MMISR Project Management Plan

Deliverable 2: CSES / MMIS Replacement PMO - Complete Project Plans

2.1.1 Create and Maintain the Project Management Plans (PMP) for the CSESR and MMISR Projects

MMISR Project Management Plan

Version 4.0Prepared for the State of New Mexico

Human Services DepartmentMarch 5, 2014

Deliverable 2: MMIS/CSES PMO – Complete Project PlansMMISR Project Management Plan

Revision History

Document Source

This document, excluding any Appendices, is controlled through the Project Change Management Plan. To verify this document is the latest release, contact the Program Management Office for the latest release number and date. This document will be reviewed and updated periodically, during phase changes, and as needed. This document contains a revision history log. When changes occur, the document’s revision history log will reflect an updated version number as well as the date, the owner making the change, and the change description will be recorded in the revision history log of the document.

Version No. Date Author Summary of Changes

0.1 The PMO Team Draft

1.0 11/24/2014 The PMO TeamVersion 1.0 including HSD’s walk-through comments

2.0 12/15/2014 The PMO Team

Reformatted to conform to DoIT PMP Template

Includes reviewer comment to Version 1.0

2.0 01/29/2015 The PMO TeamAddressing State comments and template compliance

3.0 02/17/2015 The PMO TeamSee Document Change Log (Appendix D) items 19 through 21

4.0 03/04/2015 The PMO TeamSee Document Change Log items 23 through 61

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New Mexico Project Management Office MMISR and CSESR Project


Table of Contents1.0 Acronyms and Definitions......................................................................................................................7

2.0 Project Overview...................................................................................................................................7

2.1 Rationale for the Project....................................................................................................................8

2.2 Funding Sources.................................................................................................................................9

2.3 Constraints.........................................................................................................................................9

2.4 Dependencies....................................................................................................................................9

2.5 Assumptions....................................................................................................................................10

2.6 Project Risks.....................................................................................................................................10

3.0 Project Authority and Organizational Structure..................................................................................10

3.1 Stakeholders....................................................................................................................................10

3.2 Project Governance Structure.........................................................................................................11

3.2.1 Describe the organizational structure – Org Chart...................................................................11

3.2.2 Describe the role and members of the project steering committee.........................................11

3.2.3 Organizational Boundaries, interfaces and responsibilities......................................................11

3.3 Executive Reporting.........................................................................................................................11

4.0 Project Scope.......................................................................................................................................11

4.1 Project Objectives............................................................................................................................11

4.2 Critical Success Factors....................................................................................................................12

5.0 Project Deliverables and Methodology...............................................................................................12

5.1 Project Management Life Cycle.......................................................................................................12

5.1.1 Project Management Deliverables................................................................................................13

5.1.2 Deliverable Approval Authority Designations...........................................................................14

5.1.3 Deliverable Acceptance Procedure...........................................................................................15

5.2 Product Life Cycle............................................................................................................................15

5.2.1 Technical Strategy.....................................................................................................................15

5.2.2 Product and Product Development Deliverables......................................................................15

6.0 Project Work........................................................................................................................................17

6.1 Work Breakdown Structure (WBS)..................................................................................................17

6.2 Schedule allocation -Project Timeline..............................................................................................17

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6.3 Project Budget.................................................................................................................................17

6.4 Project Team....................................................................................................................................18

6.4.1 Project Team Organizational Structure.....................................................................................18

6.5 Staff Planning and Resource Acquisition..........................................................................................18

6.6 Project Logistics...............................................................................................................................18

6.6.1 Project Team Training...............................................................................................................18

7.0 Project Management and Controls......................................................................................................18

7.1 Risk Management Plan....................................................................................................................19

7.2 Issue Management Plan...................................................................................................................19

7.3 Independent Verification and Validation - IV&V..............................................................................19

7.4 Project Change Management Plan..................................................................................................20

7.5 Project Budget Management...........................................................................................................20

7.6 Communications Plan......................................................................................................................20

7.6.1 Communication Matrix.............................................................................................................20

7.6.2 Status Meetings........................................................................................................................20

7.6.3 Project Status Reports..............................................................................................................20

7.7 Performance Measurement (Project Metrics).................................................................................20

7.7.1 Baselines...................................................................................................................................20

7.7.2 Metrics Library..........................................................................................................................21

7.8 Security and Privacy Management Plan...........................................................................................21

7.9 Quality Management Plan...............................................................................................................21

7.9.1 Quality Standards.....................................................................................................................21

7.9.2 Project and Product Review and Assessments..........................................................................21

7.9.3 Agency/Customer Satisfaction..................................................................................................21

7.9.4 Product Deliverable Acceptance Process..................................................................................22

7.10 Document Control and Maintenance Plan.....................................................................................22

7.10.1 Version Control.......................................................................................................................22

7.10.2 Project Repository..................................................................................................................22

7.12 Schedule Maintenance Plan..........................................................................................................22

7.13 Resource Management Plan......................................................................................................22

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7.14 Organizational Change Management Plan.....................................................................................22

7.15 Requirements Management Plan..................................................................................................23

7.16 Governance Plan..........................................................................................................................23

8.0 Project Close......................................................................................................................................23

8.1 Administrative Close.....................................................................................................................23

8.2 Contract Close...............................................................................................................................23

9.0 Appendices..........................................................................................................................................24

9.1 Appendix A – Budget Estimate.........................................................................................................24

9.1.1 Funding Source(s) - Planning.....................................................................................................24

9.1.2 Budget by Major Deliverable or Type of Expense.....................................................................24

9.1.3 Budget by Project Phase or Certification Phase........................................................................25

9.2 Appendix B - Initial Project Risks Identified.....................................................................................26

9.3 Appendix C - Stakeholders...............................................................................................................27

9.3.1 Individual Stakeholders.............................................................................................................27

9.3.2 Organizational Stakeholders.....................................................................................................27

9.4 Appendix D Document Change Log.................................................................................................28

Table of TablesTable 1 - Acronyms and Definitions.............................................................................................................7

Table 2 - Constraints....................................................................................................................................9

Table 3 - Dependencies.............................................................................................................................10

Table 4 - Assumptions...............................................................................................................................10

Table 5 - Critical Success Factors...............................................................................................................12

Table 6 - Project Management Life Cycle..................................................................................................12

Table 7 - Deliverable Approval Authority Designations.............................................................................14

Table 8 - Funding Sources..........................................................................................................................24

Table 9 - PMO Contract Planning Deliverables..........................................................................................24

Table 10 - Project FFP................................................................................................................................25

Table 11 - Project Budget by Phase...........................................................................................................25

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Table 12 - Vendor Costs by Phase..............................................................................................................25

Table of FiguresFigure 1 - WBS...........................................................................................................................................17

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1.0 Acronyms and DefinitionsAcronyms and Definitions which are unique to this document are listed below.

