Project Phases and Deliverables

Draft Model RFP Appendix 8 (3/18/0!

Sample Project Phases and Deliverables
This section consists of a suite of potential options broken out by sample phases. While it may
be useful for grantees to consider these deliverables in designing their project, the particular
suite of deliverables and the organizational structure that is ultimately incorporated will be
project-specific. The grantee may also ask the Vendor to provide cost estimates on a per-
deliverable basis in the bid response.
Project Plan
Detailed Project Plan "ithin #### b$siness da%s of the orientation &eetin' described in (ection )*+,- the
.endor /ill $pdate the draft Project Plan fro& their proposal0 For all project tas1s-
s$btas1s- and activities- the detailed plan /ill2
3ncl$de a sched$le and 4antt chart- &ilestones- and deliverables0
3ncl$de .endor and Partner reso$rces that exist as line ite&s /ithin the Project
Plan0
3ncl$de the follo/in' date5related infor&ation2
a. 6ri'inall% sched$led start and end dates (incl$din' &ilestones and
deliverables!
b. Anticipated start dates and end dates for f$t$re tas1s- s$btas1s- and activities-
if sched$le fl$ct$ation has occ$rred
c. Act$al start and end dates for all c$rrent and co&pleted tas1s- s$btas1s- and
activities
d. 7e $pdated- at a &ini&$&- /ee1l% and
e. 3dentif% iss$es that affect deadlines0
3ncl$de the p$rchase of ######)an% prod$cts re8$ired to co&plete the project,
#### (e.g. Thin-client obile !arcode "evices#.
f. 9he partner(s! reserves the ri'ht to p$rchase the hard/are and soft/are
o$tside of this contract0
Phase 1. Project Initiation, Business Process Analysis, Technology esearch, In!rastructure Preparation
Initiation and Project
"anagement
#ontractor$s responsibilities Develop Project Plan- incl$din' 8$alit% ass$rance plans
:stablish a Facilitator to /or1 /ith the project tea&
;larif% roles and responsibilities- /hich incl$de dia'ra&&in' ho/ deliverables-
co&&ents- and o$tstandin' iss$e /ill flo/ bet/een the different project tea&
&e&bers and their co$nterparts /ithin their o/n a'enc%- alon' /ith the for&at for
co&&ents (i0e0 blan1 co&&ent sheet that clearl% defines the section bein'
co&&ented on!
:stablish a &echanis& to trac1 all project co&&$nications and deliverables and
allo/ the project &e&bers to access the infor&ation
Provide $p to ###* "eb:x5facilitated conference calls thro$'ho$t the project
d$ration and facilitate 'ro$p disc$ssion for all the calls
($b&it project &onthl% reports
Partner Sta!! esponsibilities ;oordinate Partner reso$rces needed
Provide /or1 area
Define project standards and controls re8$ired b% the Partner
Attend project 1ic1off
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Project Phases and Deliverables
Draft Model RFP Appendix 8 (3/18/0!
Deliverables Project plan (incl$din' 4A<99 chart- all steps/tas1s- revie/ and revision ti&e
fra&es for doc$&entation (i0e0 sched$les- plans- and s%ste& doc$&entation- and
application testin'0 :sti&ate of the ho$rs of /or1 re8$ired fro& Partner staff0 9he
Project 4A<99 chart shall be $pdated as needed to reflect project stat$s0!
6ne (1! project 1ic1off &eetin' via "ebex facilitated conference call /ith partner
and federal representatives
=ost###* conference calls- facilitate disc$ssion and iss$e conference call and
&eetin' &in$tes
Monthl% project reports
Acceptance #riteria 9he project tea& /ill approve the project plan- call &in$tes- and &onthl% project
reports- and then the project &ana'er /ill approve for final acceptance0
Business Process Analysis
and Technology esearch
$"etailed responsibilities relevant to specific project needs, which may include some of the
following%&
#ontractor$s responsibilities Develop Re8$ire&ents Doc$&ent
Revie/ existin' sche&as for relevance
;ond$ct feasibilit% st$d% and technical eval$ation of ######## to deter&ine
######
Doc$&ent the ######## flo/ re8$ire&ents- incl$din' national and partner
or'ani>ational str$ct$re- data ele&ents- and b$siness processes for all partners 'e.g.
