New York Health Benefit Exchange

Transcription

1 [Type text] New Yrk Health Benefit Exchange Blueprint Summary fr Cmmunicatin Management Plan Octber 26, 2012 Item Number Tpic Cmmunicatin Management Plan Versin Number Mdified By Revisin Date Descriptin f Change 1.1 Jhn Mran 10/19/2012 Updates as requested by CCIIO frm CMS Design Review n 10/9/2012 and 10/10/2012

2 [Type text] New Yrk State Department f Health NEW YORK HEALTH BENEFIT EXCHANGE (NY-HX) CSC COMMUNICATION MANAGEMENT PLAN August 9, 2012 Versin 1.0 Dcument #: FAU P-11

3 Cntents 1 Intrductin Purpse Scpe Audience Apprach SharePint Cmmunicatins Prtal Cmmunicatins Types Internal Cmmunicatins External Cmmunicatins Stakehlder Grup One: CMS and Related Federal Stakehlders Stakehlder Grup Tw: Other States Stakehlder Grup Three: New Yrk State Public-Sectr Stakehlders Stakehlder Grup Fur: Business Partners and Other Key Stakehlders Stakehlder Grup Five: Other Cnsultatin Dcumentatin Tls and Requirements NY-HX Transmittal Prcess Team Rsters Reprt Distributin Prject Standing Meeting Schedule Glssary... 9 Figures Figure 1: Stakehlder Cnsultatin... 5 Tables Table 1: Majr Features and Benefits... 1 Table 2: Key Internal Stakehlders... 3 Table 3: Team Cntact List Frmat... 7 Table 4: Dcument Identificatin Frmat... 7 Table 5: List f Standing Meetings... 8 New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page i

4 VERSION HISTORY Versin Number Implemented By Revisin Date Apprved By Apprval Date Descriptin f Change 0.1 S. Rubenstein 08/14/2012 N/A N/A N/A 0.2 J. Mran 10/19/2012 N/A N/A Updates t incrprate CCIIO recmmendatins frm CMS Design Review New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page ii

5 1 Intrductin Effective cmmunicatin is an essential cmpnent t building and maintaining prductive wrking relatinships amng all internal and external stakehlders f the New Yrk Health Benefit Exchange (NY-HX) prject. Better wrking relatinships engender imprved prject task crdinatin. These activities are critical t develping prject-based relatinships that align all relevant effrts tward cmmn, shared bjectives. N single apprach is best t meet all f the cmmunicatin bjectives, nr is a single individual respnsible t execute the entire prject cmmunicatins strategy. The CSC Prject Management Office (PMO) is ultimately respnsible fr the executin f the cmmunicatin plan fr this prject; CSC has develped a culture in which all CSC team members share respnsibility fr effective cmmunicatins. CSC develps and implements an array f cmmunicatin methds that integrate a range f verbal, written, rganizatinal, and electrnic means t ensure that the prject s infrmatin-sharing requirements are met. All team members understand their shared respnsibility t fster an envirnment within the prject that places high value n effective cmmunicatin f relevant, valuable data and infrmatin. Accrdingly, this dcument presents a multifaceted cmmunicatins apprach that facilitates the creatin, disseminatin, and availability f pertinent, value-adding prject infrmatin fr all team members and stakehlders. Table 1 summarizes the majr features and benefits f CSC s cmmunicatin plan apprach. Majr Features Multiple and integrated cmmunicatin methds, tailred t the cmmunicatin needs and requirements f distinct prject participants A cmprehensive Web-based infrmatin SharePint prtal that enables the full range f required prject cmmunicatins Prject management cmmunicatin rutines, including recrding and distributin f meeting minutes, which dcument and distribute essential prject infrmatin t select prject participants Outreach effrts t facilitate face-t-face cmmunicatin and relatinship building 1.1 Purpse Majr Benefits t DOH Enhanced quality thrugh pen, shared cmmunicatin Prject management dcuments and team infrmatin are strable and retrievable (and dwnladable at the user s cnvenience) t prvide transparency/ traceability t prject infrmatin Cnsistent dcumentatin f prject issues and prgress, which are available fr review Direct, in-persn cmmunicatin with stakehlders t build better relatinships Table 1: Majr Features and Benefits The verall bjective f the NY-HX Cmmunicatins Management Plan (CMP) is t prmte the success f the prject by fcusing n the standard and rutine prject cmmunicatins and infrmatin needs f bth internal and external stakehlders. There are several ther plans that address the mre succinct cmmunicatin needs n the prgram. As an example the Risk and Issues Management Plan fcuses n cmmunicatins fr thse specific prject management functins. The NY-HX CMP defines the prject s structure and methds fr infrmatin cllectin, screening, frmatting, and distributin. Additinally, it establishes understanding amng prject teams regarding the actins and prcesses necessary t facilitate the critical links amng peple, ideas, and infrmatin that are necessary fr prject success. New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 1

