hipaa 2 – version 5010 and icd-10 … · web view27.05.2009 · hipaa 2 – version 5010 and...

HIPAA 2 – VHIPAA 2 – VERSIONERSION 5010 5010 ANDAND ICD-10 ICD-10

PROJECT MANAGEMENT PLAN PROJECT MANAGEMENT PLAN (PMP)(PMP)

EXECUTIVE SPONSOR – CAROLYN INGRAM

BUSINESS OWNER – MEDICAL ASSISTANCE DIVISION

PROJECT MANAGER – LIZ SHAW

ORIGINAL PLAN DATE: MAY 18, 2009REVISION DATE:

REVISION: 1.0

PROJECT MANAGEMENT PLAN FOR HIPAA 2 – VERSION 5010 AND ICD10

RREVISIONEVISION H HISTORYISTORY.................................................................................................................................................................................................. IIIIII

1.0 PROJECT OVERVIEW...................................................................................................................................... 1

1.1 Executive Summary- rationale for the Project...................................................................................................11.2 funding and sources..........................................................................................................................................11.3 constraints.........................................................................................................................................................11.4 dependencies....................................................................................................................................................21.5 ASSUMPTIONS...................................................................................................................................................21.6 Initial Project Risks Identified..........................................................................................................................2

2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE.............................................................................3

2.1 Stakeholders......................................................................................................................................................32.2 Project Governance Structure...........................................................................................................................4

2.2.1 Human Services Department Organization Chart......................................................................................42.2.2 Describe the role and members of the project steering committee...........................................................42.2.3 Organizational Boundaries, interfaces and responsibilities.......................................................................5

2.3 Executive Reporting...........................................................................................................................................5

3.0 SCOPE........................................................................................................................................................... 6

3.1 Project Objectives.............................................................................................................................................63.1.1 Business Objectives....................................................................................................................................63.1.2 Technical Objectives..................................................................................................................................6

3.2 Project exclusions..............................................................................................................................................73.3 Critical Success Factors......................................................................................................................................7

4.0 PROJECT DELIVERABLES AND METHODOLOGY...............................................................................................7

4.1 Project Management Life Cycle.........................................................................................................................74.1.1 Project Management Deliverables.............................................................................................................84.1.2 Deliverable Approval Authority Designations............................................................................................94.1.3 Deliverable Acceptance Procedure.............................................................................................................9

4.2 PRODUCT LIFE CYCLE.........................................................................................................................................94.2.1 Technical Strategy...................................................................................................................................104.2.2 Product and Product Development Deliverables......................................................................................104.2.3 Deliverable Approval Authority Designations..........................................................................................104.2.4 Deliverable Acceptance Procedure...........................................................................................................11

5.0 PROJECT WORK........................................................................................................................................... 11

5.1 Work Breakdown Structure (WBS)..................................................................................................................115.2 Schedule allocation -Project Timeline.............................................................................................................125.3 Project Budget.................................................................................................................................................135.4 Project Team...................................................................................................................................................13

5.4.1 Project Team Organizational Structure....................................................................................................135.4.2 Project Team Roles and Responsibilities..................................................................................................14

5.5 STAFF PLANNING AND Resource ACQUISITION...............................................................................................165.5.1 Project Staff.............................................................................................................................................165.5.2 Non-Personnel resources.........................................................................................................................16

5.6 PROJECT LOGISTICS.........................................................................................................................................165.6.1 Project Team Training..............................................................................................................................16

6.0 PROJECT MANAGEMENT AND CONTROLS....................................................................................................16

6.1 Risk and issue Management............................................................................................................................166.1.1 Risk Management Strategy......................................................................................................................17

I OF VI


6.1.2 Project Risk Identification........................................................................................................................176.1.3 Project Risk Mitigation Approach............................................................................................................176.1.4 Risk Reporting and Escalation Strategy...................................................................................................176.1.5 Project Risk Tracking Approach................................................................................................................176.1.6 ISSUE MANAGEMENT..............................................................................................................................17

6.2 INDEPENDENT Verification And Validation - Iv&V...........................................................................................176.3 Scope Management Plan.................................................................................................................................17

6.3.1 Change Control........................................................................................................................................186.4 Project Budget Management..........................................................................................................................18

