Department of Health STATEMENT OF WORK Operations and Maintenance Services For the Web-Based Michigan WIC Data System Bureau of WIC Program Services

Transcription

1 Department of Health STATEMENT OF WORK Operations and Maintenance Services For the Web-Based Michigan WIC Data System Bureau of WIC Program Services Section I Purpose: With the passage into law of House Bill (HB) 1263, the Bureau of WIC Program Services (Florida WIC) in the Florida Department of Health (FL DOH) is required to implement WIC Electronic Benefits Transfer (EBT) by July 1, The Bureau has determined that the webbased data system supporting the State of Michigan WIC (MI WIC) program has the operational EBT capability needed to meet the legislative requirement. Florida WIC needs an Operations and Maintenance provider to brand, configure, modify, and support this web-based EBTcapable WIC data system from August 1, 2012 through September 30, The actual start date is dependent upon United States Department of Agriculture / Food and Nutrition Service (FNS) approval. The primary objectives during this time period will be to: Operationalize the interface between the transferred MI WIC data system and Florida WIC s EBT processor which will be selected through a procurement of the Florida Department of Children and Families (FL DCF), Achieve a successful user acceptance test in coordination with the EBT service provider and assist in attaining FNS approval to proceed to a Pilot Test, and Achieve a successful three month Pilot Test and assist in attaining FNS approval to conduct the statewide rollout of the transferred MI WIC data system and EBT processing. Section II Tasks: The Provider shall: 0. Provide Bi-weekly Status Reports: - this task requires: Developing a status report every other week for the duration of the project that includes: the current status of the provider s activities, accomplishments, action items, and any new or changed risks or issues, Submitting the status report to Florida WIC on the agreed-upon due date, and discussing the report with Florida WIC in a status meeting on the agreed-upon meeting date, including a quarterly on-site presentation of the status report at the Florida WIC offices in Tallahassee, FL for the duration of the project. Providing technical support via telephone and WebEx to Florida WIC staff in their verification of non-modified functions in the transferred MI WIC data system. 1. Conduct Kick-off meetings in Tallahassee, FL - this task requires: Meetings of agreed duration are held in Tallahassee, FL with Florida WIC to elaborate and agree on the approach, plan, and methods for completing the configuration and modifications to the transferred MI WIC data system necessary to process WIC EBT transactions by July 1, Documenting these discussions, agreements, and action items from the Annual Kick-off meetings in Meeting Minutes submitted to Florida WIC. Page 1 of 21

2 2. Configure/modify the transferred MI WIC data system this task requires: a. Set-up of the hosting/processing environments in the Shared Resource Center(s) this requires: Providing system environment requirements, including: servers, operating system software, other required software, other required hardware, storage types and capacities, Advising and assisting the Shared Resource Center (SRC) in configuring and installing the Production, Reports, Disaster Recovery, and Test/Training environments, Loading the software and testing the basic functions of the environments, Advising and assisting the SRC staff in establishing efficient means of exchanging files and updating programs and data with the SRC environments, and Confirming that the transferred MI WIC data system has been successfully setup with a system environment walkthrough and demonstration to Florida WIC and making corrections, as needed. Note: the provider will furnish and maintain its own Development environment. The Production and Reports environments shall interact so that a current copy of all production data is extracted, transformed as needed, and loaded to the Reports environment on a daily basis. The data in the Reports environment shall be queryable using SQL. b. Brand the system for Florida WIC this requires: Developing a comprehensive list that includes but not limited to: o the program logo, o program title, o system name, o home page, o page template, and o report headers, Changing the agreed upon list in the system that will uniquely identify it with Florida WIC, and Confirming that these changes function appropriately with a walkthrough and demonstration to Florida WIC and making corrections, as needed, and Analyzing the impact of any additional brand/configuration items; e.g., compliance with the Florida WIC Policies and Procedures Glossary of Terms, and determining the impact of those changes in terms of scope, schedule, and cost. c. Configure the system this requires: Developing a comprehensive list and description of needed configuration changes; attaining approval from Florida WIC of same, Page 2 of 21

3 Creating the database (blank) for the system, Loading data to define the: o Food packages, o Local Agencies and Clinics, o Food category and subcategory items consistent with the National Category / Subcategory List, o Universal Product Codes (UPC), o Approved Product List (APL), o Dynamic questions prompted by input to Nutrition History and Medical Information, and o Security roles for selected local agency staff and state office, Loading the look up values and drop down menu items for all modules, Loading any other needed reference data into the system, and Confirming that these changes function appropriately with a walkthrough and demonstration to Florida WIC and making corrections, as needed. d. Migrate Program Data this requires: Developing a comprehensive program data migration plan which defines and maps to the transferred MI WIC data system all applicable program data, attaining approval from Florida WIC of same. The topics covered include: o Introduction o Approach (Need, Approach, Assumptions/Constraints) o Analysis and Design (Data Repositories, Data Mapping, Business Rules, Assumptions and Defaults, Sequencing, Exception Handling, Security, Conversion and Translation Specifications by Field, As-Is File Layout, To-Be File Layout, Field Definitions and Valid Values) o Implementation Process Defined (Full Migration/Process Steps/Verification, Phased Migration/Process Steps/Verification) o Data Migration Tasks, Schedule, and Resources o Appendix (Other Migration-Related Documents, Converted Data Report, Tasks, Responsibilities, Schedule) Developing program data migration routines, including all necessary participant, vendor, and reference data, Migrating and loading program data for User Acceptance and Pilot Test in the selected Pilot Test local agency, and Testing and refining those routines, confirming that the data migration process and routines function correctly with a presentation and report of Program Data Migration test results to Florida WIC, and making corrections, as needed Page 3 of 21

4 e. Modify the system - this requires: Conducting baseline security and American with Disabilities Act (ADA) scans arranged through the Department of Health, Division of Information Technology (DOH IT), reviewing the test results with DOH IT and Florida WIC, and developing a plan to meet these requirements, as needed, Developing a functional design document that describes in detail the functional requirements for the required modifications to the webbased system; attaining approval from Florida WIC of the same. The topics covered in each modified functional area include: o Introduction - navigation to/from, o Screen Shots, o Data Flow Diagrams, o Screen and Database Fields, and o Form Level Validations and Processing. Note: the provider will also furnish a copy of the functional design document based on the current version of the system that covers the remainder of the unmodified system functions. Developing a system design specification that describes in detail the technical structure and elements of the required modifications to the web-based system; attaining approval from Florida WIC of the same. The topics required for each modification include: o Introduction (background, summary of requirements, overall system layout and description, applicable documents), o Inputs (screens, files, messages), o Processes (system processes, support processes-backup, maintenance), o Outputs (reports and documents, screens, files), o Interfaces, o Logical and Physical Database Design, o Security Considerations (user security, processing security, and database security), o Changes to Other Impacted Systems (summary, logical flow, strategy, design), o Appendix (screen definition, report definition, data dictionary). Developing a comprehensive test plan that covers the required modifications to the web-based system, including unit, integration, system, and user acceptance; developing test cases for unit, integration, and system tests; attaining approval from Florida WIC of the same, Providing Florida WIC with user acceptance test cases written for the transferred MI WIC data system, Page 4 of 21

