

Test Execution (~500 cases)

Operations Clarification


Process and procedure subject

matter expertise associated with

MAGI Medical Assistance including

knowledge to cover all roles

supporting the current and future

operational model



Reviews


Reviews


Reviews


Reviews




Technical infrastructure and

operations subject matter expertise

(3-5 staff members)


Reviews


Reviews


Reviews

Deliverable Reviews

Deliverable Reviews

Operational Readiness

Review Support Support Go-Live





Security policy, procedure, and tool

subject matter expertise

(1-3 staff members)


Reviews


Reviews


Reviews

Deliverable Reviews

Deliverable Reviews


Review Support Support Go-Live

Resources to support training

sessions, logistics, and go-live

(3-8 staff members)

Training Material Review


Support Training Sessions Support Go-Live

Table 2.6-1. Phase 3 staff member and role requirements.



3. ACCESS Florida DDI – Phase 4A Our approach to the design, development, and implementation (DDI) of Phase 4A of the ACCESS Florida System Replacement – the Florida Integrated Eligibility Determination System (FIELDS) – including our proposed schedule, scope, resources, and associated costs, is predicated on the services as identified in the ITN and Interim Revised Response documents #1, #2, #3, and #4, and is based upon the assumptions noted below.


• The Department will establish the Project Governance structure and reporting relationships as identified within the ITN and will staff each position as per the identified roles and responsibilities


• Department subject matter experts and project stakeholders knowledgeable in the ACCESS program’s organization, processes and policy will be provided by the Department according to the project schedule, with skill sets as identified in Table 3.9-1 in section 3.9 below. These individuals will have the ability and the authority to make decisions for the project

• The Department will provide Deloitte with Virtual Private Network (VPN) access to project resources in order for our team to perform design, development, testing, implementation, and production support activities in a timely manner. Remote access will be provided on a 24x7 basis for the Deloitte project team throughout the contract period

• The Department will provide adequate conference rooms, projectors, and telephones for the purpose of conducting requirements validation, joint application design, and user acceptance testing activities

• In order to meet the identified compliance and funding milestones, Phase Gate Reviews, CMS Enterprise Life Cycle (ELC) gate reviews, and other oversight activities will be performed in a timely manner by the Department, the PMO vendor, the IV&V vendor, and other stakeholders as per the approved project schedule so they do not impact the proposed project schedule

• Deliverable Expectation Documents (DEDs) will not need to be created for the following Deliverables: Baseline Deliverable Expectations Documents, Updated Project Management Plans, Development/QA Environment, Application Architecture Development, Training/Performance Environments, and Code and Unit Test Data Conversion Software

• The Data Conversion Plan, Data Conversion Design, Organizational Change Management Plan, Staffing and Productivity Impact Analysis Report, Conversion Test, Conversion Test Results, and Transition Plan deliverables are not applicable to Phase 3 and will only be delivered as a part of Phase 4A and Phase 4B



• Interim draft deliverables will only be provided for the following documents: Detailed Requirements Definition Document, Detailed Requirements Traceability Matrix, Data Conversion Plan, Data Conversion Design, Functional Design Specifications, Technical Design Specifications, Database Design, Disaster Recovery Plan, Master Test Plan, Test Materials, Organizational Change Management Plan, Staffing and Productivity Impact Analysis Report, Implementation Plan, Training Plan, Operations Documentation, and the Systems Operations and Maintenance Plan

• For Phase 4A, the Department will have a deliverable review period of ten business days with which to approve the deliverable being formally submitted or provide feedback and actionable comments that serve as the basis for non-approval. Should feedback and/or comment be received, Deloitte will then have period of five business days with which to modify and resubmit the deliverable to the Department. Once resubmitted, the Department will have a subsequent period of three business days to review and approve the deliverable


Deliverable Name

Deliverable to be Created or

Revised in Phase 4A?