6.4.1 Budget Tracking.......................................................................................................................................186.5 Communication Plan.......................................................................................................................................18

6.5.1 Communication Matrix............................................................................................................................186.5.2 Status Meetings.......................................................................................................................................186.5.3 Project Status Reports..............................................................................................................................18

6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS).....................................................................................186.6.1 Baselines..................................................................................................................................................186.6.2 Metrics Library.........................................................................................................................................19

6.7 QUALITY OBJECTIVES AND CONTROL..............................................................................................................196.7.1 quality Standards.....................................................................................................................................196.7.2 Project and Product Review AND ASSESSMENTS.....................................................................................196.7.3 Agency/Customer Satisfaction.................................................................................................................196.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS......................................................................................19

6.8 CONFIGURATION MANAGEMENT...................................................................................................................196.8.1 Version Control........................................................................................................................................196.8.2 Project Repository (Project Library).........................................................................................................19

6.9 PROCUREMENT MANAGEMENT PLAN............................................................................................................19

7. 0 PROJECT CLOSE........................................................................................................................................... 20

7.1 Administrative Close...................................................................................................................................207.2 Contract Close............................................................................................................................................20

II OF VI


REVISION HISTORYREVISION HISTORY

RREVISIONEVISION N NUMBERUMBER DDATEATE CCOMMENTOMMENT

1.0 May 18, 2009 Initial Draft

III OF VI


1.0 PROJECT OVERVIEW1.0 PROJECT OVERVIEW

1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT1.1 EXECUTIVE SUMMARY- RATIONALE FOR THE PROJECT In August 2005, the Medical Assistance Division of the Human Services Department contracted with Affiliated Computer Systems (ACS) for maintenance and development of enhancements of the current Medicaid Management Information System (MMIS). In January 2009, the Centers for Medicare and Medicaid Services (CMS) mandated two new rules for the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Electronic Transaction Standards. One rule is to convert to ACS X12 Version 5010 and the other rule is to implement the new International Classification of Diseases, Tenth Revision, ICD-10. The updated X12 standard, Version 5010, affects certain electronic health care transactions; provides an updated version of the National Council for Prescription Drug Programs (NCPDP) standard for electronic pharmacy-related transactions; updated standards for claims, remittance advice, eligibility enquiries, referral authorization, and other administrative transactions; and accommodation of the ICD10 code sets, which are not supported by the current X12 standard.

1.2 FUNDING AND SOURCES1.2 FUNDING AND SOURCES

SOURCESOURCE AMOUNTAMOUNT ASSOCIATED ASSOCIATED RESTRICTIONSRESTRICTIONS

APPROVERSAPPROVERS

Laws of 2009, Chapter 124, Section 4, Human Services Department, (3)(b) Medical Assistance

$6,737,400 (GF)

$600,000 (Other state funds)

$19,082,100 (FF)

CMS approval of each project phase must be obtained. The approval process uses the Advanced Planning Documents

CMS

1.3 CONSTRAINTS1.3 CONSTRAINTSConstraints are factors that restrict the project by scope, resource, or schedule.

NNUMBERUMBER DDESCRIPTIONESCRIPTION

1 Project Phase funding. CMS approval of Advanced Planning Documents, which describe the phase and its associated costs.

2 The Version 5010 changes must be implemented by January 1, 2012

3 The ICD-10 code sets have a compliance date of October 1, 2013

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1.4 DEPENDENCIES1.4 DEPENDENCIES

NUMBENUMBERR

DESCRIPTIONDESCRIPTION TYPE M,D,ETYPE M,D,E

1 CMS approval of matching funds External

1.5 1.5 ASSUMPTIONSASSUMPTIONS


1 There will be adequate resources for the planning phase of this project, including the Project Manager, the business analysts, and the technical resources.

