Executive Steering Committee Medicaid Eligibility System Project
April 11, 2014
Minutes
Follow Up Items • Provide statistics on the volume of applications that have
been processed by no touch and how far they progressed • Report on the status of the WAS/WADOM socket error
issue
Minutes and Follow Up Items from March 28 Meeting
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Federal Partner Update
Account Transfers Federally Facilitated Marketplace (FFM)
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• As of April 7, 189,620 accounts have been received from the FFM for processing: o 29,439 accounts have been disposed by no-touch or
filtered out o 122,771 accounts have been sent to DCF workers o 31,547 accounts have been sent to FHK
• Of the accounts referred to DCF workers, 42% have been completed
• Of all accounts (case level) which have been disposed, either by no touch or by a worker: o 38,884 children have been approved o 7,124 adults have been approved
Account Transfers- Non Federal Florida Healthy Kids (FHK)
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• As of April 7, 63,036 accounts have been received from FHK for processing: o 11,891 accounts have been disposed by no-touch or
filtered out o 51,135 accounts have been sent to DCF workers
• Of the accounts referred to DCF workers, 78% have been completed
• Of all accounts (case level) which have been disposed, either by no touch or by a worker: o 30,192 children have been approved o 2,779 adults have been approved
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Solution Update
No Touch Process Flow
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Demographic Information
Technical Questions
Income & Expense
Questions
Asset Questions
Self Service Portal SSPRIDP Verification
WODM Rules
Engine
Eligible for No touch?
Client Registration
SFU/EDBC AWAA
Real Time Verifications
Real Time Eligibility
Account Transfers FFM/FHK
Electronic Applications VLP Verification
SSA Composite
Income Verification (SWICA/UC)
Assess for No Touch
Post E-Sign Process
APPLICATION ENTRY DRIVER
CR DRIVER
ELIGIBILITY DRIVER AUTHORIZATION
Application Source
Worker Processing
Disposition
Application Processing Through No Touch MES Processes MAGI Apps. Total Apps.
Total Applications 374,214 1,009,494
Real Time Verifications Passed 142,724 233,227
Real Time Verifications Failed 231,490 776,519 Real Time Eligibility Passed 14,328 262,176 Real Time Eligibility Failed 128,396 747,570
Eligible for No Touch 10,661 222,619
- Client Registration Completed 6,572 182,859
- Demographic Information Completed 6,111 164,485
- Technical Questions Completed 3,943 76,598
- Asset Questions Completed 3,586 76,589
- Income & Expense Questions Completed 1,866 14,425
- Eligibility Completed 798 2,261
- Authorization Completed 389 0 -8- Data from 12/16/2013 through 04/09/2014
Open Defects by Severity
• Open production defects by severity of incident • Includes items that remained from System Test & User
Acceptance Test (UAT) as of go-live
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Critical 0 High 0 Medium 16 Low 22 Unassigned 0 Grand Total 38
As of 1:00 PM EDT on 04/09/2014
Medium, 16, 42%
Low, 22, 58%
Critical High Medium Low Unassigned
Resolution of Defects by Deployment Date
• All remaining open defects are currently targeted for resolution in the April 16 or May 21 release
• No defects are currently in the triage process
-10- As of 1:00 PM EDT on 04/09/2014
0
10
20
30
40
50
60
70
80
1 - Critical
2 - High
3 - Medium
4 - Low
Severity:
Release 2 Status
Design Phase • Functional Design and Technical Design activities continue • Updates to design specifications are in-process Develop Phase • Construction on Child-In-Care modifications and
enhancements are in-process • Development activities for Release 2 to begin later this
month • Test Planning and Training Planning activities are underway
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Project Status Update
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Note: Fixed price contract
Project Performance Metrics
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RELEASE 2 STATUS Rules Engine for Other Medicaid Groups November 10 Account Transfer Schema Changes November 10 Child Welfare Changes July 11
RELEASE 1 REMAINING ITEMS STATUS FHK Real-Time Eligibility / Validations Being Re-Scheduled End of Warranty Period July 16 – on track
RELEASE 2 TIMELINE
MES Release 1 / Release 2
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Child In Care (CIC) Florida’s Safe Families Network (FSFN) Changes
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• Requirements completed on February 28 • Design Phase will conclude on April 14 • Development Phase is underway • Test Phase will begin on April 22
Issues Comments MEC Check Performance - A latency issue is currently being experienced in the MEC response from the AHCA system for requests received from FFM and FHK.
The Systems Integrator continues to work with AHCA to resolve this issue. MEC checks are “timing-out” when the system reaches a certain threshold of requests. To address this, the load to the AHCA system has been reduced during the day to alleviate the issue. While this has reduced the number of time-outs, the issue persists. On April 9 the number of time-outs again triggered CMS to stop MEC check requests. The Department continues to work with AHCA and the service remains off until the issue is improved.