generators, transporters, partner agency, and () *+,#. 9he re8$ire&ents shall be
confined to #######activities onl%0 Details of ##### activities /ill not be
re8$ired0
;ond$ct a revie/ and eval$ation of ########)relevant technolo'ies or s%ste&s for
the project,####and their applicabilit% to the project 'e.g. current hand-held mobile
device, associated software with potential wireless capability technology, and their
applicability to this pilot project to be used by transporter and T)" facilities
needed to track waste manifests#
Partner Sta!! esponsibilities ;oordinate partner reso$rces needed
Provide /or1 area
Define project standards and controls re8$ired b% the partner(s!
Deliverables 7$siness Re8$ire&ents Doc$&ent /ith foc$s on partner5level processin' needs-
flo/ re8$ire&ents- incl$din' data ele&ents to exchan'e and eval$ation of needs
fro& project participants
9echnolo'% Reco&&endation Report to provide technical options to i&ple&ent
#####)project,##### 'e.g. a pilot-scale -.entral e-anifest )ystem/ for tracking
manifest activities#
Acceptance #riteria 9he 7$siness Re8$ire&ent doc$&ent /ill be revie/ed b% the project tea& to co&pare
all content deliverables to the defined project b$siness re8$ire&ents specified b% the
pro'ra& area experts (facilit%- partner and :PA!0 9he 9echnolo'% Reco&&endation
/ill be follo/ed b% a revie/ and approval of the individ$al partner infor&ation
technolo'% staff involved in application develop&ent- sec$rit% and /eb hostin'0 6nce
this is acco&plished- then final approval /ill be provided b% the project &ana'er0
Partner eadiness
Assessment
$"etailed assessment of technical readiness relevant to specific project needs, which may
include some of the following&%
#ontractor$s responsibilities Assess each partner?s technical readiness to proceed /ith the project
Anal%>e each partner to identif% infrastr$ct$re needs @ node5to5node data
exchan'es
3dentif% the partner to ###)acco&plish specific project re8$ire&ents,#### 'e.g.
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Project Phases and Deliverables
Draft Model RFP Appendix 8 (3/18/0!
host and manage the server and database for the duration of the pilot for the
recommended0prototype )hared e-anifest Tracking )ystem#
Doc$&ent the partner data exchan'e re8$ire&ents bet/een ########
)3f project incl$des a pilot phase2, Finali>e the &e&bers of the pilot de&onstration
based on developed criteria
Present reco&&endations and selection of potential $sers
;ond$ct 1ic1off &eetin'
Partner Sta!! esponsibilities Revie/ the Assess&ent and Readiness reports
(ched$le and attend b$siness re8$ire&ent anal%sis &eetin's
Deliverables ###* Readiness Assess&ent Reports (i0e0 one report for each of the partners! /ith
foc$s on partner5level technical needs 'e.g. processing needs, data e1change
re2uirements with the .entral manifest system, infrastructure needs, node-to-node
data e1changes#
A Project Pro'ra&/9echnical ;onference /ith partners (pro'ra& area and 39! and
:PA representatives (as appropriate to the project! to deter&ine and/or verif%
b$siness re8$ire&ents- policies and standards
Acceptance #riteria .erif% and receive si'n5off fro&#######)partner staff,##### (i0e0 specific pro'ra&-
39! of report content and co&pliance /ith ###### (i0e0 pro'ra& area re8$ire&ents- 39
