Technical Proposal Packet · 2020. 12. 23. · State of Arkansas Department of Human Services Division of Child and Family Services Technical Proposal Packet DDI and M&O for a New

State of Arkansas

Department of Human Services

Division of Child and Family Services

Technical Proposal Packet DDI and M&O for a New Comprehensive Child Welfare

Information System (CCWIS)

710-20-0041

Submitted on June 5, 2020

by

Contractor Name: ESYSTEMS, INC. Contractor Address: 100 Canal Pointe Boulevard, Suite 216

Princeton, New Jersey 08540 Contact Name: Vivek Sawhney Contact Phone: (609) 945-7437 Contact Email Address: [email protected]

Arkansas Department of Human Services Comprehensive Child Welfare Information System Bid # 710-20-0041

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Table of Contents Section Page

Forms [RFP 1.9.B] ....................................................................................................................... 1

Proposal Signature Page, Proposed Subcontractor Form, Compliance Page all as part of Attachment B – Technical Proposal Packet ........................................................................ 1

Attachment O – Electronic Submission Signature Page ............................................................ 19 Signed Addendum 1 ........................................................................................................................ 21 Signed Addendum 2 ........................................................................................................................ 22 Signed Addendum 3 ........................................................................................................................ 23 Signed Addendum 4 ........................................................................................................................ 24 Signed Addendum 5 ........................................................................................................................ 25 Signed Addendum 6 ........................................................................................................................ 31 Signed Addendum 7 ........................................................................................................................ 32 Signed Addendum 8 ........................................................................................................................ 33 Attachment G – Contract Grant and Disclosure Form ................................................................ 34 Equal Opportunity Policy ............................................................................................................... 36 eSystems Letter of Bondability ..................................................................................................... 37

1.0 System Proposal [Attachment B] ................................................................................... 38

1.1 General Functions [Attachment A – Section 1.1] ............................................................ 40 1.1.1 Solution Search Features [Attachment A – Section 1.1 #1] ............................................ 41 1.1.2 Availability of Detailed Client History [Attachment A – Section 1.1 #2] ........................... 43 1.1.3 Sequencing and Routing Field Visits [Attachment B Section 1.1 #3] ............................. 44 1.1.4 Determining Efficient Travel for FSWs [Attachment A Section 1.1 #4] ............................ 44 1.1.5 Workflow and Workload Capabilities [Attachment A Section 1.1 #5] .............................. 44 1.1.6 Notification of Due Dates [Attachment A Section 1.1 #6] ................................................ 47 1.1.7 Dashboards on Desktops and Mobile Devices [Attachment A Section 1.1 #7] .............. 48 1.1.8 Transitioning toward a Paperless State [Attachment A Section 1.1 #8] ......................... 52 1.1.9 Capturing Narratives, Contracts and Interviews [Attachment A Section 1.1 #9] ............ 54 1.1.10 Automatic Redaction [Attachment A Section 1.1 #10] ..................................................... 56 1.1.11 Approach to Data Quality [Attachment A Section 1.1 #11] ............................................. 57

1.2 General Functions - Mobility [Attachment A Section 1.1.2] ........................................... 60 1.2.1 Capabilities With and Without Connectivity [Attachment A Section 1.1.2 #1] ................ 61 1.2.2 Upload Documents and Files [Attachment A Section 1.1.2 #2] ...................................... 64

1.2 Referrals [Attachment A Section 1.2] ................................................................................ 64 1.2.1 Streamlining the Referral Process [Attachment A Section 1.2 #1] .................................. 64 1.2.2 Relating Referrals to the Same Incidents or Allegations [Attachment A Section 1.2 #2]

............................................................................................................................................ 69 1.2.2 Relating Referrals to the Same Incidents or Allegations [Attachment A Section 1.2 #2]

............................................................................................................................................ 71 1.3 Client Information [Attachment A Section 1.3] ................................................................ 71

1.3.1 Unknown Clients [Attachment A Section 1.3 #1] ............................................................. 72 1.3.2 Clients Associated with Multiple Cases [Attachment A Section 1.3 #2] .......................... 74 1.3.3 Merging and Unmerging Clients [Attachment A Section 1.3 #3] ..................................... 75

1.4 Investigations / Differentail Response [Attachment A Section 1.4] .............................. 76 1.4.1 Capturing Data on Child Fatalities and Near Fatalities [Attachment A Section 1.4 #1] .. 77


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1.4.2 Maintenance of a Child Maltreatment Central Registry [Attachment A Section 1.4 #2] . 78 1.4.3 Handling Differential Responses [Attachment A Section 1.4 #3] .................................... 79 1.4.4 Opening Multiple Case Linked to One Investigation [Attachment A Section 1.4 #4] ..... 96 1.4.5 Notifications in Investigation [Attachment A Section 1.4 #5] ........................................... 97

1.5 Assessments [Attachment A Section 1.5] ........................................................................ 98 1.5.1 Accommodating Current and Future Assessment Tools [Attachment A Section 1.5 #1]

............................................................................................................................................ 99 1.5.2 Linking Assessment Information [Attachment A Section 1.5 #2] .................................. 100 11.5.3 Displaying Results of Assessments [Attachment A Section 1.5 #3] ............................. 101

1.6 Case Management [Attachment A Section 1.6] ............................................................. 107 1.6.1 Leveraging the Assessment to Develop a Case Plan [Attachment A Section 1.6 #1] . 114 1.6.2 Transitioning Cases from One Type to Another [Attachment A Section 1.6 #2] .......... 115 1.6.3 Improving the Process of Matching Adoptive Familes [Attachment A Section 1.6 #3] 118 1.6.4 Meeting the Family First Prevention Services Act [Attachment A Section 1.6 #4] ....... 119

1.7 Provider Management [Attachment A Section 1.7] ....................................................... 122 1.7.1 Identifying Available Foster Care Placement Matches [Attachment A Section 1.7 #1] 123 1.7.2 Foster Care Recruiting, Applications and Credentialing [Attachment A Section 1.7 #2]

.......................................................................................................................................... 126 1.7.3 Managing Re-evaluations for Providers [Attachment A Section 1.7 #3] ....................... 132 1.7.4 DCFS Foster and Adoption Family Portal .NET Application Functionality [Attachment A

Section 1.7 #4] ................................................................................................................. 132 1.7.5 Supporting the Encumbrance Process [Attachment A Section 1.7 #5] ........................ 133 1.7.6 Processing Board Payments [Attachment A Section 1.7 #6] ........................................ 134 1.7.7 Timely Entry and Approval of Daycare Requests [Attachment A Section 1.7 #7] ........ 136 1.7.8 Tracking Expenditures for All Children Receiving Services from Providers [Attachment

A Section 1.7 #8] .............................................................................................................. 136 1.7.9 Handling Reports of Provider Abuse [Attachment A Section 1.7 #9] ............................ 136 1.7.10 Tracking Contract Information, Recoupments, Service Rates and Units of Service

Available and Remaining [Attachment A Section 1.7 #10] ............................................ 139 1.8 Title IV-E Eligibility [Attachment A Section 1.8]............................................................. 141

1.8.1 Obtaining and Presenting Court Orders [Attachment A Section 1.8 #1] ....................... 141 1.8.2 Providing Eligibility Information for Medicaid Determinations [Attachment A Section 1.8

