Part 4 - Iowa Medicaid Enterprise

RFP MED-12-001 | Technical ProposalIowa Medicaid Enterprise System Service Procurement | MMIS and Core MMIS Operationscommunications vehicles, and integrating withother communications activities within theDepartment that may relate to the MMISproject. A communications plan outline we haveused for previous engagements is provided inFigure 8-12. This and all deliverable formats aresubject to Department review and approval.Communication planning begins with theidentification of all stakeholders and their specificcommunication needs. To manage the needs ofour stakeholders, Team Noridian will conduct thefollowing activities upon contract award:• Determine internal stakeholders and theirneeds and develop contact lists• Identify and document all internalcommunications vehicles• Develop an internal communications matrixWe acknowledge that during proposalpreparation, Team Noridian has been limitedin our ability to plan all communications in theabsence of extensive discussions with the Figure 8-12. Communications Management PlanDepartment to determine all project stakeholders Outline. Internal project communications is one ofand their specific communication needs. So, we the most significant elements of project success.have developed a preliminary stakeholderanalysis based on our experience on similar projects, the information in the RFP, and other sources.We will further refine the internal stakeholder definition by naming each of the members of each subgroupand documenting all contact information including, title, electronic mail address, phone numbers,address, and any notes or comments. These will become the internal contact lists and will also bepublished as appendices to the Communications Management Plan. The contact list will be posted on theProject Portal.As part of our initial development of communication matrices, Team Noridian established a set of majorcommunications vehicles that are typically used during implementation engagements. These are a genericset of communication tools which will be refined to reflect specific reporting mechanisms as we fullydevelop the communication needs for each period of work. Note that these communications matricestarget internal stakeholder groups.In addition to distributing information through more formal means, as is done today Team Noridian willactively encourage and support an open-door policy between our staff, the Department, and any otherstakeholders. We are committed to keeping the Department and all stakeholders informed at all times andwill do that through unscheduled face-to-face meetings, electronic mail, and telephone calls when needed,and will follow up with more formal communications, as appropriate.Team Noridian will use the formal communications vehicles shown in Figure 8-13 as our major internalreporting mechanisms throughout the start-up and implementation phases. In many cases, these are thesame mechanisms that Team Noridian will use for reporting during the implementation. However, formalreporting will be augmented by Joint Application Development (JAD) sessions and technical walkthroughsof products as they are developed.8 | 22