Term DescriptionDED Deliverable Expectation DocumentIEEE Institute of Electrical & Electronics EngineersPMBOK Project Management Book of KnowledgePMI Project Management InstituteAPD Advanced Planning Document

Table 1 - Acronyms and Definitions

2.0 Project OverviewA replacement Medicaid Management Information System (MMIS) is required by the Centers for Medicare and Medicaid Services (CMS) to support the Medicaid business and ensure compliance with federal and state law and regulations in support of recipients in New Mexico.

The purpose of the Medicaid Management Information System Replacement (MMISR) project is to replace the current MMIS system in order to comply with requirements established by the Centers for Medicare and Medicaid Services (CMS), support expansions of the state Medicaid program (now known as “Centennial Care”), and ensure other compliance requirements found in federal and state laws or regulations.

Although New Mexico’s current MMIS has proven adaptable to a variety of State and Federal initiatives over the years, it does not meet the “Modularity” condition required by the CMS required “Seven Standards and Conditions.” As stated in the Medicaid IT Supplement issued by the Centers for Medicare and Medicaid Services (CMS) in April 2011, the Modularity condition “requires the use of a modular, flexible approach to systems development, including the use of open interfaces and exposed application programming interfaces (API); the separation of business rules from core programming; and the availability of business rules in both human and machine-readable formats.” The New Mexico MMIS meets none of those criteria.

The Human Services Department is managing this effort through a joint Project Management Office for the MMISR and CSESR Projects. The contract for the joint PMO has been executed and the PMO is in place and operating. The MMISR Project may take up to six years to complete due to the complexity of federal requirements and the extensive nature of the implementation requirements.

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2.1 Rationale for the Project

The existing New Mexico MMIS was implemented in 2002. The system is commonly referred to as “OmniCaid,” although this term more accurately refers to the Claims Processing engine and supporting subsystems (Provider, Recipient, Reference, Prior Authorization, Third Party Liability, and Managed Care). Other MMIS components include separate applications to support pharmacy claims processing; Management and Administrative Reporting; fraud and abuse detection; drug rebate; and HSD’s self-directed waiver program, called Mi Via.

The MMIS has undergone several major enhancements since its deployment in 2002:

The Managed Care System was enhanced in 2005 to support the State Coverage Insurance (SCI) and Behavioral Health Statewide Entity initiatives and again in 2008 to support the Coordination of Long-Term Services (CoLTS) managed care program. It is being enhanced again to support HSD’s new Centennial Care program.

The legacy Surveillance and Utilization Review Subsystem (SURS) was replaced by a new Fraud and Abuse Detection System (FADS) in 2006. This system was replaced in turn by a more robust FADS in 2013.

In 2006, the MMIS was enhanced with an Electronic Document Management System (EDMS) and a web portal that gave self-service capabilities to providers. The original web portal was replaced in 2013 with a transfer solution from Washington, D.C. that includes additional provider functionality plus a new self-service portal for recipients.

HIPAA-related enhancements have included implementation of the X12 4010 837 in 2003, the National Provider Identifier (NPI) in 2008, and the X12 5010 837 and 835 in 2011. In 2012, New Mexico implemented the remaining X12 5010 transaction types and became one of the first Medicaid programs in the nation to achieve compliance with Phase I of the HIPAA Operating Rules.

Although New Mexico’s current MMIS has proven adaptable to a variety of State and Federal initiatives over the years, it does not meet the Modularity condition required by the Seven Standards and Conditions. As stated in Medicaid IT Supplement issued by the Centers for Medicare and Medicaid Services (CMS) in April 2011, the Modularity condition “requires the use of a modular, flexible approach to systems development, including the use of open interfaces and exposed application programming interfaces (API); the separation of business rules from core programming; and the availability of business rules in both human and machine-readable formats.” The New Mexico MMIS meets none of those criteria.

Although there are vendors offering remediation solutions which they claim can bring a legacy system such as New Mexico’s MMIS into compliance with the Seven Standards and Conditions, HSD has determined that the best long-term approach is the total replacement of the system. The MMIS is already more than 11 years old and will be several years older before the services of a remediation contractor could be procured. Moreover, procurement of a replacement system will generate more interest from the vendor community and, we believe, better proposed solutions.

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HSD expects to leverage the new Master Client Index developed for ASPEN, the new HSD Eligibility System, as an essential function for the new Child Support enforcement System Replacement (CSESR). A single Web Portal for both clients and providers may be incorporated into the ASPEN architecture rather than developing a new portal for Child Support. Where possible, business and technology components may be leveraged from ASPEN in support of this replacement project.

The Department is managing this project through a Shared Project Management Office (PMO). This PMO will manage two system integrators to replace the CSES and MMIS. The project is expected to take up to six years due to the complexity of federal requirements and the extensive nature of the implementation requirements.

The purpose of this Project Management Plan (PMP) is to describe the processes and activities which will be performed throughout the life of the MMISR Project. The PMP tailors industry-standard processes to the MMISR context to support a successful implementation. The PMP defines how the project will function and serves as the process discipline adhered to by the Replacement Projects teams.

2.2 Funding Sources

Refer to Appendix A for funding information.

2.3 Constraints

The following constraints limit the MMISR Project.

