Common use of Plan Phase Clause in Contracts

Plan Phase. The Provider shall provide input and updates to the PMP as part of the methodology and approach to the Project. The plans shall follow industry standard “best practices” for project management detailing, at a minimum, the methodology and approach to the Project. Within thirty (30) calendar days of contract execution, the Provider shall conduct a Project kickoff meeting, during the Plan Phase, in coordination with the Department. All of the Provider’s Key Personnel shall attend. The Provider shall present an overview of the Project approach consisting of the project schedule, plans for submitting deliverables, plans for facilitating the Department’s review and approval of deliverables, plans for requirements elaboration activities and other areas of coordination between the Provider and the Department. The Department’s Project team and the Provider’s management team will work together during Project planning to finalize the Project Schedule and to develop and refine the PMP based on the Project approach. In the first month of the Project, the Provider shall become familiar with existing documentation from previous phases. All subcomponent plans, identified in Section 8.1 of this SOW, will be delivered during the Plan Phase and incorporated into the current PMP and baselined accordingly. Subcomponent plans will be clarified, revised, expanded, and maintained throughout the Project and submitted to the Department for review during phase gate reviews and other contractually specified review points. Project Management Plan subcomponents to be co-developed by the Department and the Provider shall include the following: Project Management Plan Project Scope Management Plan Risk Management Plan and Procedures Risk Register Issue/Action Item Management Plan Project Schedule Management Plan and Procedures Work Breakdown Structure (WBS) Master Project Schedule Deliverable Review and Acceptance Plan Deliverable Expectation Documents Quality Management Plan and Procedures Configuration Management Plan and Procedures Communication Plan Communication Matrix Conflict Resolution Plan Requirements Management Plan and Procedures Document Management Plan and Procedures Change Management Plan and Procedures (change control) Knowledge Transfer Plan Procurement Management Plan Information Security Plan Project Disaster Preparedness Plan The following sections define the responsibilities of the Provider and the Department. Provider Plan Phase Responsibilities Facilitate the Project kickoff meeting. Designate staff members to serve as part of the planning process. Validate the legacy ACCESS Florida System architecture. Work with Department staff to establish the agreed necessary technical environments. Provide input and updates to the planning deliverables, with the exception of the Knowledge Transfer Plan which must be developed and maintained entirely by the Provider as stated in Section 8.4.1 of this SOW Revise deliverables as a result of the review and approval process. The following deliverables will be completed by the kickoff meeting: Updated Project Charter Work Breakdown Structure (WBS) Project Schedule Deliverable Expectation Documents and Deliverable Checklists Procurement Management Plan Project Change Control Management Plan Scope Management Plan Disaster Preparedness Plan The following plans will be completed by the Plan Phase gate: Communication Management Plan Document Management Plan Schedule Management Plan Quality Management Plan Issue Management Plan Organization Breakdown Structure (OBS) Risk Management Plan Human Resource Management and Staffing Plan Configuration Management Plan Knowledge Transfer Plan Information Security Plan Conflict Resolution Plan Department Plan Phase Responsibilities Participate in Project planning activities and identify responsibilities of Department staff. Participate in plan development by providing technical information and guidance. Review and approve all planning deliverables. Supply hardware, software, and infrastructure for which Department is responsible. Define Phase Final user interface and specific functional requirements for the new system components will be derived from the practical application of applicable state and federal statutes, rules, regulations, and grant requirements. If there are changes during the course of the Project, the Department will work with the Provider to identify the impact of each change and utilize the change management process as part of the PMP as applicable. The Provider shall elaborate and refine the requirements provided in the Requirements Definition Document to generate specific, detailed requirements. The Provider shall generate detailed requirements by Joint Application Development (JAD) sessions or other Department-approved requirement generation methodology proposed by the Provider. The Provider’s methodology shall facilitate and encourage the participation of all stakeholders. The Provider shall generate a software requirements specification to document the requirements and a requirements traceability matrix to record the relationship between requirements and the developed system components. The Provider shall facilitate a process to gather requirements from Department and Partner subject matter advisors in order to achieve the goals of the Project. The Provider will facilitate requirements sessions to build a solution that meets the Department’s needs without increasing the cost or delaying the schedule of the Project. The Provider’s formal methodology will be used to elaborate and clarify requirements as needed and maintain the requirements. The Provider shall also document any new requirements identified throughout the Project. The disposition of new requirements shall be handled through a change control process. The methodology shall clearly indicate the process that will be followed during the requirements sessions. The Provider shall perform the initial preparation necessary to conduct the requirements sessions. The requirements sessions shall have a clearly defined agenda. The Provider shall specifically evaluate the completeness of the requirements to help ensure that all requirements are captured. Traceability shall be maintained for all requirements. The Provider shall verify requirements with the Department, Partners and stakeholders to help ensure requirements are correct, understandable, and testable. The Provider shall provide an industry standard requirements management tool which the Provider will use to manage the requirements. The tool shall be subject to Department approval and shall provide import/integration of standard tools such as Microsoft Excel, which is web enabled and provides export/reporting features. The provided tool should be able to withstand any necessary compliance audits that may be requested. The tool shall include the ability to create a robust requirements traceability matrix. The Provider shall provide the Department with a mutually agreed upon number of licenses for the tool for Department users. The Provider shall maintain a database of all reported problems, document the problems in the issues log, and document the resolution of all reported problems. The Provider shall provide the Department with direct access to the issues log. Confirm that all electronic and information technology procured meets the applicable accessibility standards at 36 Code of Federal Regulations (CFR) 1194. Provider will maintain such compliance, unless an exception to this requirement exists. The Provider warrants all system changes and related documentation submitted maintains the existing level of compliance with the Americans with Disabilities Act (ADA) Section 508, unless both parties mutually agree to alter the level of compliance. All enhancements and related documentation submitted will comply with the Americans with Disabilities Act (ADA) Section 508, unless both parties mutually agree to alter the level of compliance. System changes and deliverables which decrease the level of ADA compliance without prior approval of the Department will be returned to the Provider to be brought into conformance at the Provider’s expense. The following sections define the responsibilities of the Provider and the Department. Provider Define Phase Responsibilities Provide a defined methodology to elaborate and maintain requirements including the process of how requirements sessions will be conducted. Provide schedule of requirement sessions, not to exceed one (1) per day and no more than four (4) business days