5 Developing and testing the required modifications to the web-based system, including: o Adding Florida WIC service code functionality, o Modifying the Appointment Scheduling module(s) to use service code/appointment type, o Adding Florida WIC Voter Registration functionality as is currently operational in the Florida WIC Data System, o Interfacing with the FLORIDA system for adjunctive eligibility determination, o Adding the auto dialer function and interface as is currently operational in the Florida WIC Data System, o Modifying as needed, the transferred MI WIC data system EBT processing and interface with the WIC EBT processor selected via the Florida Department of Children and Families procurement, o Defining system performance guidelines jointly with Florida WIC and developing a plan to evaluate system performance upon completion of rollout, o Meeting Florida Department of Health security requirements (tested via DOH IT security scan), and o Confirming the appropriate functioning of these modifications with a report of system modifications test results and a walkthrough and demonstration to Florida WIC, and making corrections, as needed. o Confirming via a checklist that all configuration and required modifications have been completed and the system is available for user acceptance testing by Florida WIC. Requires an updated Requirements Traceability Matrix. Note: the provider will use the Florida WIC software defect classification to guide the correction of defects. The scope of modifications may also include updates to any software deliverable of the system made generally available to other customers, as applicable. Developing a Pilot Plan that describes how the pilot test will be supported by the provider in the selected local agency over a three month period. f. Update Training Materials - this requires: Updating training materials to reflect Florida WIC functional modifications, particularly those involving WIC EBT, and attaining Florida WIC approval of the same. The training material requires: o Lesson plans for instructor-led sessions o Training documents, o User manuals, and o Technical manuals. Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Page 5 of 21

6 3. Support User Acceptance Test (UAT) this task requires: Providing instructor-led training for the UAT testers, Providing onsite technical support during the two rounds of user acceptance testing and during the WIC EBT UAT monitored by USDA/FNS, Conducting Business Continuity testing in coordination with the designated Shared Resource Center (SRC), assisting in making any corrections as needed, and confirming the business continuity function to Florida WIC using a demonstration and test results, Correcting defects and retesting, as needed, confirming the successful completion of system UAT with test results, and promoting changed code to the Production environment, and Providing a comprehensive checklist of items that demonstrate the success of the User Acceptance Test Phase and product readiness to move to Pilot Testing. Requires an updated Requirements Traceability Matrix. Florida WIC will furnish the templates for this deliverable. 4. Support Pilot Test - this task requires: Monitoring end of day processing to ensure successful completion by start of the business day, taking corrective action as needed, and reporting status to Florida WIC, Verifying that the system housekeeping functions have been completed, taking correction action as needed, and reporting status to Florida WIC, Verifying that EBT files have been received and processed, taking corrective action as needed, and reporting status to Florida WIC, Providing second-level client services and technical support to Florida WIC staff, as needed. Providing a comprehensive checklist of items that demonstrate the success of the Pilot Phase and product readiness to move to Statewide Rollout. Requires an updated Requirements Traceability Matrix, as needed. Florida WIC will furnish the templates for this deliverable. Note: as mentioned above, it is anticipated that the Pilot Test shall start no later than July 1, 2013 per legislative requirement and will conclude September 30, Page 6 of 21

7 Section III Deliverables: 0. All Phases 0.1. Status Reports and Support (task 0) Bi-weekly Status Reports (task 0) - this deliverable shall be delivered to the Florida WIC Project Manager one day in advance of the agreed-upon meeting day bi-weekly for the duration of the project. Requires: Developing a status report every other week for the duration of the project that includes: the current status of the provider s activities, accomplishments, action items, and any new or changed risks or issues, Submitting the status report to Florida WIC on the agreed-upon due date, and discussing the report with Florida WIC in a status meeting on the agreed-upon meeting date. The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable Requirements as specified in Exhibit 2 - Document Deliverable Requirements and Classification for Document Defects Quarterly On-site Status Meeting (task 0) this deliverable requires an on-site presentation of the status report at the Florida WIC offices in Tallahassee, FL for the duration of the project Support of FL WIC Verification of Non-modified Functions (task 0) - this deliverable requires providing timely technical assistance via telephone and WebEx to Florida WIC staff in their verification of the functions of the transferred MI WIC data system up to the User Acceptance Testing phase. 1. Planning Phase 1.1. Conduct and Document Kick-off Meetings (task 1) - this deliverable requires: Arranging the Kick-off Meetings of agreed duration for a mutually acceptable date and time. Conducting the meetings using an agenda developed with Florida WIC that focuses on elaborating and agreeing on the approach, plan, and methods for completing the configuration and modifications to the transferred MI WIC data system necessary to process WIC EBT transactions by July 1, These meetings may need to include walkthroughs and demos Documenting the results using the Florida WIC Meeting Minutes template. 2. Configure / Modify Phase Page 7 of 21

8 2.1. System Environment Requirements (task 2a) this deliverable requires: All applicable details of the required hardware, software, storage, and related equipment, Architecture diagrams and corresponding descriptions of each environment, and Virtual machine options for each environment. The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements System Environment Walkthrough and Demonstration (task 2a) this deliverable requires: A walkthrough and demonstration for Florida WIC to confirm: o the hosting/processing environments (Production, Test, Training/Reports, Disaster Recovery) are correctly functioning, and o an efficient means of exchanging files and updating programs and data with the SRC environments is operational. Corrections to the above items, as needed. The Production and Reports environments shall interact so that a current copy of all production data is extracted, transformed as needed, and loaded to the Reports environment on a daily basis. The data in the Reports environment shall be queryable using SQL Brand Changes List and Description (task 2b) this deliverable is a comprehensive list and description of the agreed brand changes that will uniquely identify the system with Florida WIC, includes but is not limited to: the program logo, program title, system name, home page, page template, and report headers, The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Brand Changes Walkthrough and Demonstration (task 2b) this deliverable requires: A walkthrough and demonstration for Florida WIC to confirm the brand changes function appropriately, 1 Note: Florida WIC will use its document defect classification to guide the correction of defects. Refer to Exhibit 2 - Deliverable Requirements and Classification for Document Defects. Page 8 of 21

9 Corrections to the above items, as needed, and Analyzing the impact of any additional brand/configuration items; e.g., compliance with the Florida WIC Policies and Procedures Glossary of Terms, and determining the impact of those changes in terms of scope, schedule, and cost Configuration List and Description (task 2c) this deliverable is a comprehensive list and description of the agreed configuration changes, including: Creating the database (blank) for the system, Loading data to define the: o Vendors, o Food packages, o Clinics, o Food category and subcategory items, o Universal Product Codes (UPC), o Approved Product List (APL), o Dynamic questions prompted by input to Nutrition History and Medical Information, and o Security roles for selected local agency staff and state office, Loading the look up values and drop down menu items for all modules, and Loading any other needed reference data in to the system. The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Configuration Changes Walkthrough and Demonstration (task 2c) this deliverable requires: A walkthrough and demonstration for Florida WIC to confirm the configuration changes function correctly, and Making corrections to the configuration changes, as needed Data Migration Deliverables Program Data Migration Plan (task 2d) this deliverable is a comprehensive and accurate plan that defines and maps all applicable program data to the transferred MI WIC data system. Required topics include: Introduction, Approach (Need, Approach, Assumptions/Constraints), Analysis and Design (Data Repositories), Testing and Validation (Test Environment, Results Validation, Validation and Sign-Off), Page 9 of 21

10 Implementation (Full Migration - Process Steps/Verification, Phased Migration - Process Steps/Verification), and Appendix (Other Migration-Related Documents, Converted Data Report, Tasks, Responsibilities, Schedule). Florida WIC will furnish the template for this deliverable Florida WIC Data Mapping Document (task 2d) this deliverable defines the technical approach and maps all applicable program data to the transferred MI WIC data system. This deliverable requires: Data Mapping, Business Rules, Assumptions and Defaults, Sequencing, Exception Handling, Security, and Conversion and Translation Specifications by Field, As- Is File Layout, To-Be File Layout, Field Definitions and Valid Values). The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Configure / Modify Data Migration and Test Results (task 2d) Florida WIC Conversion Scripts (task 2d) this deliverable includes the program data routines required to migrate all necessary participant, vendor, and reference data Florida WIC Conversion Reports (task 2d) this deliverable documents the output and test results from the data migration. The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Demonstration of FL WIC System with Converted Data (task 2d) this deliverable confirms that the data migration process and routines function correctly with a presentation and report of Program Data Migration test results to Florida WIC, and making corrections, as needed Assessment of ADA and Security Scan Deliverables ADA Assessment, Impact Document and Resolution Plan (task 2e) this deliverable requires: Page 10 of 21

