Part 4 - Iowa Medicaid Enterprise

RFP MED-12-001 | Technical ProposalIowa Medicaid Enterprise System Service Procurement | MMIS and Core MMIS Operations7.1.6 Meetings and ReportsRFP Section 5.1, Requirements k through mClear, concise, and timely communications is critical to the continued long-term success in the delivery ofthe new MMIS. Our communications management processes are designed to foster strong businessrelationships based on leadership, trust, respect, and accountability with all involved parties.Communications management defines communication processes, guidelines, methods, decision-makingprotocols, reporting mechanisms, and meetings. It also sets expectations for the type and frequency ofcommunication. Consistent and regular communication is the cornerstone of this effort. Regular andeffective communication keeps all stakeholders involved and provides the means to manage expectationsand outcomes. This is particularly critical in a project involving multiple stakeholders, such as this one.Team Noridian's Communications Management Plan will be consistent with the Project ManagementInstitute's (PMI's) Project Management Body of Knowledge (PMBOK), and will be tailored to bestsupport the Department's requirements and our project management needs. A critical piece in developingthe plan is the identification of all stakeholders with communication needs and matching thesestakeholders with the communication methods they require. Team Noridian will work with theDepartment and its internal staff to define all of these communication needs and methods.As part of our communications planning, we will set up the formats, mechanisms, procedures, andschedules for the main performance communications vehicles, which will be used during the differentphases of the project. This will include establishing the different types of meetings and requiredparticipants needed to ensure relevant information is provided to all stakeholders on a regular basis.Meetings are an excellent forum to allow the Department and the IME contractors to share information,provide overviews of performance standards, review account performance, discuss and resolve problemsand issues, and reach decisions. At the onset of the operations phase, Team Noridian will work with theDepartment and the other IME contractors to determine the expected participants and the frequency ordate and times of each meeting. This information will be stored on the Project Portal which will allow theDepartment and the IME contractors to set alerts reminding them of each meeting and notifying them ifmeeting schedules are changed.Team Noridian will designate a primary person, as well as a back-up, responsible for maintaining themeeting schedule. Team Noridian and the Department will mutually decide on the format for the meetingagendas and minutes. We will develop initial formats for agendas and minutes formats, and these will beused as the templates to create final formats approved by all. Once the formats are finalized, TeamNoridian will distribute and store the appropriate templates online on the Project Portal.Based on our extensive experience in facilitating and participating in successful, results-orientedmeetings, we believe it is important to set up and follow certain protocols and guidelines, especially whenthe meeting involves a large group. These include:• Securing the necessary meeting space and scheduling its reservation at the beginning of the project• Arranging for necessary call-in numbers at the beginning of the project• Distributing an agenda at least two business days prior to the meeting• Allowing a day for participants to add to the agenda• Receiving Department approval on the agenda and distributing a final version, if needed• Appointing a meeting facilitator who ensures the agenda is followed, the subjects stay on target, andthe meeting is concluded within the timeframe allotted• Distributing minutes within five business days of the meeting and allowing a time for comment,updates, and distribution of final minutes, if neededTeam Noridian will regularly provide status, progress, and performance measurement information to theDepartment through written reports. As specified in the RFP, Team Noridian will work with the7 | 9