State of Washington. WIC Cascades Project MIS Transfer and Implementation Scope of Work. Department of Health

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1 State of Washington Department of Health Prevention & Community Health Division Office of Nutrition Services Women, Infants, and Children (WIC) Program MIS Transfer and Implementation Scope of Work July 8, 2014 Page 1 of 31

2 Table of Contents Project Objectives & Schedule Objectives Schedule Project Description Project Assumptions Task Descriptions and Responsibilities... 8 Task Project Management... 8 Task Training DOH Staff... 9 Task Training WIC Clinic Staff Task Infrastructure Assessment, Installation and Configuration Task Telecommunications Plan Task Security Plan Task Install Software Task System Documentation Task Gap Analysis Task Data Conversion and Migration Task Development: Online Electronic Benefits Transfer (EBT) Modification Task Development: Medicaid ProviderOne Interface Task Development: WIC Online Application Portal Interface Task Development: Cascades Security Modification Task Cascades Configuration Task Technical Testing and Performance Task Disaster Recovery Test Task System and Subsystem Integration Test Task Stress Performance Test Task Pilot Implementation Task Statewide Implementation Task Project Closure Task System Maintenance Services Task Software Enhancement Services Task System Hosting Solutions Exhibits Exhibit A - Cascades Project Schedule Exhibit B - Training Requirements Exhibit B.1 - DOH Guidelines Exhibit C - Security Requirements Exhibit D - MIS Replacement Gap Analysis Exhibit E - EBT Gap Analysis Exhibit F - ProviderOne Specifications Exhibit G - WIC Online Application Portal Specifications Exhibit H - System Configuration Profile Report Exhibit H.1 - SA Code Table July 8, 2014 Page 2 of 31

3 1.11 Exhibit I - Team Structure Exhibit J - Pilot Specifications Exhibit K - Statewide Implementation Specifications Exhibit L - Infrastructure Performance Specifications Exhibit M - WIC Client Information Management System Fact Sheet Exhibit N - WIC Clinic Location List July 8, 2014 Page 3 of 31

4 1. Project Objectives & Schedule 1.1 Objectives The two primary objectives of the Cascades Project are to replace the WIC Client Information Management System (CIMS) and to implement online WIC Electronic Benefits Transfer (EBT) functionality. Secondly, the Department of Health (DOH) is looking at both on-premise and offpremise hosting and maintenance options for the replacement system. The vendor shall assist DOH in meeting these objectives by transferring and implementing a modified version of the public domain Mountain Plains State Agency Model (MP SAM) WIC system. The vendor shall modify the system to add online WIC EBT functionality, an interface to the State s Medicaid system and an interface to the WIC online vendor application portal. The modified system shall be called Cascades. The major components of this transfer and implementation project are displayed here. Later sections provide detailed requirements. SAM Transfer and Implementation Services Data Conversion & Migration Services Online EBT Functionality Interface Development Services Training Services Testing Support System Maintenance & Enhancement (M&E) Services System Hosting Options 1.2 Schedule Please see Exhibit A to view the current Cascades Project Schedule. July 8, 2014 Page 4 of 31

5 2. Project Description The Special Supplemental Nutrition Program for Women, Infants and Children (WIC) is a public health nutrition program administered by state agencies for the United States Department of Agriculture s Food and Nutrition Services (FNS). The Washington WIC Program is managed by the Department of Health (DOH), Office of Nutrition Services (ONS) in the Prevention and Community Health Division (PCH). Washington WIC serves approximately 190,000 clients per month at over 200 clinic sites statewide. Approximately 750 grocery stores are authorized to redeem WIC food instruments. The legacy system, Client Information Management System (CIMS), was built between The technology is out of date and costly to maintain. CIMS is a client server system that operates statewide. FNS has approved Washington s initiative to replace CIMS with the Mountain Plains State Agency Model (MP SAM). The federally funded MP SAM was developed by CIBER for the states of Colorado, Utah and Wyoming. The MP SAM is web-based and modular in design. FNS intends for Washington to transfer MP SAM with minimal changes thus reducing the cost and time associated with traditional system development. The system meets federal WIC requirements however does not yet contain online EBT functionality. The high level scope of work for this contract is the transfer, modification and statewide implementation of the modified MP SAM to be called Cascades. Included in transfer and implementation is design, development, configuration, data conversion, data migration, and extensive training support. Modification includes online EBT functionality and two Washington specific interfaces the State s Medicaid system called ProviderOne and WIC s online vendor application portal. Post implementation support includes five years of maintenance and enhancement services. DOH is exploring both on-premise and off-premise hosting and maintenance of the replacement WIC system. Options include hosting in the DOH data center and outsourcing to a vendor provided hosting solution. The DOH project team is already staffed; see Exhibit I Team Structure. Staffing includes the Cascades Project Director, WIC Project Manager, EBT Project Manager and IT Project Manager. WIC Program and IT staff have been selected as functional area leads and team members. An EBT Service Provider shall be selected through a second competitive procurement. July 8, 2014 Page 5 of 31

6 The Project Steering Committee is in place and provides oversight to the Cascades project. The State Office of the Chief Information Officer (OCIO) meets with the Project Steering Committee. An external quality assurance consultant reports to the Executive Sponsor and OCIO. July 8, 2014 Page 6 of 31