2 The project team will have the software and reference tools they need in order to plan the changes for this project.

3 NM DoIT will approve the project.

1.6 INITIAL PROJECT RISKS IDENTIFIED1.6 INITIAL PROJECT RISKS IDENTIFIED

Risk 1 - Assessment

Description – Each area of the affected MMIS subsystems may not be assessed in sufficient detail for the Implementation Phase

Probability - Low Impact - - Medium

Mitigation Strategy – Sufficient peer reviews with ACS and MADContingency Plan - None

Risk 2 – Loss of Key Staff

Description – Loss of key project staff

Probability - Low Impact - - Medium

Mitigation Strategy – Cross-training so that other staff can fill in as necessary

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Contingency Plan – Request additional resources and/or schedule changes to reduce the impact to the project

2.0 PROJECT AUTHORITY AND ORGANIZATIONAL 2.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURESTRUCTURE

2.1 STAKEHOLDERS2.1 STAKEHOLDERS

NAMENAME SSTAKETAKE ININ P PROJECTROJECT OORGANIZATIONRGANIZATION TTITLEITLE

Carolyn Ingram Executive Sponsor HSD Medical Assistance Division (MAD)

Director

Julie Weinberg Business Owner HSD MAD Deputy Director

Mark Pitcock Business Owner HSD MAD Bureau Chief

Terri Gomez Technical Sponsor HSD Information Technology Division (ITD)

Chief Information Officer

Liz Shaw Project Manager HSD ITD IT PM

Fasil Metike Technical Lead HSD ITD Senior Software Developer

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2.2 PROJECT GOVERNANCE STRUCTURE2.2 PROJECT GOVERNANCE STRUCTURE2.2.1 H2.2.1 HUMANUMAN S SERVICESERVICES D DEPARTMENTEPARTMENT O ORGANIZATIONRGANIZATION C CHARTHART

2.2.2 D2.2.2 DESCRIBEESCRIBE THETHE ROLEROLE ANDAND MEMBERSMEMBERS OFOF THETHE PROJECTPROJECT STEERINGSTEERING COMMITTEECOMMITTEE

SSTEERINGTEERING CCOMMITTEEOMMITTEE MMEMBEREMBER

RROLEOLE

HSD Director, Medical Assistance Division

Once the project has been defined and agreed to by the Steering Committee, this person, in cooperation with the CIO, is responsible for

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SSTEERINGTEERING CCOMMITTEEOMMITTEE MMEMBEREMBER

RROLEOLE

overseeing the progress of the project and responding to any strategic problems as they arise

HSD CIO, Information Technology Division

Once the project has been defined and agreed to by the Steering Committee, this person, in cooperation with the Director, is responsible for overseeing the progress of the project and responding to any strategic problems as they arise

HSD Deputy Director, Medical Assistance Division

Once the project has been defined and agreed to by the Steering Committee, this person actively reviews the project’s progress and escalates any strategic problems to the HSD Director and/or HSD CIO

Project Manager This person is responsible for developing, in concurrence with the Project Steering Committee, a project definition. The Project Manager then actively reviews the project’s progress and escalates any strategic problems to the HSD Director and/or HSD CIO

Bureau Chief, Medical Assistance Division

This person is responsible for developing, in concurrence with the Project Steering Committee, a project definition. The Medical Assistance Division Bureau Chief then actively reviews the project’s progress and escalates any strategic problems to the HSD Director and/or HSD CIO

2.2.3 O2.2.3 ORGANIZATIONALRGANIZATIONAL B BOUNDARIESOUNDARIES, , INTERFACESINTERFACES ANDAND RESPONSIBILITIESRESPONSIBILITIES

HSD will interface with ACS as it currently does for the MMIS maintenance and operations contract.

2.3 EXECUTIVE REPORTING2.3 EXECUTIVE REPORTINGCommunications with the various Executives occur as per the Communications Matrix:

AAUDIENCEUDIENCE FFREQUENCYREQUENCY M MODEODE OFOF C COMMUNICATIONOMMUNICATION

HIPAA 2 – Version 5010 and ICD10 Executive Steering Committee

Monthly Written

Face-to-Face

NM DOIT As Requested Written

Face-to-Face

HIPAA 2 – Version 5010 & ICD10 Project Team

Weekly Conference Call

Face-to-Face

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3.0 SCOPE3.0 SCOPE

3.1 PROJECT OBJECTIVES3.1 PROJECT OBJECTIVES3.1.1 B3.1.1 BUSINESSUSINESS O OBJECTIVESBJECTIVES


BUSINESS OBJECTIVE 1 Replace the ICD-9-CM code set now used to report health care diagnoses and procedures with the ICD-10 code sets, with a compliance date of October 1, 2013.