11 Arranging through DOH IT to conduct baseline (preconstruction) ADA scans of the MI WDS, Reviewing the test results with DOH IT and Florida WIC, and Developing a plan to meet ADA requirements, as needed Security Assessment, Impact Document and Resolution Plan (task 2e) this deliverable requires: Arranging through DOH IT to conduct baseline (preconstruction) security scans of the MI WDS, Reviewing the test results with DOH IT and Florida WIC, and Developing a plan to meet security requirements, as needed Functional Design Document (system modifications) (task 2e) - this deliverable covers the following topics for the modifications defined in 2e and/or as agreed with the provider. Introduction; e.g., purpose, navigation to/from, Screen Shots, Data Flow Diagrams, Screen and Database Fields, and Form Level Validations and Processing. Additional to the above: a copy of the functional design document based on the current version of the system that covers the functionality of the initial transfer system (version with no changes). The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Design Specification Document (system modifications) (task 2e) - this deliverable covers the following topics for the modifications defined in task 2e and/or as agreed with the provider: Introduction (background, summary of requirements, overall system layout and description, applicable documents) Inputs (screens, files, messages), Processes (system processes, support processes-backup, maintenance), Outputs (reports and documents, screens, files), Interfaces, Logical and Physical Database Design, Security Considerations (user security, processing security and database security), Page 11 of 21

12 Changes to Other Impacted Systems (summary, logical flow, strategy, design), and Appendix (screen definition, report definition, data dictionary.) Florida WIC will furnish the template for this deliverable System Modifications Test Plan (task 2e) - this deliverable covers the following topics for the modifications defined in task 2e and/or as agreed with the provider: Test Tasks, Resources, including the Development and Test Environments, Test Management software, Schedule, Assumptions/Constraints, Unit Tests, Integration Tests, System Tests, Data Migration, and Business Continuity Tests. Florida WIC will furnish the template for this deliverable System Modifications Test Cases (task 2e) - this deliverable consists of unit, integration, and system test cases covering the modifications defined in task 2e and/or as agreed with the provider. The deliverable describes the procedures and steps for verifying and validating the functionality of the software through the test types in the test plan. Required topics include: Test Case Number Date Created Author Description of case Type of test Inputs Steps Expected results Actual results Pass/Fail Run date Tester, and Failure reason. Page 12 of 21

13 The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements User Acceptance Test Cases (task 2e) - this deliverable is a copy of the user acceptance test cases written for the transferred MI WIC data system and requires scripts, needed data, and expected outcomes System Modifications Test Results, Walkthrough, and Demonstration (task 2e) - this deliverable requires: A report of the unit, integration, and system test results, A walkthrough and demonstration for Florida WIC to confirm the modifications function correctly, and Making corrections to the configuration changes, as needed. The format of the document portion of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Pilot Plan (task 2e) - this deliverable describes the preparations for and support of the Pilot Test and how the pilot test will be under live operational conditions. Required topics include: Overview / objectives Pilot approach (parallel, not parallel) Pilot Test Tasks including management and program report reconciliation, Resources, roles, responsibilities, Schedule, Assumptions/constraints, Support, Evaluation, and Contingency Plan to be used by the pilot sites should the Pilot not proceed as expected. The plan must describe the processes to be followed by the state office and local agencies to return to the use of the legacy system. The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Updated Training Documents (task 2f) - this deliverable requires: Lesson plans for instructor-led training covering all modules of the system. Required topics include: o o Lesson introduction including transition statement referring to previous lessons/modules, context or relationship to job function, overview of content, objectives, Knowledge section including supporting knowledge such as concepts, facts, processes, and practice or questions to check confidence and understanding, Page 13 of 21

14 o o o Task section including steps/sub-tasks, demonstration, practice, and questions to check confidence and understanding after major sections, Lesson summary including a summary, description of any job aids provided with the lesson, and description of final quiz/test on lesson, and Skills evaluation through quiz/test items depicting scenarios users are most likely to encounter in conducting their job responsibilities. Training documents (e.g. Quick Reference Sheets) o site maps, o navigation tips/keyboard shortcuts, and o transaction flows for key clinic and state office tasks. The format of these deliverables is open to the provider provided it meets the Florida WIC Document Deliverable Requirements Update User Manuals and Help Files Deliverables Updated User Manuals (task 2f) - this deliverable requires the changes needed to document the agreed brand, configuration, and functional modifications. These changes apply to the current User Manuals developed for the transferred MI WIC data system, as needed. The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable Requirements Updated Help Files (task 2f) this deliverable requires the changes needed to document the agreed brand, configuration and functional modifications. These changes apply to the current on-line help files developed for the transferred MI WIC data system, as needed. The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable Requirements Updated Technical Manuals (task 2f) - this deliverable consists of the technical manuals developed for Michigan WIC and any new technical manuals that may be in progress at the time the system is transferred. The technical manuals will be updated, as needed, to document the agreed brand, configuration, and functional modifications. The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable Requirements Configure / Modify Phase Checklist (task 2e) - this deliverable is a comprehensive checklist of items that demonstrate the success of the Configure / Modify Phase and product readiness to move to the next User Acceptance Testing. Requires an updated Requirements Traceability Matrix, as needed. Page 14 of 21

15 Florida WIC will furnish the templates for this deliverable. 3. User Acceptance Testing Phase 3.1. UAT Program Data Migration and Test Results (task 2d) - this deliverable requires: Migrating the initial program data including conversion, transformation, and loading the database, A presentation and report of test results to Florida WIC to confirm the data migration process and routines function correctly, and Making corrections to the data migration process and routines, as needed 2. The format of the document portion of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements UAT Support - Instructor-led Training (task 3) - this deliverable requires delivering instructor-led training for UAT testers onsite in Tallahassee, FL. The training will cover all system modules and test tracking software, be guided by the Updated Training Documents (Lesson Plans, Quick Reference Sheets), #2.16, and utilize the Updated User and Technical Manuals in # s 2.17 and 2.18, as needed UAT Support - On site Technical Support (task 3) - this deliverable requires the following in support of the two rounds of UAT testing plus the WIC EBT UAT monitored by USDA/FNS: Investigating data anomalies, system performance and software issues, Informally training user acceptance testers by answering questions about the system, Recommending business process adaptations, Participating in problem review sessions, recommending potential solutions, Assisting in creating and running batch jobs and schedules, Correcting defects and retesting, as needed, Following up on corrections, escalating issues as needed, and reporting status, and Developing a regular schedule for and assisting in promoting corrections to the Test environment UAT Support - Business Continuity Test Results (task 3) - this deliverable requires: 2 Note: Florida WIC will use its software defect classification to guide the correction of defects. Refer to the Florida WIC Software Defect Classification. Page 15 of 21

16 Arranging and conducting business continuity testing in coordination with the Shared Resource Center or other state provider, and Confirming the business continuity function to Florida WIC with a demonstration and test results. The format of the document portion of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements UAT Support System Performance Guidelines and Demonstration (task 3) - this deliverable requires: Developing Performance Guidelines explaining the elements of system response time, planned response times based on actual experience in other states, and other appropriate measures of performance, and Demonstrating how to use these guidelines to assess system response time and performance. The format of the document portion of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Evaluate UAT Results (task 3) - this deliverable is a confirmation that all issues and defects have been tracked, evaluated, and resolved. The deliverable requires: initial test results, defects / deficiencies, retest results, outstanding items, critical issues, and resolutions. The format of the document portion of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements UAT Phase Checklist (task 3) - this deliverable is a comprehensive checklist of items that demonstrate the success of the User Acceptance Testing Phase and product readiness to move to Pilot Testing. Requires an updated Requirements Traceability Matrix as needed. Florida WIC will furnish the templates for this deliverable. 4. System Pilot 4.1. Pilot Program Data Migration and Test Results (task 2d) - this deliverable requires: Migrating the pilot test program data including conversion, transformation, and loading the database, A presentation and report of test results to Florida WIC to confirm the data migration process and routines function correctly, and Page 16 of 21