per week. Confirm that the Provider’s functional and technical specialists are on-site during the requirements sessions to address and answer any questions. Provide an agenda for each requirements session at least five (5) business days in advance to the participants. Conduct and document requirements sessions. Manage time efficiently during the requirements session to work to confirm efficient use of the participant’s time. Provide a draft report for each requirements session, including but not limited to: issues addressed, decisions made, and business rules linked to the requirements. to the Department within three (3) days of conclusion of requirements session. Provide final report of each requirements session, incorporating comments and revisions provided by the Department, within three (3) days of receipt of comments and revisions from the Department. Gain the necessary understanding of Department and Partner processes, requirements, and data. Describe the business processes that will exist as a result of the implementation of the new system components. Identify any gaps between current and future processes. Analyze and refine the database design. Validate needs through prototyping of functionality, navigation, and workflow. Prepare the requirements deliverable. Revise deliverables as a result of the review and approval process. Document issues and decisions in the requirements sessions. Department Define Phase Responsibilities Review and approve requirements elaboration schedule or return to the Provider with instructions regarding revisions within ten (10) business days of receipt. Review and approve all requirements deliverables. Provide the Provider with comments and revisions to draft system component requirements specification within fifteen (15) business days of initial receipt. The review period may be extended by mutual agreement between the two parties. The initial review period of fifteen (15) business days for the software requirements specification deliverable is an exception to the rest of the deliverables in this Project. As such, the Provider may require up to ten (10) business days of revision time depending upon comments from the Department. All other subsequent reviews, if applicable, will not deviate from the review guidelines in Section 11.1.2 of this SOW. Provide subject matter advisors to clarify Department and Partner business processes. Provide policy, regulation, forms, and procedural reference material and interpretations as needed. Provide leadership in coordinating efforts with Department and Partners for requirements elaboration. Provide interpretation of legislative statutes and existing policies and procedures. Design Phase - Functional Design The Provider shall generate a conceptual system design and provide design documentation for the new system components. This documentation shall include, but not be limited to, data and process models and shall include both a graphic and narrative component for each form, report, interface, conversion, and enhancement. All business rules and workflows shall be documented in detail. At the completion of the development of the new system components, the Provider shall validate that the functional system design is updated to represent the “as built” new system components and any necessary integration points with the existing ACCESS Florida System. The following sections define the responsibilities of the Provider and the Department. Provider Functional Design Responsibilities Prepare the functional system design deliverables. Validate needs through prototyping of forms/screens, menu navigation, and business functions. Conduct a walk-through of the functional system design. Revise deliverables and functional system design as a result of the review and approval process. Department Functional Design Responsibilities Review and approve the functional system design. Provide policies, regulations, laws, forms, and procedural reference material and interpretations of such material as needed.

Plan Phase. The Provider shall provide input and updates to the PMP as part of the methodology and approach to the Project. The plans shall follow industry standard “best practices” for project management detailing, at a minimum, the methodology and approach to the Project. Within thirty (30) calendar days of contract execution, the Provider shall conduct a Project kickoff meeting, during the Plan Phase, in coordination with the Department. All of the Provider’s Key Personnel shall attend. The Provider shall present an overview of the Project approach consisting of the project schedule, plans for submitting deliverables, plans for facilitating the Department’s review and approval of deliverables, plans for requirements elaboration activities and other areas of coordination between the Provider and the Department. The Department’s Project team and the Provider’s management team will work together during Project planning to finalize the Project Schedule and to develop and refine the PMP based on the Project approach. In the first month of the Project, the Provider shall become familiar with existing documentation from previous phases. All subcomponent plans, identified in Section 8.1 of this SOW, will be delivered during the Plan Phase and incorporated into the current PMP and baselined accordingly. Subcomponent plans will be clarified, revised, expanded, and maintained throughout the Project and submitted to the Department for review during phase gate reviews and other contractually specified review points. Project Management Plan subcomponents to be co-developed by the Department and the Provider shall include the following: Project Management Plan Project Scope Management Plan Risk Management Plan and Procedures Risk Register Issue/Action Item Management Plan Project Schedule Management Plan and Procedures Work Breakdown Structure (WBS) Master Project Schedule Deliverable Review and Acceptance Plan Deliverable Expectation Documents Quality Management Plan and Procedures Configuration Management Plan and Procedures Communication Plan Communication Matrix Conflict Resolution Plan Requirements Management Plan and Procedures Document Management Plan and Procedures Change Management Plan and Procedures (change control) Knowledge Transfer Plan Procurement Management Plan Information Security Plan Project Disaster Preparedness Plan The following sections define the responsibilities of the Provider and the Department. Provider Plan Phase Responsibilities Facilitate the Project kickoff meeting. Designate staff members to serve as part of the planning process. Validate the legacy ACCESS Florida System architecture. Work with Department staff to establish the agreed necessary technical environments. Provide input and updates to the planning deliverables, with the exception of the Knowledge Transfer Plan which must be developed and maintained entirely by the Provider as stated in Section 8.4.1 of this SOW Revise deliverables as a result of the review and approval process. The following deliverables will be completed by the kickoff meeting: Updated Project Charter Work Breakdown Structure (WBS) Project Schedule Deliverable Expectation Documents and Deliverable Checklists Procurement Management Plan Project Change Control Management Plan Scope Management Plan Disaster Preparedness Plan The following plans will be completed by the Plan Phase gate: Communication Management Plan Document Management Plan Schedule Management Plan Quality Management Plan Issue Management Plan Organization Breakdown Structure (OBS) Risk Management Plan Human Resource Management and Staffing Plan Configuration Management Plan Knowledge Transfer Plan Information Security Plan Conflict Resolution Plan Department Plan Phase Responsibilities Participate in Project planning activities and identify responsibilities of Department staff. Participate in plan development by providing technical information and guidance. Review and approve all planning deliverables. Supply hardware, software, and infrastructure for which Department is responsible. Define Phase Final user interface and specific functional requirements for the new system components will be derived from the practical application of applicable state and federal statutes, rules, regulations, and grant requirements. If there are changes during the course of the Project, the Department will work with the Provider to identify the impact of each change and utilize the change management process as part of the PMP as applicable. The Provider shall elaborate and refine the requirements provided