Deliverable





Resubmission

INCEPTION PHASE

Disaster Preparedness Plan Yes Yes 0 10 10 3

Baseline Project Management

Plan Yes Yes 0 10 10 3

Baseline Deliverable

Expectation Documents Yes No 0 10 10 3

ELABORATION PHASE


Definition Document Yes Yes 2 10 10 3


Traceability Matrix Yes Yes 2 10 10 3



Data Conversion Plan Yes Yes 2 10 10 3

Data Conversion Design Yes Yes 2 10 10 3



Deliverable Name








Deliverable





Resubmission

Functional Design


Technical Design


Database Design Yes Yes 2 10 10 3

Development/QA

Environment Yes No 0 10 10 3

Disaster Recovery Plan Yes Yes 2 10 10 3



CONSTRUCTION PHASE

Master Test Plan Yes Yes 2 10 10 3

Application Architecture

Development Yes No 0 10 10 3

Training/Performance

Environments Yes No 0 10 10 3

Production Environment

(letter) Yes No 0 10 10 3

Code and Unit Test Data

Conversion Software Yes No 0 10 10 3

Test Materials Yes Yes 2 10 10 3

Organizational Change

Management Plan Yes Yes 2 10 10 3

Staffing and Productivity

Impact Analysis Report Yes Yes 2 10 10 3



System Test Results Yes Yes 0 10 10 3

Technical Test Results Yes Yes 0 10 10 3

Performance Test Results Yes Yes 0 10 10 3

Conversion Test Yes Yes 0 10 10 3

Converted Data Test Results Yes Yes 0 10 10 3

UAT Results Yes Yes 0 10 10 3



Deliverable Name








Deliverable





Resubmission

SNAP Production Pilot

Results (SNAP system

functionality only)

No

Implementation Plan Yes Yes 2 10 10 3

Training Plan Yes Yes 2 10 10 3



TRANSITION PHASE

Training Yes Yes 0 10 10 3

Operations Documentation Yes Yes 2 10 10 3

System Implementation Yes Yes 0 10 10 3

Transition Plan Yes Yes 2 10 10 3

Closeout Letter Yes No 0 10 10 3


Maintenance Plan Yes Yes 2 10 10 3



Table 3.1-1. Phase 4A deliverable parameters.

3.2 System Development Life Cycle • FIELDS will be customized and configured to meet the Department’s requirements as identified

in Deloitte’s response to the System Requirements Response Matrix (APPENDIX IX-System Requirements Response Matrix.v.1.4)

• Requirements identified in the System Requirements Response Matrix will be implemented in Phase 3, Phase 4A, or Phase 4B in conjunction with the project approach identified in Deloitte’s response to the ITN and not necessarily in the phase identified for each requirement as listed in the System Requirements Response Matrix

• FIELDS compliance with ADA and Section 508 will follow the same standards and guidelines as those currently used for the ACCESS Florida System be met through compliance with the standards and guidelines identified in the Workforce Investment Act of 1998, § 1194.22 Web-Based Intranet and Internet Information and Applications. Any deviations needed to support identified requirements within the system will be documented in the Functional Design Specifications deliverable or the Technical Design Specifications deliverable



• The volume of legacy data to be converted into non-production environments will be a subset of existing production data across the legacy systems identified in the ITN and will be appropriately sized according to the purpose and intent of each non-production environment

• The Department policy will allow for the use of production data in non-production environments. Personally identifiable information will be scrambled and obfuscated before it is loaded into non-production environments

• The amount of legacy data to be converted will be limited to a base of seven-years of historical information and up to an additional 5% of related data across the legacy systems identified within the ITN

• The System Integration Test phase will be considered complete when at least 100% of the predefined System Integration Test scripts have been executed, at least 90% of the executed tests pass, and remaining open defects include no more than 5% Fatal and 10% Severe defects. All Fatal and Severe defects will have a plan of when they will be resolved and the Severe defects will have a documented workaround

• The User Acceptance Test phase will be considered complete when all Fatal defects have been resolved and no more than 5% Severe defects remain open. All Severe defects will have a plan of when they will be resolved and will have a documented workaround