7 3. Project Assumptions 1 MP SAM system and documentation shall be available to the vendor at the time of contract award. 2 The EBT service provider shall be selected by DOH using a competitive procurement process. 3 The vendor and the EBT service provider shall collaborate on the modification and implementation of online WIC EBT within Cascades. 4 The USDA FNS Universal Interface and Operating Standards for EBT shall be followed. 5 The Cascades Project Steering Committee functions as the Change Control Board. 6 DOH shall conduct User Acceptance Testing (UAT). 7 The vendor and DOH shall mutually agree on UAT, pilot and statewide rollout acceptance criteria. 8 The vendor shall provide software support and fix defects throughout the contract. 9 The Cascades Sandbox will be available 5 months prior to pilot implementation. 10 The vendor will provide a failover site for the training database and Cascades Sandbox. 11 FNS will be involved in all aspects of the project as required including deliverable review upon request. 12 Documents provided as Exhibits from the planning phase may have dated information. July 8, 2014 Page 7 of 31

8 4. Task Descriptions and Responsibilities The vendor shall provide services and deliverables described in this section. DOH is responsible for acceptance of all deliverables. Acceptance criteria for each deliverable will be jointly developed by the vendor and DOH. Other responsibilities of the vendor and DOH are clarified for each task. Task Project Management Description: The vendor shall provide on-site qualified personnel to perform project planning, project management and technical management. Tasks: 1. Orientation for vendor staff 2. Kickoff meeting with DOH 3. Detailed Project Work Plan 4. Weekly Status Meetings 5. Bi-Weekly Project Status Reports 6. Bi-Weekly Work Plan Review 7. Draft Acceptance Criteria for all vendor Task Deliverables in this SOW 8. Transition Plan for all DOH Source Code, Data and Documentation at Contratct Termination Project Planning 1. Review Scope of Work and the contractual responsibilities with DOH. 2. Prepare and maintain a detailed project plan which identifies and assigns tasks, shows major milestones, provides estimated start/end dates and indication of critical path. 3. Establish and administer project management procedures to include contact information and guidelines for effective communications and documentation, establishing the methods for scheduling meetings, conference calls, followups, resolving issues, tracking memos and change requests and all other information detailed in this section. Project Management 1. Assemble the project team and assign responsibilities. 2. Coordinate orientation for vendor s key staff with DOH. 3. Measure, track and evaluate progress against the project plan. 4. Resolve deviations from the project plan with DOH. 5. Review project tasks, schedules, and resources and make changes or additions, as appropriate. 6. Track all actions associated with status meetings and project issues. 7. Review and analyze project change requests, maintain change request log. 8. Conduct weekly scheduled meetings with DOH to review project status. 9. Provide bi-weekly status reports to DOH. 10. Provide bi-weekly work plan reviews with DOH. July 8, 2014 Page 8 of 31

9 Technical Management 1. Perform and coordinate tasks with DOH technical staff for system installation and testing. 2. Perform and coordinate with DOH technical staff, the database installation, tuning and configuration. 3. Provide a single point of contact for the quick resolution of technical issues. 2. Assign a single point of contact that has the authority to make project related decisions and direct all project communications. 3. Create and maintain Master Project plan. 4. Review and accept/reject project change control requests. 5. Compile DOH comments on draft deliverables into a single response to the vendor. 6. Assist in scheduling meetings and providing meeting rooms as necessary. 7. Provide for security clearance to buildings and equipment. 8. Provide two workstations equipped with desktop computers and necessary software for vendor staff on-site at DOH office in Tumwater, WA. Additional work space may be arranged for vendor staff on a temporary basis as needed to meet project plan and deliverables. 9. Provide Oversight/Stakeholder reporting. Task Training DOH Staff Description: The vendor shall provide onsite training at DOH in Tumwater, WA for state staff that use and support the Cascades system. There are approximately 50 WIC Program staff and 25 technical staff to be trained. Additional details for DOH staff training are provided in Exhibit B Training Requirements. 1. DOH staff training plan 2. Training curriculum and materials 3. DOH User Acceptance Tester (UAT) training 4. DOH technical staff training 5. DOH WIC program staff training on state-level Cascades functional areas 6. DOH WIC program staff training on clinic-level Cascades functional areas 7. Expert level training for DOH WIC trainers and WIC System Specialists on clinic-level Cascades functional areas 8. Training database and sandbox Tasks: 1. Submit training plan for DOH approval 2. Prepare training database and sandbox 3. Prepare practice scenarios 4. Prepare written training curriculum and materials 5. Conduct training 6. Provide trainees opportunity to provide written feedback on the training July 8, 2014 Page 9 of 31