6 1.2 Scpe This NY-HX Cmmunicatins Management Plan defines the prject s methds f infrmatin cllectin, screening, frmatting, and distributin. Cmmunicatins planning activities identify the apprpriate level f cmmunicatin fr each Prject stakehlder, what infrmatin shuld be distributed, and the frequency f cmmunicatins. This plan als describes the methd f cmmunicatins ( , face t face meetings, etc). 1.3 Audience The intended audience f the CMP is the DOH Leadership team, CSC Leadership Team, CSC and DOH prject teams, and all ther key stakehlders whse supprt is needed t carry ut the prject. Key stakehlders are described in the Internal and External Stakehlders sectins f the CMP. 1.4 Apprach CSC has develped ur cmmunicatin strategy by identifying cmmunicatin methds that are apprpriate fr the prject. Our apprach t cmmunicatins management fcuses n a cmprehensive and cntrlled apprach that reduces the ccurrences f randm, r discnnected cmmunicatin elements. Examples include print, electrnic, and face-t-face methds. The selected methds ensure that an apprpriate mix f push and pull cmmunicatins methds are emplyed n this prject. Push methds send r push infrmatin t key audiences and stakehlders in an effrt t mve infrmatin frm the prject directly ut t the stakehlder audiences (i.e., s, face-t-face meetings). Pull methds enable and facilitate the ability t btain r pull prject infrmatin n an as needed basis. T facilitate delivery f this infrmatin, CSC will make infrmatin available t all CSC and DOH stakehlders by prviding access t the prject s SharePint site. This will be a cntrlled access fr each f the stakehlder cmmunities. The SharePint site will be the primary means fr facilitating frmal and infrmal cmmunicatins, and will be the main repsitry f artifacts fr prject infrmatin and cllabratin amng the individual stakehlders. 1.5 SharePint Cmmunicatins Prtal The SharePint site prvides CSC and the DOH with an effective means f cmmunicating amng the Agile Teams, PMO, and stakehlders. CSC will wrk with the DOH t ensure its stakehlders have access t shared cntent as fllws: The SharePint site includes the capability t view and dwnlad standard reprts and parameter-driven standard frmatted reprts in a readable frmat. The SharePint Prcess Asset Library is an rganized, indexed, searchable repsitry f prcess assets that are easily accessible by anyne wh needs prcess guidance infrmatin, examples, plans, templates, r ther prcess supprt materials. The SharePint site has the capability fr secure access. CSC establishes gvernance by establishing access grups and assigning individuals t the apprpriate grup(s). The DOH and CSC managers and stakehlders will have access t the PMO dashbards fr prgram measurements. New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 2

7 2 Cmmunicatins Types At the highest level, there are tw distinct categries f cmmunicatins n this prject. The first is internal cmmunicatins, and the secnd is external cmmunicatins. Internal cmmunicatins are defined as thse cmmunicatins assciated with prviding infrmatin abut internal prject activities, such as status, meeting minutes, and risk and issue management. These cmmunicatins are designed t facilitate efficient and effective prject implementatin. External cmmunicatins are defined as thse cmmunicatins assciated with prviding the utside cmmunity with infrmatin abut the prject. 2.1 Internal Cmmunicatins The key internal stakehlders are the executive and management staff verseeing the NY-HX prject. The key internal stakehlders are wrking members f the prject and are lcated in widely dispersed gegraphic lcatins. The key internal stakehlders rely primarily n cmmunicatins when nt present fr standing r ad hc meetings. The key internal stakehlders are listed in the table belw: Name Jasn Helgersn Chris Hall- Finney Judith Arnld Brian Knwles Beth Osthimer Dnna Frescatre Title Deputy Cmmissiner, NYS Medicaid Directr Stakehlder Grup Cmmunicatins Primary Vehicle DOH All CIO, OHIP DOH/OHIP All Directr, OHIP Divisin f Eligibility and Enrllment DOH/OHIP All Prject Directr DOH/OHIP All Special Assistant t Judy Arnld Deputy Directr fr Health Care Redesign DOH/OHIP All NYS Gvernr s Office All Steve Rubenstein Accunt Executive CSC All Jhn Mran Prject Directr CSC All Tm Silvius Slutin Architect CSC All Dawn Bland PMO Directr CSC All Ned Simpsn Russ Ralbvsky Parampreet Sidana Sharn Garner Requirements Manager CSC All Develpment Manager CSC All Test Manager CSC All QA Manager CSC All Table 2: Key Internal Stakehlders The cntact infrmatin fr all prject stakehlders frm bth CSC and the DOH is available t the prject team via NY-HX Cntacts lcated n the NY-HX SharePint prtal. New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 3