WAS/WODM Socket Errors - A few socket errors are being encountered on requests through the enterprise service bus. These errors are being seen on the Electronic Application, Eligibility, and Account Transfer services hosted on WAS/WODM. The impact is not visible to workers but could affect how far applications proceed through the real-time eligibility and no-touch processes.
The Systems Integrator is working with IBM and the NSRC to resolve this issue. The NSRC installed additional Java Virtual Machines (JVM) on March 27 to alleviate the issue but that did not solve the problem. Per IBM’s recommendation, the team has now increased heap size on the JVMs from 2 GB to 3 GB which has created additional stability. Additionally, the Systems Integrator is verifying that no memory leaks are occurring that would consume additional resources as well as segmenting each service to dedicated JVMs to provide additional transparency into the problem.
Project Issues
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Project Risks
Risks Comments
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No “High” risks to report at this time.
Independent Verification and Validation Update
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Medicaid Eligibility System Project Independent Verification and Validation (IV&V) Executive Steering Committee briefing 11 April 2014
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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 for the MES project is Amber (issues and inefficiencies). ► T5 – Security, business continuity (BC) and disaster recovery (DR) changed from
Green (no issues) to Amber (issues and inefficiencies) due to the following: ► The NSRC has not provided reasonable assurance to DCF that security and/or recovery
processes are designed appropriately and are operating effectively such that the NSRC environment meets or exceeds required service levels.
► The project team has addressed all deficiencies identified by the IV&V Team.
► Schedule and cost performance are within established control limits. ► No new deficiencies identified since the last report. ► The April IV&V PEAR will be published on 9 May 2014.
► Contract amendment in process to convert to monthly IV&V reports.
Overall IV&V risk state: Amber
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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.
As of 20 March 2014
Scopemanagement
Timemanagement
Costmanagement
Humanresource
management
Procurementmanagement
Integrationmanagement
Riskmanagement
Communicationsmanagement
Business caseintegrity
Complexityprofile
Capabilityand
maturity
Decision framework
Organizationalchange
management
Performancemanagement
Governanceeffectiveness
Compliance andregulatory
Benefitsdesign andrealization
Requirementsengineeringand design
Methodologyand
development
Technicalinfrastructure
Datamanagement
Security,BC and DR
Controls
Testingand
validation
Cutoverand
support
Sustainabilitymodel
Qualitymanagement
G3
G2
G1
G6
G5
G4
G9
G8
G7P1
P2
P3P4
P5
P6P7
P8
P9
T1
T2
T3
T4
T5
T6
T7
T8
T9
Program governanceBenefit realization and
sustainability
Project managementProcesses, controls,
and predictability
Technical solut ionRequirements development,
quality and transition
Program governance
Risk state with trending
G1G2
G3G8
G7
G9
G4
G6G5
P1
P4
P6
P3
P5
P7P8
P2
P9
T2T1
Technicalsolution
Projectmanagement
T3
T5
T6T4
T7T8
T9
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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 positive: 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 tolerance of +/- 5% for both SPI and CPI.
► Amber area indicates review is required and corrective actions may be necessary.
► Red area indicates out-of-tolerance and corrective actions are 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 April PEAR is as follows: ► Artifact and interview cut-off: 18 April 2014 ► Submit draft to DCF Contract Management: 25 April 2014 ► Publish final report: 9 May 2014
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Summary of changes
Item Description
Deficiencies addressed
► There are no open deficiencies.
New deficiencies
► No new deficiencies addressed since the last report.
Risk ratings ► T5 – Security, BC and DR changed from Green (no issues) to Amber (issues and inefficiencies). ► T9 – Sustainability model changed from Gray (not evaluated) to Green (no issues).
Maturity ratings
► T9 – Sustainability model changed from not evaluated to Level 3 (defined).
Interviews conducted
► No interviews conducted since the last report.
Artifacts received
► Artifacts received include budget, communications, contracts, deliverable management, Executive Steering Committee (ESC), implementation, legislative reporting, operations documentation, performance metrics, phase gate materials, project management, risks, actions, issues and decisions (RAID), requirements, schedule, staffing, status reports and training.
Supporting information
Page 27
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 increased since the January PEAR.
The number of remained the same for the last six reporting cycles.
Conclusions: The project risks are slightly
increasing.
0
5
10
15
20
25
30
30 September 2013 31 October 2013 30 November 2013 31 December 2013 31 January 2014 Feb / Mar 2014
Number
IV&V cube facet ratings and open deficiencies per month
Critical Issues Inefficiencies No Issues Not Evaluated Open Deficiencies
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Open deficiencies
No. Areas Deficiency Implications Recommendations
Supporting information
There are no open IV&V deficiencies with the MES Project.
Page 29
Project milestones
ID Title Completion date
Baseline Planned Projected Actual
7199 Finish Requirements sub-phase 04/11/2014 04/11/2014 04/11/2014
7200 Finish Design sub-phase 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
Supporting information
Late
Contract LF917 Deliverable Review and Approval - Release 2 Define Phase
Change Request - Ability to renew benefits using the Self Service Portal/Renew My Benefits functionality within 90 days of closure
Action Items
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