17 Making corrections to the data migration process and routines, as needed. The format of the document portion of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements Pilot Support - Monitoring/Reporting/Corrective Action for End of Day, System Housekeeping, and EBT Processing (task 4) - this deliverable requires: Monitoring end of day processing to ensure successful completion by start of the business day, taking corrective action as needed, and reporting status to Florida WIC, Verifying that the system housekeeping functions have been completed daily, taking correction action as needed, and reporting status to Florida WIC, and Verifying that EBT files have been received and processed daily, taking corrective action as needed, and reporting status to Florida WIC Pilot Support - Second-level Client Services and Technical Support (task 4) - this deliverable requires: Response within the agreed upon timeframe to calls from Florida WIC client services and state technical staff, Escalation to and assistance from appropriately skilled technical staff to ensure timely resolution, Documentation, tracking, and reporting of the issue and resolution, Mentoring and assistance with Florida WIC client services and escalation procedures, and Business process and system functionality mentoring and support Pilot Phase Checklist (task 4) this deliverable is a comprehensive checklist of items that demonstrate the success of the Pilot Testing Phase and product readiness to move to Statewide Rollout. Requires an updated Requirements Traceability Matrix as needed. Florida WIC will furnish the templates for this deliverable. 5. Additional Modifications 5.1. System Modifications for Business Process Support this deliverable consists of any agreed modifications additional to the scope described in this document. Page 17 of 21

18 Section IV - Performance Measures and Financial Consequences: 1. Performance Measures - The provider will be required to successfully complete all tasks and deliverables (Section II, Tasks, and Section III, Deliverables) with professional quality in the agreed upon timeframes throughout the term of the contract. Unacceptable issues will be documented and submitted to the provider and the deliverable timeframes may have to be adjusted to meet the agreed upon deadlines. The provider will be paid upon approval of deliverables that meet the deliverable acceptance attached below. If the deliverables do not meet the requirements, payment shall be withheld until the deliverable is approved. [attach Exhibit 1 here] 2. Financial Consequences - The provider is solely and uniquely responsible for the satisfactory performance of the tasks and completing the deliverables described in the Statement of Work (SOW) and its attachments and exhibits. By signing of this SOW, the Provider recognizes its singular responsibility for the tasks, activities and deliverables described therein and warrants that it has fully informed itself of all relevant factors affecting accomplishment of the tasks, activities, and deliverables and agrees to be fully accountable for the performance thereof. Should the contractor fail to deliver a scheduled deliverable acceptable to the State, the State shall identify the deficiencies and provide those to the vendor in writing. The Contractor shall be permitted a period of fourteen days to cure the cited deficiencies for those deficiencies that can be reasonably addressed in such period. Should a deficiency require rejection of the deliverable and require additional time to cure, such time shall be mutually agreed upon in writing. However, in no case shall a period of cure extend beyond thirty (30) days from the original delivery date. Should the Contractor fail to return an acceptable deliverable within the allowed cure period, the State shall decrease the value of the scheduled payment for the designated deliverable according to the table below for any cured deliverable returned after the period of cure has expired. The State shall not pay for the identified deliverable until the relevant deficiencies have been corrected, the deliverable returned for approval, and the State has accepted the deliverable without qualification. The Contractor s payment for any deliverable first offered later than 5:00 PM of the fourteenth day after that deliverable is due shall also be reduced according to the table below. Deliverable Cost CategoryFinancial Penalty as Percent of Specific Deliverable < $50,000 5 percent reduction $50,001 - $100,000 3 percent reduction > $100,001 2 percent reduction Page 18 of 21

19 Section V Special Conditions 3 : 1. Ownership of Deliverables - The department will have all ownership rights of any software or software modifications and associated documentation designed, developed, or installed with Federal funding. This includes but is not limited to: all actual and prospective data, material, proposals, manuals, designs, training documents, other documentation (including working papers), software, and software modifications (including object code, source code, and documentation) developed by the successful offeror or its subcontractors for the department pursuant to this ITN. Proprietary vendor software packages and operating systems (OS) that are provided at established catalog or market prices and sold or leased to the public are not subject to these ownership provisions. Please note: Federal funding is not available for proprietary applications software developed specifically for FNS programs. USDA/FNS will have a royalty-free, nonexclusive, and irrevocable license to use, and to authorize others to use, the software and documentation developed pursuant to this ITN. This includes the copyright in any work developed under a grant, sub grant, or contract under a grant or sub grant; and any rights of copyright to which a grantee, sub grantee or a contractor purchases ownership with grant support. Proprietary vendor software packages and operating systems (OS) that are provided at established catalog or market prices and sold or leased to the public are not subject to these ownership provisions. 2. Corporate Compliance with Federal Requirements The provider shall furnish the department written evidence of its compliance with the following federal requirements: Section 306 of the Clean Air Act Section 308 of the Clean Water Act drug-free workplace requirements 3 This section was added per USDA/FNS request. Page 19 of 21

20 Section VI - Method of Purchase and Payment: A direct order will be issued to the selected vendor. The vendor is responsible for all tasks and deliverables and willing to accept the terms and conditions of the scope of work. Fixed Cost: $1,646,014 Term: Begin 08/01/2012 End 09/30/2013 Note: The actual start date is dependent upon USDA/FNS approval. The vendor will submit an invoice monthly directly to the Bureau of WIC Program Services. Upon receipt of a signed original invoice and acceptance of the associated tasks and deliverable(s), the Department will pay the contractor the costs associated with the tasks and deliverable(s). If you have questions, please contact: Brad Christy, Operations Manager Bureau of WIC Program Services Telephone: Earl_Christy@doh.state.fl.us Page 20 of 21

21 Section VII Additional Exhibits 4 : Exhibit 2 Document Deliverable Requirements and Classification for Document Defects This exhibit describes the classification scheme for document deliverable defects and the priority for addressing document defects. Exhibit 2-WIC DS Ops Mntc_Document Exhibit 3 - Software Deliverable Requirements and Classification for Software Defects This exhibit provides the classification scheme for software defect severity and the priority for addressing any software defect during the software development life cycle. Exhibit 3_WIC DS Ops Mntc-Software D Exhibit 5 - Deliverable Price List This exhibit lists the prices for each of the deliverables. Exhibit 5-FL_WIC_Deliverable 4 Exhibit 4 was Page 21 of 21

22 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria All Phases Bi-weekly Status Reports (Task 0) All phases Delivered to the Florida WIC Project Manager one day in advance of the agreed-upon meeting day every week for the duration of the project. Includes: Developing a status report every other week for the duration of the project that includes: the current status of the provider s activities, accomplishments, action items, and any new or changed risks or issues, Submitting the status report to Florida WIC on the agreed-upon due date, and discussing the report with Florida WIC in a status meeting on the agreed-upon meeting date. The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable Requirements. Complies with Florida WIC Document Deliverable Requirements Complies with the bi-weekly Status Report Template furnished by Florida WIC Provides an accurate, comprehensive, and timely report of project status Task details reported are sufficient to update the project schedule Delivered bi-weekly via to the WIC Project Manager (PM) one business day in advance of the agreed-upon day of the bi-weekly meeting Bi-weekly status meeting attended by the provider and/or via conference call Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric Payment: Total cost to be divided into monthly installments. Quarterly Onsite Status Meeting Support of FLORIDA WIC Verification of Nonmodified Functions All phases Attend an on-site meeting with the Florida WIC project team that is held in Tallahassee. All phases Mentor and respond timely to Florida WIC questions and clarifications about the functionality of the MI WDS. Complies with Florida WIC Document Deliverable Requirements Provider s Project Manager must attend these quarterly on-site meetings Complies with Florida WIC Document Deliverable Requirements, as needed Complies with Florida WIC Software Deliverable Requirements, as needed Complies with the agreed upon timely prompt response to support questions Payment: Total cost to be divided into quarterly installments. Total cost to be divided into monthly installments. Page 1 of 26