BUSINESS OBJECTIVE 2 Adopt the updated X12 standard, Version 5010 for certain electronic health care transactions, with a compliance date of January 1, 2012

BUSINESS OBJECTIVE 3 Update the National Council for Prescription Drug Programs (NCPDP) standard, Version D.0, for electronic pharmacy-related transactions, with a compliance date of January 1, 2012

BUSINESS OBJECTIVE 4 Adopt the updated X12 standard, Version 5010 for Medicaid pharmacy subrogation transactions, with a compliance date of January 1, 2012

BUSINESS OBJECTIVE 5 Update the standards for claims, remittance advice, eligibility enquiries, referral authorization, and other administrative transactions, with a compliance date of January 1, 2012

3.1.2 T3.1.2 TECHNICALECHNICAL O OBJECTIVESBJECTIVES

HSD must convert two systems: Omnicaid (claims adjudication) and the Transaction Interface Exchange (messaging middleware). The transactions that will be assessed include:


TECHNICAL OBJECTIVE 1 837 Professional for claims and encounters

TECHNICAL OBJECTIVE 2 837 Institutional for claims and encounters

TECHNICAL OBJECTIVE 3 837 Dental for claims and encounters

TECHNICAL OBJECTIVE 4 270 Eligibility Request

TECHNICAL OBJECTIVE 5 271 Eligibility Response

TECHNICAL OBJECTIVE 6 276 Claims Status Inquiry

TECHNICAL OBJECTIVE 7 277 Claims Status Response

TECHNICAL OBJECTIVE 8 820 Billing Remittance Advice

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TECHNICAL OBJECTIVE 9 835 Remittance Advice

TECHNICAL OBJECTIVE 10 834 Benefit Enrollment and Maintenance Transaction

TECHNICAL OBJECTIVE 11 NCPDP transactions

3.2 PROJECT EXCLUSIONS3.2 PROJECT EXCLUSIONSNone

3.3 CRITICAL SUCCESS FACTORS3.3 CRITICAL SUCCESS FACTORS

NUMBERNUMBER DESCRIPTIONDESCRIPTION

QUALITY METRIC 1 Thorough analysis of all affected MMIS subsystems

Additional Quality Metrics will be described for the Implementation Phase

4.0 PROJECT DELIVERABLES AND METHODOLOGY4.0 PROJECT DELIVERABLES AND METHODOLOGY

4.1 PROJECT MANAGEMENT LIFE CYCLE4.1 PROJECT MANAGEMENT LIFE CYCLE

Phase Summary of Phase Key Deliverables

Planning The MMIS subsystems, including TIE, will be evaluated for the changes that will be necessary for this project

Requirements Analysis Document High Level Project Plan Project Management Plan Detailed Project Work Plan Assessment Report

Implementation Software changes will be made to the MMIS subsystems, tested, and then put into Production

Coding, configuration and end-to-end testing Fully executed IV&V

contracts System testing Risk Management Issues Management

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Closeout All project payments will be made Project documentation IV&V reports Lessons Learned Project Closeout Report

4.1.1 P4.1.1 PROJECTROJECT M MANAGEMENTANAGEMENT D DELIVERABLESELIVERABLES

4.1.1.1 High Level Project PlanDescription – An accepted document used to show the overall project scope and schedule

Deliverable Acceptance Criteria – The document should indicate the major project steps and estimated milestonesStandards for Content and Format – The document should be written in Microsoft Word

Quality Review – The document will be reviewed and approved by HSD/MAD and HSD/ITD

4.1.1.2 Project Management PlanDescription – Explanation of scope, overall strategy, project organization, and project management and controls

Deliverable Acceptance Criteria – The document should contain all of the sections in the Description, plus it should describe the project close and include a glossary

Standards for Content and Format – The document should be written using the PMP template provided by NM DOIT


4.1.1.3 Detailed Project Work PlanDescription – Detailed work plan showing phases, milestones, and deliverables

Deliverable Acceptance Criteria – The document should indicate for each item: duration, percent work complete, and start and finish dates

Standards for Content and Format – The document should be written using Microsoft Project


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4.1.2 D4.1.2 DELIVERABLEELIVERABLE A APPROVALPPROVAL A AUTHORITYUTHORITY D DESIGNATIONSESIGNATIONS

