Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
Deliverables Descriptions
This Deliverables Description document contains links to DIR website where the Contractor can
find the documentation templates for the Deliverables. For deliverables where templates are
not available, it is expected that the document template will be designed by the Contractor and
approved by HHSC.
NOTE:
It is highly likely that newer versions of DIR templates will be available during this procurement
process. Contractor will be responsible for using the current version of templates for the
deliverables listed below that exist at the time of EDW DD&I contract award. There are separate
stage gate reviews for Texas Department of Information Resources (DIR). The selected
Contractor is responsible for ensuring complete deliverables, both draft and final, are available for
all DIR stage gate reviews. Please see Deliverables Description document in the Procurement
Library for details. All deliverables must use the current version of templates. SDLC design
documents are not to be tied to a single release, but should contain design information from
previous releases. These are living documents kept in sync with current templates and updated
for each subsequent release.
NAME
DELIVERABLE DESCRIPTION
Template
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Project Management Phase (included in Attachment L - Project Management Requirements Detail)
Project
Management Plan
The Contractor’s Project Management Plan (PMP) will comply with DIR’s
Project Management Delivery Framework. The Project Plan describes the
project scope, resource requirements, work activities, and methods for gauging
performance throughout the project life cycle. The Project Plan is the foundation
for managing and executing on the scope of work defined to deliver the service
requested from this RFP.
Planning, management, and control activities that support a project from startup through closure are included in the Project Plan. The Project Plan defines in
detail what should be done, who will do the work, when the work will be
accomplished, how much the project will cost, how the product will meet
stakeholder requirements, and how the project will be managed in areas such
as risks, issues, scope, status reporting, and variance controls. As part of the
project review process, the Project Plan is used as a basis to evaluate whether
the project is on schedule and within budget and to determine the ability of the
project to meet project objectives.
The Project Plan establishes the means for collaborating and coordinating
internally and across organizational boundaries. Communication and
coordination of activities within and among the project team, agency
management, and project stakeholders are enabled by the Project Plan. The
content of the plan will include, at a minimum, the following components:
 Project management activities (including status reporting)
 Change Management Plan
 Risk and Issue Management Plan
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DIR
Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
 Quality (and Defect) Management Plan
 Communication Management Plan
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Configuration Management Plan
Performance Management Plan
Time and Schedule Management Plan
Development Approach
This plan will be developed using the DIR Project Management Delivery
Framework template as published at:
http://www.dir.state.tx.us/management/projectdelivery/projectframework/plannin
g/Pages/ProjectPlan.aspx
In addition, the following registries are required as appendices in Section 14–
Appendices.
•
Quality Register
•
Communication Register
•
Configuration Items Register
•
Performance Register
•
Risk Register
These registries will be developed using the DIR Project Management Delivery
Framework supplemental tools templates as published at:
http://www.dir.state.tx.us/management/projectdelivery/projectframework/plannin
g/Pages/SupplementalTools.aspx
Project Schedule
Contractor will prepare and maintain the Contractor r Work Plan using a
Microsoft Project 2010 (MP) document. Contractor and HHSC will work
cooperatively to establish the Contractor Work Plan consistent with the Contract
(and as the Contractor Work Plan is maintained, it is referred to in this SOW as
the “HHSC approved Contractor Work Plan”). Contractor will track progress
against the HHSC-approved Contractor Work Plan, update it at least weekly
and provide it to HHSC once per State business week on a date specified by
HHSC.
The HHSC-approved Contractor Work Plan will be established and maintained
in the following manner:
 Baselined at project begin date and not re-baselined unless approved
by HHSC
 Planned start and end dates
 Duration
 Actual percent complete
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HHSC
Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
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Template
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Actual start and end dates
Dependencies
Predecessors
Resources
The work breakdown structure (WBS) associated with project schedule dates
will be in MS Project 2010 and include, at a minimum:
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All major activities of both State and Contractor resources
Minimum tasks and deliverables by release
Will clearly identify interim releases start and end dates
Task duration, start and finish dates baseline, actual start and finish
dates, and dependencies
 Dependencies and resource group accountable for the task
 Key milestones of project
Once HHSC agrees to the work plan for a release with the Contractor, the start
and end dates will be baselined and only actual start and end dates with %
completion updated for weekly status reporting.
Changes to the schedule that impact the deliverable end date for a release will
be approved and agreed upon by HHSC and the Contractor, upon which the
work plan can then be re-baselined (if need be).
An updated project schedule or work plan will be submitted by the Contractor to
HHSC in coordination with the weekly status update document.
