Transmittal Letter (rfp 1)
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Key Activity: Workplan (RFP 3.2.1.1)Key Activity: Produce a workplan for the scope of the project Contractor Responsibilities:
Deliverables:
Performance Measures:
Key ActivityTo guide the project team, IME contractors, and State staff activities during the course of this NPI assessment, FOX will develop, obtain approval for, and periodically modify a project Work Plan. Contractor ResponsibilityFOX has developed an NPI project guide that outlines the steps necessary to complete an NPI assessment for a health plan enterprise such as IME. These steps have been incorporated into a Microsoft Project Plan, a preliminary draft of which is found on the following pages. Because of IME’s unique structure and the interrelationship of various systems, applications and vendors, it will be necessary to tailor this plan to fit the characteristics of the Iowa environment. Because the initial plan is well developed, less time will be necessary to adjust the work breakdown structure and the time requirements that will make it fit for IME. DeliverablesThe draft Work Plan will be reviewed at the project kickoff meeting and memorialized shortly thereafter. Through the use of the FOX Portal Knowledge Repository, it is easy to make the work plan a living document that changes as the project evolves. Performance MeasuresFOX will present the final Work Plan, against which benchmark determinations will be made, within seven days of the commencement of the contract. The Work Plan will be revisited at least monthly, with updates as frequently as needed. Work Plan has been redacted. Work Plan has been redacted. Work Plan has been redacted. Key Activity: Meet with Iowa Medicaid Enterprise (IME) (RFP 3.2.1.2)Key Activity: Meet with Iowa Medicaid Enterprise (IME) Contractor Responsibilities:
Deliverables:
Performance Measures:
Key ActivityIn order to properly manage the NPI analysis and remediation process, FOX project management leadership will periodically meet with IME and others of their designation. Contractor ResponsibilitiesCommunication between IME and FOX is vital to the success of the project. Part of developing the Communication Plan, referenced later in this is to establish what types of communication will work the best under what circumstances. Face to face meetings will establish the composition of the project team on both the FOX and IME sides. Additionally, regular written status reports, documentation of meetings and decisions, communication as necessary by phone and email, and use of scheduled conference calls will assure that project progress is monitored as required, that issues are identified as early as possible and that deliverables meet the expectations of IME and are timely. Regular communication will solidify the project team to assure that resources are used efficiently and productively. FOX is uniquely familiar with the organization and operation of the IME and the planning that went into its creation. In 2002, FOX was selected to assist the State in evaluating the current state of its MMIS, identify necessary enhancements, and prepare a Request for Proposal (RFP) for procuring continuing fiscal agent services for the Medicaid program. FOX conducted a review of the current MMIS and fiscal agent activities; performed a requirements analysis, including identification of critical needs for support of the Medicaid program in the future; prepared the RFP; and provided proposal evaluation support. FOX also evaluated the state of HIPAA remediation undertaken by the current fiscal agent and prepared recommendations for required HIPAA compliance language in the RFP. The contract was amended in March 2003 to add another task for a Request for Information (RFI) to potential vendors. As a result of these activities, FOX has already developed an understanding of the best ways to communicate with IME vendor and State staff to assure that the NPI remediation design project proceeds properly and according to schedule. As it has done in previous IME-related engagements, FOX intends to meet on both a regular and special needs basis to assure that proper communication is maintained and that all deliverables meet quality, relevance and timeliness standards. As we describe elsewhere in this proposal, FOX employs a number of tools, like the FOX Portal Knowledge Repository, which facilitate storing and track all written project communication. This repository will contain, for example, all meeting notes within 24 hours of the conclusion of the meeting, working papers related to research into best practices for certain remediation activities, and discussion threads around planning issues. FOX has a unique history with the development of the IME and knowledge of vendor approaches to providing, collectively, Fiscal Agent Services. This knowledge will benefit this NPI implementation effort because FOX staff can apply this knowledge to an efficient and effective execution of the Work Plan. From time to time, FOX will also meet with staff not directly associated with the IME, when requested by IME management for the purpose of completing the NPI remediation Work Plan. DeliverablesGood meeting documentation is critical to the Communication Plan. FOX will submit meeting notes within 24 hours and be available to meet with IME staff according to the performance measures describe below. Performance MeasuresModern communication technology has greatly improved the potential for a project team to meet without all members being present in the same location. In addition, this technology also facilitates convening ad hoc meetings when an opportunity arises that requires quick action or decision-making. As a matter of philosophy and good project management, FOX agrees to meet the requirement that appropriate staff available for IME requested meetings ninety-nine percent (99%) of the time, whether the meetings are routinely scheduled or ad hoc. FOX will assure that all meeting notes are distributed to appropriate team members within 24 hours of the completion of the meeting and posted to the FOX Portal. |