Part 4 - Iowa Medicaid Enterprise

RFP MED-12-001 | Technical ProposalIowa Medicaid Enterprise System Service Procurement | MMIS and Core MMIS OperationsProject Portal environment, and understands that user access and privileges are dependent onauthorization by the Department.The Project Portal is integrated with email to provide project team members with the ability to receivealerts, special notices, reminders, and other messages regarding the project. As an electronic repository,the Project Portal provides mechanisms to organize materials, version control materials, and alert teammembers when a document is changed, limit access by group or person, and check documents in and out.The MMIS project will be assigned its own “site” on the Project Portal which will be the centralrepository for the entire project community. There may be other "sites" on the Portal to support otherTeam Noridian activities; these sites will be commissioned and decommissioned to support the currentISDM phase.As part of our communications planning efforts, Team Noridian will determine the different views thatbest suit the project. A typical view is one that is known as a “portal view” and usually containsdirectories to the type of information shown in Figure 8-10.Portal Area Description Use on the ProjectDeliverablesCalendarRisksIssuesAction ItemsKnowledge libraryDiscussion• Library containing current and historical project deliverables• Provides automated check-in and check-out process, andmaintains a record of all changes to a recordRecord of all critical meetings, reviews, audits, review sessionsand walkthroughsManage project risksTracking of issuesManage action itemsLibrary of best practices, lessons learned, document templates,white papers, and other informal documentsAd-hoc discussion threads• Store, track, and publish project deliverables• Maintain historical versions of each iteration of each deliverable• Check-in and check-out• Establish agenda and purpose of each meeting• Record meeting minutes• Attach all relevant documents discussed or presented at the event• Record action items captured during meeting• Identify and track project risks• Establish risk responses• Record response plans to address risks• Integrate with project’s management processes• Capture and manage issues• Integrate with project’s management processesRecord, track, and manage action items from project meetings andother activitiesMaintain all non-deliverable work products to share within eachproject teamPublish the project’s policies, processes, and proceduresPost-discussion threads and undertake an asynchronous“conversation” to address project itemsCommunication log Track significant correspondence Maintain unique number and copy of logged correspondenceDecision andAgreements LogCorrective ActionReports LibraryTrack and record decisions and agreements reached through thecourse of the projectLibrary of information related to any corrective actionsCapture decisions and agreements that may be reached in meetingsor at other project eventsCaptures corrective action reports and other information that may beneeded for the projectResources View resource labor information View reports and data related to labor hours planned and expendedSystemDocumentationView system documentation onlineProvide access to system documentation once they are developedFigure 8-10. Information Stored on the Project Portal using Microsoft SharePoint. The Project Portal isthe central project communications hub.8 | 19