in the Requirements Definition Document to generate specific, detailed requirements. The Provider shall generate detailed requirements by Joint Application Development (JAD) sessions or other Department-approved requirement generation methodology proposed by the Provider. The Provider’s methodology shall facilitate and encourage the participation of all stakeholders. The Provider shall generate a software requirements specification to document the requirements and a requirements traceability matrix to record the relationship between requirements and the developed system components. The Provider shall facilitate a process to gather requirements from Department and Partner subject matter advisors in order to achieve the goals of the Project. The Provider will facilitate requirements sessions to build a solution that meets the Department’s needs without increasing the cost or delaying the schedule of the Project. The Provider’s formal methodology will be used to elaborate and clarify requirements as needed and maintain the requirements. The Provider shall also document any new requirements identified throughout the Project. The disposition of new requirements shall be handled through a change control process. The methodology shall clearly indicate the process that will be followed during the requirements sessions. The Provider shall perform the initial preparation necessary to conduct the requirements sessions. The requirements sessions shall have a clearly defined agenda. The Provider shall specifically evaluate the completeness of the requirements to help ensure that all requirements are captured. Traceability shall be maintained for all requirements. The Provider shall verify requirements with the Department, Partners and stakeholders to help ensure requirements are correct, understandable, and testable. The Provider shall provide an industry standard requirements management tool which the Provider will use to manage the requirements. The tool shall be subject to Department approval and shall provide import/integration of standard tools such as Microsoft Excel, which is web enabled and provides export/reporting features. The provided tool should be able to withstand any necessary compliance audits that may be requested. The tool shall include the ability to create a robust requirements traceability matrix. The Provider shall provide the Department with a mutually agreed upon number of licenses for the tool for Department users. The Provider shall maintain a database of all reported problems, document the problems in the issues log, and document the resolution of all reported problems. The Provider shall provide the Department with direct access to the issues log. Confirm that all electronic ADA and information technology procured meets the applicable accessibility standards at 36 Code of Federal Regulations (CFR) 1194. Provider Section 508 will maintain such compliance, unless an exception to this requirement exists. The Provider warrants all system changes and related documentation submitted maintains the existing level of be met through compliance with the Americans with Disabilities standards and guidelines identified in the Workforce Investment Act (ADA) of 1998, § 1194.22 Web-Based Intranet and Internet Information and Applications. Requirements for ADA and Section 508, unless both parties mutually agree to alter 508 will only be applicable for screens and fields added or changed within the level systems as a part of the project effort and no additional legacy or third-party application screens will be tested or modified for ADA and Section 508 compliance. All enhancements and related documentation submitted will comply with Any deviations needed to support identified requirements within the Americans with Disabilities Act (ADA) Section 508, unless both parties mutually agree to alter the level of compliance. System changes and deliverables which decrease the level of ADA compliance without prior approval of the Department system will be returned to documented in the Provider to be brought into conformance at Functional Design Specifications deliverable or the Provider’s expenseTechnical Design Specifications deliverable. The following sections define the responsibilities of the Provider and the Department. Provider Define Phase Responsibilities Provide a defined methodology to elaborate and maintain requirements including the process of how requirements sessions will be conducted. Provide schedule of requirement sessions, not to exceed one (1) per day and no more than four (4) business days per week. Confirm that the Provider’s functional and technical specialists are on-site during the requirements sessions to address and answer any questions. Provide an agenda for each requirements session at least five (5) business days in advance to the participants. Conduct and document requirements sessions. Manage time efficiently during the requirements session to work to confirm efficient use of the participant’s time. Provide a draft report for each requirements session, including but not limited to: issues addressed, decisions made, and business rules linked to the requirements. to the Department within three (3) days of conclusion of requirements session. Provide final report of each requirements session, incorporating comments and revisions provided by the Department, within three (3) days of receipt of comments and revisions from the Department. Gain the necessary understanding of Department and Partner processes, requirements, and data. Describe the business processes that will exist as a result of the implementation of the new system components. Identify any gaps between current and future processes. Analyze and refine the database design. Validate needs through prototyping of functionality, navigation, and workflow. Prepare the requirements deliverable. Revise deliverables as a result of the review and approval process. Document issues and decisions in the requirements sessions. Department Define Phase Responsibilities Review and approve requirements elaboration schedule or return to the Provider with instructions regarding revisions within ten (10) business days of receipt. Review and approve all requirements deliverables. Provide the Provider with comments and revisions to draft system component requirements specification within fifteen (15) business days of initial receipt. The review period may be extended by mutual agreement between the two parties. The initial review period of fifteen (15) business days for the software requirements specification deliverable is an exception to the rest of the deliverables in this Project. As such, the Provider may require up to ten (10) business days of revision time depending upon comments from the Department. All other subsequent reviews, if applicable, will not deviate from the review guidelines in Section 11.1.2 of this SOW. Provide subject matter advisors to clarify Department and Partner business processes. Provide policy, regulation, forms, and procedural reference material and interpretations as needed. Provide leadership in coordinating efforts with Department and Partners for requirements elaboration. Provide interpretation of legislative statutes and existing policies and procedures. Design Phase - Functional Design The Provider shall generate a conceptual system design and provide design documentation for the new system components. This documentation shall include, but not be limited to, data and process models and shall include both a graphic and narrative component for each form, report, interface, conversion, and enhancement. All business rules and workflows shall be documented in detail. At the completion of the development of the new system components, the Provider shall validate that the functional system design is updated to represent the “as built” new system components and any necessary integration points with the existing ACCESS Florida System. The following sections define the responsibilities of the Provider and the Department. Provider Functional Design Responsibilities Prepare the functional system design deliverables. Validate needs through prototyping of forms/screens, menu navigation, and business functions. Conduct a walk-through of the functional system design. Revise deliverables and functional system design as a result of the review and approval process. Department Functional Design Responsibilities Review and approve the functional system design. Provide policies, regulations, laws, forms, and procedural reference material and interpretations of such material as needed.