DDELIVERABLEELIVERABLE NNUMBERUMBER

DDELIVERABLEELIVERABLE AAPPROVERSPPROVERS (W (WHOHO CANCAN APPROVEAPPROVE))

DDATEATE AAPPROVEDPPROVED

PRJ-DEL-001 High Level Project Plan ITD PM, MAD Bureau Chief

PRJ-DEL-002 Project Management Plan ITD PM, MAD Bureau Chief

PRJ-DEL-003 Detailed Project Work Plan ITD PM, MAD Bureau Chief

4.1.3 D4.1.3 DELIVERABLEELIVERABLE A ACCEPTANCECCEPTANCE P PROCEDUREROCEDURE

Formal acceptance of the contractor-provided deliverables will consist of a signed cover sheet faxed to ACS. The timeframe for this is approximately 5 business days after the State receives the deliverable. If rework is required, ACS will make changes to the documents and re-submit to the State.

4.2 PRODUCT LIFE CYCLE4.2 PRODUCT LIFE CYCLE “During the project management lifecycle, agencies shall select and implement a phase product development lifecycle methodology approved by the Department.” PROJECT OVERSIGHT PROCESS Memorandum

Phase Summary of Phase Key Deliverables

Define N/A for this project. CMS requires that the requirements be completed as part of the Planning Phase

N/A

Design Provide specifications for all the changes needed for the subsystems

Design documents

Test Plans

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Build Develop and implement the software changes

Unit and system tested subsystems

Test Results

Deployment Software changes loaded into Production

System Incident Reporting

4.2.1 T4.2.1 TECHNICALECHNICAL S STRATEGYTRATEGY

The essential technical strategy is based on two approaches: write the code changes to TIE and Omnicaid simultaneously to adhere to the new federal requirements and then test on an end-to-end basis.

4.2.2 P4.2.2 PRODUCTRODUCT ANDAND P PRODUCTRODUCT D DEVELOPMENTEVELOPMENT D DELIVERABLESELIVERABLES

4.2.2.1 Processing Functions in Omnicaid And TIE Systems That Adhere to the Version 5010 and ICD-10 Specifications

Description – Documentation of coding and configuration changes to Omnicaid and TIE to enable both systems to process HIPAA standard transactions according to the Version 5010 and ICD-10 specifications

Deliverable Acceptance Criteria – End-to-end tested claims processingStandards for Content and Format – Data files as transmitted through both systems

Quality Review – Approval to be determined by Medical Assistance Division management

4.2.3 D4.2.3 DELIVERABLEELIVERABLE A APPROVALPPROVAL A AUTHORITYUTHORITY D DESIGNATIONSESIGNATIONS

The following deliverables are listed as initial deliverables. These will be modified based upon continued review of coding and configuration efforts by ITD and MAD management.




1 Project Management Plan (PMP) ITD 5/20/2009

2 Assessment of Version 5010 and ICD-10 coding changes in Omnicaid

MAD

3 Assessment of Version 5010 and ITD

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ICD-10 coding changes in TIE

4 Implementation Coding MAD & ITD

5 Implementation Configuration MAD & ITD

6 Testing and confirmation of functionality

MAD & ITD

4.2.4 D4.2.4 DELIVERABLEELIVERABLE A ACCEPTANCECCEPTANCE P PROCEDUREROCEDURE

Omnicaid deliverables will be accepted based on confirmation of performance by MAD staff. TIE deliverables will be accepted based on confirmation of performance by the ITD Application Services Bureau. End-to-end confirmation of performance will be accepted based on MAD review of performance and compliance.

5.0 PROJECT WORK5.0 PROJECT WORK

5.1 WORK BREAKDOWN STRUCTURE (WBS)5.1 WORK BREAKDOWN STRUCTURE (WBS)The following is the high level initial WBS planned for the change process to both systems, using a deliverables-based structure. The final WBS will be due from the vendor upon receipt of conditions for funding approval by CMS.