10 2. Meet with vendor s trainers to clarify requirements 3. Schedule DOH computer training room 4. Communicate training schedule and expectations to DOH staff 5. Assure training is appropriate to different audience needs Task Training WIC Clinic Staff Description: WIC clinic staff are the primary users of Cascades Clinic Services, Scheduler, Clinic Operations, and Clinic Reports. Tasks: A detailed description of WIC clinic staff training requirements is located in Exhibit B Training Requirements and Exhibit B.1 DOH Guidelines. The vendor shall partner with the lead DOH WIC trainer regarding all WIC clinic staff training activities. The comprehensive training approach shall include interactive pre-training activities, self-guided hands-on scenarios and classroom sessions led by the vendor. Training tools created by the Mountain Plains States may serve as a foundation for Cascade training. The vendor shall schedule and pay for training sites located across the state. Training site locations shall correspond with the implementation schedule. 1. WIC clinic staff training plan including detailed schedule 2. Ten pre-training modules introducing Casades (i.e. recorded webinars) 3. Twelve self-guided training modules using a sandbox 4. Instructor-led classroom training curriculum 5. Instructor-led classroom training for all clinic staff estimated to be Classroom training evaluation 7. Printed training materials 8. Training database and sandbox 9. Classroom training facilities and equipment 10. Classroom training light refreshments and lunch for trainees 1. Interview lead DOH WIC trainer to clarify requirements 2. Submit training plan and detailed schedule to DOH for approval 3. Work with lead DOH WIC trainer on content and format of pre-training modules 4. Work with lead DOH WIC trainer on content and format of self-guided and classroom training curriculum and materials 5. Submit pre-training modules, self-guided and classroom curriculum and materials to DOH for approval 6. Prepare training database and sandbox 7. Find classroom locations and schedule training facilities July 8, 2014 Page 10 of 31

11 8. Set-up classrooms with computers, software, training database, EBT equipment and projection equipment, as needed 9. Conduct pilot classroom training 10. Provide light refreshments and lunch for pilot trainees 11. Evaluate pilot training and revise curriculum and materials as directed by DOH 12. Print training materials for pilot and statewide training 13. Conduct statewide classroom training 14. Provide light refreshments and lunch for statewide trainees 15. Evaluate all sessions of statewide training 16. Update training database and revise curriculum and materials as directed by DOH 17. Turn over all training materials, documentation and database to DOH 2. Meet with vendor s trainers to clarify requirements 3. Communicate schedule and expectations to WIC clinic staff 4. Provide clinic staff travel funds in WIC local agency contracts 5. Post pre-training modules and training materials on the DOH website 6. Provide list of potential classroom training facilities to vendor 7. Provide DOH standards for health foods 8. Participate in all classroom trainings as policy experts and coaches 9. Observe vendor s trainers and provide constructive feedback 10. Participate in post-pilot curriculum and materials review and direct revisions 11. Participate in statewide implementation curriculum and materials review and direct revisions Task Infrastructure Assessment, Installation and Configuration Description: The vendor shall determine the infrastructure needed to support Cascades and propose architecture in the target environment. The vendor shall work with DOH to verify the proposed architecture and scalability of the application in compliance with DOH and state security policies. The vendor shall modify and configure the system to support the required simultaneous connections. DOH shall have between 800 and 1100 simultaneous connections. Once design is accepted, DOH and vendor shall determine required equipment to meet performance and security requirements. The vendor s proposed system infrastructure shall meet the performance levels identified in Exhibit L Infrastructure Performance Specifications. 1. Infrastructure Assessment Document 2. Modify and configure the system to support system in the hosting environment July 8, 2014 Page 11 of 31

12 Tasks: 1. Develop Infrastructure Assessment 2. Modify and configure Cascades to support system in the hosting environment 2. Review and accept Infrastructure Assessment 3. Procure and install hardware and software, if needed 4. Review and accept infrastructure modifications and configurations Task Telecommunications Plan Description: The vendor s plan shall describe telecommunications requirements for Cascades operations. The plan shall include: Tasks: 1. Evaluation of current telecommunications capacity requirements to be addressed specific to each WIC clinic site and a suggested approach for working with local information technology staff to address required changes. 2. Evaluation of current telecommunications capacity and future requirements to be addressed for DOH operations. 3. Bandwidth requirements to meet system performance standards for each WIC clinic site. 4. Telecommunication solution sufficient to ensure system performance requirements are met. 5. Identification of remote/mobile sites to be connected through cellular broadband. 1. Telecommunications Plan 1. Determine telecommunications requirements 2. Develop Telecommunications Plan 2. Provide information about existing telecommunications capacity 3. Serve as liaison with WIC local agency personnel Task Security Plan Description: The vendor s plan shall detail their security approach. The plan shall include tasks with description and schedule. Security processes and procedures for maintaining hardware, software, and data during all phases of the project shall be described. The plan shall clearly define roles and responsibilities. July 8, 2014 Page 12 of 31

13 The plan shall describe how security requirements listed in Exhibit C Security Requirements will be met. Tasks: 1. Security Plan 1. Develop Security Plan. 2. Provide information about Washington State and DOH security standards Task Install Software Description: The vendor shall install and test the Cascades system applications and databases on servers in each technical environment consisting of testing, development, training, UAT, quality assurance, production and the disaster recovery site. The vendor shall ensure telecommunication networks connectivity and speed are properly configured and tested prior to UAT. For a viable UAT, the computers in the test bed must be connected to the actual host computer that shall be used for pre-production which mirrors the production environment. The vendor shall work with DOH to verify the UAT environments are performing as expected and shall assist with troubleshooting until resolved. Tasks: 1. Cascades system applications and databases on servers installed in technical environments 2. Cascades software installation system documentation 1. Install Cascades system applications and databases on servers in each technical environment 2. Install Cascades system applications and databases on servers in the Disaster Recovery environment 3. Provide Cascades system installation documentation 2. Ensure necessary hardware and software is available for each environment 3. Provide desktop configuration assistance and support 4. Assist vendor install of Cascades system applications and databases on servers in each technical environment 5. Assist vendor install of Cascades system applications and databases on servers in Disaster Recovery environment 6. Review, test and accept Cascades system applications and databases on servers in each environment July 8, 2014 Page 13 of 31