Number Description1 Funding requests approved from the State and Federal partners2 Completion of the project within the funding appropriation periods3 Funding availability to complete the project

Table 2 - Constraints

2.4 Dependencies

Types include the following and should be associated with each dependency listed.

Mandatory dependencies are dependencies that are inherent to the work being done. D- Discretionary dependencies are dependencies defined by the project management team.

This may also encompass particular approaches because a specific sequence of activities is preferred, but not mandatory in the project life cycle.

E-External dependencies are dependencies that involve a relationship between project activities and non-project activities such as purchasing/procurement

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Number DescriptionType

(M,D,E)1 CMS approval of FFY APD, Dev RFP, and budget E,M2 Timely release of RFP E3 Timely award, negotiation and execution of contract M

Table 3 - Dependencies

2.5 Assumptions

The following assumptions apply.

Number Description1 CMS and DOIT will approve The Project 2 State funds will be available to support the Project’s minimum requirements. 3 HSD will receive responsive bids from qualified companies to the RFP, and perform the work4 Decisions will be made in a timely manner to support the project schedule

Table 4 - Assumptions

Additional project assumptions as well as applicable State decisions and any constraints will be incorporated into this plan as part of the ongoing update process.

2.6 Project Risks

Initial Project risks are identified in Appendix B

3.0 Project Authority and Organizational StructureThe Project Organization describes the roles and responsibilities of the project team. It also identifies the other organizational groups that are part of the project and graphically depicts the hierarchical configuration of those groups. It exists to clarify interaction with the project team.

3.1 StakeholdersStakeholders are individuals and organizations that are actively involved in the project, or whose interests may be positively or negatively affected as a result of project execution or project completion. They may also exert influence over the project and its results.

MMISR individual Stakeholders are identified in the MMISR Project Charter which can be found in the Project Notebook of the Document Library with the name ”MMISR Signed Project Charter.”

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3.2 Project Governance Structure3.2.1 Describe the organizational structure – Org ChartThe project’s governance structure can be found in the Governance Management Plan which can be found in the Project Notebook of the Document Library with the name ”Governance Management Plan”

3.2.2 Describe the role and members of the project steering committee

The Executive Steering Committee structure and composition is incorporated in the Governance Management Plan. The Governance Plan can be found in the Project Notebook of the Document Library with the name ”Governance Management Plan.”

3.2.3 Organizational Boundaries, interfaces and responsibilitiesThe MMISR Project will be planned and implemented in coordinated effort with the Child Support Enforcement Replacement Project (CSESR). This coordinated effort is planned to reduce costs and increase efficiencies by leveraging technologies and infrastructures

3.3 Executive Reporting

Executive reporting will include Monthly reports to the Executive Steering Committee and to the DoIT Project Oversight and Compliance Bureau in addition to other reports as required.

4.0 Project Scope4.1 Project Objectives The project will begin by performing a Medicaid Information Technology Architecture (MITA) State Self-Assessment (SS-A). The project team will perform analysis of business processes to define business processes, functional requirements, and technical requirements, using a common approach to identify processes, and force common terminology to define a set of enterprise requirements, which will include an “As-Is” and “To-Be” gaps. Architectures will be reviewed and will comply with the MITA. This assessment will meet the Centers for Medicare and Medicaid Services (CMS) requirements for later certification.

The MITA SS-A will identify a solution to replace the New Mexico Medicaid system. This system development and implementation will be planned and executed into production. Over a period of time, the new system will be certified by the CMS. Later, the old system will be discontinued. This entire project scope will take approximately five years to complete.

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4.2 Critical Success Factors

Number DescriptionQuality metric 1 Schedule adherence to prevent impact on Project and State and Federal requirementsQuality metric 2 Data conversion from existing MMIS system and other data sources successfully validated Quality metric 3 Interfaces (State, Federal and Private Partner) work as required and electronic data

transmission is accurate and uninterrupted.Quality metric 4 PMO, Integrator and HSD end user testing completed prior to rollout using test plans, test

scripts and validated results.Quality metric 5 Timely transition with no critical technical issues outstanding at end of project.

Table 5 - Critical Success Factors

5.0 Project Deliverables and Methodology5.1 Project Management Life Cycle

Phase Summary of Phase Key DeliverablesInitiation Obtain State and Federal Funding

Approvals; Procure services for project PMO.

Project Charter, Initial Risk Assessment, High-level schedule

PMO Contract Special appropriation of funds

Planning Assess business and technology needs as well as state and federal requirements to analyze alternative options, costs, and benefits to determine the most advantageous solution for the CSES replacement.

Project Management Plan (PMP) and all other required project plans

Master Project Schedule and WBS

Approved Technical Architecture

Special appropriation of fundsImplementation Develop, implement, deploy and

train on system(s) to support New Mexico’s Child Support Enforcement Division (CSED). Decommission legacy systems.

Updated PMP and Schedule IV&V Reports Testing and Training

Documentation Transfer to Operations

DocumentationCloseout Ensure that all activities of the

project have been addressed and proper closure is attained

Project Closure Documentation

Lessons Learned

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Table 6 - Project Management Life Cycle

5.1.1 Project Management DeliverablesProject Deliverables are work products or artifacts that are driven by the project management methodology requirements and standard project management practices regardless of the product requirements of the project.

1.0

2.0

3.0

4.0

5.0

5.1

5.1.1

5.1.1.1 Project Charter

Description –

The initial Project Charter was completed in the Initiation phase but may be updated during other phases.

Deliverable Acceptance Criteria - Verify Project Charter prepared in accordance with required DoIT elements.

Standards for Content and Format – Verify document includes required elements as defined in DoIT Project Charter Template.

Quality Review – Key project team members and DoIT will review and evaluate.

5.1.1.2 PMO Contract for MMISR and MMISR

Description –

To assure project success and reduce risk, the PMO Contract will require that an experienced and qualified

Deliverable Acceptance Criteria - Verify contract is prepared in accordance with required contract standards.

Standards for Content and Format – Verify document includes required language as required for a project of this scope.

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vendor lead and support management activities of the project throughout the life cycle.

