Case Management System

The vendor is required to provide case management system for include:
1. Project management, communication, and control:
• Establish a project management plan.
• Plan and conduct a project kick-off meeting.
• Develop a detailed implementation strategy.
• Create a detailed project master schedule.
• Create a staffing plan.
• Develop a test plan.
• Create a communication plan.
• Create a training plan.
• Set up project tracking and reporting mechanisms.
2. Document and validate relevant department requirements, processes, and business rules:
• Develop, implement, and adhere to a requirements discovery management plan.
• Host requirements workshops and information sessions.
• Create requirements baseline and maintain solution requirements for the duration of the project.
• Ensure requirements specifications are developed at a sufficient level of detail to ensure a successful implementation of the software.
• Ensure requirements are well-defined, understood, and that all documented requirements are correct, unambiguous, consistent, and verifiable (testable).
• Create and maintain the requirements traceability matrix for the duration of the project.
3. System development/configuration/deployment:
• Develop or configure the SaaS cloud-based system according to validated requirements.
• Collaborate with users and subject matter experts to ensure alignment with requirements and workflows.
• Conduct testing and validation of system functionality.
• Perform activities necessary to fully implement the solution including but not limited to the following.
o System configurations
o Financial transactions
o Customizations
o Data conversion and migration
o Interfaces
o Reports
o Organizational change management
o Testing
o Training
4. Data conversion/migration:
• In conjunction with department, develop and implement a data conversion plan.
• Plan and execute data migration to the new SaaS cloud-based system.
• Ensure data accuracy and integrity during the migration process.
5. User and system administration training:
• Create training materials that include any state-specific modifications.
• Provide comprehensive training to users of the new system.
• Train administrators on system management and maintenance tasks.
• Create and execute a knowledge transfer plan (KTP) that provides department business sufficient knowledge to operate the solution.
 6. User acceptance testing (UAT):
• Conduct two levels of UAT: specific processes/functions and full end-to-end testing.
• Involve end-users in testing to validate system functionality and usability.
• Report on UAT results, all severity 1 and 2 defects shall be resolved prior to go-live.
7. Go-live cutover to new system:
• Plan and execute the migration of existing data to the new SaaS cloud-based software.
• Monitor the cutover process to ensure a smooth transition.
• Execute “dress rehearsals” to ensure go-live is seamless.
8. Go-live support and warranty period:
• Provide a 3-month period for immediate post-implementation support to address any issues or challenges.
• Offer a minimum 1-year warranty period during which any defects or problems are resolved promptly.
9. Ongoing support and maintenance:
• Establish long-term support and maintenance procedures.
• Monitor system performance and address any issues.
• Implement updates, patches, and improvements as agreed upon by department.
• Provide continuous training and support for users and administrators.
- Contract Period/Term: 4 years
- Questions/Inquires Deadline: May 12, 2025