Responsibilities CHFS Responsibilities for this activity include:

1. Execute upgrades to CHFS network and desktops.

2. Provide information on changes in State policy and system requirements.

3. Approve the priority and order of changes related to business requirements or other changes to CHFS business processes identified by the Vendor or CHFS.

4. Evaluate and approve technical and design specifications for modifications.

5. Approve changes to technical and functional documentation.

6. Participate in testing process, including user acceptance testing of modifications.

7. Maintain administration of user access to applications.

8. Participate in the SOA Governance Committee meetings.

Section 30.060.180.030—Vendor Responsibilities

Vendor Responsibilities for this activity include the following services:

1. Preparation and submission of the Systems Support Plan (Deliverable 12.1), the Staffing Requirements Capability Report (Deliverable 12.2), and the Operations and Maintenance Procedure Manual (Deliverable 12.6).

2. Account/Project Management Services, including regular bi-weekly and annual status reports (Deliverables 12.2 and 12.3), and presentation of system status as requested by the MEMS Contracts Manager.

3. Software modifications, updates, changes, and enhancements to MEMS modules and system components for new and updated requirements and accordingly, the delivery of System Documentation Updates (Deliverable 12.5).

The Vendor should use the configuration plan and software development methodology utilized in Activities 1-12, which includes support for updating MEMS training materials and other systems documentation.

4. Routine system maintenance to correct software errors and perform associated problem tracking and resolution.

5. General maintenance functions to maintain operation efficiency at the level, standards, and conditions the MEMS was originally approved.

6. Assistance with the identification, prioritization, and categorization of changes to business requirements as they relate to the functional areas and MECT business processes.

7. Development of the O&M Procedures Manual including audits and edits and other routine documentation.

8. Ongoing management of SOA integration services which should include:

a. Operation and maintenance of the SOA framework and ESB.

b. Developing standards, templates, policies, and procedures.

c. With the assistance of the State, establishing the SOA Governance Committee and conducting meetings as specified by the State.

d. Ensuring that all interfaces utilize established standards and advance CMS modularity and interoperability requirement initiatives.

e. Management and administration of all Open and Application Programming Interfaces (APIs).

f. Coordination and implementation of technical and operational requirements for the integration functions.

g. Definition of the Enterprise Information Model and system interfaces.

h. Assessing inventory and maintaining documentation of all interfaces via the Interface Control Document (ICD).

i. Developing and maintaining the Service Registry.

j. Implementing and managing the Information Technology Infrastructure Library (ITIL).

Section 30.060.180.040—Milestones

The critical milestones that affect the schedule or impact progress during the System Support activity are:

1. CHFS approval of the Systems Support Plan (annually, including prior to the start of this phase).

2. CHFS approval of the Staffing Requirements Capability Report (annually, including prior to the start of this phase).

3. CHFS approval of the O&M Procedures Manual (annually, including prior to the start of this phase).

4. CHFS approval of Annual Status Report.

5. Vendor submission of bi-weekly Project Status Reports.

These milestones should apply to modules and system components delivered and accepted by CHFS prior to the full implementation of the MEMS. At that time, these milestones should become applicable for the new MEMS as a whole.

Section 30.060.180.050—Deliverables

This section defines the Vendor deliverables related to Systems O&M Support of the MEMS. The Vendor meets the requirements for deliverables presented in Attachment L

– Deliverables. The table below identifies the Deliverable number and description, and the section where further information can be found in Attachment L – Deliverables.

Table 15 – Activity 12 Deliverables

NUMBER DELIVERABLE SECTION

12.1 Systems Support Plan L.12.1

12.2 Staffing Requirements Capability Report L.12.2

12.3 Bi-Weekly Status Report L.12.3

12.4 Annual Status Report L.12.4

12.5 System Documentation Updates - Requirements Document - System Architecture and Design - Test Plan

- Test Report - User Manual

- Operating Procedures

- Source Code (applicable only for Commonwealth hosted and as applicable) Library

- Training Materials - Workflow Processes

L.12.5

12.6 Operations and Maintenance Procedure Manual L.12.6

Section 30.060.190—Activity 13 – Turnover (Section 60.010.010.090)

This Activity will be exercised by CHFS at the end of the Contract period. When CHFS exercises this Activity, the Vendor is required to transfer FA responsibilities and O&M support services for the MEMS to a successor Vendor (designee). The Vendor should cooperate with the successor FA, other Vendors, and CHFS in the planning and transfer of the MEMS and operations. The Vendor should dedicate special additional resources to this phase. This phase will begin twelve (12) months before the end of the Contract period and end six (6) months after the end of the Contract period, or as extended by the exercise of Contract provisions or amendments to the Contract. This section describes the Activities necessary to ensure a smooth turnover of the MEMS and FA service responsibilities defined in Attachment F – MEMS Functional Requirements and Attachment Q – MEMS Fiscal Agent Responsibilities.

