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ACCESS Florida System Replacement
State of Florida, Department of Children and Families
Office of Economic Self-Sufficiency
Oral Presentation
ITN# 03F12GC1
Xerox State & Local Solutions, Inc.
October 17 – 18, 2012 Duplicate Copy
Business Group Name Here
Agenda – Day 2
October 18, 2012 Page 2
Topic Allotted Time Participants
Functional Requirements
(Information Verification and
Eligibility Determination)
9:00AM – 10:00AM
Mark Mayo
Joel Schensul, Account Executive
Bill Majorossy, Project Manager
Kim Shaver, Subject Matter Expert
Jeff Valentine, Subject Matter Expert
Glenn Miller, Subject Matter Expert
Dustin Nguyen, Subject Matter Expert
Geoff Duckwall, Subject Matter Expert
Break 10:00AM – 10:15AM
Functional Requirements 10:15AM – 11:15AM
Functional Requirements 11:15AM – 12:15PM
Lunch 12:15PM – 1:15PM
Functional Requirements 1:15PM – 2:45PM
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Question and Answer 4:15PM – 5:00PM
Agenda – Day 2
October 18, 2012 Page 3
Topic Allotted Time Participants
Functional Requirements 9:00AM – 10:00AM
Break 10:00AM – 10:15AM
Functional Requirements 10:15AM – 11:15AM
Functional Requirements 11:15AM – 12:15PM
Lunch 12:15PM – 1:15PM
Functional Requirements 1:15PM – 2:45PM
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Question and Answer 4:15PM – 5:00PM
Agenda – Day 2
October 18, 2012 Page 4
Topic Allotted Time Participants
Functional Requirements 9:00AM – 10:00AM
Break 10:00AM – 10:15AM
Functional Requirements
(Financial Management and
Reporting and Analytics)
10:15AM – 11:15AM
Mark Mayo
Joel Schensul, Account Executive
Bill Majorossy, Project Manager
Kim Shaver, Subject Matter Expert
Jeff Valentine, Subject Matter Expert
Sarah Wilson, Subject Matter Expert
William Rudolph, Subject Matter Expert
Functional Requirements 11:15AM – 12:15PM
Lunch 12:15PM – 1:15PM
Functional Requirements 1:15PM – 2:45PM
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Question and Answer 4:15PM – 5:00PM
Agenda – Day 2
October 18, 2012 Page 5
Topic Allotted Time Participants
Functional Requirements 9:00AM – 10:00AM
Break 10:00AM – 10:15AM
Functional Requirements 10:15AM – 11:15AM
Functional Requirements
(Program Management and
Infrastructure and Support
Functions)
11:15AM – 12:15PM
Mark Mayo
Joel Schensul, Account Executive
Bill Majorossy, Project Manager
Kim Shaver, Subject Matter Expert
Jeff Valentine, Subject Matter Expert
Shawn Dietrich, Subject Matter Expert
Glenn Miller, Subject Matter Expert
Dustin Nguyen, Subject Matter Expert
Geoff Duckwall, Subject Matter Expert
Lunch 12:15PM – 1:15PM
Functional Requirements 1:15PM – 2:45PM
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Question and Answer 4:15PM – 5:00PM
The Xerox Solution Advantages – Reusable
Assets from Oracle Consulting
March 4, 2013 Page 6
Pre-built Integration
MAGI Eligibility Rules
Enabled Requirements
CMS Gate Reviews
Self-Service Portal
Federal Data HUB Integration
Oracle Software + Oracle Services =
Development Cycle Present Day Business Rules in code
October 18, 2012 Page 7
A New Approach to Rules Oracle Policy Automation transforms policy documents…
March 4, 2013 Page 8
Oracle Policy Automation
March 4, 2013 Page 9
Agenda – Day 2
October 18, 2012 Page 10
Topic Allotted Time Participants
Functional Requirements 9:00AM – 10:00AM
Break 10:00AM – 10:15AM
Functional Requirements 10:15AM – 11:15AM
Functional Requirements 11:15AM – 12:15PM
Lunch 12:15PM – 1:15PM
Functional Requirements 1:15PM – 2:45PM
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Question and Answer 4:15PM – 5:00PM
Lunch
Agenda – Day 2
October 18, 2012 Page 12
Topic Allotted Time Participants
Functional Requirements 9:00AM – 10:00AM
Break 10:00AM – 10:15AM
Functional Requirements 10:15AM – 11:15AM
Functional Requirements 11:15AM – 12:15PM
Lunch 12:15PM – 1:15PM
Functional Requirements
(Case Management and
Case Work and provider and
Business Partner
Management)
1:15PM – 2:45PM
Mark Mayo
Joel Schensul, Account Executive
Bill Majorossy, Project Manager
Kim Shaver, Subject Matter Expert
Jeff Valentine, Subject Matter Expert
Glenn Miller, Subject Matter Expert
Dustin Nguyen, Subject Matter Expert
Geoff Duckwall, Subject Matter Expert
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Question and Answer 4:15PM – 5:00PM
Program Integrity –
Reducing Fraud and Error Rates
KPMG Forensic Practice in the United States