14 Task System Documentation Description: The vendor shall deliver draft and final comprehensive, grammatically and technically correct system functionality documents to include System Operations Manual, Detailed Functional Design Document (DFDD), Detailed Technical Specifications Document (DTSD), release notes and Online Help files. Tasks: The vendor shall use existing MP SAM documents as the base documentation. The vendor shall update documentation to reflect modifications relevant to Washington. The FNS Functional Requirements Document (FReD) shall be used as a guide ( The vendor shall provide the draft Cascades documentation prior to User Acceptance Test. The vendor shall provide the final Cascades documentation prior to DOH acceptance of the entire system. Following implementation, the vendor shall prepare updates to the Cascades system documentation to incorporate all changes, corrections, or enhancements. Updates to the Cascades system documentation shall be delivered prior to DOH acceptance of the change, unless otherwise agreed to by DOH. The vendor shall review documents for quality, consistency and appropriate readability for the audience prior to submission to DOH. 1. Draft Systems Operations Manual 2. Draft Detailed Functional Design Document 3. Draft Detailed Technical Specifications Document 4. Draft On Line Help files 5. Final Systems Operations Manual 6. Final Detailed Functional Design Document 7. Final Detailed Technical Specifications Document 8. Final On Line Help files 9. Data Dictionary for data structures 10. Release notes 1. Provide draft Systems Operations Manual 2. Provide draft Detailed Functional Design Document 3. Provide draft Detailed Technical Specifications Document 4. Provide draft On Line Help files 5. Provide Final Cascades Systems Operations Manual July 8, 2014 Page 14 of 31

15 6. Provide Final Detailed Functional Design Document 7. Provide Final Detailed Technical Specifications Document 8. Provide Final On Line Help files 9. Provide Data Dictionary for data structures 10. Provide release notes Task Gap Analysis Description: The vendor shall review the DOH gap analysis documents produced during the MIS Replacement and EBT Planning Projects. The vendor shall confirm assumptions and findings with DOH during the project initiation meeting. See Exhibit D MIS Replacement Gap Analysis See Exhibit E - EBT Gap Analysis The vendor shall combine and update the gap analysis to reflect current assumptions and DOH direction. The vendor shall meet with WIC Cascades Project functional teams to assure business needs are understood and addressed. The vendor s gap analysis update shall include price modifications, if any, for design or development activities not included in the RFP or the vendor s response. s are not expected to correct all gaps; however, the security gaps must be addressed and costed. Tasks: 1. Meetings with DOH to review and determine gap specifications 2. Updated Gap Analysis Document 1. Develop meeting schedule with DOH staff for gap analysis review 2. Conduct gap analysis meetings 3. Review the DOH gap analysis documents produced during the MIS Replacement Planning Project. 4. Confirm the proposed functional additions and changes required, including configurations necessary to support DOH required modifications 5. Document the proposed additions and changes 6. Updated Gap Analysis Document 2. Identify staff to meet with vendor to review and determine gap specifications 3. Assign a DOH business analyst to work with vendor analysts to clarify requirements July 8, 2014 Page 15 of 31

16 Task Data Conversion and Migration Description: The vendor s plan shall describe their approach to data conversion. The plan shall describe data conversion requirements, information on sources of data, quality of data, estimated effort for data cleansing, method of data cleansing, the process for converting data, and data verification after conversion, including activities to be performed by DOH. The plan shall describe how data conversion will be performed and sequenced during pilot and rollout. The plan shall provide information about testing the Data Conversion Process. The vendor shall propose acceptance criteria. The vendor shall convert five calendar years plus the current year of WIC data from CIMS to Cascades. The vendor shall work with DOH technical staff to define a standard format to exchange information from DOH CIMS data sources. The vendor shall be responsible for providing DOH a data migration staging area on a confidential server. The vendor shall be responsible for the final data mapping and automated data conversion methods used from the staging area to Cascades. DOH shall prepare a preliminary map of the data to be migrated and ensure data integrity to the extent possible. This entails reviewing each data field for uniformity and consistency between systems. DOH shall prepare data conversion scripts and migrate the data from the legacy CIMS systems to the vendor s staging area. DOH shall provide a technical fact sheet for the current legacy system (CIMS). See Exhibit M - WIC Client Information Management System. The vendor s process shall define the entry and exit criteria for the data structure including mock conversions prior to pilot and prior to statewide implementations. The vendor shall report results, issues and recommended strategies after each mock conversion. In the event of data gaps, the vendor shall recommend a strategy and assist the state DOH to ensure successful data conversion. 1. Data Conversion Plan 2. Conversion Requirements Document 3. Conversion Detail Design Document 4. Conversion Mapping Document 5. Data Map Specification Document July 8, 2014 Page 16 of 31