Quality Review –Executive Sponsors, Executive Business Owners, key project team members, HSD General Counsel, and DoIT will review and evaluate.

5.1.1.3 Project Management Plan (PMP)

Description – The Project Management Plan will be the guide used throughout the Project. This plan will contain the following plans: Scope Management, Schedule Management, Budget, Risk Management, Communications, Change Management, Lessons Learned and Roles/Responsibilities of team members. This plan is an evolving document as new information will be added and existing information will be revised during all project phases.

Deliverable Acceptance Criteria - Verify all PMP components are captured and documents are prepared in accordance with required standards.Standards for Content and Format – Verify document includes required elements as defined in DoIT Project PMP Template.

Quality Review –Executive Sponsor, Executive Business Owners, and key project team members.

5.1.1.4 MMISR Technical Architecture

Description –

The PMO will develop the TARC documents to define the system design and technical architecture for MMISR. The TARC documents will consider current HSD architecture as well as planned MMISR architecture and infrastructure to best support an enterprise plan.

Deliverable Acceptance Criteria - Verify all TARC components are captured and documents are prepared in accordance with required TARC elements.

Standards for Content and Format – Verify document includes required elements as defined in DoIT templates.

Quality Review – Executive Sponsor, PMO technical staff and key project team members and will review.

5.1.2 Deliverable Approval Authority Designations The process and authorities for reviewing and approving contract deliverables is documented in the “DED/Sub-Task/Contract Deliverable/Milestone for Payment Review and Approval Process” Supplemental Document which can be found in the Project Notebook of the Document Library with the name ”DED/Sub-Task Deliverable/Milestone For Payment Review Process”

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Deliverable number Deliverable Approvers (Who can approve)

Date Approved

Mmisr-del-001 Project Charter, initial risk assessment, high –level schedule

Executive sponsor, business owners, and key project team members

12/18/2013

Mmisr-del-002 PMO Contract HSD CIO, CFO, general Counsel, HSD & DoIT Cabinet Secretaries, NM TRD and HSD Contracts Bureau.

Mmisr-del-003 Project Management Plan Executive sponsors , business owners, key project team members and project certification committee

Mmisr-del-004 Master project schedule Executive sponsors , business owners, key project team members

Mmisr-del-005 MMISR technical architecture (TARC) Executive sponsors, key project team members and TARC committee

Table 7 - Deliverable Approval Authority Designations

5.1.3 Deliverable Acceptance ProcedureThe process for reviewing and approving contract deliverables and supplemental documents is documented in the “DED/Sub-Task Deliverable/Milestone For Payment Review Process ” Supplemental Document which can be found in the Project Notebook of the Document Library with the name ”DED/Sub-Task Deliverable/Milestone For Payment Review Process.”

5.2 Product Life Cycle For the MMISR, the product life cycle will be determined by the system(s) selected during the planning phase of this project.

5.2.1 Technical StrategyThe complete technical strategy for this project will be defined during the Planning Phase of the MMISR project after alternative solutions have been analyzed and a technical solution is recommended.

5.2.2 Product and Product Development DeliverablesProduct Deliverables are work products or artifacts that are driven by the product management methodology requirements and standard project management practices regardless of the product requirements of the project.

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5.2.2.1 MMISR Architecture Assessment

Description:Architecture Assessment (MITA & NHSIA)

Deliverable Acceptance Criteria - Verify required infrastructures and architectures are evaluated and assessed.Standards for Content and Format – Define and utilize standard tools to create, manage, track and revise assessment as required.Quality Review -Executive Sponsor, Business Owners, PMO expert staff, and key project team members will review and evaluate assessment.

5.2.2.2 MMISR Business Requirements Document (BRD)

Description –

Business Requirement Document (BRD)

Deliverable Acceptance Criteria - Verify all business, state and federal requirements are captured.

Standards for Content and Format - Define and utilize standard tools to create and track.

Quality Review – Executive Sponsor, Executive Owners, PMO expert staff, and project team members will review the BRD.

5.2.2.3 MMISR IAPD and Supporting Documents

Description –

IAPD and Supporting Documents (Feasibility study, alternatives analysis, cost benefit analysis, and Implementation Advanced Planning Document (IAPD))

Deliverable Acceptance Criteria - Verify alternatives identified are most advantageous to evaluate for feasibility and cost benefit analysis.

Standards for Content and Format – Validate that standard OCSE requirements and format are followed.

Quality Review – Executive Sponsor, Business Owners, PMO and key project team members will review DRAFT documents prior to OCSE review of DRAFT. Key PMO and project team members will review FINAL version prior to OCSE’s review for approval.

5.2.2.4 MMISR Integrator Statement of Work (SOW)

Description – Deliverable Acceptance Criteria - Verify all business, state and federal requirements are captured for the Integrator SOW.

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MMISR Integrator Statement of Work (SOW) to be used for Request for Proposal (RFP) and Procurement

Standards for Content and Format - Define and utilize standard MS Office tools to create documents.

Quality Review – Executive Sponsor, Executive Owner, PMO expert staff, key project team members, DoIT, and OCSE will review and evaluate Integrator’s SOW.

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6.0 Project Work6.1 Work Breakdown Structure (WBS)The WBS, including a WBS Dictionary, will be a maintained as part of the Project Master Schedule and can be found in the Project Notebook of the Document Library with the name ”WBSDictionary.”

See chart below for a high level project diagram.

MMISR MITA SS-A

MMISR Project Planning & IAPD

MMISR System Integrator RFP & Procurement

MMISR IV &V Activities

MMISR System Integrator Start

MMISR Requirements Management

MMISR System Development

MMISR Data Cleanup& Conversion

MMISR Testing

MMISR System Implementation

MMIS Legacy System Turnover & Decommission

MMISR System Certification

MMISR Project Closeout

2018Q1 Q2 Q3 Q4

2019Q1 Q2 Q3 Q4Q1 Q2 Q3 Q4

2017Q1 Q2 Q3 Q4Q2 Q3 Q4

2015 2016Q3 Q4

2014Q1

Figure 1 - WBS

6.2 Schedule allocation -Project TimelineA Project Schedule has been completed and can be found in the Project Notebook of the Document Library with the name ”Master Project Schedule.”