Status Reports
At the start of the DD&I initiative, the Contractor will propose a template for
status reporting to be approved by HHSC. This should include, at a minimum:
 Key milestone section with current status indicator, current % complete
and prior reporting period % complete as well as baselined end date as
well as projected end date for the milestone will be specified.
 Time and schedule variance report, depicting deviations from the
planned budget or schedule. The report will include, at a minimum:
o Graphical depiction showing the cumulative budget and schedule
plotted against the actual budget and schedule
o Explanation of variances (positive if below budget or ahead of
schedule and negative if over budget or behind schedule)
o Corrective action plan if project is over budget or behind schedule
 High level listing of on-going activities, recent accomplishments, and
currently prioritized activities or activities to be completed within the next
week.
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HHSC
Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
 Documentation of any concerns/items that needs attention from HHSC.
 Risk information: Summary of Risks identified by the Contractor/HHSC,
risk ranking and mitigation strategy.
 Issues and action items
 Listing of any upcoming resource time-off plan that HHSC will be made
aware of or that can affect a prioritized task or the deliverable of a
release.
The weekly status meeting will be held on a day that is agreed to between
Contractor and HHSC. The Contractor will prepare and deliver the weekly
status report to HHSC at least 24hrs prior to the weekly status meeting. At a
minimum, one Contractor representative must be physically present at all status
meetings.
Defect
Management and
Reporting
Project Closeout
Plan
The topics to be addressed at the weekly status meeting will include, at a
minimum:
 Review of any updates to the HHSC-approved Contractor Project
Schedule
 Review of open risks and issues
 Review of the action item log
 Review of major activities to be completed for the upcoming week
 Review of aaccomplishments for the past week
 Discussion of incomplete or past due activities
Other agenda items as needed
Used for defect entry and tracking – will include process for entering, validating
fixes, status reporting and containment in interim releases. Available across all
SDLC phases and spans all EDW environments. (Development, Testing, UAT,
Production etc.)
The objective of the Project Closeout Plan (Report) is to describe all project
closeout activities that will be followed for project closeout.
This deliverable will address the following topics:
 Accept the project’s products by sign-off from customer, Project
Director, and the Steering Committee as appropriate
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Conduct a Lessons Learned Session
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Provide content for the Post Implementation Evaluation Report
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Recognize outstanding work
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Celebrate the achievements of the Project Team
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Redeploy, disband and/or disburse the resources – staff, facilities and
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HHSC
DIR
Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
automated systems
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Complete and archive all final project records
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Conduct contract closure and related inspections
This report will be developed using the DIR Project Management Delivery
Framework template as published at:
http://www2.dir.state.tx.us/management/projectdelivery/projectframework/imple
mentation/Pages/ProjectCloseoutReport.aspx
Requirements Phase (included in Attachment L - Project Management Requirements Detail)
Seven Conditions
and Standards
Compliance with CMS’ Seven Conditions and Standards is a required
deliverable. This document is to assist states as they design, develop,
implement and operate technology and systems projects in support of the
Medicaid program. This document provides additional insight and context to
states to allow them to meet the conditions and standards for enhanced federal
match for Medicaid technology investments.
CMS
Note: Will be updated in future phases as specified in each release section.
http://www.medicaid.gov/Medicaid-CHIP-Program-Information/By-Topics/Dataand-Systems/Downloads/EFR-Seven-Conditions-and-Standards.pdf
System
Requirements
Specification
(SRS)
For each release within the EDW implementation, a System Requirements
Specification is required to be created by the Contractor that:
DIR
1. Describes the purpose and scope of the release that will be addressed by
the requirement
2. Provides detailed requirements that establish and communicate
expectations for all aspects of the software’s features and performance to
be delivered, including but not limited to business, functional, logical data,
user access, system (including performance and quality), interfaces and
other requirements
3. Describes access requirements for each source system to be acquired by
the EDW/BI in order to deliver the required functionality or capability
4. Identifies assumptions, dependencies and constraints by the
implementation team
The Contractor is responsible for developing, updating and obtaining approval
from all required stakeholders for each SRS.
Note: Will conform with DIR SDLC extension as published at:
http://www2.dir.state.tx.us/management/projectdelivery/extensions/Pages/Syste
mDevelopmentLifeCycleExtension.aspx
Requirements to
SRS Traceability
The requirements to SRS traceability matrix will align with the SRS which
describes functional and technical requirements and will provide traceability
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Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Matrix
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
between functional requirements and system requirements for each release.
This matrix will show alignment of business features, functional requirements
and specific system requirements.
Note: Will conform with DIR SDLC extension as published at:
http://www2.dir.state.tx.us/management/projectdelivery/extensions/Pages/Syste
mDevelopmentLifeCycleExtension.aspx
Design and Development Phase (included in Attachment L - Project Management Requirements Detail).