#2] ..................................................................................................................................... 142 1.8.3 Functionality to Assist with Automation for the Eligibility Unit [Attachment A Section 1.8

#3] ..................................................................................................................................... 143 1.8.4 Remote Auditor Access Functionality [Attachment A Section 1.8 #4] .......................... 145 1.8.5 Supporting the Assignment, Management and Quality Assurance Efforts [Attachment A

Section 1.8 #5] ................................................................................................................. 147 1.8.6 Reducing Time / Effort for Entry / Review of Court Orders [Attachment A Section 1.8 #6]

.......................................................................................................................................... 152 1.9 Staff Management [Attachment A Section 1.9] .............................................................. 153

1.9.1 Tracking Staff Training and Certification [Attachment A Section 1.9 #1] ...................... 155 1.9.2 On-call Scheduling [Attachment A Section 1.9 #2] ........................................................ 155 1.9.3 Role-based Security [Attachment A Section 1.9 #3]...................................................... 156

1.10 Courts [Attachment A Section 1.10] ............................................................................... 160 1.10.1 Tracking Adherence and Performance to Court Timelines [Attachment A Section 1.10

#1] ..................................................................................................................................... 160 1.10.2 Preparing and Distributing Court Reports [Attachment A Section 1.10 #2] .................. 162 1.10.3 Creating Packets of Multiple Documents [Attachment A Section 1.10 #3] ................... 162


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1.11 Interfaces [Attachment A Section 1.11] .......................................................................... 163 1.11.1 Interface Plan [Attachment A Section 1.11 #1] .............................................................. 163 1.11.2 Meeting or Exceeding Access Requirements [Attachment A Section 1.11 #2] ............ 166 1.11.3 Developing the Tier 1 and Tier 2 Interfaces [Attachment A Section 1.11 #3] ............... 167 1.11.4 Testing Interfaces [Attachment A Section 1.11 #4] ....................................................... 169 1.11.5 Court Interfaces [Attachment A Section 1.11 #5] ........................................................... 173 1.11.6 Meeting State and Federal Security Standards [Attachment A Section 1.11 #6] .......... 173 1.11.7 Exchanging Data without Error and Within Timframes [Attachment A Section 1.11 #7]

.......................................................................................................................................... 174 1.11.8 Interfacing with State Travel Systems [Attachment A Section 1.11 #8] .......................... 174 1.11.9 Linking Work to an External Travel Solution [Attachment A Section 1.11 #9] ................. 174

1.12 Reports [Attachment A Section 1.12] ............................................................................. 175 1.12.1 Approach to Meeting DCFS Reporting Requirements [Attachment A Section 1.12 #1]

.......................................................................................................................................... 175 1.12.2 Generation of AFCARS, NCANDS and NYTD Data [Attachment A Section 1.12 #2] . 177 1.12.3 Creating DCFS Reports [Attachment A Section 1.12 #3] .............................................. 179 1.12.4 Displaying and Reporting High-level Data Trend [Attachment A Section 1.12 #4] ....... 180

2.0 Business Proposal [Attachment B] .............................................................................. 183

2.1 Company Information and Experience [Attachment B] ................................................. 183 2.1.1 eSystems and Subcontractor Descriptions [Attachment B] .......................................... 183 2.1.2 Exerience on Similar Projects [Attachment B] ............................................................... 187

2.1.2.1 Large Human Services DDI Projects [Attachment B] ............................................. 190 2.1.2.2 Experience with System Development Lifecycle Methodologies [Attachment B] ... 192

2.2 Adherence to Federal Requirements [Attachment B, RFP 2.13 & 2.14] ...................... 192 2.3 Minimum Qualifications [Attachment B, RFP 2.2.5] ...................................................... 192

2.3.1 Financial Stability [Attachment B, RFP 2.2.5.1] ............................................................. 193 2.3.2 Experience in Health and Human Services [Attachment B, RFP 2.2.5.2] .................... 194 2.3.3 Experience in System Transition [Attachment B, RFP 2.2.5.3] ..................................... 194 2.3.4 Proposed System in Use in Health and Human Services [Attachment B, RFP 2.2.5.4]

.......................................................................................................................................... 194 2.3.5 Experience Producing Federal Reports [Attachment B, RFP 2.2.5.5] .......................... 195 2.3.6 Experience with Mobility [Attachment B, RFP 2.2.5.6] .................................................. 196 2.3.7 Experience with Privacy [Attachment B, RFP 2.2.5.7] .................................................. 196

2.4 Project Governance and Project Management [Attachment B, RFP 2.3] .................... 196 2.4.1 Experience Collaborating with the Project Governance Body and State’s PMO

[Attachment B, RFP 2.3.1, 2.3.1, 2.3.3] .......................................................................... 197 2.4.2 Project Methodology, Tools and Techniques [Attachment B, RFP 2.3 #2] .................. 199 2.4.3 Approach to Risk and Issue Management [Attachment B, RFP 2.3 #3] ....................... 201 2.4.4 Approach to Managing Project Lifecycle and Documentation [Attachment B, RFP 2.3]

.......................................................................................................................................... 204 2.4.5 Draft Templates for Integrated Project Management Plan, Project Schedule, and Project

Status Report [Attachment B, RFP 2.3] ......................................................................... 205 2.4.6 Approach to Developing and Managing the Integrated Project Schedule [Attachment B,

RFP 2.3] ........................................................................................................................... 205 2.4.7 Deliverable Process [Attachment B, RFP 2.3.4.1-3] ...................................................... 206 2.4.8 Project Change Management [Attachment B, RFP 2.3.5] ............................................ 208 2.4.9 Organizational Change Management [Attachment B, RFP 2.3.3.1] ............................. 210

2.5 Overall SDLC Approach [Attachment B, RFP 2.4] ......................................................... 213


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2.5.1 SDLC Methodology [Attachment B, RFP 2.4] ................................................................. 213 2.5.2 Plan for Designing the Solution Architecture [Attachment B, RFP 2.4.1 & 2.4.4] .......... 215 2.5.3 Environments [Attachment B, RFP 2.4.3] ...................................................................... 217 2.5.4 Maintaining Physical and Logical Security [Attachment B, RFP 2.4.2] ........................ 217

2.6 Solution Design, Development , and Implementation: Planning and Management [Attachment B, RFP 2.5.1] ................................................................................................. 219 2.6.1 Approach to Ensure Quality of the Project and Solution [Attachment B, RFP 2.5.1.1 - 5]

.......................................................................................................................................... 219 2.6.2 Managing Project Team Composition [Attachment B, RFP 2.5.1.1 - 5] ....................... 220 2.6.3 Conforming to the State and DHS Staff Security Requirements [Attachment B, RFP

2.5.1.1-5] .......................................................................................................................... 220 2.6.4 Expectations for State Staff [Attachment B, RFP 2.5.1.1 - 5] ....................................... 221

2.7 Solution Design, Development , and Implementation: Requirements Validation [Attachment B, RFP 2.5.2, 2.5.2.1] .................................................................................... 221

2.8 Solution Design, Development , and Implementation: Design and Development [Attachment B, RFP 2.5.3] ................................................................................................. 224