6.3 Project Budget The MMISR project budget can be found in Appendix A.

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6.4 Project Team6.4.1 Project Team Organizational StructureThe organization structure of the project team including the PMO has been defined for this Project and is included in the Governance Management Plan for this Project which can be found in the Project Notebook of the Document Library with the name ”Governance Management Plan.”

6.5 Staff Planning and Resource AcquisitionStaff acquisition and resource management is documented in the Resource (Staff) Management Plan which can be found in the Project Notebook of the Document Library with the name ”Resource (Staff) Management Plan.”

6.6 Project LogisticsThe PMO will be an outsourced contractor, and will be located in Santa Fe New Mexico, in a separate office from the HSD ITD, in the vicinity of approximately 3 miles from the HSD ITD office.

The System Integrator will also be an outsourced contractor.

6.6.1 Project Team TrainingAll training for project team members will be documented in the Resource Mgmt – Training Needs Register in the Document Library.

7.0 Project Management and ControlsThe CSESR Project and the MMISR Project share a suite of common processes to manage the projects. These processes are documented in a set of plans collectively referred to as the PMO Shared Project Management Plans. These plans are located in the Document Library and include:

Risk Management Plan Issues Management Plan Independent Verification and Validation – IV&V Project Change Management Plan Project Budget Management Communication Plan Performance Measurement (Project Metrics ) Security & Privacy Management Plan Quality Management Plan Document Control and Maintenance Plan Schedule Management Plan Resource Management Plan

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Organizational Change Management Plan Requirements Management Plan Governance Plan

7.1 Risk Management Plan

The Risk Management Plan describes the process for identifying and managing risks of all types to the MMISR Project. The detailed Risk Management Plan can be found in the Project Notebook of the Document Library with the name ”Risk Management Plan.”

7.2 Issue Management Plan

The Issue Management Plan describes the process for identifying and managing issues arising during the planning and execution of the MMISR Project. The detailed Issue Management Plan is located in the Project Notebook of the Document Library with the name ”Issue Management Plan.”

7.3 Independent Verification and Validation - IV&VIV&V is closely tied with risk management. The approach for risk management addresses both use and procurement of services. IV&V will be used for the various sub projects related to this procurement. At this point, selecting the actual methodology would reveal the winning bidder in the procurement cycle and as such, the procurement of IV&V services will be initiated after CMS approval and contractor selection.

Project/Product AreaTransition+

EnhancementInclude –Yes/No

EnhancementsOnly

Include –Yes/NoProject Management Yes YesQuality Management Yes YesTraining Yes NoRequirements Management Yes YesOperating Environment Yes NoDevelopment Environment Yes NoSoftware Development Yes YesSystem and Acceptance Testing Yes YesData Management Yes NoOperations Oversight Yes NoBusiness Process Impact Yes Yes

Consistent with the project charter, the table below is introduced to clarify the use of

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7.4 Project Change Management Plan

The Project Change Management Plan describes the process for effectively managing changes to the MMISR Project, including scope, schedule, cost and other Control Item elements. Changes will be managed by change control boards (CCBs) at several levels of the governance organization, depending on the significance of the change. The detailed Project Change Management Plan can be found in the Project Notebook of the Document Library with the name ”Project Change Management Plan.”

7.5 Project Budget Management

The MMISR project cost plans are captured in and reported from the financial management system supplied and operated by the PMO.

7.6 Communications Plan

The Communications Plan describes the communication vehicles, media, and audiences for the formal communication published to internal and external stakeholders during the life of the MMISR Project. This information is summarized in the Communications Matrix of the Communications Plan. The detailed Communications Plan can be found in the Project Notebook of the Document Library with the name ”Communications Plan.”

7.6.1 Communication MatrixThe Communication Matrix is included in the Communications Plan

7.6.2 Status MeetingsStatus meeting agendas, including action items, decisions made, issues raised and resolved, are covered in the Communications Plan.

7.6.3 Project Status ReportsThe definition of the format and content of weekly and monthly status reports has been completed and regular status reporting has begun. Distribution of weekly and monthly status reports is documented in the Communications Plan.

7.7 Performance Measurement (Project Metrics)

See Quality Management Plan located in the Project Notebook

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7.7.1 BaselinesA baseline budget and schedule have been constructed for the MMISR Project and can be found in the Document Library at:

Baseline Schedule: can be found in the Project Notebook of the Document Library with the name ”Baseline Schedule.”

Baseline Budget: can be found in the Project Notebook of the Document Library with the name

”Baseline Budget.”

7.7.2 Metrics LibraryAll project documents, including metrics, are contained in the Document Library, a SharePoint site. … Project metrics will be in the monthly status reports.

7.8 Security and Privacy Management Plan

The Security and Privacy Management Plan describes the approach the PMO will take to manage Systems Integration activities to assure appropriate and necessary provisions are incorporated in the solution elements to achieve the necessary level of privacy as articulated in state and federal requirements and policies. The detailed Security and Privacy Management Plan located in the Project Notebook of the Document Library with the name ”Security and Privacy Management Plan.”

7.9 Quality Management Plan

The Quality Management Plan describes the processes and controls to assure compliance with client requirements and includes Quality Assurance and Quality Control methods and practices that will be employed over the life of the MMISR Project. The detailed Quality Management Plan is located in the Project Notebook of the Document Library with the name ”Quality Management Plan.”

7.9.1 Quality StandardsThe Quality Management Plan defines Quality Management metrics. The Plan will define quality controls and processes to track, review, approve and process payments for all project deliverables or work products.

7.9.2 Project and Product Review and AssessmentsThe Project reviews will follow state PCC and federal CMS gate review process.

The Product (deliverables) review processes are found in the “DED/Sub-Task Deliverable/Milestone For Payment Review Process ” Supplemental Document which can be found in the Project Notebook of the Document Library with the name ”DED/Sub-Task Deliverable/Milestone For Payment Review Process”

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7.9.3 Agency/Customer SatisfactionThe Child Support Enforcement Division (CSED) is a full partner in this project from Initiation and continues to be involved through Closeout. Weekly meetings are being held with project team to review progress and status of project activities.