• Defect severity is defined as follows:

o Severity 1, Fatal Defects/Incidents. Fatal defects/incidents are test discrepancies or errors in the core functionality of the system for which there is no workaround. An instance of a fatal defect prevents the continuation of the testing effort (non-production) or system operations (production). Example: an application error occurs when attempting to save data

o Severity 2, Severe Defects/Incidents. Severe defects/incidents are test discrepancies or errors in the system that results in the loss of parts of business functionality. An instance of a severe defect does not prevent the continuation of testing (non-production) or a function (production), but must be fixed to provide proper system operations or data handling. Severe defects/incidents may also occur when the application functions properly, but the actual test results (non-production) or functional results (production) are not the same as the documented expected results. Example: a mandatory field is not taken into account during the generation of an XML file

o Severity 3, Minor Defects/Incidents. Minor defects/incidents are test discrepancies or errors in the system that affect business functionality but can be immediately managed or worked around. An instance of a minor defect/incident does not prevent the continuation of testing (non-production) or operations (production), but should be fixed so that the system operates according to specification. Example: a date field accepts both valid and invalid date formats

o Severity 4, Cosmetic Defects/Incidents. Cosmetic defects/incidents are errors in the system that are aesthetic in nature or are not germane to a current action or activity. An instance of a cosmetic defect/incident does not prevent the continuation of testing (non-production) or operations (production). Example: a spelling mistake is present in an error message that is presented to a user



3.3 ACCESS Florida System Replacement • The proposed solution will reuse and leverage existing assets and investments including

ACCESS WebApp, ACCESS MyAccount, and the Food For Florida web components, as well as HP Exstream for notices and correspondence. These solutions with proven capabilities that already meet DCF’s unique requirements will be rebranded and incorporated into FIELDS

• The proposed solution will reuse and leverage the HHS NextGen platform and existing assets including test scripts and scenarios, interface specifications, and reporting specifications

• FIELDS will support currently defined ACCESS Florida System interfaces (defined as of December 18, 2012) as well as the creation and implementation of new interfaces specifically identified in the ITN requirements

• Modifications will be performed to existing inbound interfaces by sender agencies to point to the new end-point destination for FIELDS

• Agencies and interface partners who currently transmit and/or receive data with the ACCESS Florida systems using proprietary mainframe technologies will have to modify their systems to interface with FIELDS

• Agencies and interface partners who that currently use proprietary mainframe software tools for file transfer will need to update their systems/interfaces to use Secure FTP or a similar protocol

• Interface definitions for new interfaces to be created will be finalized by the completion of the Design phase

• FIELDS will support currently defined ACCESS Florida System reports in either batch or ad-hoc mode (defined as of December 18, 2012) as well as the creation of new reports specifically identified in the ITN requirements

• FIELDS will integrate with existing forms and correspondence (defined as of December 18, 2012) and no changes to the content of currently defined forms and correspondence will be performed. New forms and correspondence will be created as specifically identified in the ITN requirements

3.4 Hardware and Software • The Department will be responsible for the purchase of desktop computers, printers, scanners,

and other peripherals required for its personnel – including functional end users, customer service, help desk, user support, limited users, and technical support – to test, pilot, use, and operate the FIELDS solution

• The proposed FIELDS solution will operate within the production and non-production data center infrastructure provided by the NSRC. As such, no network, tape backup, power, UPS, or other infrastructure peripherals have been identified in our proposed hardware and software listing

• The Department and the NSRC will provide all required administrative access and permissions to install and configure hardware and software for FIELDS



• Production hardware used to currently operate HP Exstream will be used for the same purpose in the FIELDS solution. Additional hardware and software for HP Exstream has been proposed for the non-production environments

• Hardware and software currently used for ClearCase and ClearQuest will continue to be used for the same purpose on the ACCESS Florida System Replacement project. Additional software licenses for ClearCase and ClearQuest have been proposed

• As hardware and software for FIELDS will only be installed at the NSRC, on-site support during the installation and implementation phase will only be required and performed at the NSRC

• Hardware and software for FIELDS will be purchased, set-up, implemented, and configured as per the parameters, requirements, and constraints listed within the Bill of Materials (121127 - ACCESSFloridaITN - BOM v2.0_Standalone)

3.5 Security • Identity and Access Management (IAM) will be deployed in four environments: Development,

Test, User Acceptance Testing, and Production. The four IAM environments will support the appropriate FIELDS application non-production and production environments (up to seven in total)

