OFFICE OF THE STATE SUPERINTENDENT FOR EDUCATION Chief Information Office (CIO) Enterprise Licensing and Case Management Initiative Scope of Work

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1 C.1 SCOPE OFFICE OF THE STATE SUPERINTENDENT FOR EDUCATION Chief Information Office (CIO) Enterprise Licensing and Case Management Initiative Scope of Work The Government of the District of Columbia, Office of the State Superintendent of Education (OSSE), Procurement Office (PO), is seeking implementation assistance services from a contractor to prepare for the roll-out an OSSE Enterprise-Wide Licensing and Case Management system. The solution must: 1. Have the ability to submit license applications and renewals online over the internet and, likewise, provide the capability to pay fees on-line; 2. Have the ability to link background checks and other source data received from outside agencies to applications and licensee s case folders and maintain a history of this information for future reference by the licensure; 3. Provide for internet based accessibility and support public logons with views of application status (showing application status within the workflow) and licensing renewal progress status; 4. Provide OSSE with workflow tracking to permit proper processing of applications through the organization; 5. Provide for a dashboard and public license look-up functionality; and 6. Provide the capability to allow OSSE to be able to make minor changes as needed by in-house staff. The scope of this work for this project will be to develop a solution that automates the intake process for receiving application forms and the collection of related documentation and data required to facilitate the licensing process. The solution needs to be able to: 1. Electronically collect application and renew form data over the internet (including such data as name, address, education background, DOB, etc.); 2. Import data from third party sources and append this data to an applicant or licensure case folder/records; 3. Electronically process payments; 4. Generate notifications and alerts regarding status updates and other general response information; and 5. Provide the capability to electronically file and convert paper documents to searchable electronic format. Primary responsibilities of the contractor include: 1. Provide implementation assistance services to configure the COTS solution for the Educator Licensure and Accreditation (ELA) and Education Licensure Commission (ELC) programs to prepare for the successful implementation and deployment of the software. The contractor will work with the OSSE staff to optimize the software to enable OSSE to successfully meet its desired

2 functionality and timings. The specific activities, deliverables, roles and responsibilities and acceptance criteria that comprise the implementation services for this solicitation are as follows: Project Initiation Project initiation is an opportunity to ensure the project starts in a wellorganized, structured fashion while re-confirming the OSSE and Contractor expectations regarding the implementation. This deliverable is comprised of project planning activities, core project management documents and templates and the first on-site meeting conducted between the OSSE and Contractor after the signing of the Statement of Work. Coordinate project planning activities. Complete an industry standard Project Management Plan. The Project Management will include the Contractor s Implementation Methodology that will be used by Contractor to deliver Services. Complete Baseline Project Plan, Project Status Report Template, and Project Kickoff Presentation deliverables with input from appropriate OSSE resources. Identify and set expectations with key resources and subject matter experts for ongoing participation in the project. Provide timely and appropriate responses to Contractor s requests for project planning input and meeting logistics requests. Provide meeting facilities for Project Kickoff and other onsite activities. Include Project Sponsor in Project Kickoff Meeting. Review and acceptance of the Project Management Plan Review and acceptance of the Baseline Project Plan Review and acceptance of the Project Charter Completion of the Project Kickoff Meeting Analysis In order to develop the content for the To-Be Analysis Document(s), Contractor will work closely with designated OSSE personnel and will conduct analysis sessions to capture the to-be required business processes. In conjunction with the OSSE representatives, Contractor will perform the following tasks: Review and understand existing business processes intended for migration into the License and Case Management software; Review the developed business process as a basis for configuration in a workflow tool; Assist the OSSE in streamlining existing business processes for fit into the License and Case Management software.

3 Collect employee names and associated roles and identify user group setups. Review the collected document intake requirements, forms, and data fields for each process. Review the collected document output requirements (documents/letters/reports). Review the collected document fees, fee schedules, and collection procedures for each process. Review the collected document all required inspections and inspection result options for each type. Interview staff in order to understand existing business processes. Conduct to-be analysis sessions to capture the required business processes to be automated within the system. Conduct meetings via , web conference, phone, and in person to gather and validate analysis input. Provide timely and appropriate responses to Contractor s requests for Make available the appropriate OSSE key users and content experts to provide required information, participate in the configuration analysis and verify the accuracy of the documented workflows, input/output formats, and data elements. Provide any existing business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant Schedule participants and meeting locations for analysis activities. Completion of To-Be Analysis Session for ELA and ELC business processes. Configuration Contractor will work closely with designated OSSE personnel and will conduct configuration analysis sessions to capture the to-be required business processes as they relate to cross-functional or cross-departmental business processes. These sessions are where that impact will be explored, discussed and agreed upon. It should be noted that the results of these sessions will be documented in the Configuration Analysis Document(s) for each process owning department. In conjunction with the OSSE representatives, Contractor will perform the following tasks: Review and understand existing business processes intended for migration into the License and Case Management software. Review the developed business process as a basis for configuration in a workflow tool.

4 Assist the OSSE in streamlining existing business processes for fit into the License and Case Management software. Interview staff in order to understand existing business processes. Conduct configuration analysis sessions to capture the required business processes to be automated within the system. Configure Accela version 7.2 or higher to support all ELC and ELA s major business processes. Conduct meetings via , web conference, phone, and in person to gather and validate analysis input. Provide timely and appropriate responses to Contractor s request for Make available the appropriate OSSE key users and content experts to provide required information, participate in the configuration analysis and verify the accuracy of the documented workflows, input/output formats, and data elements. Provide business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant Schedule participants and meeting locations for analysis activities. Completion of Configuration Analysis Sessions for all OSSE Enterprise-Wide Licensure business processes. Configure Accela version 7.2 or higher to support all ELC and ELA s major business processes. Project Management Contractor will provide a Project Manager throughout the implementation in order to plan and monitor execution of the project in accordance with deliverables outlined in the Statement of Work. To support the implementation of the software at OSSE the Contractor will provide Project Management services throughout the project. Generally these services include the following: Project plan management using Microsoft Project 2010, Project document management using Microsoft SharePoint, Issue log management and escalation, Status reporting, Change order management, Project workspace management, Resource management, Executive project oversight and quality assurance.

5 C.1.1 Applicable Documents By mutual agreement, some project management tasks may be shared between the Contractor Project Manager and the OSSE Project Manager. In performance of this contract, the Contractor shall follow the District of Columbia procurement laws, regulations, policy directives, issuances, and additional instructions that the District COTR may issue. C.2 Deliverables Deliverable Name Description Delivered Line 1 Deliverable 1 Project Initiation Project Management Plan Project Charter Baseline Project Plan Project Status Reports Project Kickoff Presentation Facilitate Project Kickoff Meeting Line 2 Line 3 Line 4 Deliverable 2 Deliverable 3 Deliverable 4 Analysis Configuration Project Management To-Be Analysis data gathering activities, including workshops, interviews, and web conferencing sessions. Configure Accela version 7.2 or higher to support all ELC and ELA s major business processes. Project Manager not to exceed 8 hours per week.

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