standards and proced$res!0 6nce this is acco&plished- then final approval /ill be
provided b% the project &ana'er0
In!rastructure Preparation
to Support %%%%%%% $)pecific to project, and may include the following%&
#ontractor$s responsibilities Deter&ine s%ste& re8$ire&ents
Doc$&ent infrastr$ct$re re8$ire&ents to s$pport the ######)project,######
;reate develop&ent environ&ent )if needed,
3nstall re8$ired develop&ent soft/are )if needed,
:stablish sec$rit% proced$res
Partner Sta!! esponsibilities Provide access to infrastr$ct$re for installation
(ched$le Partner staff re8$ired
:ns$re reso$rces available as needed
Adopt standards and proced$res re8$ired
Deliverables Report for 9echnolo'% @ (ec$rit% Re8$ire&ents (1 report! to s$pport
####)project,######- incl$din' an% applicable2
3nfrastr$ct$re re8$ire&ents
(oft/are re8$ire&ents
9echnical standards
(ec$rit% standards
9echnical proced$res
Acceptance #riteria .erif% and receive si'n5off fro& #######)partner staff,##### (i0e0 specific pro'ra&-
39! of report content @ co&pliance /ith re8$ired standards and proced$res for
###########)project specifics, #######(i0e0 infrastr$ct$re hostin'- installation-
testin' @ deplo%&ent!0 6nce this is acco&plished- then final approval /ill be
provided b% the project &ana'er0
Phase &. Design and Development %%%%%%%%'project(%%%%%%% (e.g. Central e-Manifest Tracking System)
Desi'n and Develop&ent of
)Project ;o&ponent,
Project co&ponent 'e.g. .entral e-anifest )chema for data e1change and for schema
documentation#%
#ontractor$s responsibilities ;reate the #######)project co&ponent,####### 'e.g. 34 e-manifest schema and
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Project Phases and Deliverables
Draft Model RFP Appendix 8 (3/18/0!
the appropriate *1change 5etwork submittal templates for submission to the
*1change 5etwork governance '5etwork 6perations !oard# for review, approval
and posting to the *1change 5etwork registry#
Develop&ent of #######)co&ponent?s s$pportin' &aterial(s!,####### 'e.g. an
*1change 5etwork compliant, e-anifest "ata )chema .onformance 7eport#
Partner Sta!! esponsibilities Revie/ doc$&ents and verif% acc$rac%
Develop initial $se case doc$&ent that vendor /ill $se and finali>e
Deliverables ##)project co&ponent,##### 'e.g. ,n eanifest 34 schema#
#)co&ponents s$pportin' &aterial(s!,## 'e.g. eanifest )chema .onformance
7eport and "ata 8low .onfiguration templates#
Acceptance #riteria Revie/ and approval b% partner project representatives- incl$din' pro'ra& area
experts- to ens$re acceptance of data ele&ents- then approval b% partner 39 staff
experts for co&pliance /ith 39 /eb hostin' and sec$rit%0 9his /ill be follo/ed b% a
revie/ and approval b% :xchan'e <et/or1 'overnance entr$sted /ith acceptance of
s$b&itted sche&a for postin' to :xchan'e <et/or1 re'istr%0 6nce these revie/s are
co&pleted- the project &ana'er /ill consider the deliverables acceptable and approve
all invoices for pa%&ent0
Phase ). Data *lo+ Design and Development
Partner,Speci!ic Data *lo+
System Design Documents
9hese reports /ill incl$de the technical specifications for i&ple&entin' data flo/s to &eet the
re8$ire&ents identified in the 3&ple&entation Plan in Phase *+ 'e.g. two-way
communications between .entral anifest system and each partner#.