• Out of the box (OOTB) reports provided by TIM and SAM will be deployed for the reporting of auditing and exceptions

• The proposed OOTB production functionality is sufficient to meet the requirements for accessibility, auditing, reporting, self-service, and provisioning as identified within the ITN

• Application roles will be defined, developed, and implemented for access to the FIELDS solution. An enterprise level assessment and optimization/rationalization of roles with other applications will not be provided

• A single integrated log-in (single sign-on) will be provided for the web-based components of the FIELDS solution only and will be limited to the functional end-user population

• Tivoli Identity Manager will be integrated for provisioning and de-provisioning of users for the FIELDS solution and not with any other authoritative sources

3.6 Training and Organizational Change Management • Business process deliverables to be created will be To-Be Process Models that document the

future state business processes for stakeholders to employ the new system

• The number and schedule of training resources is based upon the pilot and rollout plan presented in our project approach

• Up to five days of classroom training per person will be provided to a maximum of 150 super users and classroom training will be provided to a maximum of 5,620 functional end-users as follows – up to three days per person for case workers, up to two days per person for supervisors, and up to one day per person for administrators. Classroom training for all super



users will be conducted during the pilot period; classroom training for functional end-users will be conducted prior to the associated pilot or rollout implementation. The classroom training will be supplemented by CBT or WBT modules. All other user groups will receive training via CBT or WBT only

• Ongoing refresher training will be provided via CBT or WBT only

3.7 Pilot and Rollout • The number and schedule of site support resources is based upon the pilot and rollout plan

presented in our project approach

• The amount of legacy data to be converted will be limited to a base of seven-years of historical information and up to an additional 5% of related data across the legacy systems identified within the ITN

• The number of current images to be converted will be limited to a base of seven years of historical information and up to an additional 5% of related data across the legacy systems identified within the ITN

3.8 WIC • If the WIC option is selected for inclusion by the Department, it will be performed as a part of

Phase 4B of the ACCESS Florida System Replacement project

• WIC functionality to be included within FIELDS will be as identified and defined within the ITN. The scope would include requirements related to application processing – self-service, worker portal, eligibility, authorization, EBT, reports, notices, and interfaces

• Scope and functionality related to the core functions used to administer the WIC program including, but not limited to, nutrition education and health surveillance, food redemption and tracking, vendor management, participation management, and fiscal management, will not be included within FIELDS

• The addition of the WIC program includes the development of up to 5 new interfaces, up to 5 new notices, and up to 15 new reports

• WIC will operate on the proposed hardware and software and within the proposed environments

• Organizational change management and training activities for WIC will be performed by the proposed team in the context of the overall Phase 4B release



3.9 Level of State Participation State resources will be expected to work with Deloitte in order to meet the milestones identified in the work plan and the proposed project schedule. The following table identifies the additional skill sets that Deloitte will require to support Phase 4A project efforts. The table further defines the high-level responsibilities during each phase of the project life cycle. As these tasks and activities may be conducted by one or more individuals in each phase and throughout the project, the exact number of Department staff required to carry out these tasks may vary. Also, the required staffing levels for both Deloitte and the Department will increase if the projects do not commence as per the identified start dates and the timelines are further condensed.



State and Federal policy subject

matter expertise across Medical

Assistance (Non-MAGI, MAGI),

SNAP, and Cash Assistance



Reviews


Reviews


Reviews


Reviews




Process and procedure subject

matter expertise associated with

Medical Assistance (Non-MAGI,

MAGI), SNAP, and Cash

Assistance including knowledge to

cover all roles supporting the

current and future operational

model



Reviews


Reviews


Reviews


Reviews




Data Conversion



Reviews


Reviews


Reviews

Manual Data Cleanup

Deliverable Reviews

Manual Data Cleanup

Support Test Execution

Manual Data Cleanup


Review Support

Manual Data Cleanup

Support Pilot and Rollout





Technical infrastructure and

operations subject matter expertise

(5-8 staff members)


Reviews


Reviews

Design/ Requirements Clarification

Deliverable Reviews

Deliverable Reviews


Review Support


Security policy, procedure, and tool

subject matter expertise

(3-5 staff members)


Reviews


Reviews

Design/ Requirements Clarification

Deliverable Reviews

Deliverable Reviews


Review Support


Resources to support training

sessions, logistics, and go-live




Support Training Sessions Support Go-Live

Table 3.9-2. Phase 4A staff member and role requirements.



