Request for Proposals for RFP. (No MeHI-05 Salesforce.com Integration) Questions and Answers December 21, 2012

Transcription

1 Request for Proposals for RFP. (No MeHI-05 Salesforce.com Integration) Questions and Answers December 21, 2012 Questions: 1 Our company CodeForce 360 has an implementation partner for our salesforce.com projects and our partner is based in India. They have implemented over 25 projects for firms across the world including USA and across many industries including healthcare. Our partnership with this partner has also been successful because we have great synergies and we have leveraged the cost advantage and expertise that an on shore-off shore model offers. Can a partnership model such as ours bid for RFP No MeHI-05? If yes are there any parameters/guidelines for such a partnership model. 2 Does the MSA need to be signed and returned with the proposal submitted on January 4th, 2013 or does it need to be signed and returned prior to submitting the proposal? 3 Where can we find the Officer s Certificate (see Attachment E)? It appears to be missing from the RFP. 4 Where can we find the "Mass Tech Collaborative's procurement conflicts policy? The link provided online isn't working. 5 The RFP does not include the acquisition of Salesforce licenses to support the delivery of the proposed services. Will MeHI use the vendor s recommended Salesforce product mix, as documented in the RFP response to determine which licenses to purchase? Will these licenses be purchased on or before the award? Answers: You are not excluded from responding to this RFP based on your on shore-off shore model. No, the Master Agreement only needs to be signed by the selected vendor. This is an erroneous reference. There is no Attachment E that needs to be submitted. See link at: The policy is at the bottom of the page. License cost will not be included in this procurement. It will be a fresh instance provided by us.

2 6 Will MeHI consider a phased approach to implementing Salesforce for the REC, HIE and Medicaid systems that goes a few months beyond April, 2013? Given that the scope of work for the Medicaid division includes an assessment prior to implementation; the least risky and highest reward deployment approach may be to provide some flexibility in the delivery date based upon the results of the assessment. 7 Can MeHI provide a copy of their HIPAA Business Associate Agreement (BAA)? Our understanding is that both the vendor and Salesforce may need to sign the HIPAA BAA. 8 Approximately how many lead records is MeHI planning to initially load into Salesforce? 9 Does MeHI anticipate storing or integrating with data that falls under HIPAA compliance regulations? 10 Does MeHI currently utilize an on-premise or cloud encryption technology to comply with HIPAA and if so, can MeHI briefly name and/or describe the technology used? 11 Are there any business requirements that wound necessitate real time integration, batch integration, and/or dynamic querying in Salesforce with regards to the systems you ve listed (MeHI, HIE, REC, Medicaid)? 12 Can MeHI list some of the data fields it would like to pull from Medicaid systems into Salesforce? For example, what data can MeHI reasonability anticipate integrating with Salesforce from: a. MAPIR b. MMIS c. EOHHS We expect work to be completed by April An extension will be considered if needed during the planning. We currently are working on a BAA with Salesforce. Medicaid Program Has currently 40K existing contacts. However, additional contacts will be received from numerous data sources. HIE Under 100, someone who has expressed interest in the last mile. REC approximately 2500 Yes We use Sophos encryption locally and have no cloud encryption. Yes, Batch Integration, static data source, refresh daily. MAPIR application schematic is Proprietary information tables (operations, static and reporting data) MassHealth claims data is transmit via excel format. MMIS N/A 13 What Operating System and/or database platform (e.g. Oracle 11) are MAPIR, MMIS, EOHHS based upon? You will not be interfacing with these but will get exports in the form of CSV, Excel, SQL.