#ontractor$s responsibilities .erif% the b$siness re8$ire&ent findin's in the assess&ent reports prepared in
Phase )*+, for the f$nctionalit% to be i&ple&ented- incl$din' the $se of an%
applicable :xchan'e <et/or1 protocols- data standards and related re8$ire&ents
o Data ele&ent dictionar% and data cross/al1 doc$&entation
Develop the node client f$nctionalit% /ith /eb service interface capabilities for
##### 'e.g. waste generators and T)"s#
o ;onfi'$re soft/are and/or e8$ip&ent based on the Partner?s $ni8$e
b$siness re8$ire&ents to incl$de2
"eb entr% for&s for data access 'e.g. via a model .entral
anifest Tracking )ystem described in +hase 9#
Partner <ode confi'$ration 'e.g. to retrieve manifest data
from the central anifest Tracking )ystem and send
certification information to the system#
Mappin' to bac1end s%ste&s 'e.g. "ata mapping to update
partner backend manifest tracking system with data received
from .entral anifest Tracking )ystem#
Define $ser trainin' and additional doc$&entation
re8$ire&ents0
Develop a test plan for 1! Partner5to5:PA <ode5to5<ode data flo//transfer- and A!
Partner node to Partner database transfer f$nctionalit%
Develop a data flo/ i&ple&entation '$ide coverin'2
a0 Data exchan'e bet/een ##### and ###### (e0'0 bet/een central
&anifest trac1in' s%ste& and /aste 'enerator!
b0 :tc0
Partner Sta!! esponsibilities ;oordinate appropriate pro'ra& area and 39 staff attendance at all conference call
and &eetin's-
Provide access to the partner?s /eb hostin' and database s%ste&s /ith the
appropriate 39 staff s$pervision-
B
Project Phases and Deliverables
Draft Model RFP Appendix 8 (3/18/0!
Provide all reference &aterials and $ser doc$&ents as re8$ired0
Provide vendor /ith b$siness r$les for data0
Deliverables +* 'eneral (%ste& Desi'n Doc$&ents ((DD! for the data flo/ (i0e0 one for each
participatin' partner!0 9he (DD shall provide a co&pleted partner5specific Data
Flo/ (%ste& Desi'n Doc$&ent c$sto&i>ed for each partner to i&ple&ent ######
data flo/0
"eb entr% for&s for data access via #### 'e.g. a model .entral anifest Tracking
)ystem in +hase 9#
Data flo/ i&ple&entation '$ide coverin'2
a0 Data e1change between :::: and :::: 'e.g. central manifest
tracking system and waste generator#
b0 *tc0
9est plan for 1! Partner5to5:PA <ode5to5<ode data flo//transfer- and A! Partner
node to Partner database transfer f$nctionalit%
Acceptance #riteria Revie/ and approval b% partner project representatives- incl$din' pro'ra& area
experts- then approval b% partner 39 staff experts follo/ed b% si'n5off b% project
&ana'er prior to a'ree&ent to rei&b$rse0
Partner,Speci!ic Data *lo+
Development
#ontractor$s responsibilities Develop data flo/s in accordance /ith the approved partner (%ste& Desi'n
Doc$&ents ((DD!
Partner Sta!! esponsibilities Provide co&&ents on the s%ste& develop&ent0
Deliverables +* partner data flo/s (i0e0 one for each participatin' partner!0
Acceptance #riteria Revie/ and approval b% partner project representatives- incl$din' pro'ra& area
experts- then approval b% partner 39 staff experts follo/ed b% si'n5off b% project
&ana'er prior to a'ree&ent to rei&b$rse0
Phase -. Partner Data *lo+ Installation
#on!igure Test and
Production .nvironments
/endor$s esponsibilities Prod$ction plannin' &eetin' a'enda and /eb hostin' prod$ction plannin' &eetin'-
"or1 /ith partner /eb hostin' tea&s to ac8$ire the test and prod$ction
environ&ents-
(%ste& test plan and test scripts provided to /eb hostin' and data base tea&s
Prod$ction s%ste& specification verification
Perfor& f$ll conversion testin' and s%ste& test
Partner Sta!! esponsibilities Provide staff reso$rces and server access needed for testin' and prod$ction
environ&ents
"or1 /ith contractor to develop $ser acceptance test criteria for test scripts
.alidate s%ste& installation on test and prod$ction environ&ents
Perfor& $ser acceptance testin'
.alidate/accept test scripts and testin' res$lts
(i'noff on s%ste& install
Deliverables 9est C prod$ction plannin' &eetin's /ith /eb hostin' tea&s
Provision of test plan and test scripts to partner /eb hostin' tea&s
Acceptance #riteria Revie/ and approval b% partner project representatives (i0e0 pro'ra& area experts-
partner 39 staff experts!0 6nce these revie/s are co&pleted- the project &ana'er /ill
consider the deliverables acceptable and approve all invoices for pa%&ent0
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Project Phases and Deliverables
Draft Model RFP Appendix 8 (3/18/0!