Plan Phase. The Provider shall provide input and updates to the PMP as part of the methodology and approach to the Project. The plans shall follow industry standard “best practices” for project management detailing, at a minimum, the methodology and approach to the Project. Within thirty (30) calendar days of contract execution, the Provider shall conduct a Project kickoff meeting, during the Plan Phase, in coordination with the Department. All of the Provider’s Key Personnel shall attend. The Provider shall present an overview of the Project approach consisting of the project schedule, plans for submitting deliverables, plans for facilitating the Department’s review and approval of deliverables, plans for requirements elaboration activities and other areas of coordination between the Provider and the Department. The Department’s Project team and the Provider’s management team will work together during Project planning to finalize the Project Schedule and to develop and refine the PMP based on the Project approach. The Provider is responsible for preparing the work site for occupation by the Project team and the installation of all work site hardware and software. In the first month of the Project, the Provider shall become familiar with existing documentation from previous phases. All subcomponent plans, identified in Section 8.1 of this SOW, will be delivered during the Plan Phase and incorporated into the current PMP and baselined accordingly. Subcomponent plans will be clarified, revised, expanded, and maintained throughout the Project and submitted to the Department for review during phase gate reviews and other contractually specified review points. Project Management Plan subcomponents to be co-developed by the Department and the Provider shall include the following: Project Management Plan Project Scope Management Plan Risk Management Plan and Procedures Risk Register Issue/Action Item Management Plan Project Schedule Management Plan and Procedures Work Breakdown Structure (WBS) Master Project Schedule Deliverable Review and Acceptance Plan Deliverable Expectation Documents Quality Management Plan and Procedures Configuration Management Plan and Procedures Communication Plan Communication Matrix Conflict Resolution Plan Requirements Management Plan and Procedures Document Management Plan and Procedures Change Management Plan and Procedures (change control) Knowledge Transfer Plan Procurement Management Plan Information Security Plan Project Disaster Preparedness Plan The following sections define the responsibilities of the Provider and the Department. Provider Plan Phase Responsibilities Facilitate the Project kickoff meeting. Designate staff members to serve as part of the planning process. Validate the legacy ACCESS Florida System architecture. Work with Department staff to establish the agreed necessary technical environments. Provide input and updates to the planning deliverables, with the exception of the Knowledge Transfer Plan which must be developed and maintained entirely by the Provider as stated in Section 8.4.1 of this SOW Revise deliverables as a result of the review and approval process. The following deliverables will be completed by the kickoff meeting: Updated Project Charter Work Breakdown Structure (WBS) Project Schedule Deliverable Expectation Documents and Deliverable Checklists Procurement Management Plan Project Change Control Management Plan Scope Management Plan Disaster Preparedness Plan The following plans will be completed by the Plan Phase gate: Communication Management Plan Document Management Plan Schedule Management Plan Quality Management Plan Issue Management Plan Organization Breakdown Structure (OBS) Risk Management Plan Human Resource Management and Staffing Plan Configuration Management Plan Knowledge Transfer Plan Information Security Plan Conflict Resolution Plan Department Plan Phase Responsibilities Participate in Project planning activities and identify responsibilities of Department staff. Participate in plan development by providing technical information and guidance. Review and approve all planning deliverables. Supply hardware, software, and infrastructure for which Department is responsible. Define Phase Final user interface and specific functional requirements for the new system components will be derived from the practical application of applicable state and federal statutes, rules, regulations, and grant requirements. If there are changes during the course of the Project, the Department will work with the Provider to identify the impact of each change and utilize the change management process as part of the PMP as applicable. The Provider shall elaborate and refine the requirements provided in the Requirements Definition Document to generate specific, detailed requirements. The Provider shall generate detailed requirements by Joint Application Development (JAD) sessions or other Department-approved requirement generation methodology proposed by the Provider. The Provider’s methodology shall facilitate and encourage the participation of all stakeholders. The Provider shall generate a software requirements specification to document the requirements and a requirements traceability matrix to record the relationship between requirements and the developed system components. The Provider shall facilitate a process to gather requirements from Department and Partner subject matter advisors in order to achieve the goals of the Project. The Provider will facilitate requirements sessions to build a solution that meets the Department’s needs without increasing the cost or delaying the schedule of the Project. The Provider’s formal methodology will be used to elaborate and clarify requirements as needed and maintain the requirements. The Provider shall also document any new requirements identified throughout the Project. The disposition of new requirements shall be handled through a change control process. The methodology shall clearly indicate the process that will be followed during the requirements sessions. The Provider shall perform the initial preparation necessary to conduct the requirements sessions. The requirements sessions shall have a clearly defined agenda. The Provider shall specifically evaluate the completeness of the requirements to help ensure that all requirements are captured. Traceability shall be maintained for