17 6. Data Migration Staging Area 7. Conversions Routines 8. Preliminary Converted files 9. Conversion Test Results Documents 10. Mock conversions for pilot 11. Mock conversion for statewide rollout 12. Final conversions for pilot 13. Final conversion for statewide rollout Tasks: 1. Develop Data Conversion Plan 2. Develop a Conversion Detail Design Document 3. Develop conversion procedures including software development 4. Develop Conversion Mapping document 5. Describe the roles of DOH and vendor staff during data conversion 6. Convert Preliminary Files and data in CIMS database 7. Develop Data Map Specification Document Provide DOH a Data Migration Staging Area 8. Provide conversion routines to DOH 9. Perform final data analysis and data mapping 10. Provide DOH staging area to migrate and convert data 11. Cleanse and migrate data from the staging area to the testing environment 12. Run test conversions in test environment 13. Produce error and conversion run statistics reports 14. Develop Conversion Test Results Document 15. Provide mock data conversions prior to pilot 16. Provide mock data conversions prior to statewide rollout 17. Provide final data conversions prior to pilot 18. Provide final data conversions prior to statewide rollout 2. Make available to vendor file/record layout of the data to be converted with descriptions of all required fields, including their data types and value ranges 3. Provide preliminary mapping documentation 4. Assist vendor in the conversion detail design effort 5. Develop preliminary map of the data to be migrated and ensure data integrity 6. Prepare data conversion scripts and migrate data from the legacy CIMS systems to the vendor s staging area 7. Make data available to vendor for conversion 8. Provide test environment for vendor, if required 9. Provide data for test and final conversions and participate in conversion, conversion audit and clean-up of data, if required 10. Participate in data mapping activity and answer questions relating to field use in the CIMS data July 8, 2014 Page 17 of 31

18 11. Work with the vendor team to resolve conversion errors 12. Designate DOH staff familiar with the CIMS systems with which to communicate over technical or data issues with vendor 13. Assist vendor with mock data conversions prior to pilot and statewide rollout 14. Provide vendor with a matrix that defines how to handle orphan records Task Development: Online Electronic Benefits Transfer (EBT) Modification Description: The vendor shall modify the MP SAM to add online WIC EBT functionality. The EBT service provider shall develop the EBT interface to their payment system. Both vendors must collaborate in the design, development, testing and implementation assuring all requirements are met. Both vendors shall use the most recently published FNS online WIC EBT standards ( The vendor shall conduct requirements and design sessions with DOH and the EBT service provider to define and confirm online WIC EBT requirements. The vendor shall provide draft and final requirements, design, and specification documents to DOH for review and approval. Unit Test Module This test is used to validate an individual program module or script functions correctly. It validates the module's logic and adherence to functional requirements and technical specifications. Each unit/module test shall execute every source statement and each conditional branch in the module. The vendor shall provide documentation regarding the results of each module in a comprehensive report. 1. Online WIC EBT architecture including the technologies and methods employed for interface 2. Online WIC EBT Detailed Requirements 3. Detailed Functional Design Document 4. Detailed Technical Specification Document 5. Developed Software 6. Online help and user training tools 7. Functionality Test Plan 8. Functionality Test and Results Tasks: 1. JAD Meeting schedule with DOH staff and EBT service provider 2. JAD sessions with DOH staff and EBT service provider to document July 8, 2014 Page 18 of 31

19 requirements 3. Develop Detailed Functional Design Document 4. Develop Detailed Technical Specification Document 5. Develop software 6. Develop online help and user training tools 7. Unit Test software 2. Assign a DOH business analyst to work with vendor analysts to define file layout and content 3. Assign DOH staff to attend JAD sessions 4. Provide application and database development, configuration, and setup standards at the start of contract 5. Dispute resolutions will be facilitated by DOH Task Development: Medicaid ProviderOne Interface Description: The vendor shall design, develop, test and implement the Cascades interface to the Washington State Medicaid system called ProviderOne. See Exhibit F - ProviderOne Specifications. The vendor shall conduct requirements and design sessions with DOH and a State Medicaid representatives to define and confirm interface requirements. The vendor shall provide draft and final requirements, design, and specification documents to DOH for review and approval. Unit Test Module This test is used to validate an individual program module or script functions correctly. It validates the module's logic and adherence to functional requirements and technical specifications. Each unit/module test shall execute every source statement and each conditional branch in the module. The vendor shall provide documentation regarding the results of each module in a comprehensive report. 1. Interface Architecture including the technologies and methods employed for interface 2. Interface Detailed Requirements Document 3. Interface Operational Procedure method (e.g. FTP, Web Service Request, etc.) 4. Detailed Functional Design Document July 8, 2014 Page 19 of 31