Planning Scope PlanVendor to develop draft Project Scope Document, Project Schedule, draft Project Management Plan and draft Requirements Analysis DocumentHSD to review draft Project Scope document, draft Project Schedule, Project Management Plan, Requirements Analysis Document, and Assessment ReportBoth vendor and HSD edit draft Project Scope document, Project Schedule, Project Management Plan, and Requirements Analysis DocumentVendor delivers Project Scope, Project Schedule, Project Management Plan, Requirements Analysis Document, and Assessment Report

Implementation Scope PlanVendor to develop draft Implementation Scope DocumentHSD to review draft Implementation Scope DocumentBoth vendor and HSD edit draft Implementation Scope DocumentVendor delivers draft Implementation Scope Document

High Level Implementation Work PlanVendor creates draft High Level Implementation Work PlanHSD reviews draft High Level Implementation Work Plan

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Both vendor and HSD edit draft High Level Implementation Work PlanVendor delivers High Level Implementation Work Plan

CodingMAD and vendor coordinate coding of Omnicaid systemITD codes TIE system

Unit TestingBoth ITD and MAD coordinate system testing within each organization

End-to-End TestingITD and MAD coordinate with Vendor to complete end-to-end testing of both systems

Project CloseoutSystem documentationLessons Learned processProject sign-off by HSD

5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE5.2 SCHEDULE ALLOCATION -PROJECT TIMELINE

Date Activities Organization(s)

December 2008 to March 2009

Vendor develops a scope document for HSD to determine the work required to modify the NM MMIS to meet Version 5010 and ICD-10 rules.

ACS

December 2008 to March 2009

Develop Planning Advanced Planning Document to request Federal Funding Match by CMS. HSD

March 2009 to May 2009

CMS Reviews Planning APD and determines approval. CMS

May 2009 NM Project Certification Commission determines certification of planning phase. PCC

May 2009 CMS determines approval of Planning APD. CMS

July 2009 to December 2009

Vendor Team performs assessment of system. Vendor

December 2009 to January 2010

Evaluate initial results from assessment to establish Implementation Advanced Planning Document. HSD

February 2010 Implementation APD is submitted to CMS. HSD

February 2010 Project Management Plan and System Architecture are submitted to Architecture Committee for approval. HSD

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April 2010 CMS Reviews Implementation APD and determines approval. CMS

April 2010 to October 2013

Implementation work starts and continues to April 2011. HSD

December 2013 NM PCC determines approval of Closeout Phase PCC

5.3 PROJECT BUDGET5.3 PROJECT BUDGET

Phase / Activity Associated Deliverables Estimated Budget

Phase 1Project Preparation & Planning

Requirements Analysis Document High Level Project Plan Project Management Plan Detailed Project Work Plan Assessment Report

$743,072

Phase 2Implementation

Coding, configuration and end-to-end testing Fully executed IV&V contracts System testing Risk Management Issues Management

To be determined

Phase 3Project Closing

Project documentation IV&V reports Lessons Learned Project Closeout Report

To be determined

TOTALS

5.4 PROJECT TEAM5.4 PROJECT TEAM5.4.1 P5.4.1 PROJECTROJECT T TEAMEAM O ORGANIZATIONALRGANIZATIONAL S STRUCTURETRUCTURE

For the Organizational Chart, see Section 2.2.1.

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5.4.2 P5.4.2 PROJECTROJECT T TEAMEAM R ROLESOLES ANDAND R RESPONSIBILITIESESPONSIBILITIES

RROLEOLE RRESPONSIBILITYESPONSIBILITY NNAMEAME FFUNCTIONALUNCTIONAL AAREAREA

Project Steering Committee

Provide strategic direction Advise project on policy

issues Resolve inter-divisional

issues Ensure involvement of

participants in order to meet deadlines Meet on a monthly basis Guide overall project

Carolyn IngramTerri GomezJulie WeinbergMark PitcockLiz Shaw

HSD MAD and HSD ITD

Project Manager Provide contract and vendor oversight Provide and publish project

tracking Report to Project Steering

Committee on a monthly basis on project status, issues, and activities Ensure mitigation of

project issues and risks Assure Vendor

deliverables meet the business and system requirements Ensure seamless

communication with the Project Business Lead

Liz Shaw HSD ITD

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RROLEOLE RRESPONSIBILITYESPONSIBILITY NNAMEAME FFUNCTIONALUNCTIONAL AAREAREA

