Executive Steering Committee�Medicaid Eligibility System Project

August 15, 2014

Minutes�

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Federal Partner Update�

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Account Transfers�Federally Facilitated Marketplace (FFM)

• As of August 11, 238,935 accounts have been received from

the FFM for processing:

o 39,208 accounts have been disposed by no-touch or

filtered out

o 155,245 accounts have been sent to DCF workers

o 44,779 accounts have been sent to Florida Healthy Kids

• Of 155,245 accounts referred to DCF workers, 153,882 have

been completed

• Of all accounts which have been disposed, either by no

touch or by a worker:

o 64.9% of children have been approved

o 21.8% of adults have been approved

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Account Transfers�Florida Healthy Kids (FHK)�

• As of August 11, 165,677 accounts have been received from

FHK for processing:

o 41,100 accounts have been disposed by no-touch or

filtered out

o 124,453 accounts have been sent to DCF workers

• Of 124,453 accounts referred to DCF workers, 114,123 have

been completed

• Of all accounts which have been disposed, either by no

touch or by a worker:

o 68.0% of children have been approved

o 17.4% of adults have been approved

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Open Enrollment Preparedness�

The Department is actively working to ensure that the system

will be ready for the Federal open enrollment period which

occurs between November 15, 2014 and February 15, 2015.

• CMS Finalization of Account Transfer Schema�

• Minimum Essential Coverage (MEC) Check

• Organizational Change Management (OCM)�

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Open Enrollment Preparedness (continued)�

CMS Finalization of Account Transfer Schema:

• Changes that need to be made to support the account transfer process�

• Received the final version from the Centers for Medicare and Medicaid

Services (CMS) on July 31 with 28 items

• Impact analysis was prepared by the System Integrator (SI) and delivered

to the Department

• Change Control Board approved this item and it will come before the ESC�

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Open Enrollment Preparedness (continued)�

Minimum Essential Coverage (MEC) Check:

• Service used to determine whether a person applying for coverage

through the FFM is currently enrolled in Medicaid or Children’s Health

Insurance Program (CHIP)

• The service has been experiencing delays since February 2014

• AHCA system vendor developed a proposal with costs for a potential

solution including a dedicated server

• Project Action Item has been created for AHCA to develop and

distribute a schedule for solution implementation

• Issue priority has been raised to high

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Open Enrollment Preparedness (continued)�

Organizational Change Management (OCM):

• Started communicating Open Enrollment dates

• Provided Project Schedule and Implementation Timelines

• Standing Agenda Item for Discussion with our OCM Champions�

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Solution Update�

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Release 2 Status

Testing Phase

• Integration Testing script execution completed August 12

• Stress Testing activities started last week, to finish August 22�

• End-to-End (System) Testing began August 13

• Regression Testing scheduled to begin August 27

• Performance Testing scheduled to begin September 5

• User Acceptance Testing scheduled to begin September 11�

• Security Testing scheduled to begin September 12

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Release 2 Status Cont.�

Training Activities

• Development of training materials is underway – scheduled to

complete on September 19

• Instructor Led Training scheduled for October 6-9

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2500

Release 2 Integration Testing Plan/Progress�

2000

1500

1000

500

0

Cumulative Plan Cumulative Actual

6/22-6/28 6/29-7/5 7/6-7/12 7/13-7/19 7/20-7/26 7/27-8/2 8/3-8/9 8/10-8/16 TOTAL

# Planned 272 241 374 355 343 226 107 24 1942

# Planned for Retest 3 25 33 37 37 32 20 8 195

# Actual Retested 6 12 27 53 49 40 87 24 298

# Actual Executed 197 240 364 411 242 175 268 31 1928

# Pending Execution 2029 1777 1386 922 631 416 61 6

Cumulative Plan 275 541 948 1340 1720 1978 2105 2137

Cumulative Actual 203 455 846 1310 1601 1816 2171 2226

Cumulative Plan includes both original script executions and forecasted script retest

-13-As of 8:00 AM EDT on 08/13/2014

Release 2 Defect Status (in Test Phase)�

Defect State by Severity

Identified Development (In Ready for Retest Ready for UAT Cancelled Duplicates

Progress) (Passed Sys Test)

0

20

40

60

80

100

120

140

160

180

200

Unassigned

4 - Low

3 - Medium

2 - High

1 - Critical

Defect State by Severity

Severity Identified Development (In

Progress) Ready for

Retest Ready for UAT (Passed

Sys Test) Cancelled Duplicates Total Submitted Total Valid

1 - Critical 0 0 0 1 3 0 4 1

2 - High 0 1 2 26 13 1 43 29

3 - Medium 0 26 15 129 28 2 200 170

4 - Low 2 6 8 32 14 3 65 48

Unassigned 1 0 0 0 1 0 2 1

Total 3 33 25 188 59 6 314 249

Total submitted includes Cancelled/Duplicates; Total valid excludes Cancelled/Duplicates.

