System Projects Oversight System Projects Plan Review Assess the System Projects Plan throughout its development and provide the Department with the proper level of expertise (i.

e., technical, functional, risk management, and project management) and consultation (e.g., practical, actionable recommended courses of action or changes to the Project Plan).

This activity primarily applies to the implementation of the Automated Chatbot, Automated Call Quality Review, cloud migration, addition of 28 state colleges for benefits enrollment and administration, and a new classification and compensation model, as a part of the People First System.

System Project Installation Updates Monitor and provide the Department regular updates on the progress of installing hardware, software configurations, security and supporting tools for system monitoring for the implementation of the Automated Chatbot, Automated Call Quality Review, cloud migration, addition of 28 state colleges for benefits enrollment and administration, and a new classification and compensation model.

Mitigation Strategy Reviews Assess the Service Provider's mitigation strategies for the implementation of the Automated Chatbot, Automated Call Quality Review, cloud migration, addition of 28 state colleges for benefits enrollment and administration, and a new classification and compensation model;

and provide the Department an analysis on its effectiveness, feasibility, and recommendations for alternative courses of action.

Operations Readiness Scorecard Provide the Department with a bi-weekly Operations Readiness Scorecard beginning 90 days before each of the following implementation dates : Automated Chatbot, Automated Call Quality Review, cloud migration, addition of 28 state colleges for benefits enrollment and administration, and a new classification and compensation model, to ensure the implementations will result in seamless and successful deployments.

The scorecard must contain any challenges, potential roadblocks, and whether the consultant is progressing on time. Monthly Status Reports Submit monthly status reports (e.

g., updates on the Automated Chatbot, Automated Call Quality Review, cloud migration, addition of 28 state colleges for benefits enrollment and administration, project management assistance, a new classification and compensation model, and other reviews, operational activities, and projects) to the Department's Contract Manager demonstrating tasks monitored and hours spent on each task, attesting to the level of services provided, planning for the upcoming major tasks, and reconciling tasks to the System Projects Plan.

Monthly Status Meetings Provide virtual or face-to-face monthly status update meetings with the Department's Contract Manager providing expertise, consultation, and updates to the tasks identified in Section 5.

0 Scope of Work. All tasks will be addressed in these meetings. The consultant and Department Contract Manager may meet more frequently than monthly on an as needed basis.

The Department expects that the consultant will work closely and collaboratively with the current Division of People First, Service Provider, and the Service Provider's subconsultants, and will be onsite for agreed upon meetings and will be onsite for implementation alignment meetings Final Deployment Report Provide the Department with a Final People First Deployment Report within 30 calendar days after the cut-over date for the Automated Chatbot, Automated Call Quality Review, cloud migration, addition of 28 state colleges for benefits enrollment and administration, and a new classification and compensation model deployment dates that describes what went well, areas for improvement, and overall lessons learned from the deployment.

Audited Financial Statements Review Review the Service Provider's annual company financial statements and provide the Department with a thorough assessment within 30 calendar days of the consultant receiving the financial statements.

The assessment shall address the Service Provider's financial stability, strengths, weaknesses, recent and potential organizational changes, and future viability in the industry.

Business Continuity Plan (BCP) and Testing Review Review the Service Provider's annual end-to-end business continuity test plan and results to ensure the SAP People First system and service center is fully capable of quickly recovering and continuing after a disaster or other type of forced downtime.

The consultant may be required to visit the Service Provider's primary data center site or secondary back-up site during the test as well as the People First Service Center located in Tallahassee, Florida.

The Service Provider will review both the BCP and the final Service Provider test report and validate that the contractual terms in the People First next generation contract have been met (see Section 3.

3 (e) of the People First Amended and Restated contract). Within 30 calendar days of receiving the BCP and test results, the consultant shall provide the Department a BCP and Testing Report that provides a summary of the activities that occurred, successes, weaknesses, lessons learned, and how the Service Provider's BCP and resultant test compares to other HR outsourcing companies.

Presentation Requirements The consultant shall be available upon request to appear in person before the Executive Office of the Governor, legislative committees, or any other entities as deemed appropriate by the Department to answer questions on the details of any tasks identified in this Scope of Work at no additional cost.

The estimated timeframe was developed with no slack built into each period; therefore, time is of the essence, and it is critical that the due dates are met.

The Department shall review each task before the final document is finalized and shall provide comments to the consultant.

All documentation developed by the consultant shall be the property of the Department.

Last updated : 2024-06-11