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$ired b% the Partner Attend project 1ic1off 1 Project Phases and Deliverables Draft Model RFP Appendix 8 (3/18/0! Deliverables Project plan (incl$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$ire&ents,#### 'e.g. A Project Phases and Deliverables Draft Model RFP Appendix 8 (3/18/0! host and manage the server and database for the duration of the pilot for the recommended0prototype )hared e-anifest Tracking )ystem# Doc$&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 3 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$ction plannin' &eetin's /ith /eb hostin' tea&s Provision of test plan and test scripts to partner /eb hostin' tea&s Acceptance #riteria Revie/ and approval b% partner project representatives (i0e0 pro'ra& area experts- partner 39 staff experts!0 6nce these revie/s are co&pleted- the project &ana'er /ill consider the deliverables acceptable and approve all invoices for pa%&ent0 D Project Phases and Deliverables Draft Model RFP Appendix 8 (3/18/0! "igration and Data *lo+ Installation0Implementation #ontractor$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