Interface Control
Document
The Interface Control Document (ICD) is developed in the Design Phase by the
development team and describes the relationship between a source system and
a target system. The ICD governs the data exchanged between the two systems
and provides information describing the data exchange syntax and semantics
that have been agreed upon for use. ICDs can also be used for subsystems,
hardware and software configuration items, manual operations, and other
system components. The ICD establishes the data exchange content, format,
communications protocol, transmission mechanism, security provisions,
triggering events, timing, as well as any constraints that govern information
exchange between the two systems.
HHSC
In addition or in lieu of the Interface Control Document deliverable, and upon
approval by HHSC, the Contractor will maintain a State accessible, online,
electronic Joint Interface Plan (JIP) repository that contains all interfaces to and
from the EDW. The JIP will be provided with content and in a media and format
approved by the State. The documentation will include the organization owner,
the name and phone number of the contact within the organization contact, the
distribution frequency, the interface layout including field definitions and
descriptions, the purpose for the file, and a change log. The JIP and the
Interface Control Document will be updated upon implementation of any change
that affects any JIP item.
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process.
Technical
Architecture
Diagram
Pictorial representation of the proposed technical architecture for the EDW.
Contractor will propose based on industry standard subject to approval by
HHSC.
HHSC
System Design
Document (SDD)
The system design document will include the enterprise data warehouse design
and business intelligence interface and reports design. It will describe master
data services that will be used to provision the data. As appropriate, the SDD
will include storyboards and mockups for user validation.
DIR
The SDD will be created and approved in advance of Release I and will be
updated in advance of each other release.
Will conform with DIR SDLC extension as published at:
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Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
http://www2.dir.state.tx.us/management/projectdelivery/extensions/Pages/Syste
mDevelopmentLifeCycleExtension.aspx
Metadata Design
Document
The Metadata Design Document will provide full metadata design specifications
including categories/types of metadata used for MDM, EDW and data
governance. It will describe how metadata will be used in or against data
repositories to support access configuration management and reporting
requirements.
DIR
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process
ETL Process
Design Document
The ETL process design document will describe:
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The tool/s that will be used for ETL management
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The data movement process design including data load processes,
source code management process, source to target data mappings,
and transformation and load details
DIR
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process
Reporting Design
Document
Reporting design documents will include all requirements necessary to
accurately and concisely describe the various analytical / business intelligence
reports (including Dashboards) in order to define the purposes of each report
and create and maintain them. It will include detailed descriptions of each
report, including:
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Requirements to
SDD Traceability
HHSC
who it is for
why it is needed
whether the report supports analytical or business intelligence needs
the type of report (standard/canned, custom, ad hoc, dashboard, etc.)
the type of output
the required filters and/or input parameters
output and anticipated storage size
where it is stored
how sorted and grouped
what levels it should be totaled and/or summarized
expected frequency
expected retention
the required data source (data collections, tables, fields, etc.)
who will test and approve beta and production version
a template representing the report output and organization
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process.
The requirements to SDD traceability matrix will align with the SDD and will
provide traceability between requirements and technical/system design for each
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Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Matrix
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
release. This matrix will show alignment of business features with specific
technical design components. It also will be able to provide tracking of features
to design dependencies for change impact analysis.
Will conform with DIR SDLC extension for SDD as published at:
http://www2.dir.state.tx.us/management/projectdelivery/extensions/Pages/Syste
mDevelopmentLifeCycleExtension.aspx
Solution Security
Plan
The Solution Security Plan will conform to the requirements of HHS Security
Plan Template required for any development project for an HHS agency.
HHSC
As required for the HHS Security Plan template, the Contractor will identify the
following in the Solution Security Plan:

System Scope – including system function, system boundaries, system
interconnections, and system components covered by the Solution
Security Plan.

Security Categorization and Classification – including identifying laws,
regulations and policies applicable for the EDW; data classification;
and system categorization.
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System Security Controls – the Contractor will identify in the Solution
Security Plan the security controls needed to adequately protect the
information systems that support the operations and assets of the
organization in order for the organization to accomplish its assigned
mission, protect its assets, fulfill its legal responsibilities, maintain its
day-to-day functions, and protect individuals. The Contractor will also
identify in the Solution Security Plan if the selected security controls
has been implemented or planned date for implementation.
HHSC template will be made available to Contractor.