8 2.2 External Cmmunicatins Prject cmmunicatins are the NY-HX team s primary tl fr prmting cperatin, participatin, crdinatin and an understanding f acceptance with external stakehlders. The prject has fur main grups f external stakehlders, each having specific cmmunicatins gals. The fur grups are: CMS and related Federal stakehlders, ther States, NYS public-sectr stakehlders, and business partners and ther key stakehlders Stakehlder Grup One: CMS and Related Federal Stakehlders The fllwing are the gals f external cmmunicatins with CMS and related Federal stakehlders: Enable the State t establish and maintain a cntinuus, effective cmmunicatins cnduit between the Prject and CMS Supprt the State t ensure that CMS has sufficient infrmatin t maintain apprpriate versight fr the Prject Supprt the State t ensure that CMS is empwered t participate in nging prject activities Enable the State t prvide a shared frum, such as a cllabratin site, fr wrking with HHS, CMS, CCIIO, ANSI, NIEM, and ther Federal stakehlders t identify, share, enhance, and publicize reusable Prject deliverables. These deliverables might include business prcess mdels, data mdels, Agile SDLC artifacts, reusable SOA bjects, r web functinality, amng thers Stakehlder Grup Tw: Other States The fllwing are the gals f external cmmunicatins with ther States: Supprt the State t ensure that New Yrk takes full advantage f the knwledge and system service deliverables develped by ther states, and is able t share its wn wrk prducts with ther states Utilize a shared frum, such as a cllabratin site, where ther states interact with the Prject t discuss health insurance exchange requirements and ptential slutins, share useful SDLC artifacts, schedule and arbitrate shared wrklads, and wrk ut ways t leverage each thers accmplishments Stakehlder Grup Three: New Yrk State Public-Sectr Stakehlders The fllwing are the gals f external cmmunicatins with NYS public-sectr stakehlders: Supprt the State t ensure that NYS public-sectr stakehlders (including State and lcal legislative and gverning entities) are kept aware f Prject gals, prgress, and perfrmance Wrk with DOH t ensure that ther State agencies such as OTDA, Department f Crrectins and Cmmunity Supervisin, Labr, Tax and Finance, and Department f New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 4

9 State. are given apprpriate input and access t specificatins fr the definitin, design, implementatin, and functinality f Prject deliverables Utilize a shared frum and apprpriate prcesses, such as in release planning meetings, Sprint 0 planning, peridic status meetings, dcument wrkflws, and ther stakehlder-accessible resurces. The end result f this effrt is t enable NYS public-sectr stakehlders t interact with Prject staff t dcument health insurance exchange requirements, identify and reslve plicy issues, review prgress, and btain apprpriate Prject deliverables t share with the general public Stakehlder Grup Fur: Business Partners and Other Key Stakehlders The fllwing are the gals f external cmmunicatins with business partners and ther key stakehlders: Wrk with the State t enable business partners and ther key stakehlders, including NAIC, Maximus, CCIIO, and thers t rapidly and effectively cmmunicate specificatins, schedules, issues and reslutins, and ther planning and wrk dcuments with State and Federal stakehlders Supprt the State t engage with these stakehlders as apprpriate, generally thrugh cntracts and memrandums f understanding, scheduled meetings and calls, JAD sessins, deliverable reviews, and ther NY-HX functinality specific venues Stakehlder Grup Five: Other Cnsultatin The fllwing additinal Exchange Stakehlders remain critical t a successful deplyment and nging peratins f the Exchange. As such, input, cnsultatin, and frequent cmmunicatin with each f these stakehlders remain vital. Figure 1: Stakehlder Cnsultatin New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 5

