2.0 Integrated
Master Plan (Imp) And Integrated Master Schedule (IMS)
2.1 The contractor
shall submit an IMP and IMS as identified by DD Form
1423, Contract Data Requirements List (CDRL),
located in Section J of the applicable contract, to
allow Government oversight of transition progress. The contractor’s
IMP shall demonstrate that the contract transition is structured
to provide a balanced technical approach, to minimize and control
risk, to accomplish up-front summary planning and commitment, and
to provide a basis for subsequent detailed planning. The IMP shall
include milestones and measurable indicators that can be used to
evaluate the contractor’s satisfactory progress toward being fully
capable of delivering health care services at the start of health
care delivery (SHCD).
2.2 The IMP/IMS shall address all processes
and interdependencies associated with the provision of services
to TRICARE beneficiaries. Interdependencies may include data such
as exchanges, interfaces, and documents from the outgoing contractor
and other entities, e.g., Defense Manpower Data Center (DMDC) and
Military Treatment Facilities (MTFs)/Enhanced Multi-Service Markets
(eMSMs).
2.3 The contractor shall identify an
individual responsible for transition management who will serve
as the single point of contact for the Government for all transition
activities. This individual will be the overall coordination point
for the management of the IMP and IMS and coordinate and integrate interdependencies
with the outgoing contractor and other entities associated with
the transition of the contract.
2.4 The IMP shall include the contractor’s
in-process verification approaches. The IMP shall provide the Government
the ability to validate progress in order to make informed decisions.
If multiple tasks are combined and identified in the IMP as a single
event, sufficient detail shall be provided to clearly identify all
subtasks related to the single action.
2.5 The contractor’s IMP/IMS shall address
the contractor’s plan to mitigate identified risks. The IMP shall
be supported by a Risk Management Plan (RMP) that identifies risks
to the successful execution of the contractor’s IMP, to include
risks resulting from interdependencies on activities by other parties associated
with the transition. The IMP shall include a Risk Management Strategy
that clearly demonstrates how the contractor plans to mitigate risks
identified in the RMP.
2.6 The IMP/IMS shall include a subsection
specific to Information Systems (IS). The IS subsection shall identify
the management process and schedule to be used to develop and implement
all IS, technical interfaces and security protocols. At a minimum,
the subsection shall include contractor developed systems/applications,
contractor and Government security, connectivity with all Government
interfaces and applications and testing. The IS subsection shall
be maintained and updated as appropriate to reflect changes to development
and implementation of IS.
2.7 The contractor shall coordinate
data conversion and testing activities with the Government and submit
required documents within the timeframes established during integration/testing
meetings, i.e. Test Plan, and Test Scenarios as indicated in the
IMP/IMS, but no later than 30 days following the Systems Integration
Interface Meeting.
2.8 The IMP/IMS shall include a subsection
that provides a staffing plan that delineates the hiring and training
schedule of employees relevant to the stand-up of the contractor’s
responsibilities. The Plan and Schedule should be incorporated into
the contractor’s IMP/IMS. The training schedule shall be developed
in order to ensure staff is trained with the requisite knowledge
to perform the responsibilities of their position.
2.9 The contractor
shall develop processing guidelines, desk instructions/user’s manuals
and reference materials for internal use, at least 10 calendar days
prior to the SHCD. Desk instructions shall be available to each
employee in the immediate work area. Reference materials such as
procedure codes, diagnostic codes, and special processing guidelines,
shall be available to each work station with a need for frequent
referral. Other reference materials shall be provided in each unit
with a reasonable need and in such quantity as to ensure the ease
of availability needed to facilitate work flow. Electronic versions
may be used.
2.10 Contractor
Weekly Status Reporting
The contractor
shall provide a weekly status report of IMP/IMS providing transition
schedule progress, identifying schedule modifications and impacts, as
identified in DD Form 1423, CDRL, located in
Section J of the applicable contract. The contractor
shall document meetings with formal minutes and submit them as
identified in DD Form 1423, the CDRL,
located in Section J of the applicable contract.
2.11 Outgoing
Contractor Weekly Status Reporting
Until
all claims inventories have been processed, the outgoing contractor
shall submit a weekly status report of inventories and phase-out
activities to DHA beginning the 20th calendar day following the
Specifications Meeting until otherwise notified by the Procuring
Contracting Officer (PCO) to discontinue. This shall be done in
accordance with specifications of the official transition schedule.
3.0 Performance
Readiness Validation (PRV) And Performance Readiness Assessment
And Verification (PRAV)
3.1 During
contract transition, the contractor shall conduct validation reviews
to assess their performance readiness in seven critical performance
areas. This self-assessment process is called PRV. The seven critical
performance areas that are subject to PRV reviews are:
• Provider networks;
• Enrollment;
• Customer service;
• Management;
• Referral management;
• Claims processing;
and
• Medical management.
PRV activities and milestones shall
be identified in the IMP/IMS and shall be reported to the Government
via the Weekly Status Report.
3.2 Following the completion of PRV
activities, the contractor shall provide the Government transition
team(s) with a comprehensive briefing on the processes, results,
and findings of all PRV reviews. The briefing shall include a description
of specific performance issues and/or risks identified by the contractor,
lessons learned, and a comprehensive discussion of the steps contemplated
or taken by the contractor to ensure full performance readiness
at the SHCD. A revised IMP/IMS will be submitted if the contractor
anticipates any significant deviation from any stated activities
and milestones.
3.3 Following the completion of the PRV
briefing, the Government will conduct PRAV activities to assess
and verify the contractor’s readiness to perform in the seven critical
performance areas identified in
paragraph 3.1. PRAV activities will be conducted
by one or more Government transition teams utilizing a variety of
methods, including, but not limited to: on-site testing/inspection
at one or more contractor and/or subcontractor locations; remote
assessment via telephone or other method; random sampling of contractor’s
work products; direct observation of contractor performance and
systems operability; and evaluation of transition deliverables and
data as required by the contract. Projected PRAV dates, location(s),
transition team structure, and specific assessment/verification
methods will be identified by the Government during the transition
specification meeting.
3.4 Following the completion of all
PRAV activities, the Government shall provide a summary out brief
to the contractor on the processes, results, and findings of all
PRAV activities. Results will be briefed as assessed or verified
performance against PRAV acceptable quality levels in each critical performance
area.