-14-As of 8:00 AM EDT on 08/13/2014

Child-in-Care (CIC) Functionality Update�

Basic Functionality (CIC Phase I)

• Four open items

– One defect in analysis

– Three items scheduled for promotion to production August 20; two of

the three are enhancements in a no-cost change request

Full Statewide Automated Child Welfare Information System

(SACWIS) Compliance Functionality (CIC Phase II)

• Requirements and design kickoff meeting held August 13

• Requirements sessions begin on August 19

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Project Status Update�

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Project Performance Metrics�

Both the Schedule Performance

Index (SPI) and the Cost Performance

Index (CPI) have remained steady

over the last 26 weeks

Note: Fixed price contract -17-

MES Release 1 / Release 2

RELEASE 1 - Remaining Items Status

• FHK Verifications Expected on September 25

RELEASE 2 - Milestones

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Project Issues�

Issue Comments

Delay in FHK connectivity to the CMS Data Services FHK continues to plan for a release date of September 25,

Hub – FHK has confirmed a date of September 25, 2014 to implement the Federal hub verification service

2014 to establish connectivity to the CMS Data calls. The DCF’s SI is actively working with FHK to support

Service Hub. Based on this date, there is a high resolution.

potential that the project will encounter a

resource conflict with the Release 2 testing

process (both DCF and SI Staff).

MEC Check Performance – A latency issue is

currently being experienced in the MEC response

from the Agency for Health Care Administration

(AHCA) system for requests received from FFM and

FHK. AHCA is evaluating the issue due to the

increase in load to AHCA system that has caused

the timeouts.

AHCA reported that HP cannot guarantee the proposed

technical solution will correct the issue. Due to open

enrollment occurring on November 15 there is

heightened concern regarding a solution being deployed

in time, and the issue priority was raised to a ‘High.’ A

project action item has been opened for AHCA to provide

a written report on a proposed solution and approach

timeline. This information is still pending from the Agency.

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No “High” risks to report at this time.

Project Risks�

Risks Comments

No “High” risks to report at this time.

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Independent Verification and

Validation Update

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Medicaid Eligibility System Project

Independent Verification and Validation (IV&V)

Executive Steering Committee briefing

11 August 2014

Topics for discussion

► General IV&V overview

► Overall risk state and trending

► Key indicators

► Overall project performance

► Upcoming IV&V activities

► Supporting information

► Summary of changes

► IV&V ratings summary

► Open deficiencies

► Project milestones

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General IV&V overview Overall IV&V risk state: Green

► Overall IV&V risk state for the MES project is Green (no

issues).

► The project is within the prescribed schedule control limits.

► Based on the current schedule performance index (SPI), all future

milestones are projected to be completed on time.

► No new deficiencies identified since the last report.

► The next IV&V PEAR will be published on 09 September 2014.

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Overall risk state and trending

Risk state of MES Project Risk state with trending

Indicates that the area being assessed has critical issues that will result in significant risk to the project most likely resulting in either the inability to achieve the outcomes,

inability to meet the projected schedule, or a significant cost over-run. Requires immediate action.

Indicates that the area being assessed has issues that need to be resolved; inefficiencies exist. Current process/method can be used with refinement.

Indicates that the area being assessed did not have significant issues to report. Continued monitoring should be performed.

Indicates that the area being assessed has incomplete information available for a conclusive finding or is not applicable.