23 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria All Phases System All Phases 5.1 This deliverable consists of any agreed Complies with Florida WIC Document Deliverable Modifications for modifications additional to the scope Requirements, as needed Business Process described in this document. Complies with Florida WIC Software Deliverable Support Requirements, as needed Complies with the agreed upon timely prompt response to support questions Complies with any further requirements and acceptance specified in applicable change requests. Measurable Completion Metric based on acceptance of Meeting Minutes document Page 2 of 26

24 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Planning Conduct and Document Kick-off Meetings (Task 1) Planning 1.1 Arranging the one to two day planning meetings for a mutually acceptable date and time Conducting the meetings using an agenda developed with Florida WIC that focuses on elaborating and agreeing on the approach, plan, and methods for completing the configuration and modifications to the webbased WIC data system necessary to process WIC EBT transactions by July 1, Documenting the results using the Florida WIC Meeting Minutes template. Planned in consultation with Florida WIC for a mutually acceptable date, and time Agenda developed with Florida WIC Meeting Minutes document complies with Florida WIC Document Deliverable Requirements and the Meeting Minutes Template furnished by Florida WIC Meeting Minutes document is a professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Meeting Minutes document includes all appropriate supporting attachments and/or work products, all of which must meet the above Delivered within 3 business days of the close of the meeting Measurable Completion Metric based on acceptance of Meeting Minutes document Page 3 of 26

25 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify System Configure / Environment Modify Requirements (Task 2) 2.1 Includes: All applicable details of the required hardware, software, storage, and related equipment, Architecture diagrams and corresponding descriptions of each environment, and Virtual machine options for each environment. Complies with the Florida WIC Document Deliverable Requirements Minimally includes all of the topics listed in the deliverable definition Any supporting attachments and/or work products are included and meet the above Measurable Completion Metric to the satisfaction of Florida WIC System Environment Walkthrough and Demonstration (Task 2a) Configure / Modify The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements, including appropriate changes to identify the deliverable with Florida WIC. 2.2 Includes: A walkthrough and demonstration for Florida WIC to confirm: o the hosting/processing environments (Production, Test, Reports/Training, Disaster Recovery) are correctly functioning and o an efficient means of exchanging files and updating programs and data with the SRC environments is operational. Corrections to the above items, as needed. Demonstration and accompanying walkthrough confirms that the web-based system correctly functions in each environment through a representative set of transactions and file exchanges Page 4 of 26

26 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Brand Changes List Configure / and Description Modify (Task 2b) 2.3 A comprehensive list and description of the agreed brand changes that will uniquely identify the system with Florida WIC, includes but is not limited to: the program logo, program title, system name, home page, page template, report headers, and. a plan for compliance with the Florida WIC Policies and Procedures Glossary of Terms, List and description covers all of the brand changes that would uniquely identify the web-based system Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric Brand Changes Walkthrough and Demonstration (Task 2b) Configure / Modify The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements. 2.4 Includes: A walkthrough and demonstration for Florida WIC to confirm the brand changes function appropriately Corrections to the above items, as needed Demonstration and accompanying walkthrough confirms that the web-based system correctly displays all brand changes per the Brand Changes List and Description, #4 Page 5 of 26

27 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Configuration List Configure / and Description Modify (Task 2c) 2.5 A comprehensive list and description of the agreed configuration changes, including: Creating the database (blank) for the system, Loading data to define the: o Food packages, o Clinics, o Food category and subcategory items, o Universal Product Codes (UPC), o Approved Product List (APL), o Dynamic questions prompted by input to Nutrition History and Medical Information, and o Security roles for selected local agency staff and state office, Loading the look up values and drop down menu items for all modules, and Loading any other needed reference data in to the system. List and description covers all of the agreed configuration changes Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric Configuration Changes Walkthrough and Demonstration (Task 2c) Configure / Modify The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements, including appropriate changes to identify the deliverable with Florida WIC. 2.6 Includes: A walkthrough and demonstration for Florida WIC to confirm the configuration changes function appropriately Making corrections to the configuration changes, as needed. Demonstration and accompanying walkthrough confirms that the web-based system correctly displays all configuration changes per the Configuration Changes List and Description, #6 Page 6 of 26

28 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Program Data Configure / Migration Plan Modify (Task 2d) A comprehensive and accurate plan that defines and maps all applicable program data to the MI WIC system. Topics include: Introduction Approach (Need, Approach, Assumptions/Constraints) Analysis and Design (Data Repositories,) Appendix (Other Migration-Related Documents, Converted Data Report, Tasks, Responsibilities, Schedule) Florida WIC will furnish the template for this deliverable. Complies with the Florida WIC Document Deliverable Requirements Complies with Program Data Migration Plan Template furnished by Florida WIC Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling The approach, plan, and methods minimally cover all of the topics listed in the deliverable definition and provides details sufficient to successfully plan and manage the transfer and modification effort Any supporting attachments and/or work products are included and meet the above Measurable Completion Metric Florida WIC Data Mapping Document (Task 2d) Configure / Modify This deliverable includes: Data Mapping, Business Rules, Assumptions and Defaults, Sequencing, Exception Handling, Security and Conversion and Translation Specifications by Field, As-Is File Layout, To-Be File Layout, Field Definitions and Valid Values). Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Complies with the Florida WIC Document Deliverable Requirements The technical approach minimally covers the detail data mapping elements and manages the transfer and modification effort. Any supporting attachments and/or work products are included and meet the above Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Page 7 of 26

29 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Florida WIC Configure / Conversion Scripts (Task 2d) Modify This deliverable includes: Executing the data migration including exporting, transforming, cleaning up and loading the data. Complies with the Florida WIC Document Deliverable Requirements Provider must prove by a conversion script(s) that identifies how all data will be migrated and it will fully explain the business logic for exporting, transforming, cleaning up and loading of the data. Measurable Completion Metric Florida WIC Conversion Reports (Task 2d) Configure / Modify This deliverable includes: Testing and Validation (Test Environment, Results Validation, Validation and Sign-Off) and Implementation (Full Migration - Process Steps/Verification, Phased Migration - Process Steps/Verification). Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Complies with the Florida WIC Software Deliverable Requirements Provider must validate by a report of output data migration results that: o all data has been migrated and the results correctly classified using the seven defect severity categories, o any data anomalies have been identified and provide a resolution Demonstration of Florida WIC System with converted data (Task 2d) Configure / Modify This deliverable includes: Confirming and validating that the Florida WIC program data successfully migrated to the MI WIC Data system. Note: Florida WIC will use its software defect classification to guide its review of document deliverables and the correction of defects. Complies with Florida WIC Document Deliverable Requirements Provider must validate by a presentation that the Florida WIC program data successfully migrated to the MI WIC Data System Page 8 of 26

30 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify ADA Assessment, Configure / Impact Document Modify and Resolution Plan (Task 2e) This deliverable includes: Arranging through DOH IT to conduct baseline (pre-construction) ADA scans of the MI WDS, Reviewing the test results with DOH IT and Florida WIC, and Developing a plan to meet ADA requirements, as needed. Complies with Florida WIC Document Deliverable Requirements Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity categories, o deficiencies have been identified and provide a resolution Measurable Completion Metric Security Assessment, Impact Document and Resolution Plan (Task 2e) Configure / Modify This deliverable includes: Arranging through DOH IT to conduct baseline (pre-construction) security scans of the MI WDS, Reviewing the test results with DOH IT and Florida WIC, and Developing a plan to meet security requirements, as needed. Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Complies with Florida WIC Document Deliverable Requirements Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity categories, o deficiencies have been identified and provide a resolution Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Page 9 of 26