all requirements. The Provider shall verify requirements with the Department, Partners and stakeholders to help ensure requirements are correct, understandable, and testable. The Provider shall provide an industry standard requirements management tool which the Provider will use to manage the requirements. The tool shall be subject to Department approval and shall provide import/integration of standard tools such as Microsoft Excel, which is web enabled and provides export/reporting features. The provided tool should be able to withstand any necessary compliance audits that may be requested. The tool shall include the ability to create a robust requirements traceability matrix. The Provider shall provide the Department with a mutually agreed upon number of licenses for the tool for Department users. The Provider shall maintain a database of all reported problems, document the problems in the issues log, and document the resolution of all reported problems. The Provider shall provide the Department with direct access to the issues log. Confirm that all electronic and information technology procured meets the applicable accessibility standards at 36 Code of Federal Regulations (CFR) 1194. Provider will maintain such compliance, unless an exception to this requirement exists. The Provider warrants all system changes and related documentation submitted maintains the existing level of compliance with the Americans with Disabilities Act (ADA) Section 508, unless both parties mutually agree to alter the level of compliance. All enhancements and related documentation submitted will comply with the Americans with Disabilities Act (ADA) Section 508, unless both parties mutually agree to alter the level of compliance. System changes and deliverables which decrease the level of ADA compliance without prior approval of the Department will be returned to the Provider to be brought into conformance at the Provider’s expense. The following sections define the responsibilities of the Provider and the Department. Provider Define Phase Responsibilities Provide a defined methodology to elaborate and maintain requirements including the process of how requirements sessions will be conducted. Provide schedule of requirement sessions, not to exceed one (1) per day and no more than four (4) business days per week. Confirm that the Provider’s functional and technical specialists are on-site during the requirements sessions to address and answer any questions. Provide an agenda for each requirements session at least five (5) business days in advance to the participants. Conduct and document requirements sessions. Manage time efficiently during the requirements session to work to confirm efficient use of the participant’s time. Provide a draft report for each requirements session, including but not limited to: issues addressed, decisions made, and business rules linked to the requirements. to the Department within three (3) days of conclusion of requirements session. Provide final report of each requirements session, incorporating comments and revisions provided by the Department, within three (3) days of receipt of comments and revisions from the Department. Gain the necessary understanding of Department and Partner processes, requirements, and data. Describe the business processes that will exist as a result of the implementation of the new system components. Identify any gaps between current and future processes. Analyze and refine the database design. Validate needs through prototyping of functionality, navigation, and workflow. Prepare the requirements deliverable. Revise deliverables as a result of the review and approval process. Document issues and decisions in the requirements sessions. Department Define Phase Responsibilities Review and approve requirements elaboration schedule or return to the Provider with instructions regarding revisions within ten (10) business days of receipt. Review and approve all requirements deliverables. Provide the Provider with comments and revisions to draft system component requirements specification within fifteen (15) business days of initial receipt. The Department reserves the right to extend the review period may be extended by mutual agreement between the two partiesperiod. The initial review period of fifteen (15) business days for the software requirements specification deliverable is an exception to the rest of the deliverables in this Project. As such, the Provider may require up to ten (10) business days of revision time depending upon comments from the Department. All other subsequent reviews, if applicable, will not deviate from the review guidelines in Section 11.1.2 of this SOW. Provide subject matter advisors to clarify Department and Partner business processes. Provide policy, regulation, forms, and procedural reference material and interpretations as needed. Provide leadership in coordinating efforts with Department and Partners for requirements elaboration. Provide interpretation of legislative statutes and existing policies and procedures. Design Phase - Functional Design The Provider shall generate a conceptual system design and provide design documentation for the new system components. This documentation shall include, but not be limited to, data and process models and shall include both a graphic and narrative component for each form, report, interface, conversion, and enhancement. All business rules and workflows shall be documented in detail. At the completion of the development of the new system components, the Provider shall validate that the functional system design is updated to represent the “as built” new system components and any necessary integration points with the existing ACCESS Florida System. The following sections define the responsibilities of the Provider and the Department. Provider Functional Design Responsibilities Prepare the functional system design deliverables. Validate needs through prototyping of forms/screens, menu navigation, and business functions. Conduct a walk-through of the functional system design. Revise deliverables and functional system design as a result of the review and approval process. Department Functional Design Responsibilities Review and approve the functional system design. Provide policies, regulations, laws, forms, and procedural reference material and interpretations of such material as needed.