• Established in 1987 (components date from 1800s)
• 39 Partners
• 572 Forensic professionals
• Core Services offered include: Investigations; Compliance & Monitoring; Forensic Technology; Dispute Advisory Services, and Fraud Risk Management
KPMG’s Fraud Risk Management
October 18, 2012 Page 14
Prevent, Detect, and Respond
October 18, 2012 Page 15
Design program in collaboration with DCF – available activities and approaches include:
• Database connectivity/data sharing across state systems
• Identity verification technologies and services with the Xerox IES and specialty providers (real time)
• Error prone profiling – identifying high risk applications
• Process and data mapping across all eligibility programs
• Fraud awareness and other training
Prevent
March 4, 2013 Page 16
Reduce the risk of fraud,
waste, and misconduct
• Analyze voluminous electronic information and data to identify trends
• Determine appropriate areas for sampling or comprehensive follow up
• On an ongoing basis, evaluate processes for possible improvements in the efficiency of programs, or in the quality of program delivery, and to look for and understand the root cause of problems identified
Detect
March 4, 2013 Page 17
Discover fraud, waste, and
abuse in its earliest stage
• Integrate with other recovery operations within the State of Florida
• Investigate and conduct fact-finding in response to allegations of wrongdoing
• Coordinate with federal or state law enforcement authorities or officials with audit responsibilities
• Continue analysis and reporting on the effectiveness of fraud prevention programs
Respond
March 4, 2013 Page 18
Take corrective action and
remediate the harm
Consistent with the Government Accountability Office’s (GAO) model for anti-fraud programs and controls
KPMG Fraud Risk Management Methodology
October 18, 2012 Page 19
Potential fraud,
waste, and abuse
Potential fraud,
waste, and abuse Potential fraud
Preventive
controls
Detection and
monitoring
Investigations
and prosecutions
Lessons learned influence
future use of preventive controls
Source: GAO
Data analytics procedures that can be used include:
• Identify key data personnel for each respective program
• Interview key data personnel to discuss data availability, location, and systems that are currently in place
• Work with respective IT Team to obtain data access
• Create queries to perform proactive forensic data analysis, such as identifying areas where key pieces of data are missing, incomplete, or erroneous
• Cross-match information against program-related information, state/local government provided information, and third-party databases
• Perform periodic cross validation against employees, applications, and contractors
• Use fuzzy logic techniques to identify relationship not immediately apparent
• Perform advanced analytical procedures to identify outliers
Data Analytics
October 18, 2012 Page 20
• Enables global consistency in KPMG’s approach and design of analytical procedures
• Designed to allow for flexibility and customization of client needs and their systems
KPMG Data Analytics Tool (KDAT)
October 18, 2012 Page 21
Identify Criteria
• Define criteria for each program considering past experience and available data
Configure
• Configure the tool for the criteria and available data
Analyze
• Proactively analyze data
• Refine the tool based on experience
Example 1 – Louisiana’s Road Home program
• Housing recovery and rebuilding program following Hurricanes Katrina and Rita
• Members of HUD Office of Inspector General’s Hurricane Katrina Fraud Task Force
• Fully integrated solution, including policies and procedures, data analytics, investigations, training, and reporting
• Helped identify and investigate more than 1,800 instances of benefit fraud
Example 2 – Galveston and Harris County, Texas
Example 3 – British Petroleum oil spill government claims
Fraud Risk Management in Action
October 18, 2012 Page 22
Integrated and Comprehensive Solution
• Bi-weekly forensic data analysis and data mining across the program’s 150,000+ applicants to identify possible anomalies, patterns, and instances of fraud, waste or abuse, and duplication of benefits
• Scripting of custom-designed data analytics routines incorporating owner, occupancy, homestead, address, insurance, and damage assessment information for the purposes of identifying red flags which could indicate instances of potential fraud, waste, or abuse