Program governance

Risk state with trending

G1

G2

G3

G8

G7

G9

G4

G6

G5

P1

P4

P6

P3

P5

P7 P8

P2

P9

T2

T1

Technical

solution

Project

management

T3

T5

T9

T4

T7 T8

T6

As of 28 July 2014

Scope

management

Time

management

Cost

management

Human

resource

management

Procurement

management

Integration

management

Risk

management

Communications management

Business case

integrity

Complexity profile

Capability

and

maturity

Decision framework

Organizational change

management

Performance management

Governance effectiveness

Compliance and regulatory

Benefits design and

realization

Requirements engineering

and design

Methodology

and development

Technical

infrastructure

Data

management

Security,

BC and DR

Controls

Testing

and

validation

Cutover

and support

Sustainability

model

Quality

management

G3

G2

G1

G6

G5

G4

G9

G8

G7 P1

P2

P3 P4

P5

P6 P7

P8

P9

T1

T2

T3

T4

T5

T6

T7

T8

T9

Program governance Benefit realizat ion and

sust ainabilit y

Project management Processes, cont rols,

and predictabilit y

Technical solut ion Requirement s development ,

qualit y and t ransit ion

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Key indicators

Indicator Value Comment

Is the project currently on schedule?

Yes ► The MES project is within the prescribed schedule control limits.

Do you expect the project to complete on schedule?

Yes ► The MES project is within the prescribed schedule control limits.

Are there any scope changes?

Yes ► The ESC has approved multiple scope changes regarding items such as FFM Account Transfer Schema version changes, Presumptive Eligibility for hospitals, and IV&V test result review and attestation.

► The additional costs have been incorporated into the project budget and contract amendments have been completed.

Are there any risks or issues that the Department is not successfully managing?

No

Is the project currently within budget?

Yes ► No significant deviations from the MES project spend plan.

Do you expect the project to remain within budget?

Yes ► No significant deviations from the MES project spend plan.

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Overall project performance

• This chart shows the SPI and CPI

plotted as points against the

tolerance ranges set up for the

project.

• SPI is1.00 and trending flat:

• The project is on schedule.

• It is taking the same time to

complete tasks as originally

scheduled.

• CPI is greater than 1.00 and

trending flat:

• The project is under budget.

• It is taking less effort to complete

tasks than originally planned.

• Conclusions:

• Schedule and cost performance

are within prescribed control

limits.

► Green area indicates within ► Red area indicates out-of­

tolerance of +/- 5% for both SPI tolerance and corrective actions

and CPI. are necessary.

► Amber area indicates review is

required and corrective actions

may be necessary.

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Upcoming IV&V activities

► Participate in MES project meetings.

► Review materials provided by the MES Project Team.

► Provide informal feedback as required.

► Schedule for August PEAR is as follows:

► Artifact and interview cut-off: 19 August 2014

► Submit draft to DCF Contract Management: 26 August 2014

► Publish final report: 09 September 2014

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Summary of changes

Supporting information

Item Description

Deficiencies addressed

► There are no open deficiencies.

New deficiencies

► No new deficiencies identified since the last report.

Risk ratings ► No risk rating changes since the last report.

Maturity ratings

► No maturity rating changes since the last report.

Interviews conducted

► No interviews conducted since the last report.

Artifacts received

► Artifacts received include budget, deliverables, Executive Steering Committee (ESC) materials, risks, actions, issues and decisions (RAID), schedules, staffing, status reports, and testing.

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IV&V ratings summary

Supporting information

• This chart shows a summary of the

IV&V cube facet ratings (red, amber,

green and grey), and open

deficiencies for the last six reporting

cycles.

• The number of cube facet risk

ratings has decreased since the

April PEAR.

• The number of deficiencies has

decreased since the April PEAR.

• Conclusions:

• The project risks are decreasing.

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Open deficiencies

Supporting information

No. Areas Deficiency Implications Recommendations

There are no open IV&V deficiencies with

the MES Project.

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Project milestones

Supporting information

ID Title Completion date

Baseline Planned Projected Actual

7199 Finish Requirements sub-phase 04/11/2014 04/11/2014 04/11/2014 04/11/2014

7200 Finish Design sub-phase 06/06/2014 06/06/2014 06/06/2014 06/06/2014

7272 Finish Development sub-phase 08/01/2014 08/01/2014 08/01/2014

7341 Finish Test sub-phase 10/30/2014 10/30/2014 10/30/2014

7488 Finish UAT sub-phase 11/21/2014 11/21/2014 11/21/2014

7568 Finish Conduct Training 10/17/2014 10/17/2014 10/17/2014

7584 Milestone: Go-Live Complete 11/10/2014 11/10/2014 11/10/2014

Late

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Action Items�

• Release 1 Warranty Phase Deliverable�

• SACWIS Interface Requirements and

Design Validation

• Feasibility Study for System

Enhancements

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