Implementation Phase (included in Attachment L - Project Management Requirements Detail)
Software
Configuration
Management
(SCM) Plan
The Software Configuration Management (SCM) plan will address all aspects of
source code and configuration management for software used across the EDW,
including:
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Establishing an environment and process for source code maintenance
(version control)
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Environment configurations
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Extract/load scripts
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Data movement scripts
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Processes for managing third party tool releases
Contractor will propose template based on industry standard subject to approval
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HHSC
Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
by HHSC through the DED process.
Defect Reports
Defect Reports as submitted will describe what defects have been resolved in
each release (interim & production) and what defects have been left unresolved.
HHSC
Note: Contractor will propose template based on industry standard subject to
approval by HHSC through the DED process. As described in the Project
Management Plan, a defect log which serves as the source of the defect reports
will be maintained on an on-going basis.
Requirements and
SDD to Release
Traceability Matrix
The requirements and SDD to release traceability matrix (as developed during
the design phase) will include alignment to actual technical components
implemented.
HHSC
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process.
Testing Phase (included in Attachment L - Project Management Requirements Detail)
Test Plan
At the start of the implementation phase of each release, the Contractor will
propose a template for a Test Plan that:
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Conforms to the minimum requirements of the Texas Project Delivery
Framework test plan
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Covers Unit, Integration/System, QA, LAST, Load, Stress and
Performance, and User Acceptance Testing;
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Ensures that tests are completed in order with, for instance, QA test
results documented prior to any UAT or production release; and
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Iinclude a plan for testing upstream and downstream interfaces with
trading partners.
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Is acceptable to HHSC.
For each release during the DD&I phase, a formal Test Plan is required that:
1. Describes the high-level approach to testing for the release including
test objectives, test scope and test phases
2. Identifies the elements to be tested
3. Describes the types of tests to be conducted (functional, data, user,
performance, quality, interface, end-to-end testing, other, etc.)
4. Specifies the test phases (e.g. unit, system, integration; quality
assurance, user acceptance, load and stress, release acceptance)
5. Describes the approach for the release
6. Specifies the test schedule including environment, required resources,
prerequisites, and start/completion dates for each activity, deliverable
and milestone
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DIR
Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
7. Identifies plans for test monitoring and reporting to be followed,
including but not limited to test results and defect metrics to be
gathered as part of testing for the release
Will conform with DIR SDLC extension as published at:
http://www2.dir.state.tx.us/management/projectdelivery/extensions/Pages/Syste
mDevelopmentLifeCycleExtension.aspx
Test Scenarios
At the start of the implementation phase of each release, the Contractor will
propose a template for a Test Scenario document that covers Unit,
Integration/System, QA, LAST, Load, Stress and Performance, and User
Acceptance Testing and conforms to the minimum requirements of the
corresponding Texas Project Delivery Framework and is acceptable to the
HHSC Management Team.
DIR
For each release, the test scenarios document will describe:
1. The methodology used to identify test scenarios, procedures,
descriptions, and other test information (Note: The Contractor should
work with end users to develop User Acceptance Test scenarios.)
2. An overview of the test scenario for the product or service being tested
3. The requirements being tested and their traceability (as documented
in the traceability matrix) to design components and code components
4. Details of the test description and test procedures
Test scenarios will be tailored as follows:
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Integration or system testing: The scenarios will contain all aspects
of integration of various components and interfaces including end-toend integration testing. An end-to-end integration testing results and
defect report is expected as part of this deliverable.
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Load, stress and performance testing: Performance testing
scenarios will reflect business performance requirements (including
business SLAs) for all business impact scenarios.
Will conform with DIR SDLC extension as published at:
http://www2.dir.state.tx.us/management/projectdelivery/extensions/Pages/Syste
mDevelopmentLifeCycleExtension.aspx
Deployment Phase (included in Attachment L - Project Management Requirements Detail)
Deployment Plan
The deployment plan will cover deployment procedure and process for all
environments. (Development, Testing, UAT, LAST, Production) and will provide
metrics and narrative to evaluate how the solution will be deployed to meet
service level expectations. The report will include:
 Roles and responsibilities for the deployment
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Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
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Source
Auto deployment scripts and documentation of the deployment process
Automated deployment procedures and tools (to the extent that they’re
applicable) and the process that will be used to test these prior to their
use in production
Baseline data quality and cycle times
Planned data quality and cycle times after release
Will conform with DIR SDLC extension as published at:
http://www2.dir.state.tx.us/management/projectdelivery/extensions/Pages/Syste
mDevelopmentLifeCycleExtension.aspx
Deployment
Testing and
Release
Acceptance
The deployment test report will provide metrics and narrative to evaluate how
the Solution meets service level expectations. The report will include:
 Baseline data quality and cycle times
 Data quality and cycle times after release
 Does service meet performance requirements?