7.9.4 Product Deliverable Acceptance ProcessThe process and authorities for reviewing and approving contract deliverables is documented in the “DED/Sub-Task Deliverable/Milestone For Payment Review Process” Supplemental Document which can be found in the Project Notebook of the Document Library with the name ”DED/Sub-Task Deliverable/Milestone For Payment Review Process”

7.10 Document Control and Maintenance Plan

The Document Control and Maintenance Plan describes the controls, standards, conventions, methods and practices that will be employed to assure integrity of the documents , including contractual deliverables, produced during the life of the MMISR Project. The detailed Document Control and Maintenance Plan is located in the Project Notebook of the Document Library with the name ”Document Control and Maintenance Plan.”

7.10.1 Version ControlVersioning conventions and access and update controls to documents in the Document Library have been defined and can be found in the Document Control and Maintenance Plan in the Document Library.

7.10.2 Project RepositoryA project repository has been implemented using SharePoint technology and is used to store all document-type work products. Access and use procedure, permissions, and controls are documented in the Document Control and Maintenance Plan.

7.12 Schedule Maintenance PlanThe detailed processes for maintaining and publishing the project schedule are provided in the Schedule Management Plan Supplemental Document located in the Project Notebook of the Document Library with the name ”Schedule Management Plan”

7.13 Resource Management Plan

The process(es) for managing availability of resources, including business and program subject matter experts, IT subject matter experts, and other staff resources as required during the life of the MMISR Project is documented in the Resource (Staff) Management Plan located in the Project Notebook of the Document Library with the name ”Resource (Staff) Management Plan.”

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7.14 Organizational Change Management PlanThe approach for managing third-party change management activities is described in the Organizational Change Management Plan located in the Project Notebook of the Document Library with the name ”Organizational Change Management Plan.”

7.15 Requirements Management Plan

A detailed process for managing business and technical requirements from identification through disposition is provided in the Requirements Management Plan located in the Project Notebook of the Document Library with the name ”Requirements Management Plan.”

7.16 Governance Plan

Project governance is the process for assuring conformance with project standards, policies, and practices. A detailed description of the MMISR project governance is provided in the Governance Management Plan located in the Project Notebook of the Document Library with the name ”Governance Management Plan.”

8.0 Project CloseClosing the projects will be detailed toward the end of the projects and will be articulated in a Project Close Plan. Activities in the plan will include but not be limited to:

Execution of final lessons learned activities Identification and storage of documents to be retained past the end of the projects Transitioning of staff from the project Closeout of project financials including a Final Budget Report Final Open Issues Report Operational turnover has been completed Ensuring all deliverables have been completed and approved All contracts have been closed or transitioned to operating contract status

8.1 Administrative CloseAdministrative Close occurs at both the end of phase and end of project. This closure consists of verification that objectives and deliverables were met. Acceptance is formalized and phase activities are administratively closed out. Administrative closure occurs on a “by-phase” basis in accordance with the WBS and should not be delayed to project end. At that point, the burden of closing is too great and audits inaccurate. The specific project close activities for a given project are contingent on the project’s

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complexity and size. PMO and HSD project managers will work with the designated representatives of all the contracts awarded and performed in support of the MMISR Project to tailor Project Close procedures to the specifics of the individual contract(s).

8.2 Contract CloseContract close is similar to administrative close in that it involves product and process verification for contract close.

9.0 Appendices 9.1 Appendix A – Budget Estimate

The current Funding Source for the MMISR Project is a Implementation Advanced Planning (IADP) The Project estimates below include actual appropriation for SFY15 and estimates for SFY16.

9.1.1 Funding Source(s) - PlanningSource Amount Associated restrictions

NM GENERAL FUND (LAWS OF 2013, CHAPTER 227, SECTION 4, HUMAN SERVICES DEPARTMENT, (1)(B) MEDICAL ASSISTANCE)

(10% of implementation costs)

availability of general fundPlease note: This will only be for SFY15

CMS (42 CFR 433, SUBPART C) (90% of implementation costs)

CMS approval of APD and certification of system

Table 8 - Funding Sources

9.1.2 Budget by Major Deliverable or Type of ExpenseThe Planning Deliverables and Budget estimate as of this date is below

[To Be Determined by Competitive Procurement]

PMO Contract Planning Deliverables SFYSFY

Quarter ExpenseDeliverable 1: CSES / MMIS Replacement PMO - Operational Readiness [PMO Setup] 2015 Q2 $223,153

Deliverable 2: CSES / MMIS Replacement PMO - Complete Project Plans 2015 Q2 $223,153

Deliverable 3: CSES / MMIS Replacement PMO - Ongoing Project Management 2016 Q1 $90,324

Deliverable 5: MMIS Replacement PMO - MITA State Self-Assessment (SS-A) 2015 Q4 $892,611

Deliverable 7: CSES / MMIS Replacement PMO - MMIS Replacement 2015 Q4 $892,611

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PMO Contract Planning Deliverables SFYSFY

Quarter ExpenseProject Planning and IAPD

Deliverable 28: CSES / MMIS Replacement – Retainage Payment Schedule Retainage Del 5: MITA State Self-Assessment 2016 Q4 $223,153

Deliverable 28: CSES / MMIS Replacement – Retainage Payment Schedule Retainage Del 7: MMISR Project Planning and IAPD Activities 2016 Q4 $223,153

Table 9 - PMO Contract Planning Deliverables

9.1.3 Budget by Project Phase or Certification PhaseThe project budget includes federal (CMS) approval funding and State funding. Federal match varies by category and phase based on the following:

Category Federal Match State Match General Implementation 90% 10%Software 75% 25%Maintenance and Operations 75% 25%Program Administration 50% 50%

Table 10 - Project FFP

The implementation phase costs will depend on the solution chosen during the planning phase.