20 Tasks: 5. Detailed Technical Specification Document 6. Developed Interface Software 7. Interface Test Plan 8. Interface Test and Results 1. JAD Meeting schedule with DOH staff and Medicaid representative 2. JAD sessions with DOH staff and Medicaid representative to document the interface requirements 3. Develop Detailed Functional Design Document 4. Develop Detailed Technical Specification Document 5. Develop the proposed interface 6. Unit Test interface 2. Assign a DOH business analyst to work with vendor analysts to define interface file layout and content 3. Assign DOH staff to attend JAD sessions 4. Assign a DOH developer to work with vendor to implement code changes needed for the online vendor application portal interface with WIC Cascades. 5. Provide application and database development, configuration, and setup standards at the start of contract Task Development: WIC Online Application Portal Interface Description: The vendor shall design, develop, test and implement the Cascades interface to the Washington State WIC online vendor application portal. Exhibit G WIC Online Application Portal Specifications. The vendor shall conduct requirements and design sessions with DOH to define and confirm interface requirements. The vendor shall provide draft and final requirements, design, and specification documents to DOH for review and approval. Unit Test Module This test is used to validate an individual program module or script functions correctly. It validates the module's logic and adherence to functional requirements and technical specifications. Each unit/module test shall execute every source statement and each conditional branch in the module. The vendor shall provide documentation regarding the results of each module in a comprehensive report. July 8, 2014 Page 20 of 31

21 Tasks: 1. Interface Architecture including the technologies and methods employed for interface 2. Interface Detailed Requirements Document 3. Interface Operational Procedure method (e.g. FTP, Web Service Request, etc.) 4. Detailed Functional Design Document 5. Detailed Technical Specification Document 6. Developed Interface Software 7. Interface Test Plan 8. Interface Test and Results 1. JAD Meeting schedule with DOH staff 2. JAD sessions with DOH staff to document the interface requirements 3. Develop Detailed Functional Design Document 4. Develop Detailed Technical Specification Document 5. Develop the proposed interface 6. Unit Test interface 2. Assign a DOH business analyst to work with vendor analysts to define interface file layout and content 3. DOH assigned staff attend JAD sessions 4. Assign a DOH developer to work with vendor to implement code changes needed for the online vendor application portal interface with WIC Cascades. 5. Provide application and database development, configuration, and setup standards at the start of contract Task Development: Cascades Security Modification Description: The vendor shall design, develop, test and implement security modifications to Cascades to ensure all DOH security requirements are satisfied. The vendor shall conduct requirements and design sessions with DOH to define and confirm security requirements. The vendor shall provide draft and final requirements, design, and specification documents to DOH for review and approval. Unit Test Module This test is used to validate an individual program module or script functions correctly. It validates the module's logic and adherence to functional requirements and technical specifications. Each unit/module test shall execute every source statement and each conditional branch in the module. The July 8, 2014 Page 21 of 31

22 vendor shall provide documentation regarding the results of each module in a comprehensive report. Tasks: 1. Revised Detailed Functional Design Document 2. Revised Detailed Technical Specification Document 3. Unit Tested Cascades Security Modifications 4. Modified software that meets security requirements 1. Revise Detailed Functional Design Document 2. Revise Detailed Technical Specification Document 3. Develop Cascades System Security Modifications 4. Develop, implement and document rigorous and professionally sound unit, system, integration and regression test procedures 1. Review and accept Deliverables listed in this table Task Cascades Configuration Description: The vendor shall develop a System Configuration Plan that describes their approach to meeting DOH business requirements and permissions for Cascades users. The plan shall outline dates and times the vendor will be onsite to gather information from program area subject matter experts knowledgeable of the rules governing the legacy system. The vendor shall review, update and configure Cascades in accordance with Exhibit H - System Configuration Profile Report and Exhibit H.1 - System Administration Code Table. The vendor shall facilitate demonstrations of parameter settings to WIC Cascades Functional Teams to assure mutual agreement of the application configuration prior to DOH testing, both system testing and UAT. Tasks: 1. System Configuration Plan 2. Configuration Profile Report 3. System Configuration 1. Develop System Configuration Plan 2. Review and update Configuration Profile Report 3. Configure the Cascades system with DOH assistance 2. Provide draft Configuration Profile Report 3. Assist vendor with configurations of the Cascades system July 8, 2014 Page 22 of 31

23 Task Technical Testing and Performance Description: Prior to any system modifications, the vendor shall perform a baseline test to ensure the transferred system operates correctly in the hosting environment. The vendor shall provide DOH a report certifying the baseline test took place and identifying the findings, including any deficiencies. Regression testing shall retest a system component, such as a unit, module, or subsystem, following any modification to verify the problem was corrected without adverse side effects and to ensure the component still complies with its requirements. Regression testing also refers to rerunning the entire system qualification test after errors have been corrected to ensure that unanticipated errors have not been introduced elsewhere in the system by the error correction activity. Pre-implementation testing shall test scripts used to move modifications from the Quality Assurance Environment to the Production Environment prior to implementation. Post-Implementation testing shall test modifications released into production. The vendor s proposed system infrastructure shall meet the performance levels identified in Exhibit L Infrastructure Performance Specifications. Tasks: 1. Baseline Test 2. Baseline Test Results Report 3. Regression Test 4. Pre-Implementation Test 5. Post Implementation Test 6. System Test Results Report 1. Develop and execute Baseline Test 2. Prepare Baseline Test Results Report 3. Regression Test 4. Pre-Implementation Test 5. Post Implementation Test 6. Prepare System Test Results Report July 8, 2014 Page 23 of 31

