Executive Steering Committee Medicaid Eligibility System Project August 2, 2013

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Minutes and Action Items from July 19 Meeting

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Project Organization

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Project Director Jennifer Lange

DCF

Project Management Team LeadBill Holland

NH

System IntegratorDeloitte

Contract ManagementKendal McAvoy

DCF

Integrated Project Management Team

Executive SponsorSuzanne Vitale

DCF

One to Three

Months

Less than

One Month

Four Months

or More

Suzanne PoirierDCF

Susan ThomasDCF

William MartinezDCF

David HinesDCF

Admin Assistant (Vacant)

DCF

Manny HernandezNH

Peggy ClabornDCF

Nathan LewisDCF

Dianne Rodriguez NH

Kevin SperryNH

Robin IngramDCF

Rick ZelznakNH

Lori NolenNH

Nancy BassNH

Jena GrignonDCF

Joe VastolaDCF

Independent Verification & Validation

E&Y

Dale SulakMGT

Robert HollowayMGT

Project Management Consultant (Vacant)

NH

Parker CapeDCF

Project Tenure

Federal Partner Update

• October 1 Mitigation Plan Updated and Submitted to the federal Centers for Medicare and Medicaid Services (CMS)

• Received CMS Approval of the Modified Adjusted Gross Income (MAGI) Conversion Plan

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Organizational Change Management Update

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Change Management Implementation Milestones

FY12-13 FY13-14 Q4 Q1 Q2

Milestones Apr May June July Aug Sept Oct Nov Dec. Status

Requirements Validation

Organizational Change Management Activities

Application Development

Policy Development and Refinement

Policy Training

Super User Training

UAT Training

UAT

MES System Training

Field Readiness Go Live

A

C D E B F

P

J

G

K

H I

L M N O

Deloitte Update

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Executive Steering Committee

Medicaid Eligibility System

Current Project Schedule – 39% Complete

-8- Progress through 07/26/2013

Executive Steering Committee

Medicaid Eligibility System -9-

0.50

0.60

0.70

0.80

0.90

1.00

1.10

1.20

1.30

1.40

1.50

0.50 0.60 0.70 0.80 0.90 1.00 1.10 1.20 1.30 1.40 1.50

SPI

CPI Medicaid Eligibility System Project - SI Performance Index

Ahead of schedule and underspent Behind schedule and underspent

Ahead of schedule and overspent Behind schedule and overspent

As of 26 Jul: SPI = .98

CPI = 1.18

Executive Steering Committee

Medicaid Eligibility System

The SI SPI value is tracking within the acceptable limits. Upper and Lower threshold are extracted from the overall project management plan (PMP), section 7.4.3.1.

Metric Earned Value Planned Value SPI

SPI 50,375 51,489 .98

PMO – Weekly SPI as of 7/26/2013

0.8

0.82

0.84

0.86

0.88

0.9

0.92

0.94

0.96

0.98

1

1.02

1.04

1.06

1.08

1.1

SP

I

SI MES Project SPI

Weekly SPI

SPI Standard

Upper Threshold

Lower Threshold

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Deloitte Thresholds

Executive Steering Committee

Medicaid Eligibility System

Key SI Focus Areas for July – August 2013

• Completed Detailed Requirements Definition Document and Requirements Traceability Matrix

• Complete Define Phase & Conduct Phase Gate Review

• Complete Application Design & Reporting Design

• Continue Application Development & Reporting Development

• Develop Test Cases

• Complete Organizational Change Management Plan & Staffing and Productivity Analysis Impact Report

• Develop Training Plan and Training Materials

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Executive Steering Committee

Medicaid Eligibility System

Key SI Focus Area – Define Phase Gate

• DEFINE Phase – Deliverables in the Acceptance Process – Detailed Requirements Definition Document Acceptance