Phase Software VendorEmployed

Staff

Maintenance and

Operations

Administrative

Expense TotalSystem Evaluation 2,768,156 387,400 3,155,556 Procurement 2,503,782 416,130 2,919,913 System Integration 6,375,001 87,010,696 9,614,700 103,000,396 Maintenance and Operations (30 months) 5,300,100 54,117,571 59,417,671 Program Administration (30 Months) 13,382,429 13,382,429

Total 6,375,001 92,282,634 15,718,330 54,117,571 13,382,429 181,875,965

Table 11 - Project Budget by Phase

Note: The table above is the project estimates which include both Medicaid and CHIP

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Estimated Vendor Costs Include the following:

PhaseUndetermined

Vendor PMO Vendor IV&V TotalSystem Evaluation - 2,768,156 - 2,768,156 Procurement - 1,700,211 803,571 2,503,782 System Integration 85,000,000 6,689,268 1,696,429 93,385,696 Maintenance and Operations 54,117,571 - - 54,117,571 Program Administration 13,382,429 - - 13,382,429

Total 152,500,000 11,157,634 2,500,000 166,157,634

Table 12 - Vendor Costs by Phase

9.2 Appendix B - Initial Project Risks Identified

Risk 1 – Funding UncertaintiesThe MMISR project will be a long-term (5-6 year) project that will require extensive resources and funding. The initial project planning funding will be used to complete a full needs and alternatives analysis to determine a recommended solution. Once planning is complete approval and funding will be requested to implement.

Probability: Possible Impact: Very High Mitigation Strategy: Conduct a thorough needs analysis, feasibility study, and alternative cost benefit analysis that accurately validates all appropriate alternatives (including current technologies) for recommendation of a valid solution to lower funding risk and increase project success.Contingency Plan: Enhance responsibilities of the PMO to continue cost benefit analysis, earned value reports and accurate tracking of projected and actual expenditures through to the new system certification.

RISK 2 – Competing HSD and State PrioritiesDepartment and State high-priority projects may compete for resources and funding.

Probability: Possible Impact: High Mitigation Strategy: Work with CMS and HSD Executive Steering Committee as governance body over HSD projects to confirm project objectives are met and project is successful.Contingency Plan: As with other large HSD projects, closely monitor project include risks, issues, schedule, cost and scope of project to successfully meet project objectives

Risk 3 – HSD MAD staff expectationsPoorly defined roles and Probability: Possible Impact: High

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Risk 3 – HSD MAD staff expectationsresponsibilities may cause uncoordinated activities, uneven workload, and a loss of focus especially for state staff who are not experienced with projects of this type and size.

Mitigation Strategy: Contract with experienced PMO to clearly define and balance responsibilities for empowering managers, monitoring progress, evaluating the impact of changes, and adjusting plans and resources to maintain project momentum. Provide support for internal staff throughout system replacement. Require organizational preparedness training for business staff.Contingency Plan: Require training for state staff to share information about roles, business rules, and project activities involved in a large replacement project.

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9.3 Appendix C - StakeholdersStakeholders are individuals and organizations that are actively involved in the project, or whose interests may be positively or negatively affected as a result of project execution or project completion. They may also exert influence over the project and its results.

9.3.1 Individual StakeholdersThe current list of individual Stakeholders can be found in the MMIS Project Charter in the Project Notebook of the Document Library with the name ”MMISR Signed Project Charter.”

9.3.2 Organizational Stakeholders

Department of Health (DOH) Administrative Services Division (ASD) Office of the General Counsel (OGC) Income Support Division (ISD) Children, Youth and Families Dept (CYFD) Behavioral Health Services Division (BHSD) Aging and Long Term Services Division (ALTSD) Office of Inspector General (OIG) State Records Center and Archives

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9.4 Appendix D Document Change LogSeq# Date Section Change Date Completed Completed By Status Explanation

1 12/23/14 Page 2 Added Document Change Log Rejected Removed Change Log and added content to “Punch List” template

2 Were URL is update with Project Notebook

The project notebook will include PMP and all supporting plans. (SOW 1.1.2) The x plan can be found in the Document Library and the Project

Notebook.

Other No change to the MMISR PMP required. Per prior discussion and agreement, links to the approved plans will be placed in the Project Notebook once

the plans have been approved.3 12/23/14 Page 2 Added Document Change Log Rejected See above

4 12/29/14 Header name of document Accepted5 12/29/14 Footer needs the version number Accepted6 12/29/14 Work Breakdown Structure in Table of contents

twice. Remove from 7.11Accepted

7 12/29/14 Add verbiage in 2nd paragraph from Helen Rejected Unclear where this verbiage should be added

5.2 add plural to Planning phase in Key Deliverables see comments

Rejected Could not find the text to change

8 5.2.3 move this paragraph before the table in section 5.1.2

Accepted

9 Remove 5.2.4 this was stated in 5.1.3 Accepted10 6.1 WBS chart is outdated. Update with accurate

chart See comments.Accepted One page time line diagram added

11 6.4.1 Insert… The organization structure of the project team including the PMO has been defined for this Project and is included in the Governance

Plan for this Project which can be found in the Document Library at (URL to be provided).

Accepted

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Seq# Date Section Change Date Completed Completed By Status Explanation

12 6.5 Confirm in Resource (HR) Management Plan to identify all staff project roles and responsibilities

Accepted No change to MMISR PMP required

13 6.6.1 Confirm that project team training will be defined in the Training Plan in future.

Accepted No change to MMISR PMP required

14 7.7.2 7.7.2 Insert… Project metrics will be in the monthly status reports.

Accepted

15 7.9.1 7.9.1 Insert…. The Quality Management Plan defines Quality Management metrics. The Plan will

define quality controls and processes to track, review, approve and process payments for all project deliverables or work products. Delete Quality standards are incorporated in Quality

Management Plan

Accepted

16 7.9.2 The Project reviews will follow state PCC and federal CMS gate review process.

2nd Paragraph delete Project and insert deliverables after Product see comments.