2.9 Solution Design, Development , and Implementation: Data Conversion and Migration [Attachment B, RFP 2.5.4] ................................................................................................. 225 2.9.1 Approach to Ensure Quality of the Project and Solution [Attachment B, RFP 2.5.4.2] . 226 2.9.2 Data Integrity and Consistency [Attachment B, RFP 2.5.4.2] ....................................... 229 2.9.3 Testing Converted Data [Attachment B, RFP 2.5.4.3] ................................................... 230 2.9.4 Draft Conversion Plan [Attachment B, RFP 2.5.4.3] ....................................................... 232

2.10 Solution Design, Development , and Implementation: Testing [Attachment B, RFP 2.5.5.1 - 5] ............................................................................................................................ 232

2.11 Solution Design, Development , and Implementation: Implementation and Go-Live [Attachment B, RFP 2.5.1] ................................................................................................. 236 2.11.1 Methodology, Tools, and Techniques for Rolling Out the Solution [Attachment B, RFP

2.5.6, 2.5.6.1, 2.5.6.2] ...................................................................................................... 236 2.11.2 Most Effective Roll-out and Deployment Strategy [Attachment B, RFP 2.5.6, 2.5.6.1,

2.5.6.2] .............................................................................................................................. 237 2.11.3 Documentation of State Acceptance and Project Closeout [Attachment B, RFP 2.5.6.3

& 2.5.6.4] .......................................................................................................................... 239 2.12 Solution Design, Development , and Implementation: Steady State Warranty Period)

[Attachment B, RFP 2.5.7] ................................................................................................. 239 2.13 Solution Design, Development , and Implementation: System Hosting [Attachment B,

RFP 2.6] ............................................................................................................................... 240 2.13.1 Approach to Hosting the Solution [Attachment B, RFP 2.6.2, 2.6.2.1] .......................... 240

2.13.1.1 Security of Our Hosting Solution ......................................................................... 241 2.13.1.2 Environment Configuration and Maintenance ..................................................... 242

2.13.2 Re-establishing Operations and Disaster Recovery [Attachment B, RFP 2.6.2, 2.6.2.1] .......................................................................................................................................... 245

2.14 Project Staffing [Attachment B, RFP 2.7] ........................................................................ 246 2.14.1 Staffing Plan and Organization Chart [Attachment B, RFP 2.7.1] .................................. 246

2.14.1.1 Number, Types and Categories of Staff [Attachment B, RFP 2.7.1] .................... 247 2.14.1.2 Staff Qualifications [Attachment B, RFP 2.7.1] .................................................... 248 2.14.1.3 Staff Work Location [Attachment B, RFP 2.7.1] ................................................... 251 2.14.1.4 Recruiting, Transition, and Training Plans for New Staff [Attachment B, RFP 2.7.1]

251 2.14.1.5 Recruiting, Transition and Training Reassigned Staff [Attachment B, RFP 2.7.1] 252 2.14.1.6 Methodology to Replace Key Personnel [Attachment B, RFP 2.7.1] ................... 252

2.14.2 List of Subcontractors [Attachment B] ............................................................................. 253


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2.14.3 Resumes of Key Personnel [Attachment B, RFP 2.7.2] ................................................. 254 2.14.4 References for Engagement Director / Executive and Project Manager [Attachment B,

RFP 2.7.2] ........................................................................................................................ 254 2.14.5 Staff Experience in Health and Human Services and Child Welfare Services [Attachment

B, RFP 2.7.2] .................................................................................................................... 254 2.14.6 Work Locations [Attachment B, RFP 2.7.5] ................................................................... 255 2.14.7 Location of Key Personnel [Attachment B, RFP 2.7.2] .................................................. 256 2.14.8 Replacing Staff [Attachment B, RFP 2.7.3] .................................................................... 256 2.14.9 Staff Management Approach [Attachment B] ................................................................ 256 2.14.10 Retaining Staff [Attachment B] ........................................................................................ 258 2.14.11 Proven Track Record of Our Team [Attachment B] ....................................................... 259 2.14.12 Responding to Customer Service Needs [Attachment B] .............................................. 260

2.15 Training [Attachment B, RFP 2.8] ..................................................................................... 260 2.15.1 Draft Training Plan [Attachment B, RFP 2.8.1] ............................................................... 260

2.15.1.1 High-level Training Program and Plan for AR CCWIS Users .............................. 261 2.15.1.2 Our Training Methodology .................................................................................. 262

2.15.2 Providing Technical and Functional Training to DCFS Staff [Attachment B, RFP 2.8.1, 2.8.2, 2.8.3]....................................................................................................................... 265

2.15.3 Approach to Training All End Users [Attachment B, RFP 2.8.1, 2.8.2, 2.8.3]............... 266 2.15.4 Knowledge Transfer [Attachment B, RFP 2.8.3] ............................................................ 268

2.16 Maintenance and Operations [Attachment B, RFP 2.9] ................................................. 269 2.16.1 System Monitoring [Attachment B, RFP 2.9.1] ............................................................... 270 2.16.2 Level 2 and Level 3 Technical Support [Attachment B, RFP 2.9.2] .............................. 271 2.16.3 Upgrades [Attachment B, RFP 2.9.3] ............................................................................. 271 2.16.4 Maintaining System Documentation [Attachment B, RFP 2.9.4] .................................. 272 2.16.5 Collaborating with the State [Attachment B, RFP 2.9.5] ................................................ 272

2.17 Privacy, Confidentiality and Security [Attachment B, RFP 2.10] .................................. 272 2.17.1 Understanding of 45 CFR 1355.52(d)(iii) [Attachment B, RFP 2.10] ............................. 273 2.17.2 Privacy and Security Incidences [Attachment B, RFP 2.10] ......................................... 274 2.17.3 Proposed System Security Plan [Attachment B, RFP 2.10] .......................................... 274 2.17.4 Protecting Sensitive Information [Attachment B, RFP 2.10] .......................................... 275 2.17.5 Securely Storing Assessment Information [Attachment B, RFP 2.10] .......................... 277 2.17.6 Securing Case Management Information [Attachment B, RFP 2.10] ........................... 277

2.18 Transition to Subsequent Vendor [Attachment B, RFP 2.11] ........................................ 279 2.19 Technical Requirements, Attachment D [Attachment B, RFP 2.12].............................. 279

2.19.1 Role-based Security [Attachment B, RFP 2.12] ............................................................. 279 2.19.2 Adding Additional Information Fields to be Tracked [Attachment B, RFP 2.12] ........... 281 2.19.3 Recommended Specifications for Users’ Computers [Attachment B, RFP 2.12] ......... 282 2.19.4 Technical Requirements Matrix – Attachment D [Attachment B, RFP 2.12] ................ 282

Appendices .............................................................................................................................. 283

Appendix 1 – Letter of Commendation – Governor of Arkansas ............................................. 283 Appendix 2 – Letter of Commendation – Director of Arkansas DHS ....................................... 284 Appendix 3 – Past Performance Evaluation - Dun & Bradstreet .............................................. 285 Appendix 4 – 2016, 2017 and 2018 Financial Statements ......................................................... 287 Appendix 5 – Dun & Bradstreet Business Information Report ................................................. 301 Appendix 6 – Draft Integrated Project Management Plan ......................................................... 302 Appendix 7 – Draft Project Plan ................................................................................................... 303 Appendix 8 – Project Status Report Template ........................................................................... 304


