Part 4 - Iowa Medicaid Enterprise

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RFP MED-12-001 | Technical ProposalIowa Medicaid Enterprise System Service Procurement | MMIS and Core MMIS Operations8.4.1.2.4 Produce and Update all Documentation and Production SchedulesRFP Section 6.4.1.2, Requirements d, e, and gTeam Noridian fully described our approach to documentation in Sections 8.4.2, Post ImplementationActivities and Section 8.4.2.5, Deliverables. As described in those sections, Team Noridian uses industrybest practices, standards, and tools to streamline document development, delivery, maintenance, andupdates as well as, more importantly, to streamline document acceptance by the Department. Theseprocesses encompass the development and maintenance of all MMIS related documentation including:• System documentation• User documentation• Provider materials including help for Web Portal functions and EDI information• Operational procedures• All DDI artifacts such as requirements and testing documentation• Hardware, software, and facility manual• Knowledge transfer materials• Production schedule• Report distribution scheduleOur process emphasizes obtaining advance approval of the format, content, and acceptance criteria foreach type of documentation. This gives both Team Noridian and the Department a clear and timelyunderstanding of expectations for the documents, encourages involvement of the Department throughoutthe documentation development process, and ensures that all documents are developed and updated in thestate-prescribed formats. As discussed in the above mentioned sections, we develop the documentation onan iterative basis during the start-up and implementation phase with multiple Department walkthroughsand reviews to ensure the documentation is complete and meets all of the Department’s standards.Documentation will be updated on a regular basis during the start-up and implementation phase. Draft andfinal documentation will also be used to create all training materials used for knowledge transfer beforeand after the start of operations. Team Noridian staff and Department staff will use system documentationand user documentation during UAT to ensure it is correct and all Department formats and standards aremet. This testing is an important part of the development process as all documentation will be updated toincorporate UAT changes and those updates, when approved by the Department, will form thedocumentation baseline for the start of the operations phase. During the operations phase, we will ensureall documentation is available and current on our Project Portal at all times and updated within theprescribed Department timeframes when a system change occurs.Part of our production documentation will include the report distribution schedule and production jobschedules. These will be discussed and developed with the Department during the UAT process and fullytested and refined throughout UAT and ORT. The finals will be delivered to the Department for reviewand approval prior to each associated implementation.Please review the above mentioned sections for a more in-depth discussion or our documentation anddeliverable processes.8.4.1.2.4 Perform Final Data ConversionRFP Section 6.4.1.2, Requirement jTeam Noridian understands that data conversion is a critical activity and an integral part of the systemimplementation process. While it is a separate and important task, Team Noridian integrates dataconversion activities with other tasks in the Team Noridian iVision360 approach. Throughout the entirestart-up and implementation phase, the data conversion team will work closely with the business processarea teams, and will attend requirements validation and collaborative design sessions to ensure a common8 | 184
RFP MED-12-001 | Technical ProposalIowa Medicaid Enterprise System Service Procurement | MMIS and Core MMIS Operationsunderstanding and thoroughly capture the data conversion requirements. All data conversion activitieswill be conducted in parallel with the new MMIS business process area teams.Team Noridian will develop and execute the Data Conversion Plan as described in Section 8.3.2.1 DataConversion Task. As described in that section, our data conversion approach will ensure that:• Data conversion does not pose a risk to the implementation.• Converted data does not impede application functionality or performance.• Conversion is an integral part of the project from the beginning.• Conversion data is available to support application testing as it will yield more valuable testing withrealistic data.• Management has complete visibility of the progress of conversion and any issues.• Conversion is complete meaning that 100% of all required data is converted and accounted for.• Conversion is accurate meaning that 100% of all required data meets the business rules of the newsystem and relates correctly to other data within the system.Conversion checklists will be developed for each subsystem level conversion and are used throughout theISDM to validate conversions for each business process and through each iteration of testing. Thechecklists ensure that all steps in the conversion are defined, scheduled, validated, and completed and willbe used for our final data conversion activities.The checklists will include:• Listings of source files, databases, and images• Listings of target files, databases, and images• Conversion program names and locations• Expected source record counts• Expected target record counts• Expected exception record countsSince Team Noridian has performed multiple MMIS conversions with the eCAMS data model, the libraryof previous conversion checklists for the eCAMS target model will be utilized as a starting point. Thechecklists will then be customized to the scope of the new MMIS conversion and to reflect the legacy datasources for conversion.When the final production conversion occurs, it will rely on the foundation built in all of the prior phases.The conversion programs will run and the results will be measured by exception reports and validationreports. Once the counts, exceptions, and validations are all reconciled, the conversion will be declaredcomplete. After the completion of the conversion, a final report will be issued which will detail all counts,exceptions, and validations by module.For a complete description of Team Noridian’s data conversion approach through the entire ISDM pleaserefer to Section 8.3.2.1 Data Conversion Task.8.4.1.2.5 Complete Knowledge Transfer ActivitiesRFP Section 6.4.1.2, Requirement kEffective training is a key success factor for the Core MMIS implementation, just as it has been in ourprevious successes. The Department staff, Team Noridian operational staff, the other IME contractor’spersonnel, and the providers all require training in order to understand the new system and applicationsbeing implemented, and to attain a level of proficiency that allows for full operational effectiveness uponcompletion of the implementation process. Team Noridian outlines our knowledge transfer approach inSection 8.3.2.4, Knowledge Transfer Activities, which focuses on training for four key audiences:8 | 185
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