At the beginning of the Turnover Phase, the Vendor should provide CHFS current operational and systematic processing procedures, data, and documentation or other information on a schedule as required by CHFS.

Section 30.060.190.010—Objectives

The Vendor provides full support and assistance in turning over the complete and current MEMS to a successor Vendor. CHFS desires a low-risk turnover that is

transparent to recipients, providers, and users. Specific objectives are to provide for an orderly, complete, and controlled transition to the successor Vendor and to minimize any disruption of processing and services provided to clients, providers, and operational users of the MEMS.

Section 30.060.190.020—CHFS Responsibilities

This section identifies the responsibilities of the State with regard to initiating and facilitating transition activities in order to transfer or replace the existing MEMS.

1. Notify the Vendor of CHFS's intent to transfer or replace the system at least one (1) year prior to the end of the Contract by providing the Vendor with a ―Letter of Intent to Turnover‖ the MEMS.

2. Review and approve a turnover plan to facilitate transfer of the MEMS to CHFS or to its designated agent.

3. Review and approve a statement of resources, which would be required to take over operation of the MEMS.

4. Make CHFS staff or designated agent staff available to be trained in the operation of the MEMS, if applicable.

5. Coordinate the transfer of MEMS documentation (in hard and soft copy formats), software and data files.

6. Review and approve a turnover results report that documents completion of each step of the turnover plan.

7. Review and accept data from conversion.

CHFS will exercise this activity by providing to the Vendor a ―Letter of Intent to Exercise‖

Activity 13, twelve (12) months before turnover (turnover begins after the last day of Activity 11 and 12) is to be completed. The Vendor should respond with a Proposal for Activity 13 within fifteen (15) calendar days. After reviewing and negotiating the

Vendor‘s proposal for Activity 13, CHFS will amend the Contract and extend the Contract Term for Post-turnover Services.

CHFS will oversee the MEMS turnover activity, ensuring that the incumbent Vendor adheres to the responsibilities and expectations set forth in the approved Turnover Plan (Deliverable 13.1) and that resources identified in the Requirements Statement

(Deliverable 13.2) are in place to enable transition activities.

Section 30.060.190.030—Vendor Responsibilities

Vendor responsibilities for Turnover include the following subtasks:

1. Prepare a Turnover Plan twenty (20) business days following the start of Activity 13, the Vendor should provide to DMS a Turnover Plan. The Plan should include a Project Schedule/WBS as described in Attachment L – Deliverables for MEMS turnover activities and submit the schedule for CHFS approval.

2. Furnish to CHFS a Resource Requirements Statement, at no extra charge, a complete statement of all resources (personnel, hardware, software and facilities) needed and required by the State or another Vendor to take over operation of the MEMS, Correct Data Errors: The Vendor should be responsible for correcting data errors during the conversion process.

3. Agree to cooperate with the successor while providing all required turnover services. This should include meeting with the successor and devising work schedules that are agreeable for both CHFS and the successor.

4. On a schedule determined by CHFS, turn over all archived material including the Source Code Library electronically or on a medium approved by CHFS. The Vendor is required to transfer all active data, files, and tables electronically or on a medium approved by CHFS.

5. Appoint an appropriately skilled person (subject to CHFS approval) to manage and coordinate all turnover activities. The Vendor should not reduce operational staffing levels during the turnover period without prior written approval of CHFS.

The Vendor is also responsible for, and corrects at no cost, any malfunctions that existed in the system prior to turnover or which were caused by lack of support at turnover, as may be determined by CHFS, for up to six (6) months following the turnover of operations.

Section 30.060.190.040—Milestones

The critical milestones that affect the schedule or impact progress during the Transition Activity are:

1. CHFS initiates Activity 13 with written notice.

2. Turnover Plan and Resource Requirements Statement are submitted and approved by CHFS.

3. Turnover Services are complete and turnover Results Report is submitted and approved by CHFS.

4. Post-turnover Services are completed.

Section 30.060.190.050—Deliverables

This section defines the Vendor Deliverables related to the Turnover Activities. The Vendor meets the requirements for Deliverables presented in Attachment L –

Deliverables. The table below identifies the Deliverable number and description, and the section where further information can be found in Attachment L – Deliverables.

Table 16 – Activity 13 Deliverables

NUMBER DELIVERABLE SECTION

13.1 Turnover Plan L.13.1

13.2 Resource Requirements Statement L.13.2

13.3 Systems Documentation L.13.3

13.4 Source Code Library (applicable only for Commonwealth hosted and as applicable)

L.13.4

13.5 Turnover Results Report Vendor Format

Section 30.060.200—Reviews

In addition to the Deliverables listed in Attachment L, the selected Vendor is also

responsible for creating any artifact or documentation that is required by a CMS review, or for approval of the MEMS solution, that is not covered in a listed Deliverable.