– Detailed Requirements Traceability Matrix Acceptance

– Updated Project Management Plans Acceptance

• Phase Gate Review – Provide Define Phase Deliverables to Interagency Workgroup on August 02, for

approval at the August 07 meeting

– Plan for Executive Steering Committee Phase Gate Review at August 16 meeting

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Project Management Update

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Project Performance Metrics

0.50

0.60

0.70

0.80

0.90

1.00

1.10

1.20

1.30

1.40

1.50

0.50 0.60 0.70 0.80 0.90 1.00 1.10 1.20 1.30 1.40 1.50

SPI

CPI Medicaid Eligibility System project performance

Ahead of schedule and underspent Behind schedule and underspent

Ahead of schedule and overspent Behind schedule and overspent

As of 26 July: SPI = 0.98 CPI = 1.18

14 -14-

Project Performance Metrics

Metric

Current

Value

Prior

Value Trend

1. % of Work Complete: Actual work completed as a % of the total

planned work to date. 40% 33% (4)

2. Schedule Performance Index (SPI): Earned Value (EV) divided by

Planned Value (PV) 0.98 0.97 (2)

3. Schedule Variance Percent (SV%): Earned Value (EV) - Planned Value

(PV)/(PV) x 100% -2% -3% (2)

4. Cost Performance Index (CPI): Earned Value (EV) / Actual Cost (AC) 1.18 1.15 (1)

5. Cost Variance Percent (CV%): Earned Value (EV) - Actual Cost

(AC)/(AC) x 100% 18% 15% (1)

6. Change Request Impact (CR Impact): Sum of Impact in Hours of

Change Requests divided by Budget at Completion (BAC) No changes No changes (9)

7. Average Risk Exposure: (Average of Summed Product of Risk

Probability and Impact; ranging from 9 = Very High to 1 = Very Low)

(Cumulative)

5.07 (n=14) 5.00 (n=13) (1)

8. Risks Opened divided by Risks Closed (Cumulative) 1.52

(41 /27)

1.48

(40 / 27) (1)

9. Issues Opened divided by Issues Closed (Cumulative) 1.80

(9 / 5)

1.80

(9 / 5) (2)

10.Actions Opened divided by Closed (Cumulative) 1.33

(88 / 66)

1.20

(77 / 64) (1)

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External Partner Coordination

• The ESC raised the need to better understand the project

timeline and the critical dependencies related to their

staff.

• In response the project team has taken the following

actions:

Developed a high level time line which provides a view

into when critical dependencies occur

Developed a first draft of specific detailed tasks by agency

including interface and integration testing, deliverable

review, and training tasks. Tasks will be further detailed as

the system integrator further elaborates their schedule.

Designated a project management resource to lead the

external agency coordination effort.

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De

plo

y

October Release Milestones – External Partner D

esig

n

De

ve

lop

me

nt

Te

st

Functional Design

Sys/UAT Test

January December November October September August July June May April

Code and Unit Test

AHCA Setup Complete

FHK Setup Complete

Milestones Oct Phase Durations Legend

FFM Readiness

Connectivity/Setup AHCA-DCF

Trading Partner Account Setup for DCF by AHCA for MEC

MEC Development Complete

Account Transfer Hold/Notice Development Complete

October Release

Connectivity/Setup AHCA – DCF

AHCA loading 270K FHK Kids to avail them for MEC Check

Current Date

Complete Data Sharing Agreement with AHCA

December Release Milestones – External Partner D

esig

n

De

ve

lop

me

nt

Te

st

Functional Design

UAT

Integration Test

System Test

January December November October September August July June May April

Code and Unit Test

December Phase Durations Legend

AHCA and FHK Readiness for UAT

AHCA and FHK Readiness for Deployment

Current Date Milestones

De

plo

y

December Release

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External Partner Coordination • Next Steps to address ongoing communications and action tracking, the project

team will do the following:

Meet with Agency Partners to collaboratively identify and review specific timeline

and tasks. (Meetings will be set up beginning next week).

Implement a project status readiness tool that tracks the external stakeholder

project dependencies.