3 14 Does a web service API exist to interface with any of the following Medicaid program systems: MAPIR, MMIS, EOHHS? 15 Approximately how many records and different objects need to be migrated from the Medicaid division s current instance of Salesforce to a new instance? 16 What are some of the call center stats - average handle time, average call volume? Who typically calls into this - providers, constituents? SOAP Protocol has been suggested, nothing is in place. Dependent on design. However, we are envisioning a new instance of Salesforce that will link to the existing Medicaid. Average call time 5 minutes Call Volume 150 per months Providers, Administrators, Vendors, etc. 17 Is the Salesforce instance used by the Medicaid program currently integrated with the telephony system via a CTI adapter so that inbound calls are automatically recorded in Salesforce and so that outbound calls can be initiated from within Salesforce? 18 What is meant by Enable lead maturity through Mass HIway connection, and ultimately client optimization - realizing the value of the HIway? 19 What is meant by Mass HIway Participant Portal be able to be notified of participant signup from this portal and logged in Salesforce? Does this mean that MeHI would like leads to submit a web form to apply to participate and once confirmed, have that confirmation appear in the Mass HIway Participant portal? 20 What is meant by ? Mass HIway Pipeline - looking for a one-time upload (Google docs). Does MeHI want Acumen to pull information currently stored on Google Docs to load into the new Salesforce instance? If yes, what kinds of documents are currently stored and approximately how many of these documents exist? 21 What technology/programming language/cots package is the Mass HIway Participant Portal built on? No This refers to managing a lead through our pipeline lead identification, education, business planning, technical evaluation, implementation and, ultimately, optimization (using the HIway its greatest potential) Yes, we envision using the web-to-lead capability to integrate a form onto the Mass HIway Portal. Upon form submission, a lead would then be generated in the MeHI Salesforce. At this point, nothing needs to be fed back into the Mass HIway portal. We have (1) Google doc spreadsheet on which we manage our pipeline. We simply need this loaded into SFDC. It is not yet built. It will likely go live in March/April timeframe. It will have an Oracle backend; front end is to be determined.

4 22 What data fields are MeHI interested in pulling from the HHS ONC Salesforce instance? Solution Requirements, Page.5: We understand that Phase 1 Process Definition + SFDC Application Design is predominantly onsite execution. Can we propose Phase 2 & 3 to be a mix of onsite and offshore services? If Mass Tech Collaborative is acceptable to this, is there anything specific to consider while operating from offshore (Attachment D, 2(e) Activities Abroad)? 24 Attachment D, (i), Health Insurance Portability and Accountability Act ( HIPAA ), Page 21: We would like to get further clarity on the HIPAA compliance and qualifications required, if any Information Required, (g) Additional Documentation, Page 10: Please provide Attachment E. 26 Will this project be implemented on a new SFDC instance to be procured by Mass Tech Collaborative or will this be done on one of the existing SFDC instance like the one used by Mass Tech Collaborative? 27 Would the scope of consulting allow us to recommend using separate instances instead of a single instance while meeting the reporting, data / data entry redundancy and requirements? 28 What is the typical number of users expected to use this new system and also what will be the approximate volume (size or # of records) and type of data expected to be transferred from Mass Tech Collaborative, REC and Medicaid? 29 Are there any Success Metrics defined to measure the Project Success for project referenced in the RFP? We will want to pull most or all of the data from the ONC Salesforce instance. This instance has several sections of data and we would need the information from the all sections. Each section contains many fields. Yes. Respondents are free to propose the solution they think best serves the project. However, this is a federally-funded project so respondents proposing an off-shore component need to consider the federal requirements for activities abroad as set forth in Attachment D, Section 2(e). Please refer to the HHS website: See response to number 3. New instance Yes We anticipate roughly 30 users of SFDC. Records are primarily contact and organizational records totaling roughly 40,000 You will be expected to meet requirements as outlined in RFP. Other Milestones will be agreed upon as part of the project launch.