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Appendix 9 – Draft Systems and Solution Security Plan .......................................................... 305 Appendix 10 – Draft Data Conversion Plan ................................................................................ 306 Appendix 11 – Implementation Plan Template ........................................................................... 307 Appendix 12 – Resumes of Key Personnel ................................................................................ 308 Appendix 13 – References for the Engagement Director / Executive ...................................... 338 Appendix 14 – References for the Project Manager .................................................................. 340 Appendix 15 – Deliverable Expectations Document (DED) ...................................................... 342 Appendix 16 – Deliverable Acceptance Document .................................................................... 343 Appendix 17 – Sample Data Conversion Report Statistics ....................................................... 344 Appendix 18 – Draft Training Plan ............................................................................................... 348


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TABLE OF FIGURES

Figure 1: Our proposed Solution for Arkansas’ functional requirements addresses the State’s objectives through a modern, integrated CCWIS solution coupled with our expertise. ................................................................................................................................... 41

Figure 2: Sample Search Option – Intake ............................................................................... 42

Figure 3: Sample Search Results - Intake .............................................................................. 43

Figure 4: Features of our Workflow Engine ........................................................................... 45

Figure 5: Sample Teamwork Load Screen .............................................................................. 46

Figure 6: Events Notification ................................................................................................... 48

Figure 7: Event Calendar Screen ............................................................................................. 48

Figure 8: Family Graphic Visualization ................................................................................... 49

Figure 9: Sample Supervisor Dashboard ............................................................................... 50

Figure 10: Sample IV-E Supervisor Dashboard Screen ........................................................ 51

Figure 11: Sample IV-E Dashboard Screen ............................................................................ 52

Figure 12: Electronic Content Management Screen .............................................................. 54

Figure 13: Narrative Screen - Referral .................................................................................... 55

Figure 14: Narrative Screen – Provider ................................................................................... 55

Figure 15: Data Quality and Maintenance ............................................................................... 58

Figure 16: Solution Features on Quality Assurance and Data Quality ................................ 60

Figure 17: Offline Mode - High-Level Architecture ................................................................ 62

Figure 18: Proposed Mobile Solution: Caseworker View – Search Foster Homes ............. 63

Figure 19: Benefits of Our Mobile Solution ............................................................................ 64

Figure 20: Intake Process Simplification ................................................................................ 65

Figure 21: Salient Features of Our Intake Flow ...................................................................... 65

Figure 22: Intake Summary ...................................................................................................... 66

Figure 23: Intake Entry Screen ................................................................................................ 67

Figure 24: Intake Sample Decision Screen ............................................................................. 68

Figure 25: View of Families and Cases Related for Referred Referral ................................. 70

Figure 26: Intake Screen .......................................................................................................... 73

Figure 27: Intake Search Screen ............................................................................................. 74

Figure 28: View of Families and Cases ................................................................................... 75

Figure 29: Intake - Hotline Staff Dashboard ........................................................................... 81

Figure 30: Intake Summary ...................................................................................................... 82

Figure 31: Intake Maltreatment Screen .................................................................................. 84

Figure 32: Intake Maltreatment Screen - Continued .............................................................. 85

Figure 33: Decision - The Intake Worker ................................................................................ 86

Figure 34: Supervisor Decision ............................................................................................... 86

Figure 35: Recommendations and Override Screen ............................................................. 87

Figure 36: SDM - Structured Decision Making Assessment with Rules Engine ................. 88

Figure 37: Worker Meeting Schedule ...................................................................................... 88

Figure 38: Consecutive Home Visits and the Meeting Details .............................................. 89

Figure 39: The Caseworker Business Process for Assessments ........................................ 89

Figure 40: Assessments – SAFE-C ......................................................................................... 90


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Figure 41: Assessments- SAFE-C - Continued ..................................................................... 90

Figure 42: Assessments- SAFE-C - Continued ...................................................................... 91




Figure 46: Service Agreement ................................................................................................. 93

Figure 47: Service Plan ............................................................................................................ 94

Figure 48: Service Log - Vendor Service ................................................................................ 95

Figure 49: Service Log - Vendor Service - Continued ........................................................... 95

Figure 50: Service Log - Vendor Service - Continued ........................................................... 96

Figure 51: Supervisor Decision ............................................................................................... 96

Figure 52: Multiple Cases for an Investigation ...................................................................... 97

Figure 53: Event Notification Screen ...................................................................................... 98

Figure 54: Out-of-Box Inbuilt Assessment ............................................................................. 99

Figure 55: Shared Data Approach ......................................................................................... 101

Figure 56: Caseworker Dashboard and List of Assigned Cases ........................................ 102

Figure 57: Safe Care Assessments ....................................................................................... 102

Figure 58: Safe Care - Continued .......................................................................................... 103






Figure 64: Differential Response Assessment ..................................................................... 106

Figure 65: Assessment - Multiple Assessments .................................................................. 107

Figure 66: Case Management Dashboard ............................................................................ 110

Figure 67: Notifications and Alerts ....................................................................................... 111

Figure 68: Calendar and Appointments ................................................................................ 111

Figure 69: Case Management – Case Summary .................................................................. 113

Figure 70: Case Transition Flow ............................................................................................ 116

Figure 71: Change Pathway ................................................................................................... 117

Figure 72: Case Connect ........................................................................................................ 118

Figure 73: Family First Prevention Services Act - Our Solution Capabilities ................... 122

Figure 74: Features of Provider Reports .............................................................................. 123

Figure 75: Locate Foster Care Home .................................................................................... 124

Figure 76: Our Proposed Solution AI - Right Provider Path ............................................... 124

Figure 77: Our AI Suggestion-based Capability on Available Data .................................... 125

Figure 78: Our Proposed AI-suggested Provider List ......................................................... 125

Figure 79: Provider Portal Advanced Features .................................................................... 127

Figure 80: The Advanced Features of our Provider Management Portal .......................... 129

Figure 81: Training Dashboard Training - Add..................................................................... 130

Figure 82: Training - Add ....................................................................................................... 131

Figure 83: Training Attendance ............................................................................................. 131

Figure 84: Re-evaluations Provider Screen .......................................................................... 132


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Figure 85: Provider Contract - Add ....................................................................................... 133

Figure 86: Provider Contact – Service Checklist ................................................................. 134

Figure 87: Features of Our Financial Management Module ................................................ 134

Figure 88: Features of Our Automated Provider Financial Management Module ............. 135

Figure 89: Payment Disbursement Dashboard .................................................................... 135

Figure 90: Intake - Maltreatment Type Selection ................................................................. 137

Figure 91: Provider Sanction - Suspension ......................................................................... 137

Figure 92: Provider Sanction - Limitation ............................................................................. 138

Figure 93: Provider CAP Notification .................................................................................... 139

Figure 94: Financial Management ......................................................................................... 140

Figure 95: Accounts Receivable - Provider .......................................................................... 140

Figure 96: Finance Accounts Receivable - Provider ........................................................... 141

Figure 97: IV-E Eligibility Module Features .......................................................................... 144

Figure 98: IV-E View Only Dashboard ................................................................................... 146

Figure 99: View Only Screen of Finance - Payment Approval List..................................... 146

Figure 100: View Only Screen of Finance - Accounts Receivable List .............................. 147

Figure 101: Finance Dashboard ............................................................................................ 150

Figure 102: Finance Summary Accounts Receivable - Overpayments Collection History .................................................................................................................................................. 151

Figure 103: Accounts Receivable - Overpayments Collection History .............................. 151