31 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify System Configure / Modifications Modify Functional Design Document (Task 2e) 2.9 Covers the following topics for the modifications defined in 2e and/or as agreed with the provider: Introduction; e.g., purpose, navigation to/from, Screen Shots, Data Flow Diagrams, Screen and Database Fields, and Form Level Validations and Processing The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements. Additional to the above: a copy of the MI WDS functional design document based on the current version of the system that covers the remainder of the unmodified system functions. Complies with Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Minimally covers all of the topics listed in the deliverable definition and elaborates all requirements into detailed functional elements sufficient to guide the design of design of modifications that meet all requirements Any supporting attachments and/or work products are included and meet the above Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric Page 10 of 26

32 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Design Configure / Specification Modify Document (Task 2e) 2.10 This deliverable covers the following topics for the modifications defined in task 2e and/or as agreed with the provider: Introduction (background, summary of requirements, overall system layout and description, applicable documents) Inputs (screens, files, messages), Processes (system processes, support processes-backup, maintenance), Outputs (reports and documents, screens, files), Interfaces, Logical and Physical Database Design, Security Considerations (user security, processing security and database security), Changes to Other Impacted Systems (summary, logical flow, strategy, design), and Appendix (screen definition, report definition, data dictionary.) Complies with the Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Minimally covers all of the topics listed in the deliverable definition and elaborates all detailed functional elements into program code modifications that meet all requirements Any supporting attachments and/or work products are included and meet the above Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric Additional to the above: a copy of the system design specification based on the current version of the system that covers the remainder of the unmodified system functions. Florida WIC will furnish the template for this deliverable. Page 11 of 26

33 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify System Configure / Modifications Test Modify Plan (Task 2e) 2.11 Describes the approach, plan, and methods for testing the web-based system. This document must comply with the Test Plan Template approved by Florida WIC. Includes, but is not limited to: Test Tasks Resources, including the Development and Test Environments, Test Management software Schedule Assumptions/Constraints Unit Tests Integration Tests System Tests Data Migration Business Continuity Tests Complies with Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Approach, plan, and methods minimally cover all of the topics listed in the deliverable definition and provides details sufficient to successfully plan and manage all testing Any supporting attachments and/or work products are included and meet the above Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements, including appropriate changes to identify the deliverable with Florida WIC. Page 12 of 26

34 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify System Configure / Modifications Test Modify Cases (Task 2e) 2.12 This deliverable consists of unit, integration, and system test cases covering the modifications defined in task 2e and/or as agreed with the provider. The deliverable describes the procedures and steps for verifying and validating the functionality of the software through the test types in the test plan. Includes: Test Case Number Date Created Author Description of case Type of test Inputs Steps Expected results Actual results Pass/Fail Run date Tester Failure reason Complies with # , Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Procedures and steps minimally include the items listed in the deliverable definition and provides details sufficient to successfully conduct the various test types, except UAT Any supporting attachments and/or work products are included and meet the above ; i.e., access to HP Quality Center or equivalent test management tool used by the Provider Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric Covers the modifications defined in 2e and/or as agreed with the provider. The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements, including appropriate changes to identify the deliverable with Florida WIC. Page 13 of 26

35 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify User Acceptance Configure / Test Cases (Task Modify 2e) 2.13 This deliverable is a copy of the user acceptance test cases written for the MI WDS and includes scripts, needed data, expected outcomes. Complies with the Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling The test cases/scripts cover all system modules The detail steps accurately define the execution of the test cases/scripts, including needed data, expected outcomes, and common exception scenarios Measurable Completion Metric Page 14 of 26

36 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify System Configure / Modifications, Test Modify Results, Walkthrough, and Demonstration (Task 2e) 2.14 This deliverable includes: A report of the unit, integration, and system test results, A walkthrough and demonstration for Florida WIC to confirm the modifications function correctly, and Making corrections to the configuration changes, as needed. The format of the document portion of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements. Complies with Florida WIC Software Deliverable Requirements Complies with Florida WIC Document Deliverable Requirements, as needed Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity categories, o deficiencies have been corrected and retested so that there are no Severity Code one (1), two (2), or three (3) issues, and a limited number of Severity four (4), five (5), or six (6) issues Measurable Completion Metric Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Page 15 of 26

37 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Pilot Plan (Task 2e) Configure / Modify 2.15 Describes how the pilot test will be conducted in two sites under live operational conditions. The Provider shall recommend a pilot approach (parallel versus not parallel) that meets Florida WIC requirements for continuing accurate management and program reporting. Developed jointly with Florida WIC, the plan includes: Overview / objectives Pilot approach (parallel, not parallel) Pilot Test Tasks including management and program report reconciliation, Resources, roles, responsibilities, Schedule, Assumptions/constraints, Support, Evaluation, and Contingency Plan to be used by the pilot sites should the Pilot not proceed as expected. The plan must describe the processes to be followed by the state office and local agencies to return to the use of the legacy system. Complies with Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Approach, plan, and methods minimally cover all of the topics listed in the deliverable definition and provides details sufficient to successfully plan and manage all areas of the pilot test Any supporting attachments and/or work products are included and meet the above Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric Payment: 0/100 The format of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements, including appropriate changes to identify the deliverable with Florida WIC. Page 16 of 26

38 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Updated Training Configure / Documents (Task Modify 2f) 2.16 This deliverable includes: Lesson plans for instructor-led training covering all modules of the system. Topics include: o Lesson introduction including transition statement referring to previous lessons/modules, context or relationship to job function, overview of content, objectives o Knowledge section including supporting knowledge such as concepts, facts, processes, and practice or questions to check confidence and understanding o Task section including steps/sub-tasks, demonstration, practice, and questions to check confidence and understanding after major sections o Lesson summary including a summary, description of any job aids provided with the lesson, and description of final quiz/test on lesson o Skills evaluation through quiz/test items depicting scenarios users are most likely to encounter in conducting their job responsibilities Training documents (e.g. Quick Reference Sheets) o site maps, o navigation tips/keyboard shortcuts, o transaction flows for key clinic and state office tasks Complies with Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling The approach, plan, and methods minimally cover all of the topics listed in the deliverable definition and provide details sufficient to successfully deliver training to users on how to operate the system to conduct their job responsibilities Any supporting attachments and/or work products are included and meet the above. Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable Requirements. Page 17 of 26

39 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Updated User Configure / Manuals Modify (Task 2f) This deliverable includes the changes needed to document the agreed brand, configuration, and functional modifications. These changes apply to the current User Manuals developed for the MI WDS, as needed. The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable Requirements including appropriate changes to identify the deliverable with Florida WIC. Complies with Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Pertinent information added to existing sections and/or new sections added to update the documents listed in the deliverable definition to be consistent with the current version of the system Any supporting attachments and/or work products are included and meet the above Measurable Completion Metric Updated Help Files (Task 2f) Configure / Modify This deliverable includes the changes needed to document the agreed brand, configuration, and functional modifications. These changes apply to the current on-line help files developed for the MI WDS, as needed. The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable Requirements including appropriate changes to identify the deliverable with Florida WIC. Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects Complies with Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Pertinent information added to existing sections and/or new sections added to update the documents listed in the deliverable definition to be consistent with the current version of the system Any supporting attachments and/or work products are included and meet the above Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects Page 18 of 26