Plan Phase. The Provider shall provide input and updates to the PMP as part of the methodology and approach to the Project. The plans shall follow industry standard “best practices” for project management detailing, at a minimum, the methodology and approach to the Project. Within thirty (30) calendar days of contract execution, the Provider shall conduct a Project kickoff meeting, during the Plan Phase, in coordination with the Department. All of the Provider’s Key Personnel shall attend. The Provider shall present an overview of the Project approach consisting of the project schedule, plans for submitting deliverables, plans for facilitating the Department’s review and approval of deliverables, plans for requirements elaboration activities and other areas of coordination between the Provider and the Department. The Department’s Project team and the Provider’s management team will work together during Project planning to finalize the Project Schedule and to develop and refine the PMP based on the Project approach. The Provider is responsible for preparing the work site for occupation by the Project team and the installation of all work site hardware and software. In the first month of the Project, the Provider shall become familiar with existing documentation from previous phases. All subcomponent plans, identified in Section 8.1 of this SOW, will be delivered during the Plan Phase and incorporated into the current PMP and baselined accordingly. Subcomponent plans will be clarified, revised, expanded, and maintained throughout the Project and submitted to the Department for review during phase gate reviews and other contractually specified review points. Project Management Plan subcomponents to be co-developed by the Department and the Provider shall include the following: Project Management Plan Project Scope Management Plan Risk Management Plan and Procedures Risk Register Issue/Action Item Management Plan Project Schedule Management Plan and Procedures Work Breakdown Structure (WBS) Master Project Schedule Deliverable Review and Acceptance Plan Deliverable Expectation Documents Quality Management Plan and Procedures Configuration Management Plan and Procedures Communication Plan Communication Matrix Conflict Resolution Plan Requirements Management Plan and Procedures Document Management Plan and Procedures Change Management Plan and Procedures (change control) Knowledge Transfer Plan Procurement Management Plan Information Security Plan Project Disaster Preparedness Plan The following sections define the responsibilities of the Provider and the Department. Provider Plan Phase Responsibilities Facilitate the Project kickoff meeting. Designate staff members to serve as part of the planning process. Validate the legacy ACCESS Florida System architecture. Work with Department staff to establish the agreed necessary technical environments. Provide input and updates to the planning deliverables, with the exception of the Knowledge Transfer Plan which must be developed and maintained entirely by the Provider as stated in Section 8.4.1 of this SOW Revise deliverables as a result of the review and approval process. The following deliverables will be completed by the kickoff meeting: Updated Project Charter Work Breakdown Structure (WBS) Project Schedule Deliverable Expectation Documents and Deliverable Checklists for deliverables to be provided during the Plan, Define and Design Phases; for deliverables to be submitted during subsequent project Phases, Deliverable Expectation Documents and Deliverable Checklists will be provided at least 30 days prior to the respective start dates for those Phases. Procurement Management Plan Project Change Control Management Plan Scope Management Plan Disaster Preparedness Plan The following plans will be completed by the Plan Phase gate: Communication Management Plan Document Management Plan Schedule Management Plan Quality Management Plan Issue Management Plan Organization Breakdown Structure (OBS) Risk Management Plan Human Resource Management and Staffing Plan Configuration Management Plan Knowledge Transfer Plan Information Security Plan Conflict Resolution Plan Department Plan Phase Responsibilities Participate in Project planning activities and identify responsibilities of Department staff. Participate in plan development by providing technical information and guidance. Review and approve all planning deliverables. Supply hardware, software, and infrastructure for which Department is responsible. Define Phase Final user interface and specific functional requirements for the new system components will be derived from the practical application of applicable state and federal statutes, rules, regulations, and grant requirements. If there are changes during the course of the Project, the Department will work with the Provider to identify the impact of each change and utilize the change management process as part of the PMP as applicable. The Provider shall elaborate and refine the requirements provided in the Requirements Definition Document to generate specific, detailed requirements. The Provider shall generate detailed requirements by Joint Application Development (JAD) sessions or other Department-approved requirement generation methodology proposed by the Provider. The Provider’s methodology shall facilitate and encourage the participation of all stakeholders. The Provider shall generate a software requirements specification to document the requirements and a requirements traceability matrix to record the relationship between requirements and the developed system components. The Provider shall facilitate a process to gather requirements from Department and Partner subject matter advisors in order to achieve the goals of the Project. The Provider will facilitate requirements sessions to build a solution that meets the Department’s needs without increasing the cost or delaying the schedule of the Project. The Provider’s formal methodology will be used to elaborate and clarify requirements as needed and maintain the requirements. The Provider shall also document any new requirements identified throughout the Project. The disposition of new requirements shall be handled through a change control process. The methodology shall clearly indicate the process that will be followed during the requirements sessions. The Provider shall perform the initial preparation necessary to conduct the requirements sessions. The requirements sessions shall have a clearly defined agenda. The Provider shall specifically evaluate the completeness of the requirements to help ensure that all requirements are captured. Traceability shall be maintained for all requirements. The Provider shall verify requirements with the Department, Partners and stakeholders to help ensure requirements are correct, understandable, and testable. The Provider shall provide an industry standard requirements management tool which the Provider will use to manage the requirements. The tool shall be subject to Department approval and shall provide import/integration of standard tools such as Microsoft Excel, which is web enabled and provides export/reporting features. The provided tool should be able to withstand any necessary compliance audits that may be requested. The tool shall include the ability to create a robust requirements traceability matrix. The Provider shall provide the Department with a mutually agreed upon number of licenses for the tool for Department users. The Provider shall maintain a database of all reported problems, document the problems in the issues log, and document the resolution of all reported problems. The Provider shall provide the Department with direct access to the issues log. Confirm that all electronic ADA and information technology procured meets the applicable accessibility standards at 36 Code of Federal Regulations (CFR) 1194. Provider Section 508 will maintain such compliance, unless an exception to this requirement exists. The Provider warrants all system changes and related documentation submitted maintains the existing level of be met through compliance with the Americans with Disabilities standards and guidelines identified in the Workforce Investment Act (ADA) of 1998, § 1194.22 Web-Based Intranet and Internet Information and Applications. Requirements for ADA and Section 508, unless both parties mutually agree to alter 508 will only be applicable for screens and fields added or changed within the level systems as a part of the project effort and no additional legacy or third-party application screens will be tested or modified for ADA and Section 508 compliance. All enhancements and related documentation submitted will comply with Any deviations needed to support identified requirements within the Americans with Disabilities Act (ADA) Section 508, unless both