"igration and Data *lo+
Installation0Implementation
#ontractor$s responsibilities ;oordinate tas1s for i&ple&entation- incl$din' sched$lin' lo'istics
3&ple&ent/install the data flo/s
Partner Sta!! esponsibilities .alidate the prod$ction environ&ent
Facilitate the contractor to i&ple&ent/install flo/s accordin' to a'reed $pon
sched$le
Deliverables Prod$ction set$p plan and sched$le
Mi'ration tas1 list for installs
Prod$ction s%ste& installed- tested and validated for each 'rant partner
Acceptance #riteria Revie/ and approval b% partner project representatives (i0e0 pro'ra& area experts-
partner 39 staff experts- :PA pro'ra& experts- ;entral Data :xchan'e
representatives!- follo/ed b% si'n5off b% project &ana'er prior to a'ree&ent to
rei&b$rse
#onduct .nd,1ser
Training
#ontractor$s responsibilities Develop and provide end $ser trainin' '$idance doc$&ents/&an$als for end $sers
of the s%ste& C i0e0 pro'ra& staff- facilit% &ana'ers
Provide trainin' to partner technical- pro'ra& and facilit% staff (this &a% be a
"eb:x facilitated session!
Partner Sta!! esponsibilities 3dentif% (tate/9ribal and facilit% representatives for trainin' attendance
Provide feedbac1 on trainin' doc$&entation
Provide and sched$le trainin' roo&s
:stablish appropriate trainin' sessions and a'enda0
;ond$ct end $ser trainin'
Deliverables :nd $ser trainin' doc$&ents
9rainin' plan
Eser trainin' sessions
Acceptance #riteria Revie/ and approval b% partner project representatives follo/ed b% si'n5off b%
project &ana'er prior to a'ree&ent to rei&b$rse
Phase 2. Post Implementation03essons 3earned
Post Production Support
#ontractor$s responsibilities Provide )+*, &onths free &aintenance and s$pport to resolve an% i&ple&entation
iss$es and proble&s- as detected0
Develop lessons learned report to co&&$nicate the lessons learned0 3ncl$de
'$idance to serve as a F=o/ to Man$alG for the project
Develop F&ar1etin' pac1a'eG (presentation- on5line flash video on a project
/ebsite- etc0! to serve as o$treach to :PA- re'$lated co&&$nit% and other partners
and co&&$nicate ho/ others co$ld either i&ple&ent the approach developed in
this project or to beco&e involved in the $se of the project
P$blish project res$lts at the :xchan'e <et/or1 /eb site
;onsider develop&ent of a 9ea& Project /ebsite for hostin' deliverables- notes-
etc
Provide a doc$&ent that &aps the data ele&ents bet/een the bac15end data
s%ste&s and the sche&a (3f there are ele&ents &issin' fro& the bac15end s%ste&-
the .endor sho$ld prod$ce a report listin' the& and ho/ the% sho$ld be
addressed0!
H
Project Phases and Deliverables
Draft Model RFP Appendix 8 (3/18/0!
Partner Sta!! esponsibilities Provide s$pport to $ser co&&$nit%
Develop an ann$al plan for enhance&ents and &aintenance
Deliverables Develop a &ar1etin' pac1a'e for o$treach to :PA- re'$lated co&&$nit% and other
states/tribes
Iessons Iearned Report
Acceptance #riteria Revie/ and approval b% partner project representatives- incl$din' ####- follo/ed b%
si'n5off b% project &ana'er prior to a'ree&ent to rei&b$rse