Project Business Lead

Ensure business needs are met Collaborate with the

Project Manager on Project Steering Committee meeting agendas and meeting materials Lead in requirements

gathering Assure Vendor

deliverables meet the business requirements Ensure mitigation of

project issues and risks

Mark Pitcock HSD MAD

System Engineer Translate business requirements into technical requirements Develop the system and

subsystem design Create the general system

and subsystem and other technical features of the Implementation Advanced Planning Document

VendorFasil MetikeCody MisplayTom Sata

VendorHSD ITDHSD ITDHSD ITD

Business Analyst Participate in system analysis, design, development, test, and implementation tasks Participate in other project

activities as required

VendorChris PruettDarlene Martinez

VendorHSD MADHSD MAD

IV&V Team Deliver IV&V services as per contract

TBD Contractor

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5.5 STAFF PLANNING AND RESOURCE ACQUISITION5.5 STAFF PLANNING AND RESOURCE ACQUISITION5.5.1 P5.5.1 PROJECTROJECT S STAFFTAFF

Planning Phase

Resource Cost Estimate

Estimated Hours Availability Skill Set Work Product/Deliverable

HSD MAD and ITD personnel

$21,475 430 IT PM, SME, Business Analysts, Programmers

See Section 4.2.2.1

Vendor services $721,597 3065 IT PM, Business Analysts, Programmers

See Section 4.2.2.1

5.5.2 N5.5.2 NONON-P-PERSONNELERSONNEL RESOURCESRESOURCES

There are no Non-Personnel Resources for the Planning Phase

5.6 PROJECT LOGISTICS5.6 PROJECT LOGISTICSThe team will use biweekly teleconference meetings to communicate issues and organize resources. This will continue until communication needs require more frequent or involved communications.

5.6.1 P5.6.1 PROJECTROJECT T TEAMEAM T TRAININGRAINING

The Planning Phase will not require any training.

6.0 PROJECT MANAGEMENT AND CONTROLS6.0 PROJECT MANAGEMENT AND CONTROLS

6.1 RISK AND ISSUE MANAGEMENT6.1 RISK AND ISSUE MANAGEMENTPMBOK©:

Risk: “An uncertain event or condition that, if it occurs, has a positive or negative effect on a project’s objectives.”

Issue: “A point or matter in question or dispute, or a point or matter that is not settled and is under discussion or over which there are opposing views or disagreements.”

Both Risks and Issues can significant impact a project’s success, and both should be handled in similar ways.

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6.1.1 R6.1.1 RISKISK M MANAGEMENTANAGEMENT S STRATEGYTRATEGY

Risk management related to this project is addressed as follows:

6.1.2 P6.1.2 PROJECTROJECT R RISKISK I IDENTIFICATIONDENTIFICATION

Risks are to be identified through staff reporting of issues identified in the coding process.

Risks identified will be collected at the project management level and assessed.

6.1.3 P6.1.3 PROJECTROJECT R RISKISK M MITIGATIONITIGATION A APPROACHPPROACH

Mitigation of risks will be addressed with HSD management to determine policy, legal, and resource based approaches.

6.1.4 R6.1.4 RISKISK R REPORTINGEPORTING ANDAND E ESCALATIONSCALATION S STRATEGYTRATEGY

Risk reporting and escalation will follow the current management structure in place at HSD. This will include reporting issues to various management (bureau chiefs or team leads) and escalating appropriately to the CIO level.

6.1.5 P6.1.5 PROJECTROJECT R RISKISK T TRACKINGRACKING A APPROACHPPROACH

Risks will be reported and tracked on the risk management matrix.

6.1.6 ISSUE MANAGEMENT6.1.6 ISSUE MANAGEMENT

6.1.6.1 Internal Issue Escalation and Resolution ProcessThe HSD ITD Project Management Bureau is responsible for addressing escalation of issues to the proper management levels. Senior HSD management is responsible for resolving that cannot be resolved at the bureau level.

6.1.6.2 External Issue Escalation and Resolution ProcessHSD Senior Management is responsible for addressing external issues that may impact other state departments.

6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&V6.2 INDEPENDENT VERIFICATION AND VALIDATION - IV&VThis section will be updated for the Implementation Phase.