Figure 104: Accounts Receivable Screen ............................................................................. 152

Figure 105: User Administration/Security Module Features ............................................... 157

Figure 106:Out-of-the-Box Roles ........................................................................................... 158

Figure 107: Out-of-the-box Role Descriptions ..................................................................... 159

Figure 108: Out-of-the-box Role Codes ................................................................................ 159

Figure 109: Role-based Access Control (RBAC) Screen .................................................... 160

Figure 110: Event Notification List ........................................................................................ 161

Figure 111: Interfaces Architecture Components ................................................................ 165

Figure 112: Out-of-the-box Interfaces ................................................................................... 166

Figure 113: List of Tier 1 or 2 Interfaces in Attachment A - Section 1.11.1 ....................... 168

Figure 114: List of Tier 1 or 2 Interfaces in Attachment A - Section 1.11.2 ....................... 168

Figure 115: Interfaces and Frequency .................................................................................. 170

Figure 116: Approach to Interface Testing with External Agencies ................................... 171

Figure 117: Representative Interfaces for a Child Welfare Solution .................................. 172

Figure 118: Key Features of our Reporting Module............................................................. 175

Figure 119: Report Screen ..................................................................................................... 176

Figure 120: Reports Options .................................................................................................. 176

Figure 121: Out-of-the-box Federal and State Reports ....................................................... 178

Figure 122: Out-of-the-Box Financial Reports ..................................................................... 180

Figure 123: Daily Management & Operational Reports ....................................................... 180

Figure 124: Out-of-the-box Data Quality Reports ................................................................ 180

Figure 125: Dashboard ........................................................................................................... 182

Figure 126: eSystems Past Performance Evaluation by Dun & Bradstreet ....................... 185

Figure 127: Our Subcontractors ............................................................................................ 185


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Figure 128: eSystems HHS Project Experience ................................................................... 189

Figure 129: eSystems Meets all of the Minimum RFP Qualifications ................................ 193

Figure 130: Our Strong Financial Position Validated by Dun & Bradstreet ...................... 193

Figure 131: Our Collaborative Governance Model .............................................................. 198

Figure 132: eManage Project Management Methodology ................................................... 200

Figure 133: Systems Issue Management Process .............................................................. 201

Figure 134: Issue Escalation Process ................................................................................... 202

Figure 135: Potential Risks and Mitigation Strategies ........................................................ 204

Figure 136: Standard Project Documentation ...................................................................... 205

Figure 137: eSystems’ Process for Building IMPS .............................................................. 206

Figure 138: Deliverable Process ............................................................................................ 207

Figure 139: Deliverable Log ................................................................................................... 208

Figure 140: Process for Managing Change on the AR CCWIS Project .............................. 209

Figure 141: OCM Solution Approach .................................................................................... 211

Figure 142: Readiness Metrics .............................................................................................. 212

Figure 143: Transformation Challenges and Mitigations .................................................... 213

Figure 144: Organization of the Project Team ..................................................................... 214

Figure 145: eSystems’ Hybrid Agile Methodology .............................................................. 215

Figure 146: eSystems’ CCWIS Architecture Diagram ......................................................... 216

Figure 147: Shared Responsibility Model for Container Services ..................................... 218

Figure 148: Functional Tracks ............................................................................................... 222

Figure 149: Requirements Analysis and Design .................................................................. 223

Figure 150: Features and Benefits of Our Data Conversion and Migration approach ..... 227

Figure 151: eSystems’ Data Conversion Approach ............................................................. 227

Figure 152: eSystems’ Approach to Data Conversion Testing .......................................... 231

Figure 153: Four Stages of Testing ....................................................................................... 232

Figure 154: Pros and Cons of Implementation Approaches ............................................... 238

Figure 155: Potential Risks and Mitigation Strategies for a Big Bang Deployment ......... 239

Figure 156: System Monitoring using Amazon CloudWatch .............................................. 243

Figure 157: Our Proposed Backup Solution Using AWS EBS ............................................ 244

Figure 158: Project Organization Chart ................................................................................ 247

Figure 159: Number, Types and Categories of Our Proposed Staff ................................... 248

Figure 160: Our Proposed Staff Exceeds the Minimum Qualifications ............................. 250

Figure 161: Our Proposed Staff for M&O Promotes Continuity ......................................... 251

Figure 162: Extensive Health and Human Services Experience of Our Proposed Staff .. 255

Figure 163: The eSystems ADDIE-based Training Methodology ....................................... 262

Figure 164: The eSystems Approach to the Development of Training Material ............... 265

Figure 165: The eSystems Training Approach ..................................................................... 266

Figure 166: Deliverables for Instructor Led Training........................................................... 267

Figure 167: A Typical Web-based Training Module ............................................................. 267

Figure 168: Method for Reporting the Status of Training Activities .................................. 268

Figure 169: System Monitoring using Amazon CloudWatch .............................................. 270

Figure 170: OOTB Roles ......................................................................................................... 280

Figure 171: RBAC Screen ...................................................................................................... 280


Page | xi Technology for People

Figure 172: IAM Layer Features of our Solution ................................................................. 281

Figure 173: Key Features of our OOOB Form Builder ......................................................... 281

Figure 174: Friendly Form Builder ....................................................................................... 282


Page | 1 Technology for People

Forms [RFP 1.9.B]

PROPOSAL SIGNATURE PAGE, PROPOSED SUBCONTRACTOR FORM, COMPLIANCE PAGE ALL AS PART OF ATTACHMENT B – TECHNICAL PROPOSAL PACKET



ATTACHMENT O – ELECTRONIC SUBMISSION SIGNATURE PAGE



SIGNED ADDENDUM 1



SIGNED ADDENDUM 2



SIGNED ADDENDUM 3



SIGNED ADDENDUM 4



SIGNED ADDENDUM 5



SIGNED ADDENDUM 6



2.0 Business Proposal [Attachment B]

2.1 COMPANY INFORMATION AND EXPERIENCE [ATTACHMENT B]

Firms typically view this type of engagement as a technical exercise, matching the capabilities of a solution

architecture with a set of functional and technical requirements. eSystems flipped that script and decided to

start with our experience in Health & Human Services and Child Welfare. We then added a couple of

prominent child welfare partners with a history of partnership with Administration for Children and

Families (ACF) and expertise in business and policy, to our team, to be able to maximize the value that we

bring to Arkansas Department of Human Services (DHS), Division of Children and Family Services

(DCFS).

eSystems is a premier technology and people-centric health and human

services solution provider and a Systems Integrator (SI) with an

impeccable track record, and a primary commitment to quality and

customer satisfaction. Over the last two decades, eSystems has

successfully participated in 23 health and human service project

implementations similar to AR CCWIS in size, scope, and complexity.

Through these implementation projects eSystems has developed

expertise in child welfare and various entitlement and benefit programs.

Our experience has provided us with a deep understanding of federal

and state program policies and the expertise needed to interpret these

policies and incorporate them into our solution. We also have extensive

experience interfacing with federal and external state systems.

We have been working with Arkansas DHS since 2013 and have

successfully implemented the Eligibility and Enrollment Framework (EEF) project for you. We

implemented and deployed a stable solution in production within five months, allowing Arkansas to be one

of the few US states to meet the federally mandated October 1, 2013 deadline for accepting MAGI Medicaid

applications.