10 Examples f sme f the Stakehlder utreach and cnsultatin includes: Infrmatinal Web site updated regularly t infrm stakehlders f Exchange establishment activities Regular Stakehlder meetings t discuss: Simulatin Mdeling Business Operatins Plan Rle f Third Party Assistrs Essential Health Benefits Health Disparities Reginal Advisry Cmmittees 210 peple, n cmmittees in each f the five regins in New Yrk Regular meetings that are pen t the public, in persn, and webcast t ensure maximum participatin Generate plicy decisins such are merger f individual and small grup markets, risk adjustment and reinsurance, rle f insurance prducers, criteria fr the navigatr prgram, basic health plan, prcess t certify QHPs, and essential Tribal Cnsultatin 8 federally recgnized tribes and American Indian cmmunity huse in New Yrk City. Three meetings t date with tribal health directrs Participatin in reginal advisry cmmittees Educatin abut ACA and benefits fr American Indians / Alaskan Natives Dcumentatin Tls and Requirements The Cmmunicatin Management Plan is designed t prvide resurces wrking n the prject easy access t cntact infrmatin, reprts, reprt distributin, and planned prject meetings. Team CSC will primarily use SharePint t gvern cmmunicatin prcesses fr every team effrt within the verall prject NY-HX Transmittal Prcess Transmittals are the frmal cmmunicatins prcess between CSC and the Department that gverns cntract issues and the review and apprval f prject deliverables. Transmittals are a cmmunicatin vehicle that CSC will emply t cnvey deliverables and ther cntract dcumentatin, as required. It is als expected that DOH will als use transmittals t cmmunicate frmal apprval f the prject deliverables and t respnd ther cntract crrespndence. The transmittals related t deliverable reviews are gverned by acceptance criteria metrics related t the timing f each stage f deliverable reviews. New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 6

11 2.2.8 Team Rsters CSC will maintain a cpy f the Prject Staff List. In additin, each Scrum team will maintain a Team Cntact List t facilitate cmmunicatins amng team members, between CSC management and the prject team, and DOH. Table 3 shws the frmat fr the Team Cntact List. Team Rle Name Phne Mbile # Reprt Distributin Table 3: Team Cntact List Frmat Each team lead is respnsible fr identifying the dcumentatin that will be created and distributed frm their meetings, including meeting agendas and minutes. In additin t maintaining meeting schedules in SharePint, the fllwing infrmatin will be defined and incrprated in each psting: Dcument name Name the dcument that is being created as a result f the meeting (e.g., Meeting Minutes, Lgical Design Dcument). Recipients List the names f the peple wh will be receiving the dcument. Purpse/descriptin Write a brief descriptin f the dcument. Whenever apprpriate, describe the purpse f the dcument (i.e., hw the dcument will be used). Prcess Describe hw the dcument will be distributed and when (e.g., by within tw days f the meeting date). Persn respnsible Identify the persn wh is respnsible fr distributing the dcument. Frequency Define the frequency f the meetings (e.g., daily, weekly, mnthly, quarterly). Table 4 shws the frmat fr dcument identificatin resulting frm team meetings. # Dcument Name Recipient(s) Purpse/Descriptin Prcess Persn Respnsible Table 4: Dcument Identificatin Frmat Meeting Frequency New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 7

12 2.3 Prject Standing Meeting Schedule The majrity f internal cmmunicatins will be the results f either frmal r infrmal meetings. CSC has established a series f standing meetings required fr prject success. The Prject Calendars n the SharePint site will be updated t shw all f these meetings. As new meeting schedules are frmalized, they will be added t the calendar. The list f standing meetings is displayed in Table 5. Meetings Daily Checkpint Daily Scrums Scrum f Scrums Prduct Owners Management Checkpint PMO Weekly Status Executive Status Descriptin Purpse Detailed review f prgress, and new risks and issues Review prir days accmplishments and tday s gals Review prgress and lessns learned Share infrmatin t align the tracks f wrk Review management issues and apprach t reslving risks Review prgress, risks, and issues Review prgress, risks, and issues Frequency Owner Internal/ External Daily Daily Daily CSC Prject Directr CSC Scrum Masters CSC Scrum Masters Internal Internal Internal Daily DOH Internal Weekly CSC Accunt Executive Internal Weekly CSC PMO Internal Bi-Weekly Jasn Helgersn Table 5: List f Standing Meetings Internal Cmments/ Participants CSC Managers CSC/DOH Sprint team members CSC Scrum Masters DOH Prduct Owners CSC/DOH Prject Directrs CSC/DOH Cre Team CSC/DOH/ Maximus New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 8

13 3 Glssary The Glssary is psted t SharePint. New Yrk Health Benefit Exchange Cmmunicatin Management Plan Page 9