• Reporting on data mining and data analysis results to program management for review and follow-up
• Investigating homeowner occupancy and eligibility when critical red flags were discovered through our data analytics routines or when tips were provided via the program’s fraud whistleblower hotline
Louisiana’s Road Home Program
October 18, 2012 Page 23
• Assisted with the development of a compliance program that included standards of ethical conduct, conflict of interest policies, investigative protocols, whistleblower and hotline procedures, and a process to refer matters to federal and state law enforcement authorities
• Acted as a liaison with federal and state law enforcement authorities
• Assessed and tested selected information technology and information security controls
• Performed forensic testing of controls and quality assurance reviews to ensure compliance with program rules and requirements and accuracy of the grant calculations
• Assessed overall program effectiveness and efficiency
Louisiana’s Road Home Program
October 18, 2012 Page 24
Sample Analytics
October 18, 2012 Page 25
Subprogram Referrals, 1%
Fraud/Ethics Hotline, 13%
Program Employees, 43%
Government Agency, 2%
Subprogram 2 Referrals, 5%
Subcontractor Referrals, 3%
Anti Fraud Analytics, 30%
Other, 3%
Summary of Source of Investigative Matters
Sample Analytics
March 4, 2013 Page 26
Improper Influence, 2%
Check/Information Theft, 0%
Applicant Reported Information 5, 37%
Applicant Reported Information 4, 13%
Applicant Reported Information 3 , 40%
Applicant Reported Information 2, 6%
Applicant Reported Information 1, 1%
Other, 1%
Summary of Issues Identified by Investigative Work
Sample Fraud Detection Reports
March 4, 2013 Page 27
• Proposed office within the Department
• Comprehensive fraud prevention, detection, and response program that addresses:
– Technical capabilities
– Operational policies and procedures
– Training
– Ongoing analysis
• Would operate across all Department programs
Value-added service
Fraud Prevention Operations Office
March 4, 2013 Page 28
Prevention Detection Response
Board/audit committee oversight
Executive and line management functions
Internal audit, compliance, and monitoring functions
• Fraud and misconduct risk
assessment
• Code of conduct and related
standards
• Employee and third-party due
diligence
• Communication and training
• Process-specific fraud risk
controls
• Proactive forensic data analysis
• Hotlines and whistleblower
mechanisms
• Auditing and monitoring
• Retrospective forensic data
analysis
• Internal investigation protocols
• Enforcement and accountability
protocols
• Disclosure protocols
• Remedial action protocols
Sample Anti-fraud Program Elements
October 18, 2012 Page 29
Fraud Prevention Operations Office
October 18, 2012 Page 30
Assess Risks
Design Program
Implement Evaluate
Agenda – Day 2
October 18, 2012 Page 31
Topic Allotted Time Participants
Functional Requirements 9:00AM – 10:00AM
Break 10:00AM – 10:15AM
Functional Requirements 10:15AM – 11:15AM
Functional Requirements 11:15AM – 12:15PM
Lunch 12:15PM – 1:15PM
Functional Requirements 1:15PM – 2:45PM
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Question and Answer 4:15PM – 5:00PM
Agenda – Day 2
October 18, 2012 Page 32
Topic Allotted Time Participants
Functional Requirements 9:00AM – 10:00AM
Break 10:00AM – 10:15AM
Functional Requirements 10:15AM – 11:15AM
Functional Requirements 11:15AM – 12:15PM
Lunch 12:15PM – 1:15PM
Functional Requirements 1:15PM – 2:45PM
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Mark Mayo, Xerox, Group President
Joel Schensul, Xerox, Account Executive
Bill Majorossy, Xerox, Project Manager
Chuck Cliburn, Xerox, Sr. VP and Client Executive
Carla Capps, Xerox, VP Sales, HSS
Kelly Berglund, Xerox, Sr. Finance Manager
Question and Answer 4:15PM – 5:00PM
• Price is a firm, fixed price.
• Rate card rates are fixed for the base term.
– As the Cost Reply Form “Part 5” Tab was protected from adding rows, but the instructions at the top of the page stated, “Add as many rows as you need…”, we have created a tab titled “Part 5-rate card” to match “Part 5” where we have added rows as needed to include the desired positions.
• Price is based on units and volumes from the ITN.
• The base term is 52.5 months with options to renew for additional periods of up to 52.5 months.
Assumptions
March 4, 2013 Page 33
• Contract starts January 14, 2013.