For the last 7 years, we have been working with you to maintain and enhance the EEF application to your

full satisfaction. During this period, we have completed all our deliverables on or ahead of schedule and

made system improvements that have resulted in millions of dollars of cost savings to the State. We have a

large local presence in Little Rock, Arkansas. More than 80 eSystems employees currently live and work

in Little Rock. eSystems is excited to partner with DCFS to design, develop, and implement a CCWIS

system that pushes the boundaries of programmatic and technological innovation and that tangibly improves

the lives of Arkansas’ children and families.

2.1.1 eSystems and Subcontractor Descriptions [Attachment B]

RFP Reference

1. Describe your company and all subcontractors and their roles on this Project. Please explain why you would be a stable and dependable Contractor for the State.

eSystems is an IT Systems Integrator (SI) with more than 20 years of experience in designing and

implementing large enterprise systems in the Health and Human Services (HHS) marketplace. We were

founded in 1999 and celebrated our 20-year anniversary last year.

During our engagements with AR DHS over the last several years, we have completed our deliverables on

or ahead of schedule with the highest quality and to the full satisfaction of the State. We have received a

number of accolades for our work from the State which includes letters of commendations from the

Governor of Arkansas provided in Appendices

eSystems Advantage

20+ years of IT Services experience

23 HHS projects experience

7+ years of direct work experience with AR DHS

80+ local resources in Little Rock, AR



Appendix 1 – Letter of Commendation – Governor of Arkansas and the Director of Arkansas Department of

Human Services provided in Appendix 2 – Letter of Commendation – Director of Arkansas DHS. Based

on our past history of collaborating with the State of Arkansas, we can proudly claim to be a very stable

and dependable Contractor for the State of Arkansas. We are also extremely proud of fact that we are fully

referenceable. Each and every one of our current and prior customers are willing to provide a positive

We have been very pleased with the quality of services provided by eSystems. They have in-depth

knowledge of the framework and are well versed with the complete software development life cycle.

eSystems completed their deliverables on time and with high quality. In addition, they provided

technical training and mentoring to the State Staff.

CIO, California State Agency

eSystems not only brought key skills to the project but have been providing invaluable contribution to

all project areas. I found their staff highly knowledgeable and extremely professional in their

approach. They are very quality conscious and have completed project deliverables on time.

Project Director, Dept. of Human Services, State of NJ

I found the eSystems team to have an excellent understanding of the technical framework and its

customization and configuration. The team is highly professional, producing high-quality deliverables

in a timely manner.

IT Director, Worker’s Compensation



•

2.1.2 Exerience on Similar Projects [Attachment B]

RFP Reference

2. Describe your experience on similar projects for similar clients. In particular, please describe your child welfare systems experience. Please demonstrate your experience in leading the design, implementation and support of large human services information systems systemin a timely and cost-efficient manner.

We have been collaborating with Arkansas DHS for the last 7 years first as a systems integrator for the

Arkansas Eligibility and Enrollment Framework (EEF) engagement and more recently on the Maintenance

& Operations (M&O) of EEF and User Acceptance Testing (UAT) on the Arkansas Integrated Eligibility

System (ARIES). Figure 128: eSystems HHS Project Experience lists our experience over the past 20

years partnering with state health and human services organizations on projects very similar to AR CCWIS.

Services provided by eSystems on these engagements include:

• Systems Integration (SI)

• Project Management

• Requirement Analysis and Definition

• Design, Development, and Implementation (DDI)

• Systems Integration Testing (SIT)

• User Acceptance Testing (UAT)

• Maintenance & Operations (M&O)

# Project

1.

MD-THINK: Maryland’s Total Human-services Integrated

Network for the Department of Human Services, State of Maryland



# Project

2.

NC-FAST: Families Accessing Services through Technology for

the Department of Health and Human Services, State of North

Carolina

3.

SC-MMEE: Medicaid Member Eligibility & Enrollment System for

Department of Health & Human Services, State of South Carolina

4.

NE-MEES: Medicaid Eligibility and Enrollment System for the

Department of Health and Human Services, State of Nebraska

5.

DCAS: District of Columbia Access System for Washington,

District of Columbia

6.

MO-MEDES: Missouri Eligibility Determination and Enrollment

System for Department of Social Services, State of Missouri

7.

EAMS: Electronic Adjudication Management System for

Department of Industrial Relations, State of California

8.

NJ-CASS: Consolidated Assistance Support System for the

Department of Human Services, State of New Jersey

9.

CPIN: Child Protection Information Network for the Ministry of

Children and Youth Services, Province of Ontario

10.

CARES: Client Assistance and Rehousing Enterprise System for the

Department of Homeless Services, City of New York

11.

IEMP: Indiana Eligibility Modernization Project for the Family and

Social Service Administration, State of Indiana

12.

CMS: Claims Management Solution for Workers’ Compensation

Board of British Columbia, Province of British Columbia

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=2ahUKEwiI1vS9pf_bAhVHwlkKHSF3B0wQjRx6BAgBEAU&url=http%3A%2F%2Fnefda.org%2Flinks%2F&psig=AOvVaw04GyLFP-AfQP_poQAhna0w&ust=1530582266588776https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwiH48G49IjSAhUG4CYKHQ_VDegQjRwIBw&url=https://www.greatcircle.org/helpful-links&psig=AFQjCNEHqLRcyANlZzV1273UasxH-B3x6A&ust=1486932241187385http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=O-t0jx2hJfl2PM&tbnid=SZqZjam3cToJmM:&ved=0CAUQjRw&url=http://www.peelcc.org/resources&ei=IjTkUfC4J7H8yAH704GQDw&psig=AFQjCNGVkEWWpcP5BPy8wUNbJ5JGrOUQ7g&ust=1373996397223747



# Project

13.

ISIS: Intervention Services Information System for Alberta

Children and Youth Services, Province of Alberta

14.

Linkin: Linkin Information Management System for Ministry of

Social Services, Province of Saskatchewan

15.

ACES: Automated Case Management and Eligibility System for

Department of Social Services, Clark County, Nevada

16.

EOIS: Employment Ontario Information System for Ministry of

Training, Colleges & Universities, Province of Ontario

17.

eREP: Electronic Resource & Eligibility Product for the

Department of Workforce Services, State of Utah

18.

LA-ACESS: A Comprehensive Enterprise Social Services System

for the Department of Children and Family Services, State of

Louisiana

19.

EnABLES: Enhanced Automated Benefits Legal Enterprise

Services for the Department of Workforce Development, State of

Wisconsin

20.

UISM: Unemployment Insurance System Modernization for the

Department of Labor, State of New York

21.