5 30 Are we expected to conduct Requirement Analysis in one single location (inviting all the stakeholders)? OR would we need to visit multiple offices for this? In case of multiple locations, could you please indicate: a) No Of Locations b) Approximate number of overnight travel OR 2+ hours travel anticipated from a centralized location 31 How many End Users are expected to be trained? 32 How many SFDC Administrators are expected to be trained? 33 Are we going to conduct Training in one single location (inviting all the Business Users) OR would this be conducted in multiple locations? In case of multiple locations, could you please indicate: a) No Of Locations b) Approximate number of overnight travel OR 2+ hours travel anticipated from a centralized location c) Can we Conduct Training through Web Meeting OR Video Conference? 34 Is there any middleware currently being used by Mass Tech Collaborative that could potentially be used to integrate the various systems to SFDC? Primary location: Westborough, MA Secondary location: Boston, MA We are comfortable with a mix of in-person and virtual work. We do not envision any overnight travel location: Westborough, MA Informatica Access Text Pad Excel Data Loader Mail Chimp VPN Community of Practice Website 35 Can we know the technology stacks used to develop various applications that are currently resident within Mass Tech Collaborative and need to be integrated with SFDC? We do not have any custom applications that integrate with Salesforce. 36 Are the legacy systems well documented? If not, are stakeholders available to respond to technical questions during the requirement analysis phase? Documentation is available and staff will be available to answer technical questions.

6 37 Do legacy systems have API s or web services exposed for integration? If not would developing such interfaces be part of the scope of this project or would this be taken care of by Mass Tech Collaborative? No 38 Can we propose to bill the work for Phase 1 budgetary estimate on a T & M (Time & Material) model and follow that up for the remaining Phases 2 & 3, with a fixed bid after signing off on requirements? The requirements specified in the RFP are at a high level, and integration related requirements are not defined enough to make an estimate of effort at this time of RFP submission. 39 Will Mass Tech Collaborative make progress payments for Phases 2 & 3? , Page 8: Vendors are asked to provide overall support services for project duration and include an option to continue support services and maintenance post go live. However there is no provision for providing pricing for ongoing support in Attachment C. Please clarify. 41 We understand Phase 1 to be a scoping and consulting assignment. We would like to provide a cost proposal for: Phase 1 along with our bid response, and Phases 2 & 3 upon completion of Phase 1. Please clarify if Mass Tech Collaborative is acceptable & : Can "Multiple sources" be quantified? : Is there a requirement that MeHI will integrate to the ONC instance? : The MeHI website is on the open source Drupal framework. Is that the case with the HIT Community as well? Yes, this would be acceptable. However, we require a not to exceed amount for time and materials work. We will consider alternate payment terms to obtain the best value for the Commonwealth of Massachusetts. Modify Attachment C to include any alternate payment model. See number 38. All web-to-lead forms. No, there is a requirement for the contract. Assuming we gain approval from ONC, then, yes, we would expect this requirement to be met. MeHI is Drupal and MeHI Community is Wordpress, however it may move to a Drupal format.

7 , and contain references to claims and payment and other general patient data as part of organizational data. Does the data management component include any patient data? Is the current system required to be HIPAA compliant? : What is the expected volume of documents to be uploaded into Salesforce.com? Are all the documents in the same location, or will a document transition and migration plan be needed? : Does the current instance integrate with any of the applications listed? Is there a requirement that all units use the same CTI toolset? : Are there any specific expectations for support services and maintenance post go live? 49 What is the volume of Lead, Contact and Account data processed by all units today? 50 What technology/platform is the Mass HIway portal built on? 51 Will the winning bidder be allowed access to the ONC Salesforce.com instance to allow for consistent modelling? PHI may be contained in individual cases using attachments in Salesforce. See number 8. Full integration does not exist. However, limited integration exist using middleware (Access application). The expectation is to have a support number we can call Mon-Fri 8-5 EST to issue a ticket and have the ticket addressed within 4 hours and a plan to resolve within in 24 hours. Medicaid: less than 50 per day REC: per day HIE: This program is still in its beginning stages See number 21. See number 41 if ONC approval is granted, MeHI will ensure vendor has access to information to support modeling. 52 What ETL tools are in use today? Access 53 What system is in use today? Exchange 2007 Outlook 2010