• Phase 3 functionality will be implemented October 1, 2013, and O&M begins at that time.
• Phases 4a and 4b will be done simultaneously and the cost for such is included on the 4a schedule. The functionality of these phases will be implemented June 1, 2015, and O&M begins at that time.
• Legacy O&M will transition for three and one-half months and we will take on full responsibilities effective May 1, 2013. This service will be completed upon implementation of Phases 4a and 4b and one month of decommissioning (June 30, 2015).
• One year of warranty for the full system (June 1, 2015 through May 31, 2016) is included in our price.
• Base contract ends May 31, 2017.
Assumptions – Timing
October 18, 2012 Page 34
Contract Event Timeline
October 18, 2012 Page 35
2013 2014 2015 2016 2017
Contract starts
January 14, 2013
Phase 3 implemented
October 1, 2013
Phases 4a and 4b implemented
June 1, 2015
Legacy O&M
May 1, 2013 - June 30, 2015
Base contract ends
May 31, 2017
Phase 3 O&M
October 1, 2013 – May 31, 2017
Phases 4a and 4b O&M
June 1, 2015 - May 31, 2017
Summary Pricing
March 4, 2013 Page 36
State Fiscal Year FY12-13 FY13-14 FY14-15 FY15-16 FY16-17
Contract Dates 1/14/13-
6/30/13
7/1/13-
6/30/14
7/1/14-
6/30/15
7/1/15-
6/30/16
7/1/16-
5/31/17 Total
# of Months 5.5 12 12 12 11 52.5
Phase 3 DDI Services 13,146,466 3,159,231 - - - 16,305,697
Phase 3 DDI Software 2,396,379 105,752 - - - 2,502,131
Phase 3 DDI Hardware 105,363 312,443 - - - 417,806
Phase 3 O&M - 423,081 564,108 564,108 517,099 2,068,396
Phase 4a & 4b DDI Services 14,471,304 26,669,214 20,458,770 3,623,490 - 65,222,778
Phase 4a & 4b DDI Software 9,585,518 423,009 - - - 10,008,527
Phase 4a & 4b DDI Hardware 421,454 1,249,774 - - - 1,671,228
Phase 4a & 4b O&M - - 775,649 9,307,788 8,532,139 18,615,576
Legacy O&M Transition 537,622 - - - - 537,622
Legacy O&M Services 1,598,528 9,591,168 6,193,407 - - 17,383,103
42,262,634 41,933,672 27,991,934 13,495,386 9,049,238 134,732,864
Optional WIC 421,400 848,068 869,430 117,036 107,283 2,363,217
Legacy O&M Legislative Enhancements 500,000 500,000 500,000 - - 1,500,000
Hardware and Software included in our price:
• Development environments and software tools
• Project management tools
• Production environment
• Maintenance of the above items through the end of the base contract
• Imaging software
• Call center software
Hardware and Software required, but not included in our price:
• Electrical and cooling for network and server equipment at State facility
• Bandwidth for disaster recovery replication (currently part of the State’s existing network)
Hardware and Software
March 4, 2013 Page 37
• No additional hardware or software is required to develop WIC functionality.
• Work would be done concurrently with Phases 4a and 4b.
• One year of warranty and ongoing O&M is included in our price.
WIC Pricing Assumptions
October 18, 2012 Page 38
We look forward to working with the Department on providing additional scope and pricing for the innovations we outlined in our technical proposal.
Innovations
October 18, 2012 Page 39
All of Xerox pricing is fixed price as required. However, we would like to discuss the introduction of a shared savings model based on the innovative value added solutions discussed in our Reply, Section 4.5, Approach Innovations. Based on our experience in other states and projects, we are very confident these approaches will reduce costs for the State.
Further, we would like to explore applying some level of savings to our pricing for the ACCESS Replacement System or the O&M based on the specific innovations selected by the Department and other factors to be negotiated.
Cost Saving Opportunities
October 18, 2012 Page 40
Agenda – Day 2
October 18, 2012 Page 41
Topic Allotted Time Participants
Functional Requirements 9:00AM – 10:00AM
Break 10:00AM – 10:15AM
Functional Requirements 10:15AM – 11:15AM
Functional Requirements 11:15AM – 12:15PM
Lunch 12:15PM – 1:15PM
Functional Requirements 1:15PM – 2:45PM
Break 2:45PM – 3:00PM
Cost Discussion 3:00PM – 4:15PM
Question and Answer 4:15PM – 5:00PM
Thank You
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