Transmittal Letter (rfp 1)
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Key Activity: Reports (RFP 3.2.1.3)Key Activity: Produce reports on the Project Contractor Responsibilities:
Deliverables:
Performance Measures:
Key ActivityFOX agrees with IME and State staff the reliable, accurate, and timely reporting on project activities is key to assuring that the Work Plan is completed efficiently and on time. Contractor ResponsibilitiesFOX will submit weekly project status reports, monthly summary reports, and quarterly CMS reports in formats to be approved by the Department. We also will prepare ad hoc reports and presentations if requested to do so by the Department. Reporting is an integral part of successful project management. We believe that, at a minimum, the various reports required for this project should include the following: Overall Project Status This section provides an overall project summary of the week’s activities and highlights the tasks of greatest importance. Accomplishments This section provides a description of more detailed tasks that occurred during the week. Items reported will directly correlate to the level of detail on the Project Plan. Potential Issues and Topics for Discussion This section is used to report on topics that should be discussed as possible issues or risk factors worthy of discussion in the Project Meeting. Recommended Solutions A possible solution or logical next step will be provided for each of the topics from the section above. Issue Log Requests The team will request that certain items that have arisen during the week be added to the Project Issue Log to facilitate discussion during the weekly Project Meeting. Upcoming Activities Scheduled activities for the upcoming week will be summarized to ensure that they are tracked for status in the next week’s report. On the following pages we have provided samples of a project reports that we have developed for previous projects. They include a narrative project status report and a report card type of project status report. Figure 1: Sample Narrative Project Status Report Date: To: MMIS Project Manager From: FOX Project Manager Subject: Status Report for Month Ending XX/XX/XXXX OVERALL PROJECT STATUS The Requirements Analysis JAR sessions for Eligibility and Enrollment and Member Services were held this week and were very successful. Requirements were gathered and additional issues were identified for further discussion and resolution. The Provider requirements subset review document was completed for internal and team review. Work proceeded on the latest Project Plan revision v1.2. A review draft was also submitted. The final drat will include more specific descriptions for the revisions to the Task 4 and 5 deliverables. The definition of each of the 13 Solution Alternatives for the review and down selection was developed and reviewed and refined. A review draft has been produced for comments. Metrics and planning for task monitoring was further refined, incorporating the suggestions from Jim Madden. ACCOMPLISHMENTS Task 2.1 Both volumes of the deliverable are now in review by DHS. Task 2.2 The documentation for the Provider JAR has been completed and submitted. We are now ready to send it to the JAR participants. Our process to prepare materials ahead of time is back on schedule. We have prepared through the Finance JAR set for November 15-16.
The metrics tool for Task 2.2 has been refined and updated. We are also defining the benchmarks for the data model and process model components of the 2.2 Requirements Definition. The review meeting with the Team Leads will be rescheduled, and we propose an early draft of the deliverable elements to keep everyone in the loop for comments early in the process. Tasks 4 and 5 We are developing the more detailed description for the deliverable documents for review before we finalize the revision of the project plan. Task 6 Major progress was made on the Solutions Alternatives. Suggestions were reviewed and efforts were made to ensure that each likely possible option is included, and an innovative 13th alternative was added. The criteria for review of each option, based on factors including, risk, schedule and time, staffing considerations, national experience and technology were defined at a high level. Each of these criterions will be more fully defined in the final document. The list of states with program characteristics similar to North Dakota is also being developed. POTENTIAL ISSUES AND TOPICS FOR DISCUSSION JAR participation not good for The Services Authorization sessions on Wednesday and Thursday and Wednesday session was cancelled. Since not all areas were represented, additional issues were developed. This could have an effect on the full definition of the requirements since their claims processing needs must be included in the scope of the Requirements Analysis. RECOMMENDED SOLUTIONS To be discussed at the status meeting. ISSUE LOG REQUESTS None. UPCOMING ACTIVITIES Monday, XX/XX/XXXX 9:00 am JAR Session 4:30 pm Weekly Status Meeting (Millenium)
9:00 am JAR Session Wednesday, XX/XX/XXXX 8:00 am Requirements Document Overview 9:00 am JAR Session
7:30 am Translator Meeting 9:00 am JAR Session
DeliverablesAs noted above and repeated here, FOX will produce the following reports:
Performance MeasuresAs described in our Work Plan, it is FOX’s intention to submit reports according to the following schedule:
All reports describe above will also be included on the FOX Portal Knowledge Repository for review by authorized IME and State staff. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