6.3 SCOPE MANAGEMENT PLAN6.3 SCOPE MANAGEMENT PLANThe scope of this project is essentially a change request to change both Omnicaid and TIE to adhere to the Version 5010 and ICD10 requirements. Federal funding, state requirements, ad the set federal deadlines prevent scope enhancements.

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6.3.1 C6.3.1 CHANGEHANGE C CONTROLONTROL

6.3.1.1 Change Control ProcessThe requirements related to Version 5010 and ICD10 are specific in terms of date and regulatory requirements. Changes related to technical processing or administration will be addressed at the Project Management Bureau level and Divisional management level.

6.3.1.2 Change Control Board (CCB)Change control is governed by HSD Divisional management.

6.4 PROJECT BUDGET MANAGEMENT6.4 PROJECT BUDGET MANAGEMENT

6.4.1 B6.4.1 BUDGETUDGET T TRACKINGRACKING

Budget tracking will be maintained by the Information Technology Division.

6.5 COMMUNICATION PLAN6.5 COMMUNICATION PLAN

6.5.1 C6.5.1 COMMUNICATIONOMMUNICATION M MATRIXATRIX

Communication channels follow the current contractual and internal HSD channels.

6.5.2 S6.5.2 STATUSTATUS M MEETINGSEETINGS

Status meetings will be held bi-weekly. Other standard management meetings report results as needed to senior management.

6.5.3 P6.5.3 PROJECTROJECT S STATUSTATUS R REPORTSEPORTS

Federal approval may require a specific set of project status reports. If no new formats are required, then status reports will follow internal HSD guidelines.

6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS)6.6 PERFORMANCE MEASUREMENT (PROJECT METRICS)

6.6.1 B6.6.1 BASELINESASELINES

Project plans will be baselined to establish progress and performance. This will include schedule. Budget baselines (over or under budget requirements) will be managed in the HSD budget system.

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6.6.2 M6.6.2 METRICSETRICS L LIBRARYIBRARY

Metrics may be collected and recorded in the project documentation library.

6.7 QUALITY OBJECTIVES AND CONTROL6.7 QUALITY OBJECTIVES AND CONTROL

6.7.1 6.7.1 QUALITYQUALITY S STANDARDSTANDARDS

IEEE STD 730.1-1995 (IEEE Guide to Software Quality Assurance Planning)

IEEE STD 730-1998 (IEEE Guide to Software Quality Assurance Plans

IEEE STD 1008-1987 (IEEE Standard for Software Unit Testing)

6.7.2 P6.7.2 PROJECTROJECT ANDAND P PRODUCTRODUCT R REVIEWEVIEW AND ASSESSMENTS AND ASSESSMENTS

A project memo will be created and delivered to the Vendor. The memo will contain various tasks that must be performed in order to complete the project. These items will be converted to specific deliverables to be presented to HSD or payment upon completion and acceptance. In general, when deliverables are completed, they will be documented on paper and electronic formats. Each deliverable will be forwarded to HSD ITD to support completion and documentation of delivery.

6.7.3 A6.7.3 AGENCYGENCY/C/CUSTOMERUSTOMER S SATISFACTIONATISFACTION

Accurate processing of transactions and claims that use the Version 5010 and ICD10 features.

6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESS6.7.4 PRODUCT DELIVERABLE ACCEPTANCE PROCESSDescribed in Section 6.7.2 above.

6.8 CONFIGURATION MANAGEMENT6.8 CONFIGURATION MANAGEMENT

6.8.1 V6.8.1 VERSIONERSION C CONTROLONTROL

The project will rely on Vendor and Division approaches for version control.

6.8.2 P6.8.2 PROJECTROJECT R REPOSITORYEPOSITORY (P (PROJECTROJECT L LIBRARYIBRARY))Project documents will be retained per HSD ITD procedures.

6.9 PROCUREMENT MANAGEMENT PLAN6.9 PROCUREMENT MANAGEMENT PLANNo procurements will be needed for the Planning Phase.

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7. 0 PROJECT CLOSE7. 0 PROJECT CLOSE

7.1 A7.1 ADMINISTRATIVEDMINISTRATIVE C CLOSELOSE

The administrative close of the planning phase will be managed per HSD processes.

7.2 C7.2 CONTRACTONTRACT C CLOSELOSE

Contract closure will be managed per HSD procedures and federal document requirements.

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