24 Task Disaster Recovery Test Description: The vendor shall conduct a disaster recovery exercise with the assistance of the hosting facility prior to the pilot Go/No go decision. The vendor shall also review and provide an assessment of hosting environment security and disaster recovery procedures. Tasks: 1. Disaster Recovery Test Plan 2. Disaster Recovery Test Results 1. Conduct a disaster recovery exercise 2. Prepare the Disaster Recovery Test Results 2. Assist vendor in preparing the Disaster Recovery Test and Results 3. Review and accept Disaster Recovery Test Results Task System and Subsystem Integration Test Description: The vendor shall preform System and Subsystem Integration Tests. During the test period, system documents and training materials shall also be tested for accuracy, validity, completeness, and usability. Subsystem integration testing shall be conducted in the development environment. Subsystem integration testing may need to be run several times for each subsystem, and is only complete when it can be run with zero errors. The vendor shall provide documentation regarding the results of each System and Subsystem Integration Test in a comprehensive report. Tasks: 1. System and Subsystem Integration Test Plan 2. System and Subsystem Integration Test Report 3. Cascades passes all System and Integration requirements 1. Develop System and Subsystem Integration Plan 2. Conduct System and Subsystem Integration Test 3. Create System and Subsystem Integration Test Report 1. Review and accept Deliverables listed in this table July 8, 2014 Page 24 of 31

25 Task Stress Performance Test Description: The vendor s Stress Performance Test Plan shall describe their approach to a stress performance test of the system prior to pilot and statewide deployment. The plan shall include details about the schedule (i.e. reference WBS item numbers), test environment, test tools and test data to match expected production volumes as closely as possible, equipment preparation requirements, resource needs, roles and responsibilities of DOH and other vendors The vendor shall develop Stress Performance Test Scripts and Data to enable the tester to develop a predictable and reusable set of tools to perform testing. The test environment shall mirror the production environment as closely as possible. Test data shall match expected production volumes as closely as possible. Stress Performance Testing is performed with support from the hosting infrastructure group by a designated tester (technical analyst) that is knowledgeable of the expected impacts on capacity and responsiveness of the system architecture. Tasks: 1. Stress Performance Test Plan 2. Stress Performance Test Scripts 3. Stress Performance Test Results Document 4. Cascade passes all stress criteria 1. Develop Stress Performance Test Plan 2. Jointly establish stress performance measurements and criteria with DOH 3. Develop test scripts and data to perform tests 4. Execute Stress Performance Test Plan 5. Recording defects in a log for resolution 2. Review and accept Stress Performance Test Plan 3. Review and accept Stress Performance Test Scripts 4. Assist vendor in developing stress performance measurements and criteria 5. Assist vendor in stress performance testing July 8, 2014 Page 25 of 31

26 Task Pilot Implementation Description: The vendor shall coordinate the Cascades system pilot of both state operations and local WIC clinic services. The vendor shall perform, at a minimum, tasks listed in Exhibit J Pilot Specifications. Tasks: 1. Pilot Implementation Plan 2. Pilot Readiness Certification Assessment Document 3. Pilot Initiation Meeting 4. Regression Acceptance Test 5. Pilot Data Conversion 6. System Pilot 7. Pilot Modifications and Retest 8. Pilot Evaluation 9. Revised System Documentation 1. Develop Pilot Implementation Plan 2. Develop Pilot Readiness Certification Assessment Document 3. Facilitate Pilot Initiation Meeting 4. Create and Document the Regression Acceptance Test 5. Convert data for Pilot Implementation 6. Implement System Pilot 7. Develop Pilot Modifications and Retest 8. Develop Pilot Evaluation Document 9. Revise System Documentation 2. Identify staff and attend Pilot Initiation Meeting as required 3. Verify converted data for Pilot Implementation 4. Communicate and schedule pilot sites in coordination with the vendor 5. Deploy and install hardware to WIC Clinics, as required 6. Implement System Pilot 7. Submit Pilot Evaluation Document to FNS for review and approval Task Statewide Implementation Description: The vendor shall coordinate statewide implementation of the WIC Cascades system after successful completion of the pilot. The vendor shall perform, at a minimum, tasks listed in Exhibit K Statewide Implementation Specifications. July 8, 2014 Page 26 of 31

27 Tasks: 1. State Implementation Plan 2. State Implementation Readiness Certification Assessment Document 3. State Implementation Initiation Meeting 4. Regression Acceptance Test 5. State Data Conversion 6. Statewide Implementation 1. Develop State Implementation Plan 2. Facilitate Statewide Implementation Meeting 3. Develop State Implementation Readiness Certification Assessment Document 4. Convert data for Statewide Implementation 5. Implement Cascades system 6. Facilitate Implementation Checkpoint Meetings 7. Develop Implementation Evaluation Document 8. Revise System Documentation 2. Identify staff and attend State Initiation Meeting 3. Verify converted data for Statewide Implementation 4. Deploy and install hardware to WIC Clinics, as required 5. Communicate and schedule clinics in coordination with the vendor 6. Provide System Operations Support in joint effort with vendor 7. Identify staff and attend Implementation Checkpoint Meetings Task Project Closure Description: The vendor shall fulfill requirements described in the Project Closure Plan. tasks: DOH tasks: 1. Participate in the quality assurance consultant s project closure assessment 2. Participate in a USDA FNS post implementation review 3. Transition Plan 4. Turn over to DOH the system source code and complete documentation 1. Fulfill the project closure requirements 2. Participate in the quality assurance consultant s project closure assessment 3. Participate in a USDA FNS post implementation review 4. Participate in the development of the Project Closure activities 5. Transition operation and maintenance to DOH or another vendor at end of contract 6. Turn over complete system source code 1. Review and accept deliverables listed in this table 2. Provide draft Project Closure plan to vendor 3. Prepare the Project Closure Plan July 8, 2014 Page 27 of 31