40 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Configure / Modify Updated Technical Configure / Manuals Modify (Task 2f) Configure / Modify Phase Checklist (Task 2e) Configure / Modify 2.18 This deliverable consists of the technical manuals developed for Michigan WIC and any new technical manuals that may be in progress at the time the system is transferred. The technical manuals will be updated, as needed, to document the agreed brand, configuration, and functional modifications. The format of this deliverable is open to the provider provided it meets the Florida WIC Document Deliverable 2.19 A comprehensive checklist of items that demonstrate the success of the Configure / Modify Phase and product readiness to move to the next User Acceptance Testing. Includes an updated Requirements Traceability Matrix. Florida WIC will furnish the template for this deliverable. Complies with Florida WIC Document Deliverable Requirements Professional product with all sections addressed accurately and completely, written in clear, plain language, grammatically correct, with no misspelling Pertinent information added to existing sections and/or new sections added to update the documents listed in the deliverable definition to be consistent with the current version of the system Any supporting attachments and/or work products are included and meet the above All items on the Phase Completion Checklist must either be completed or addressed as Managed by Exception Deliverables approved in this phase enable the accomplishment of the Florida WIC project Phase Completion Checklist is signed by all designated signers Measurable Completion Metric Page 19 of 26

41 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria User Acceptance Testing UAT Program Data User Acceptance Migration and Test Testing Results (Task 2d) UAT Support - Instructor-led Training (Task 3) User Acceptance Testing 3.1 This deliverable includes: Migrating the data for user acceptance including conversion, transformation, loading, and testing the database A presentation and report of test results to Florida WIC to confirm the data migration process and routines function correctly, and Making corrections to the data migration process and routines, as needed. 3.2 This deliverable involves delivering instructorled training for UAT testers onsite in Tallahassee, FL. The training will cover all system modules and test tracking software, be guided by the Updated Training Documents (Lesson Plans, Quick Reference Sheets), #2.16, and utilize the Updated User and Technical Manuals in # s 2.17 and 2.18, as needed. Complies with Florida WIC Software Deliverable Requirements Complies with Florida WIC Document Deliverable Requirements, as needed Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity categories, o deficiencies have been corrected and retested so that there are no Severity Code one (1), two (2), or three (3) issues, and a limited number of Severity four (4), five (5), or six (6) issues Instructor-led training covers all modules of the system and use of test tracking software Structure and content is consistent with Updated Training Documents (Lesson Plans, Quick Reference Sheets) Learning validation shows all participants have successfully met the learning objectives Measurable Completion Metric Payment: 0/100 Page 20 of 26

42 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria User Acceptance Testing UAT Support - On User Acceptance site Technical Testing Support (Task 3) 3.3 This deliverable includes the following in support of the two rounds of UAT testing plus the WIC EBT UAT monitored by USDA/FNS: Monitoring system performance, Assisting user acceptance testers with access to and issues with the automated testing tool, Investigating data anomalies and software issues, Informally training user acceptance testers by answering questions about the system, Recommending business process adaptations, Participating in problem review sessions, recommending potential solutions, Assisting in creating and running batch jobs and schedules, Confirming performance demonstration, Correcting defects and retesting, as needed, Following up on corrections, escalating issues as needed, and reporting status, and Developing a regular schedule for and assisting in promoting corrections to the Test environment. Complies with Florida WIC Software Deliverable Requirements Complies with Florida WIC Document Deliverable Requirements, as needed Dedicated support, including onsite presence, provided for the full duration of all the tests needed to complete this deliverable Access and use of the same automated testing tool used to document and manage all test results for the project Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity categories (adapted from IEEE Standard 1044), o deficiencies have been corrected and retested so that there are no Severity Code one (1), two (2), or three (3) issues, and a limited number of Severity four (4), five (5), or six (6) issues Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Measurable Completion Metric Page 21 of 26

43 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria User Acceptance Testing UAT Support - User Acceptance Business Continuity Testing Test Results (Task 3) UAT Support System Performance Guidelines and Demonstration (Task 3) User Acceptance Testing 3.4 This deliverable includes: Arranging and conducting business continuity testing in coordination with the Shared Resource Center, or other state provider, and Confirming the business continuity function to Florida WIC with a demonstration and test results. 3.5 This deliverable includes: Confirming the appropriate performance of the system to Florida WIC with a demonstration and assisting in making improvements, as needed. Complies with Florida WIC Software Deliverable Requirements Complies with Florida WIC Document Deliverable Requirements, as needed Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity categories, o deficiencies have been corrected and retested so that there are no Severity Code one (1), two (2), or three (3) issues, and a limited number of Severity four (4), five (5), or six (6) issues Note: Florida WIC will use its document defect classification to guide its review of the document deliverables and the correction of defects. Complies with Florida WIC Software Deliverable Requirements Complies with Florida WIC Document Deliverable Requirements, as needed Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity categories, o deficiencies have been corrected and retested so that there are no Severity Code one (1), two (2), or three (3) issues, and a limited number of Severity four (4), five (5), or six (6) issues. Measurable Completion Metric Note: Florida WIC will use its document defect classification to guide its review of the document deliverables and the correction of defects. Page 22 of 26

44 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria User Acceptance Testing Evaluate UAT Results (Task 3) UAT Phase Checklist (Task 3) User Acceptance 3.6 The Provider and Florida WIC will evaluate the results of UAT. This deliverable includes: Initial test results Defects / Deficiencies Retest results Outstanding items Critical issues Resolutions User Acceptance Testing The format of the document portion of this deliverable is open to the Provider provided it meets the Florida WIC Document Deliverable Requirements. 3.7 This deliverable is a comprehensive checklist of items that demonstrate the success of the User Acceptance Testing Phase and product readiness to move to Pilot Testing. Includes an updated Requirements Traceability Matrix as needed. Florida WIC will furnish the templates for this deliverable. Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity categories, o deficiencies have been corrected and retested so that there are no Severity Code one (1), two (2), or three (3) issues, and a limited number of Severity four (4), five (5), or six (6) issues. Note: Florida WIC will use its document defect classification to guide its review of the document deliverables and the correction of defects. All items on the Phase Completion Checklist must either be completed or addressed as Managed by Exception Deliverables approved in this phase enable the accomplishment of the Florida WIC project Phase Completion Checklist is signed by all designated signers Measurable Completion Metric Page 23 of 26

45 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Pilot Testing Pilot Program Data Migration and Test Results (Task 2d) Pilot Testing 4.1 This deliverable includes: Migrating data for pilot testing including conversion, transformation, loading, and testing the database A presentation and report of test results to Florida WIC to confirm the data migration process and routines function correctly, and Making corrections to the data migration process and routines, as needed. Complies with Florida WIC Software Deliverable Requirements Complies with Florida WIC Document Deliverable Requirements, as needed Provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity, deficiencies have been corrected and retested so that there are no Severity Code one (1), two (2), or three (3) issues, and a limited number of Severity four (4), five (5), or six (6) issues. Measurable Completion Metric Page 24 of 26

46 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Pilot Testing Pilot Support - Monitoring/ Reporting/ Corrective Action for End of Day, System Housekeeping, and EBT Processing (Task 4) Pilot Testing 4.2 This deliverable involves: Monitoring end of day processing to ensure successful completion by start of the business day, taking corrective action as needed, and reporting status to Florida WIC, Verifying that the system housekeeping functions have been completed daily, taking correction action as needed, and reporting status to Florida WIC, and Verifying that EBT files have been received and processed daily, taking corrective action as needed, and reporting status to Florida WIC. Complies with Florida WIC Software Deliverable Requirements Complies with Florida WIC Document Deliverable Requirements, as needed Dedicated support, including onsite presence, as needed, provided for the full duration of the Pilot Phase Consistent daily monitoring, system housekeeping, and EBT file processing per designated reports as agreed with the provider Prompt handling and resolution of processing exceptions per designated reports as agreed with the provider Prompt entry of software defect information into the automated testing tool and prompt handling of corrections and retests For defects, provider must validate by a presentation and report of test results that: o all tests have been completed and the results correctly classified using the seven defect severity, o deficiencies have been corrected and retested so that there are no Severity Code one (1), two (2), or three (3) issues, and a limited number of Severity four (4), five (5), or six (6) issues. Measurable Completion Metric Payment: monthly in equal installments over the three months Pilot Phase. Note: Florida WIC will use its document defect classification to guide its review of document deliverables and the correction of defects. Page 25 of 26