OMNI: Offender Management Network Interchange for Department of Corrections, State of Washington

Figure 128: eSystems HHS Project Experience

eSystems has considerable experience in Child Welfare Systems from our participation in the following

project implementations:

• MD-THINK: Maryland’s Total Human-services Integrated Network for the Department of Human Services, State of Maryland

• NC FAST: Families Accessing Services through Technology for the Department of Health and Human Services, State of North Carolina

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=TRcKioEvsXF2wM&tbnid=d4jXYaTDgaqEgM:&ved=0CAUQjRw&url=https://twitter.com/ABHumanServices&ei=cDTkUcX1MomEyAHEnoCIDQ&psig=AFQjCNHcgYVD_bXpj-mINF6mR3PDgpi7Pg&ust=1373996480392329http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=Qxu9FE-2u78LBM&tbnid=A_F8A-6Yr0k_IM:&ved=0CAUQjRw&url=http://www.socialservices.gov.sk.ca/&ei=_TTkUdu6H-O9yQH5vICYCQ&psig=AFQjCNHl-iecVih8Q41veNdp59okAgds1A&ust=1373996615064289http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&docid=nSPt5FX-cD5UBM&tbnid=9rjrmjcv9a3eoM:&ved=0CAUQjRw&url=http://www.youtube.com/watch?v=9ZY0Tir7xM0&ei=UTXkUYayNMrRyAHj1YHQDw&psig=AFQjCNH978Pe1CvFwmgWR76xDCLmiO5yRw&ust=1373996739262791http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=uEZMZULGtakCTM&tbnid=xMNpQ3GBumBnYM:&ved=0CAUQjRw&url=http://www.citywindsor.ca/residents/ETSforsuccess/Programs-and-Services/Pages/Second-Career-Strategies.aspx&ei=wzXkUZHNK4iHywHJroCwCw&bvm=bv.48705608,d.aWc&psig=AFQjCNHxmDJzcs_bKC5NpgyrCVPpXQG49Q&ust=1373996823037443http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=XFn5zZYFLjscqM&tbnid=8ZqD5SHBIDhyhM:&ved=0CAUQjRw&url=http://dwd.wisconsin.gov/dwd/posters.htm&ei=LzbkUdHtI4qLywGYvIHAAg&bvm=bv.48705608,d.aWc&psig=AFQjCNEWPSEu7Osr_IO_bK1zut20HM4Zkw&ust=1373996966890883https://www.google.com/url?sa=i&url=http%3A%2F%2Fsustainabilityinprisons.org%2Fwp-content%2Fuploads%2F2017%2F11%2FSPP-Annual-Report-FY17-final-web-11-29-17.pdf&psig=AOvVaw2GSgI6JOfweHOwQzqD5EYN&ust=1582928278874000&source=images&cd=vfe&ved=0CAIQjRxqFwoTCLion8vh8ucCFQAAAAAdAAAAABAD



• CPIN: Child Protection Information Network for the Ministry of Children and Youth Services, Province of Ontario

• ISIS: Intervention Services Information System for Alberta Children and Youth Services, Province of Alberta

• LA ACESS: A Comprehensive Enterprise Social Services System for the Department of Children and Family Services, State of Louisiana

As a systems integrator we have experience in leading the design, implementation, and support of large

human services information systems in a timely and cost-efficient manner, under budget, and on or ahead

of schedule One such example is the Arkansas Eligibility and Enrollment Framework (EEF) project, where

we have been working for the last 7 years and have completed all our deliverables successfully. Further

details on three of the above projects are provided below.

2.1.2.1 Large Human Services DDI Projects [Attachment B]

RFP Reference

Describe three large human services DDI projects completed or substantially completed of similar size, scope and complexity to the Project identified in this RFP within the last 5 years.

We have described three of our large human services DDI projects below that have been completed or

substantially completed and are of size, scope, and complexity similar to this Arkansas CCWIS Project.

• AR EEF: Arkansas Eligibility and Enrollment Framework

eSystems was engaged on the Arkansas EEF Project in April 2013.

We implemented and deployed a stable solution for AR EEF in

production within five months, allowing Arkansas to be one of the few

US states to meet the federally mandated October 1, 2013 deadline for

accepting MAGI Medicaid applications.

After the EEF system was deployed in production, eSystems’ contract

was modified to include Maintenance and Operations (M&O)

Services, in addition to completing the remaining DDI items. This

contract was divided into multiple parts, each with a well-defined

scope: SI, DDI, AMS, AOPS, Reporting Services, and UAT.

The EEF solution has been significantly enhanced since then by

eSystems. Some key innovative enhancements completed by

eSystems are as follows:

• Pioneered Implementation of Medicaid Work and Community Engagement Requirement

• Eliminated Eligibility System to MMIS Error Rate through Single Streaming

• Automated No-Touch Processing Innovations

• Automated processing of New Applications went up from 18% to 60%

• Automated processing of Renewals went up from 36% to 80%

• Automated Regression Testing Innovation through which we were able to

• Reduce Build and Smoke Testing timeframe from 2 Days to 4 Hours

• Reduce Regression Testing timeframe from 6 Weeks to 2 Days

• Reduced average system enhancements release cycle timeframe from 6 Months to 2 Months

AR EEF

7+ years of direct work experience with AR DHS

Enabled AR to be one of the handful of US States to successfully implement ACA on 10/1/2013

Supported AR as the first State to implement Medicaid Work & Community Engagement Requirements

Automated processing of New

Applications went up from 18%

to 60%

Automated processing of Renewals went up from 36% to 80%

Eliminated Medicaid Backlog



• Automated Continuous Integration Innovation

• Elimination of Medicaid Backlog

• We were successful in eliminating the entire Medicaid backlog of 140,000 applications and tasks within the 6-month timeframe

• Enhanced Accuracy of Medicaid Rolls • As a direct result of enhanced accuracy, on August 3, 2018, AR DHS reported decreased

Medicaid spending by $22 million for the first time in State's history

• Other Major System Enhancements and Improvements • Remote Identify Proofing (RIDP) • Automated Hub to State and State to Hub Account Transfer Process • Automated Verification of Lawful Presence (VLP) • Automated Address Validation • 100% successful CMS Medicaid & CHIP Eligibility Review Pilot Testing (PERM / MEQC)

• MD THINK: Maryland’s Total Human-services Integrated Network

Maryland Total Human-services Integrated NetworK (MD THINK) is a technological endeavor in the State

of Maryland (MD) initiated with federal approval in FFY 2017 to modernize and integrate multiple MD

State health and human services targeted towards the most vulnerable citizens of MD. The project is hosted

by the Maryland Department of Human Services (DHS), founded on the notion of a shared technological

platform for various web-based and mobile technology systems that enable access to Maryland’s health and

human service programs. The platform is hosted on a cloud service provided by Amazon Web Services

(AWS) and contains a Shared Data Repository (SDR) for the centralized storage and retrieval of consumer

data.

eSystems was awarded a 3-year contract in April 2018 to work on the design and development of the

Maryland Total Human-services Integrated Network (MD THINK) modernization activities and platform.

eSystems currently has a team of 22 resources supporting Maryland on the MDTHINK Project in various

roles and capacities.



•

• SC MMEE: South Carolina Medicaid Member Eligibility & Enrollment System

The goals of the SC MMEE systems are to improve the citizen experience, redesign business processes,

and deliver enhanced services. It is a multiyear program to replace the legacy healthcare management

system serving the citizens of South Carolina. The South Carolina Department of Health and Human

Services (SC DHHS) intends to accomplish these goals by investing in newer technology and re-

engineering its eligibility processes through replacing the State’s Medicaid Eligibility Determination

System (MEDS) and implementing a modern approach to member management in South Carolina.

eSystems is implementing the eligibility determination, program enrollment, and comprehensive

verification and reporting of Health Care Reform (HCR) and the non-Modified Adjusted Gross Income

(non-MAGI) Medicaid for SC DHHS as part of the IBM team, who are the prime contractor. eSystems is

responsible for and is leading the Design, Development, and Implementation (DDI) effort. Our scope of

work includes external Systems Integration and Data Conversion. This system will be used by 1.2 million

South Carolinians who depend on Medicaid for health insurance. The project was awarded in February

2018 and is currently under User Acceptance Testing (UAT).