Accepted Partially accepted. See new text in the plan

17 9.1.2 / 9.1.3 Barbara – include C2 approved budget updates to the Planning Phase

Accepted

18 9.3.1 Update HSD key roles changes / same in the Project Rejected Will not replicate information found in another

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Charter. document (Project Charter)Update to the MMISR Project Charter is a separate

conversation/activity19 02/11/15 2.1 Please add and replace CSED to MMIS in section 2.1

"HSD expects to leverage the new Master Client Index developed for ASPEN, the new HSD Eligibility System, as an essential function for the new Child

Support enforcement System Replacement (CSESR). A single Web Portal for both clients and providers may be incorporated into the ASPEN architecture

rather than developing a new portal for Child Support. Where possible, business and technology

components may be leveraged from ASPEN in support of this replacement project."

2/17/15 PMO Other No such text found in Section 2.1

20 02/11/15 2.2.3 Verbiage was moved 5.1.2 but Paragraph was not removed from 5.2.3

2/17/15 PMO Other No text found to change

21 02/11/15 6.5 Confirm in Resource (HR) Management Plan all staff project roles and responsibilities.

Both Staff Planning and Resource Acquisition are not defined in the Resource Management Plan.

2/17/15 PMO Other No change to this document required.Change is to be reflected

in theResource (Staff)

Management Plan

22 02/11/15 6.6.1 Confirm that project team training will be defined in the Training Plan in future.

Please define “PMO Training Plan.”

02/17/15 PMO Accepted Changed text to reference the “Resource Mgmt – Training Needs

Register” which will identify all training needed by project team members

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23 02/27/15 Title Page 03/05/15 PMO Accepted Reformatted to comply with standard title page layout,

including: Remove header Remove footerRemove page number

Remove “Revision Date”24 02/27/15 2.1 Please add in section 2.1 "HSD expects to leverage

the new Master Client Index developed for ASPEN, the new HSD Eligibility System, as an essential

function for the new Medicaid Medical Information System Replacement (MMISR). A single Web Portal for both clients and providers may be incorporated into the ASPEN architecture rather than developing

a new portal for Child Support. Where possible, business and technology components may be

leveraged from ASPEN in support of this replacement project."

03/05/15 PMO Accepted

25 02/27/15 2.2.3 Verbiage was moved 5.1.2 but Paragraph was not removed from 5.2.3

5.2.3 paragraph was moved to

5.1.2. 5.2.3 needs to be removed.

PMO Other Section 5.2.3 removed in its entirety

as the content appears in Section 5.1.3

26 02/27/15 Version 3.0 has version 2.0 in the footer. 03/05/15 PMO Accepted Version number is consistentacross all footers

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URL paths not updated

As agreed, all URL referenceshave been replaced withtextual references to the

SharePoint filenames of the plans.

28 02/27/15 3.1 Replace URL reference with “which can be found in 03/05/15 PMO Accepted

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the Project Notebook of the Document Library with the name ”MMISR Signed Project Charter”

29 02/27/15 3.2.13.2.26.4.17.16

Change “Governance Plan” to “Governance Management Plan”

03/05/15 PMO Accepted Changed “Governance Plan” to “Governance Management Plan” to agree with actual title of the

document

30 02/27/15 3.2.1 Replace URL reference with:

can be found in the Project Notebook of the Document Library with the name ”Governance

Management Plan”




Management Plan”


32 02/27/15 5.1.2 Replace “Review and Approval Process for Deliverable Expectation Documents and Contract

Deliverables” with:

”DED/Sub-Task Deliverable/Milestone For Payment Review Process”

03/05/15 PMO Accepted To agree with the title of the

updated review and approval

document in development


can be found in the Project Notebook of the


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Document Library with the name ”DED/Sub-Task Deliverable/Milestone For Payment Review

Process”








can be found in the Project Notebook of the Document Library with the name ”DED/Sub-Task

Deliverable/Milestone For Payment Review Process”










Deliverable/Milestone For Payment Review


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Process”

38 02/27/15 6.1 Replace URL reference with:

can be found in the Project Notebook of the Document Library with the name ”WBSDictionary”



can be found in the Project Notebook of the Document Library with the name ”Master Project

Schedule”


40 02/27/15 6.4.1 Replace URL reference with: 03/05/15 PMO Accepted

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Management Plan”


can be found in the Project Notebook of the Document Library with the name ” Resource (Staff)

Management Plan”



can be found in the Project Notebook of the Document Library with the name ”Risk

Management Plan”



can be found in the Project Notebook of the Document Library with the name ”Issue

Management Plan”



can be found in the Project Notebook of the Document Library with the name

” Project Change Management Plan”


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“Communications Plan”


46 02/27/15 7.7.1 Replace URL reference with :


“Baseline Schedule”

Replace URL reference with :


“Baseline Budget”



Is located in the Project Notebook of the Document Library with the name

“Security and Privacy Management Plan”


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Is located in the Project Notebook of the Document Library with the name

“Quality Management Plan”





03/05/15 PMO Accepted To agree with the title of theupdated review and approval document in

development








03/05/15 PMO Accepted To agree with the title of theupdated review and approval document in

development

52 02/27/15 7.9.4 Replace URL reference with: 03/05/15 PMO Accepted

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53 02/27/15 7.12 Replace “Schedule Maintenance Plan” to “Schedule Management Plan Supplemental Document”

03/05/15 PMO Accepted To agree with title of the actual schedule management plan document in development


Is located in the Project Notebook

of the Document Library with the name

“Schedule Management Plan”


55 02/27/15 7.13 Replace “Resource (HR) Management Plan” with “Resource (Staff) Management Plan”

03/05/15 PMO Accepted To agree with title of the actual plan


located in the Project Notebook


“Resource (Staff) Management Plan”


57 02/27/15 7.14 Replace “Organizational Change Plan” with “Organizational Change Management Plan”

03/05/15 PMO Accepted To agree with title of the actual plan

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“Organizational Change Management Plan”





“Requirements Management Plan”





“Governance Management Plan”


61 02/27/15 9.3.1 Replace URL reference with “can be found in the Project Notebook of the Document Library with the

name ”MMISR Signed Project Charter”


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