4. ACCESS Florida O&M Our approach to the operations and maintenance of the ACCESS Florida System Replacement – FIELDS – including our proposed schedule, scope, resources, and associated costs, is predicated on the services as identified in the ITN and Interim Revised Response documents #1, #2, #3, and #4, and is based upon the assumptions noted below.



• Appropriately qualified subject matter experts and project stakeholders will be provided by the Department according to the project schedule. These individuals will have the ability and the authority to make decisions for the project, and we can rely upon the decisions to execute our responsibilities

• The Department will provide Deloitte with Virtual Private Network (VPN) access to project resources in order for our team to perform operations, maintenance, and production support activities in a timely manner. Remote access, using Department laptops and other peripherals, will be provided on a 24x7 basis for the Deloitte project team throughout the contract period

• The project space provided by the Department for Operations and Maintenance activities will have adequate space for up to 25 Deloitte resources

• The Department will provide adequate conference rooms, projectors, and telephones for the purpose of conducting operations, maintenance, and production support activities

• After formal deliverable submission, the Department will have a deliverable review period of ten business days with which to approve the deliverable or provide feedback and comment. Should feedback and comment be received, Deloitte will then have period of five business days with which to modify and resubmit the deliverable to the Department. Once resubmitted, the Department will have a subsequent period of three business days to review and approve the deliverable




Deliverable Name


Revised in O&M?






Deliverable





Resubmission

O&M PHASE


WARRANTY PHASE

Warranty Defect and repair

services Yes Yes 0 10 10 3



Maintenance Yes Yes 0 10 10 3

Table 4.1-1. O&M deliverable parameters.

4.2 Hardware and Software • FIELDS non-production environments and development tools will be made available to members

of the Deloitte team for Operations and Maintenance activities

4.3 Operations and Maintenance • Operations and Maintenance (O&M) activities for FIELDS will be performed from the

Department’s project site

• Maintenance releases will be performed on a quarterly basis during the contract period with the exception of the three months following the Phase 3 implementation and the three months following the Phase 4A implementation. During those periods, monthly maintenance releases will be scheduled and performed

• Warranty support activities will be managed as a work stream within the Operations and Maintenance team

• Warranty items will be managed, tested, and implemented in conjunction with scheduled maintenance releases

• Software and hardware patches and hot fixes will be managed, tested, and implemented in conjunction with scheduled maintenance releases

• O&M activities are limited to 27,000 hours of effort per year as defined by the Department

• O&M activities do not include system enhancements, and do not include the 5,000 hours per year identified for legislative enhancement active

• All maintenance items and system enhancements will be managed, prioritized, and controlled through the defined Change Control Board for the project



• Help Desk services will be provided after begin at Phase 3 go-live and will supplement the Department’s current Help Desk for six months. one year or until Help Desk services will also be provided after Phase 4A go-live when the Deloitte team takes over all responsibilities for Help Desk services through the remainder of the contract

• The size of our proposed Help Desk staff is based upon assumptions that 1.5% of the external calling population is calling Tier 2 in any given month from December 2013 through August 2014; an average of 0.2 calls per user per month are made during stable months, with an average of 0.37 calls per user per month during the first six months of operation, and an average of 1.0 calls per user per month are made during the rollout in 2015; during the period from October 2013 through September 2014, average hold time is four minutes, with an average hold time of six minutes thereafter; no IVR is used to filter internal calls; and the Help Desk must be operational and staffed 24x7, less state holidays

• An increase in Help Desk call volume associated with non-MAGI Medicaid is not anticipated after the implementation of Phase 3

• O&M and Help Desk activities performed after business hours may be conducted off-site

• In anticipation of operations transition at the completion of the contract, our proposed Operations and Maintenance staff ramps-down over the last year of the contract