2.1.2.2 Experience with System Development Lifecycle Methodologies [Attachment B]

RFP Reference

b. Demonstrate proven experience with system development lifecycle methodologies and with the development environment that Proposer is proposing for this Project.

eSystems is proposing a hybrid Agile System Development Life Cycle (SDLC) methodology for this

Arkansas CCWIS project for rapid implementation. Our proposed platform for implementing the AR

CCWIS solution covers the majority of the States’ functional requirements out-of-the-box (OOTB),

significantly reducing implementation cost and time. Our SDLC integrates industry best practices into a

single, unifying mission capability. Our methodology integrates industry standards, innovation, experience,

and tool expertise to deliver consistent, efficient, high-quality services. It has been used in many projects,

ranging from software development for a single system to enterprise-wide transformations.

Further details on our proposed SDLC are described in Section 2.5.1 SDLC Methodology [Attachment

B, RFP 2.4]. We have used our proposed hybrid Agile SDLC very successfully on a number of project

engagements including on the AR EEF and MDTHINK projects. These projects and our proven experience

have been described in Section - 2.1.2.1 Large Human Services DDI Projects [Attachment B].

2.2 ADHERENCE TO FEDERAL REQUIREMENTS [ATTACHMENT B, RFP 2.13 & 2.14]

RFP Reference

1. Please confirm your acceptance of ACF’s software licensing requirements listed in RFP Section 2.13. 2. Please confirm your ability to adhere to all applicable federal requirements listed in RFP Section 2.14.

We hereby confirm our acceptance of ACF’s software licensing requirements listed in RFP Section 2.13.

We also confirm our ability to adhere to all applicable federal requirements listed in RFP Section 2.14.

2.3 MINIMUM QUALIFICATIONS [ATTACHMENT B, RFP 2.2.5] RFP Reference



Please explain how you meet all of the Minimum Qualifications set forth in RFP Section 2.2.5. Specifically address each, by number:

eSystems fully meets all of the minimum qualifications set forth in this section of the RFP. We appreciate

the opportunity to demonstrate to Arkansas DHS that eSystems is a vendor who can deliver this important

project on-time and on-budget with reduced risk. The table below summarizes our qualifications:

Minimum Qualification eSystems

Meets?

Financial Stability YES

Experience in Health and Human Services YES

Experience in System Transition YES

Proposed System in Use in Health and Human Services YES

Experience Producing Federal Reports YES

Experience with Mobility YES

Experience with Privacy YES

Figure 129: eSystems Meets all of the Minimum RFP Qualifications

2.3.1 Financial Stability [Attachment B, RFP 2.2.5.1]

RFP Reference

The Contractor shall be financially stable. As proof of meeting this requirement, the Respondent shall provide documentation, including a Dunn and Bradstreet report, Auditor’s Report, and/or financial statements.

Figure 130: Our Strong Financial Position Validated by Dun & Bradstreet

As further evidence of our financial stability, we have included aeSystems Letter of Bondability with

the other forms at the front of this document as evidence we will be able to meet the performance bond

requirement.



2.3.2 Experience in Health and Human Services [Attachment B, RFP 2.2.5.2]

RFP Reference

The Contractor (or Subcontractor) shall have experience implementing a health and human services or analogous commercial system with five hundred (500) or more users. This experience could be a child welfare system, a system serving a health and human services client, or a system serving an analogous commercial client. This client could be a State, county, tribe, agency which claims Title IV-E funds, or analogous commercial client.

eSystems fully meets this requirement. Over the past twelve years we have assisted our customers in more

than twenty large system implementations for health and human Services agencies in the U.S. and Canada.

Most of the large projects we have led or been part of involved human services case management functions,

including child welfare and were statewide implementations with

more than 500 users. We have been involved in all phases from

requirements through production release to maintenance and

operations. Figure 128: eSystems HHS Project Experience was

presented earlier in Section 2.1.2 Exerience on Similar Projects

[Attachment B].

More recently, we have had a large eSystems team engaged by the

Maryland Department of Human Services on their enterprise

modernization project, MDTHINK. Of these projects, eSystems participated in the child welfare system

implementations in Louisiana, Maryland, and North Carolina.

2.3.3 Experience in System Transition [Attachment B, RFP 2.2.5.3]

RFP Reference

The Contractor (or Subcontractor) shall have experience implementing a system which replaces a legacy system. This experience shall include the conversion of data from the legacy system to the system implemented by the Contractor (or Subcontractor).

eSystems fully meets this requirement as we implemented the Arkansas DHS’ EEF system to replace the

legacy ANSWER system for Medicaid eligibility. We were involved in all aspects of the system transition

including data conversion, user training, and deployment.

More recently at Arkansas DHS, eSystems has been involved in the conversion of data from the Cúram

legacy system to the NextGen system for reporting. From our many large-scale projects for Health and

Human Services agencies, we understand all aspects of transitioning a large agency to a new system which

replaces a legacy system. Our experience includes transition communications, conversion planning,

Organizational Change Management, training, UAT, readiness assessment, deployment and sunsetting of

the old system. We are also experiecned in various transition approaches including running pilot

deployments for a few counties before deploying state-wide.

eSystems has developed “best practices” for system transition based on experience gained on prior projects

and key take-aways are to plan well, communicate well, and assess and monitor well to ensure a smooth

transition and fully prepared and satisfied clients.

2.3.4 Proposed System in Use in Health and Human Services [Attachment B, RFP 2.2.5.4]

RFP Reference

The system proposed by the Contractor (or a component thereof) must be in use in a health and human services or an analogous commercial setting. To be clear, this is not a requirement that the entire proposed system be in use in a health and human services or analogous commercial setting, nor is it an expectation that the proposed system (or its components) already be certified as a CCWIS.

eSystems has learned “best practices” for system transition from our many projects and key

take-aways are to plan well, communicate well, and assess

and monitor well



Additionally, the solution platform we are proposing has been selected by several agencies as the prefered

platform for Child Welfare Program modernization and transformation. Currently in production in

Maryland, by the end of 2020, our CCWIS solution will be serving approximately 13 million consitiuents

across the states of Maryland and Indiana.

2.3.5 Experience Producing Federal Reports [Attachment B, RFP 2.2.5.5]

RFP Reference

The Contractor (or Subcontractor) shall have experience implementing or maintaining a system which produces reports whose specifications are set by the Federal government.

eSystems fully meets this requirement as all of the large projects we have been engaged in produce a myriad

of State and Federal reports. For Arkansas DHS’ EEF project, eSystems implemented the current system

in 2013 and has been maintaining the system and supporting the on-time production of required Federal

reporting for the past several years including KPI reports sent to CMS. We are very experienced at

designing and implementing mandatory Federal reports and at delivering, on a quick turn-around, special

or required Ad Hoc reports for all levels of agency operations.

As for specific CCWIS reporting, we are very well aware of Federal data requirements for title IV-E

agencies to be maintained and available for Federal reporting in a CCWIS per 45 CFR 1355.52(b). From

our work on Child Welfare projects, we are very familiar with all required CCWIS reports including

AFCARS, NCANDS, and NYTD.



2.3.6 Experience with Mobility [Atta