parties mutually agree to alter the level of compliance. System changes and deliverables which decrease the level of ADA compliance without prior approval of the Department system will be returned to documented in the Provider to be brought into conformance at Functional Design Specifications deliverable or the Provider’s expenseTechnical Design Specifications deliverable. The following sections define the responsibilities of the Provider and the Department. Provider Define Phase Responsibilities Provide a defined methodology to elaborate and maintain requirements including the process of how requirements sessions will be conducted. Provide schedule of requirement sessions, not to exceed one (1) per day and no more than four (4) business days per week. Confirm that the Provider’s functional and technical specialists are on-site during the requirements sessions to address and answer any questions. Provide an agenda for each requirements session at least five (5) business days in advance to the participants. Conduct and document requirements sessions. Manage time efficiently during the requirements session to work to confirm efficient use of the participant’s time. Provide a draft report for each requirements session, including but not limited to: issues addressed, decisions made, and business rules linked to the requirements. to the Department within three (3) days of conclusion of requirements session. Provide final report of each requirements session, incorporating comments and revisions provided by the Department, within three (3) days of receipt of comments and revisions from the Department. Gain the necessary understanding of Department and Partner processes, requirements, and data. Describe the business processes that will exist as a result of the implementation of the new system components. Identify any gaps between current and future processes. Analyze and refine the database design. Validate needs through prototyping of functionality, navigation, and workflow. Prepare the requirements deliverable. Revise deliverables as a result of the review and approval process. Document issues and decisions in the requirements sessions. Department Define Phase Responsibilities Review and approve requirements elaboration schedule or return to the Provider with instructions regarding revisions within ten (10) business days of receipt. Review and approve all requirements deliverables. Provide the Provider with comments and revisions to draft system component requirements specification within fifteen (15) business days of initial receipt. The Department reserves the right to extend the review period may be extended by mutual agreement between the two parties. The initial review period of fifteen (15) business days for the software requirements specification deliverable is an exception to the rest of the deliverables in this Project. As such, the Provider may require up to ten (10) business days of revision time depending upon comments from the Department. All other subsequent reviews, if applicable, will not deviate from the review guidelines in Section 11.1.2 of this SOW. Provide subject matter advisors to clarify Department and Partner business processes. Provide policy, regulation, forms, and procedural reference material and interpretations as needed. Provide leadership in coordinating efforts with Department and Partners for requirements elaboration. Provide interpretation of legislative statutes and existing policies and procedures. Design Phase - Functional Design The Provider shall generate a conceptual system design and provide design documentation for the new system components. This documentation shall include, but not be limited to, data and process models and shall include both a graphic and narrative component for each form, report, interface, conversion, and enhancement. All business rules and workflows shall be documented in detail. At the completion of the development of the new system components, the Provider shall validate that the functional system design is updated to represent the “as built” new system components and any necessary integration points with the existing ACCESS Florida System. The following sections define the responsibilities of the Provider and the Department. Provider Functional Design Responsibilities Prepare the functional system design deliverables. Validate needs through prototyping of forms/screens, menu navigation, and business functions. Conduct a walk-through of the functional system design. Revise deliverables and functional system design as a result of the review and approval process. Department Functional Design Responsibilities Review and approve the functional system design. Provide policies, regulations, laws, forms, and procedural reference material and interpretations of such material as needed.

Plan Phase. The Provider shall provide input and updates to the PMP as part of the methodology and approach to the Project. The plans shall follow industry standard “best practices” for project management detailing, at a minimum, the methodology and approach to the Project. Within thirty (30) calendar days of contract execution, the Provider shall conduct a Project kickoff meeting, during the Plan Phase, in coordination with the Department. All of the Provider’s Key Personnel shall attend. The Provider shall present an overview of the Project approach consisting of the project schedule, plans for submitting deliverables, plans for facilitating the Department’s review and approval of deliverables, plans for requirements elaboration activities and other areas of coordination between the Provider and the Department. The Department’s Project team and the Provider’s management team will work together during Project planning to finalize the Project Schedule and to develop and refine the PMP based on the Project approach. The Provider is responsible for preparing the work site for occupation by the Project team and the installation of all work site hardware and software. In the first month of the Project, the Provider shall become familiar with existing documentation from previous phases. All subcomponent plans, identified in Section 8.1 of this SOW, will be delivered during the Plan Phase and incorporated into the current PMP and baselined accordingly. Subcomponent plans will be clarified, revised, expanded, and maintained throughout the Project and submitted to the Department for review during phase gate reviews and other contractually specified review points. Project Management Plan subcomponents to be co-developed by the Department and the Provider shall include the following: Project Management Plan Project Scope Management Plan Risk Management Plan and Procedures Risk Register Issue/Action Item Management Plan Project Schedule Management Plan and Procedures Work Breakdown Structure (WBS) Master Project Schedule Deliverable Review and Acceptance Plan Deliverable Expectation Documents Quality Management Plan and Procedures Configuration Management Plan and Procedures Communication Plan Communication Matrix Conflict Resolution Plan Requirements Management Plan and Procedures Document Management Plan and Procedures Change Management Plan and Procedures (change control) Knowledge Transfer Plan Procurement Management Plan Information Security Plan Project Disaster Preparedness Plan The following sections define the responsibilities of the Provider and the Department. Provider Plan Phase Responsibilities Facilitate the Project kickoff meeting. Designate staff members to serve as part of the planning process. Validate the legacy ACCESS Florida System architecture. Work with Department staff to establish the agreed necessary technical environments. Provide input and updates to the planning deliverables, with the exception of the Knowledge Transfer Plan which must be developed and maintained entirely by the Provider as stated in Section 8.4.1 of this SOW Revise deliverables as a result of the review and approval process. The following deliverables will be completed by the kickoff meeting: Updated Project Charter Work Breakdown Structure (WBS) Project Schedule Deliverable Expectation Documents and Deliverable Checklists Procurement Management Plan Project Change Control Management Plan Scope Management Plan Disaster Preparedness Plan The following plans will be completed by the Plan Phase gate: Communication Management Plan Document Management Plan Schedule Management Plan Quality Management Plan Issue Management Plan Organization Breakdown Structure (OBS) Risk Management Plan Human Resource Management and Staffing Plan Configuration Management Plan Knowledge Transfer Plan Information Security Plan Conflict Resolution Plan Department Plan Phase Responsibilities Participate in Project planning activities and identify responsibilities of Department staff. Participate