UID Group Tasks as of August 2, 2013 Start Date End Date

MES Release 1 - External Stakeholder Readiness (Complete/ Total Due/ Total Scheduled) 4/15/2013 12/20/2013Complete MES Solution Design Phase

Produce Technical Design Specifications 8/5/2013 8/29/2013

2695 AHCA, FHKC, FSFN Perform Client review of FINAL DRAFT Technical Design Specifications 8/5/2013 8/9/2013

2270 AHCA, FHKC Perform Client review of Technical Design Specifications 8/12/2013 8/19/2013

2269 AHCA, FHKC Perform Final Client review of Technical Design Specifications 8/26/2013 8/29/2013

Produce Functional Design Specifications

2684 AHCA, FHKC Submit Interim DRAFT #1 Functional Design Specifications 6/21/2013 6/27/2013

2685 AHCA, FHKC Submit Interim DRAFT #2 Functional Design Specifications 7/12/2013 7/12/2013

2687 AHCA, FHKC, FSFN Perform Client review of FINAL DRAFT Functional Design Specifications 7/30/2013 8/6/2013

1815 AHCA, FHKC, FSFN Perform Client review of Functional Design Specifications 8/14/2013 8/28/2013

1817 AHCA, FHKC, FSFN Perform Final Client review of Functional Design Specifications 9/12/2013 9/17/2013

1823 Produce Organizational Change Management Plan 5/28/2013 8/29/2013

2766 AHCA, FHKC, DOH Perform Client review of FINAL DRAFT Organizational Change Management Plan 7/22/2013 8/2/2013

2768 AHCA, FHKC, DOH Perform Client review of Organizational Change Management Plan 8/12/2013 8/19/2013

2770 AHCA, FHKC, DOH Perform Final Client review of Organizational Change Management Plan 8/26/2013 8/29/2013

Complete Development Phase

2698 Complete Master Test Plan 6/21/2013 8/26/2013

2701 AHCA, FHKC, DOH, NSRC Perform Client review of FINAL DRAFT Master Test Plan 7/16/2013 7/19/2013

2295 AHCA, FHKC, DOH, NSRC Perform Client review of Master Test Plan 7/24/2013 8/7/2013

2294 AHCA, FHKC, DOH, NSRC Perform Final Client review of Master Test Plan 8/21/2013 8/26/2013

446 Technical Platform: MEC Check Service and Account Transfer Hold/Notice

3202 AHCA Complete AHCA Account and Security Setup 7/29/2013 7/29/2013

3201 AHCA Complete Data Sharing Agreement with AHCA 7/29/2013 7/29/2013

3204 FDSH Complete FDSH Setup 7/29/13 7/29/2013

3225 Technical Platform: FHK Integration

3224 FHKC Complete Data Sharing Agreement with FHK 8/21/2013 8/21/2013

3223 FHKC Complete FHK Account and Security Setup 8/21/2013 8/21/2013

Develop an integrated

process for reporting

and tracking external

agency task status as

part of the project

reporting process

Put in place ongoing

meetings with the DCF,

the System Integrator

and External Agency

staff to monitor progress

and track and resolve

actions items and risks

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Project Issues – ESC Level Discussion

Issues Comments

Mitigation Plan Pending CMS Approval

Mitigation plan submitted to CMS on 8/1

Project Director / DCF Project Team Business Lead

MGT Contract complete on 7/26. NH Statement of Work (SOW) under review

No Integrated Master Schedule exists for project

Complete – Integrated Master Schedule operational on 7/21

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Project Risk (“Very High Certainty” Risk Rating)

Risks Mitigation Strategy

The federal deadline for implementation of a functioning Medicaid Eligibility System is January 1, 2014.

The project is closely managed and monitored with a process to escalate and resolve risks quickly in order to stay on the compressed schedule. The Project Team continually communicates with CMS regarding pending regulations that may have an impact on the project.

Independent Verification and Validation Update

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