28 Task System Maintenance Services Description: The vendor shall provide maintenance services for the Cascades software for 5 years to include at a minimum: 1. Functional Deficiency Corrections 2. Scheduled Maintenance Releases 3. System Configuration and Administation 4. Performance Monitoring 5. System Documentation updates 6. Annual Disaster Recovery Testing Tasks: 1. Provide Maintenance services 2. Annual Maintenance Plan 3. Service Level Agreement 4. Change Management Process 5. Release Implementation Plan (all releases to production) 6. Technology Roadmap 1. Provide a maintenance release plan 2. Maintain a Test Environment 3. Maintain a Training Environment / Sandbox 4. Perform source code testing (unit, integration, end to end, performance, and regression) 2. Assign a single point of contact that has the authority to make system maintenance related decisions and direct communications within DOH and Cascades system users. 3. Provide contract management 4. Assign a DOH business analyst to develop requirements documents and work with vendor on change requests 5. Provide support and collaboration with vendor to resolve system issues 6. Maintain and upgrade PC configuration in WIC Clinics 7. Provide application and database development, configuration, and setup standards at the start of contract July 8, 2014 Page 28 of 31

29 Task Software Enhancement Services Description: The vendor shall provide enhancement services for the Cascades software. DOH may request the vendor to make modifications to the WIC Cascades source code during the one year warranty period. Price for those changes shall be negotiated based on the vendor s rates quoted in the Request for Proposal. Changes and schedule shall be mutually agreed upon using a change order process. The vendor shall provide documented test results and updated documentation prior to implementation of the modification. Extended Optional Modification Support. DOH may request the vendor to make changes to the WIC Cascades source code beyond the one year warranty period. The vendor shall provide costs for three, one-year contract extensions for service to modify the WIC Cascades source code. The vendor shall guarantee the availability of qualified staff. Price for those changes shall be negotiated based on the vendor s rates quoted in the Request for Proposal. Tasks: 1. Enhancements services 2. Updated source code 3. Release Implementation Plan (all releases to production) 1. Maintain a Test Environment 2. Maintain a Training Environment / Sandbox 3. Perform source code testing (unit, integration, end to end, performance, and regression) 4. Warranty the source code changes for 1 year after DOH acceptance 2. Assign a single point of contact that has the authority to make system enhancement related decisions and direct communications within DOH and Cascades system users. 3. Provide contract management 4. Assign a DOH business analyst to develop requirements documents and work with vendor on change requests 5. Provide support and collaboration with vendor to resolve system issues 6. Maintain and upgrade PC configuration in WIC Clinics 7. Provide application and database development, configuration, and setup standards at the start of contract July 8, 2014 Page 29 of 31

30 Task System Hosting Solutions Description: The vendor shall propose off-premise and/or on-premise hosting solutions for the Cascades System. For off-premise, vendor shall provide cost options for Infrastructure as a Service (IaaS), Platform as a Service (PaaS), and Software as a Service (SaaS). For on-premise at DOH data center, vendor shall provide costs for assisting with implementation and performance tuning of infrastructure, servers, databases and software. Tasks: 1. Implementation Plan 2. Server Environments and Configuration Plan (development, training, testing, sandbox) 3. Service Level Agreement (SLA) 4. Security Management Plan 5. Maintenance and Operations Plan (software, hardware, platform, licensing) 6. Change Control and Release Management Plan 7. Data Replication to DOH Reporting Server Plan 8. Disaster Recovery Plan 9. Network connections, standards, and throughput Plan 1. Provide all services/products in the Deliverables list 2. Provide telecommunications to hosted solution and WIC clinics via the WA State Government Network (SGN), WA Inter-Governmental Network (IGN), and other network connections. 3. Purchase and maintain equipment (e.g., PC s) in WIC clinics. July 8, 2014 Page 30 of 31

31 5. Exhibits 1.1 Exhibit A - Cascades Project Schedule 1.2 Exhibit B - Training Requirements 1.3 Exhibit B.1 - DOH Guidelines 1.4 Exhibit C - Security Requirements 1.5 Exhibit D - MIS Replacement Gap Analysis 1.6 Exhibit E - EBT Gap Analysis 1.7 Exhibit F - ProviderOne Specifications 1.8 Exhibit G - WIC Online Application Portal Specifications 1.9 Exhibit H - System Configuration Profile Report 1.10 Exhibit H.1 - SA Code Table 1.11 Exhibit I - Team Structure 1.12 Exhibit J - Pilot Specifications 1.13 Exhibit K - Statewide Implementation Specifications 1.14 Exhibit L - Infrastructure Performance Specifications 1.15 Exhibit M - WIC Client Information Management System Fact Sheet 1.16 Exhibit N - WIC Clinic Location List July 8, 2014 Page 31 of 31

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