in plan development by providing technical information and guidance. Review and approve all planning deliverables. Supply hardware, software, and infrastructure for which Department is responsible. Define Phase Final user interface and specific functional requirements for the new system components will be derived from the practical application of applicable state and federal statutes, rules, regulations, and grant requirements. If there are changes during the course of the Project, the Department will work with the Provider to identify the impact of each change and utilize the change management process as part of the PMP as applicable. The Provider shall elaborate and refine the requirements provided in the Requirements Definition Document Document, which provides the basis for the scope of work in this SOW, to generate specific, detailed requirements. The Provider shall generate detailed requirements by Joint Application Development (JAD) sessions or other Department-approved requirement generation methodology proposed by the Provider. The Provider’s methodology shall facilitate and encourage the participation of all stakeholders. The Provider shall generate a software requirements specification to document the requirements and a requirements traceability matrix to record the relationship between requirements and the developed system components. The Provider shall facilitate a process to gather requirements from Department and Partner subject matter advisors in order to achieve the goals of the Project. The Provider will facilitate requirements sessions to build a solution that meets the Department’s needs without increasing the cost or delaying the schedule of the Project. The Provider’s formal methodology will be used to elaborate and clarify requirements as needed and maintain the requirements. The Provider shall also document any new requirements identified throughout the Project. The disposition of new requirements shall be handled through a change control process. The methodology shall clearly indicate the process that will be followed during the requirements sessions. The Provider shall perform the initial preparation necessary to conduct the requirements sessions. The requirements sessions shall have a clearly defined agenda. The Provider shall specifically evaluate the completeness of the requirements to help ensure that all requirements are captured. Traceability shall be maintained for all requirements. The Provider shall verify requirements with the Department, Partners and stakeholders to help ensure requirements are correct, understandable, and testable. The Provider shall provide an industry standard requirements management tool which the Provider will use to manage the requirements. The tool shall be subject to Department approval and shall provide import/integration of standard tools such as Microsoft Excel, which is web enabled and provides export/reporting features. The provided tool should be able to withstand any necessary compliance audits that may be requested. The tool shall include the ability to create a robust requirements traceability matrix. The Provider shall provide the Department with a mutually agreed upon number of licenses for the tool for Department users. The Provider shall maintain a database of all reported problems, document the problems in the issues log, and document the resolution of all reported problems. The Provider shall provide the Department with direct access to the issues log. Confirm that all electronic and information technology procured meets the applicable accessibility standards at 36 Code of Federal Regulations (CFR) 1194. Provider will maintain such compliance, unless an exception to this requirement exists. The Provider warrants all system changes and related documentation submitted maintains the existing level of compliance with the Americans with Disabilities Act (ADA) Section 508, unless both parties mutually agree to alter the level of compliance. All enhancements and related documentation submitted will comply with the Americans with Disabilities Act (ADA) Section 508, unless both parties mutually agree to alter the level of compliance. System changes and deliverables which decrease the level of ADA compliance without prior approval of the Department will be returned to the Provider to be brought into conformance at the Provider’s expense. The following sections define the responsibilities of the Provider and the Department. Provider Define Phase Responsibilities Provide a defined methodology to elaborate and maintain requirements including the process of how requirements sessions will be conducted. Provide schedule of requirement sessions, not to exceed one (1) per day and no more than four (4) business days per week. Confirm that the Provider’s functional and technical specialists are on-site during the requirements sessions to address and answer any questions. Provide an agenda for each requirements session at least five (5) business days in advance to the participants. Conduct and document requirements sessions. Manage time efficiently during the requirements session to work to confirm efficient use of the participant’s time. Provide a draft report for each requirements session, including but not limited to: issues addressed, decisions made, and business rules linked to the requirements. requirements to the Department within three (3) days of conclusion of requirements session. Provide final report of each requirements session, incorporating comments and revisions provided by the Department, within three (3) days of receipt of comments and revisions from the Department. Gain the necessary understanding of Department and Partner processes, requirements, and data. Describe the business processes that will exist as a result of the implementation of the new system components. Identify any gaps between current and future processes. Analyze and refine the database design. Validate needs through prototyping of functionality, navigation, and workflow. Prepare the requirements deliverable. Revise deliverables as a result of the review and approval process. Document issues and decisions in the requirements sessions. Department Define Phase Responsibilities Review and approve requirements elaboration schedule or return to the Provider with instructions regarding revisions within ten (10) business days of receipt. Review and approve all requirements deliverables. Provide the Provider with comments and revisions to draft system component requirements specification within fifteen (15) business days of initial receipt. The Department reserves the right to extend the review period may be extended by mutual agreement between the two partiesperiod. The initial review period of fifteen (15) business days for the software requirements specification deliverable is an exception to the rest of the deliverables in this Project. As such, the Provider may require up to ten (10) business days of revision time depending upon comments from the Department. All other subsequent reviews, if applicable, will not deviate from the review guidelines in Section 11.1.2 of this SOW. Provide subject matter advisors to clarify Department and Partner business processes. Provide policy, regulation, forms, and procedural reference material and interpretations as needed. Provide leadership in coordinating efforts with Department and Partners for requirements elaboration. Provide interpretation of legislative statutes and existing policies and procedures. Design Phase - Functional Design The Provider shall generate a conceptual system design and provide design documentation for the new system components. This documentation shall include, but not be limited to, data and process models and shall include both a graphic and narrative component for each form, report, interface, conversion, and enhancement. All business rules and workflows shall be documented in detail. At the completion of the development of the new system components, the Provider shall validate that the functional system design is updated to represent the “as built” new system components and any necessary integration points with the existing ACCESS Florida System. The following sections define the responsibilities of the Provider and the Department. Provider Functional Design Responsibilities Prepare the functional system design deliverables. Validate needs through prototyping of forms/screens, menu navigation, and business functions. Conduct a walk-through of the functional system design. Revise deliverables and functional system design as a result of the review and approval process. Department Functional Design Responsibilities Review and approve the functional system design. Provide policies, regulations, laws, forms, and procedural reference material and interpretations of such material as needed.