 Metrics regarding whether expectations are met or broken
 Analysis of how service will be improved if SLAs not continuously met.
HHSC /
DIR
Formal acceptance and sign-off by HHSC of deployment testing will be received
prior to deployment to production. Contractor will propose template based on
industry standard subject to approval by HHSC through the DED process.
The Release Acceptance document will conform with the current version of DIR
Acceptance to Deploy template as published at:
http://www2.dir.state.tx.us/management/projectdelivery/projectframework/imple
mentation/Pages/AcceptancetoDeploy.aspx
Data Use / Data
Exchange
Agreement
The Data Use / Data Exchange (commonly known as “data sharing”) agreement
will be established prior to the start of data acquisition between the EDW and
each source system. During the requirements and design phases of an
implementation, the Contractor, together with HHSC, will meet with designated
program or business area owners and technical staff for each source in order to
finalize the following in the data sharing agreement:
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Identify the data that will be acquired by the EDW from the source
system;
Identify the security and privacy requirements to which EDW must
adhere for the acquisition and publishing of source system data;
Identify the frequency and format of data acquisition from the source
system;
Establish the start date and time for a) the initial and for b) the
recurring data acquisitions;
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HHSC
Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
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Deliverables Descriptions
DELIVERABLE DESCRIPTION
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Establish the approval process, including the identification of the data
subject to that approval process, in order for Program or Business Area
owners of the source systems to permit the promotion of data into the
EDW Publish area; and
Obtain approval to proceed with initial and recurring data acquisition for
the EDW.
HHSC will provide guidelines for content to the Contractor. Contractor will
propose template subject to approval by HHSC through the DED process.
Training Phase (included in Attachment L - Project Management Requirements Detail)t
Training Plan
A plan will be developed by the Contractor that will provide roles, responsibilities
and description of the type of training that may be undertaken for each release
during the implementation. This plan will cover Business Intelligence
Competency Center’s (BICC) staff (Level 2), help desk operations (Level 1) and
staff, and other users.
HHSC
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process.
User Training
User training will be developed by the Contractor for each of the levels of users
that will require knowledge of the capabilities and functionalities for each
release.
HHSC
Contractor will propose user training based on past experience, subject to
approval by HHSC through the DED process.
Transition Phase (included in Attachment L - Project Management Requirements Detail)
Support
Transitioning Plan
A support transition plan will be developed and maintained by the Contractor
that provides roles, responsibilities and a description of how an approved
release in production will be transitioned to appropriate support staff (internal
support team or Contractor provided support). The transition plan will be
updated to include full identification of functionality and capability that will be
transitioned for each release to production.
HHSC
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process.
Operations &
Maintenance
(O&M) Manual
The Operations & Maintenance (O&M) Manual is a document that serves to
guide those who will eventually be maintaining, supporting and/or using the
system in a day-to-day operations environment.
Inputs to the O&M Manual include the project team, and should document
operational processes, tasks, and responsibilities associated with ongoing
operations in a concise manner with step-by-step instructions.
It can be used for training and used to lessen improper decision-making due to
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HHSC
Texas Health and Human Services Commission
EDW/BI Solution RFP No. 529-16-0001
NAME
Deliverables Descriptions
DELIVERABLE DESCRIPTION
Template
Source
the lack of information regarding the system.
Every O&M Manual is uniquely tailored to meet the specific needs of its
purpose. It's not uncommon, especially for large complex systems, that multiple
manuals be created for separate departments, job functions, activities, etc.
O&M Manuals are living documents and should be updated to reflect the most
timely and effective procedure.
Note: O&M Manuals will be updated prior to each implementation into
Production Contractor will propose template based on industry standard subject
to approval by HHSC through the DED process.
Infrastructure / Environment Set-up (included in Attachment I – Hosting Requirements Detail)
Infrastructure Plan
for each
environment
The infrastructure plan will describe hardware and software resources required
for the infrastructure including network, application and database infrastructure
plan. The plan will address:
HHSC

Setup and maintenance of all environments including
development/test, QA, LAST, UAT and Production
 Infrastructure planning required for each environment. Use of any
virtual resources also will be included in the plan
 Process for ensuring proper data sets has been loaded into each
environment for testing purposes.
 Ongoing updates to infrastructure need to be captured and
documented so configuration remains current and accurate. This
includes all components hardware, software, and network including
firewall configurations describing connectivity for all current users and
user groups.
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process.
Environment
Management
Policy
The environment management policy will describe the process that will be used
to manage and maintain each environment and will be compliant with the
enterprise security policies (see Texas Administrative Code (TAC) 202.20).
Contractor will propose template based on industry standard subject to approval
by HHSC through the DED process.
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HHSC