47 Exhibit 1 Deliverable Acceptance Criteria Name Project Phase Deliverable # Deliverable Definition Acceptance Criteria Pilot Testing Pilot Support - Second-level Client Services and Technical Support (Task 4) Pilot Phase Checklist (Task 4) Pilot Testing 4.3 This deliverable involves: Response within the agreed upon timeframe to calls from Florida WIC client services and state technical staff, Escalation to and assistance from appropriately skilled technical staff to ensure timely resolution, Documentation, tracking, and reporting of the issue and resolution, Mentoring and assistance with Florida WIC client services and escalation procedures, and Business process and system functionality mentoring and support. Pilot Testing 4.4 A comprehensive checklist of items that demonstrate the success of the Pilot Phase and product readiness to move to Statewide Rollout. Includes an updated Requirements Traceability Matrix as needed. Florida WIC will furnish the template for this deliverable. Complies with Florida WIC Document Deliverable Requirements, as needed Complies with Florida WIC Software Deliverable Requirements, as needed Complies with Service Level parameters, including timely resolution of issues, as agreed with the provider All items on the Phase Completion Checklist must either be completed or addressed as Managed by Exception Deliverables approved in this phase enable the accomplishment of the Florida WIC project Phase Completion Checklist is signed by all designated signers. Measurable Completion Metric Payment: monthly in equal installments over the three months Pilot Phase. Page 26 of 26

48 EXHIBIT 2 Document Deliverable Requirements and Classification for Document Defects The following requirements apply throughout the project to all document creation and modification and work products associated with this project. A. Document Deliverable Requirements. In order for a document deliverable to be accepted, it must meet the following : Notification/Delivery timeframes the request for deliverable review must be received by the department in the agreed upon timeframe and the deliverable must be submitted on or before the date per the project schedule, unless agreed otherwise between the provider and the department and that agreement is documented in a signed change request. Format and Media The provider must meet these format and media requirements. The provider will: Produce all document deliverables using the templates agreed upon by Florida WIC. Templates furnished by the provider must include these sections: o o o o o o o o o o Cover page Author contact information Document revision history Header or footer identifying the document and date Footers with page numbers Table of contents Purpose of Document Executive Summary as needed Appendices as needed List of sources or references as needed Produce all document deliverables using the standard software of Florida WIC. The standard software as of the publication of this SOW includes the 2003 versions of: o o o o o o o o Microsoft Word Microsoft Excel Microsoft Outlook Microsoft Access Microsoft Visio Microsoft Project WBS Chart Pro Adobe version 7.0 or higher Page 1

49 Provide copies of all document deliverables in electronic (1 copy) format unless otherwise approved by Florida WIC. General quality items - must be correctly spelled and use accepted grammar. The writing style must be clear and use plain language. Document formatting style and content not specifically identified in Section VII: Performance Measures of the Statement of Work (SOW) is not included in this definition unless a standard is to be provided by Florida WIC at the start of a document deliverable task. Content - must be: Complete the deliverable meets the content requirements for the item and covers any additional topics needed to understand the topics discussed Accurate the deliverable presents facts, figures, arguments, and conclusions with appropriate accuracy Verifiable the deliverable includes a complete list of authoritative sources for the discussion which can be independently verified. B. Defect Classification. 1. Purpose. This exhibit describes how to classify document defects. 2. Scope. Provides the classification scheme for document defect severity. 3. Classification. The Document Defects Categories Table provides the means to classify the severity of document deliverable errors based on the impact to the project. Document Defects Categories Table Classification Description 3 - Severe Severe errors involve one or several of the following conditions: Non compliance with Florida WIC Document Deliverable Requirements Approach or content is incomplete relative to the requirements and/or acceptance Approach or content is technically wrong Approach or content contradicts preceding sections, preceding deliverables, or reference documents Approach or content contains contract level changes, incorrect interpretations of contract terms Approach or content requires clarification in order to provide critical analysis or explanation, develop an alternative, develop or support a conclusion, or provide actionable Page 2

50 Classification Description information Approach or content does not correct previously identified severe or moderate errors Severe errors must be corrected immediately: If Florida WIC determines that Severe errors significantly compromise the quality of a document deliverable, then the deliverable may be returned to the Provider for correction before Florida WIC will continue the review of the deliverable. This scenario includes submitting a document deliverable for formal review without a Deliverable Verification Document (DVD) or submitting a DVD with incorrect information. All Severe errors must be corrected in order for a document deliverable to be approved. 2 - Moderate Moderate errors involve one or several of the following conditions: Approach or content is correct but does not support preceding sections, preceding deliverables, or reference documents Formatting, spelling, or grammatical issues that significantly detract from the quality of the deliverable Incorrect terms or nomenclature Approach or content is extraneous or otherwise inappropriate to the purpose of the deliverable Approach or content does not correct previously identified minor errors Moderate errors may be corrected immediately or later at the discretion of the Florida WIC Project Manager. Any arrangement for later corrections will be so noted on the Deliverable Verification Document and in the Project Tracking Book as an Action Item. 1 - Minor Minor errors involve one or several of the following: Minor formatting, spelling, or grammatical issues that do not affect information use. Error could be corrected later without impact on document acceptance. Minor errors may be corrected later at the discretion of the Florida WIC Project Manager. Any arrangement for later corrections will be so noted on the Deliverable Verification Document. In order to attain acceptance of a document deliverable, the document shall contain no Severe (Type 3) errors, and any Moderate (Type 2) or Minor (Type 1) errors have either been corrected or a plan to correct such error(s) documented in the Deliverable Verification Document and in the Project Tracking Book as an Action Item. Page 3

51 Exhibit 5 - Deliverable Price List Deliverable Number Deliverable Cost Bi-weekly Status Report Total $ 20, Quarterly Onsite Status Meeting Total $ 39, Support of FL WIC Verification of Non-modified Functions Total $ 17, Kick-Off Presentation /Minutes $ 26, System Environment Requirements $ 18, System Environment Walkthrough and Demonstration $ 52, Brand Changes List and Description plus Impact Assessment of Additional Items $ 24, Brand Changes Walkthrough and Demonstration $ 50, Configuration List and Description $ 36, Configuration Changes Walkthrough and Demonstration $ 128, Program Data Migration Plan $ 12, FL WIC Data Mapping Document $ 32, Configure / Modify Data Migration & Test Results FL WIC Conversion Scripts $ 123, FL WIC Conversion Reports $ 24, Demonstration of FL WIC System with Converted Data $ 13, ADA Assessment, Impact Document and Resolution Plan $ 13, Security Assessment, Impact Document and Resolution Plan $ 12, Functional Design Document (system modifications) $ 35, Design Specification Document (system modifications) $ 49, System Modifications Test Plan $ 12, System Modifications Test Cases $ 24, User Acceptance Test Cases per TCM, , no charge 1 $ System Modifications Test Results, Walkthrough, and Demonstration $ 311, Pilot Plan $ 6, Updated Training Documents as agreed , no charge 2 $ Updated User Manuals $ 49, Updated Help files $ 24, Updated Technical Manuals $ 24, Configure / Modify Phase Checklist $ 6, UAT Program Data Migration and Test Results $ 24, Instructor-led training for the UAT testers $ 14, UAT Support - On site Technical Support $ 105, Conduct of the Business Continuity test $ 26, UAT Support System Performance Guidelines and Demonstration $ 26, Evaluate UAT Results $ 24, UAT Phase Checklist $ 2, Pilot Program Data Migration and Test Results $ 16, Pilot Support - Monitoring/Reporting/Corrective Action for End of Day, System Housekeeping, and EBT Processing $ 73, Pilot Support - Second-level Client Services and Technical Support $ 73, Pilot Phase Checklist $ 2, System Modifications for Business Process Support 3 $ 61, Total $ 1,646, Exhibit 5-FL_WIC_Deliverable_Price d Page: 1 8/7/2012