ESAR Project Improving operations through stabilized infrastructure Leadership

ESAR Project Improving operations through stabilized infrastructure. Leadership & Steering Committee Monthly Meeting February 12, 2020

Welcome/Project Sponsor Update Tom Hornburg, ITS Director Stu Olson, ESAR Project Manager 2

Agenda Welcome ESAR Project Status QA Monthly Summary IV&V Monthly Summary Feedback and Closing Comments 3

ESAR Project Status ESAR Project Management Team 4

DSHS Eligibility Service and ACES Remediation (ESAR) Project Report Period: January 2020 Date: 02/07/2020 Mainframe Rehosting Status Report OVERVIEW PROJECT HEALTH Stabilization of legacy systems by rehosting the ACES Complex from the mainframe to an open distributed system environment improving operational efficiency and reducing costs Project Sponsor: Tom Hornburg Project Manager: Setty Duddu REHOSTING Product Owner: Bobby Hatam Backup PM: Reddy Varakantham RECENT ACCOMPLISHMENTS / DECISIONS Accomplishments: • Astadia is working on providing solution for q Database : Micro. Focus IMS with replication q Printing: Replacing the Mainframe AFP toolbox with distributed platform AFP toolbox As per Astadia both the POC solutions look positive • DSHS DBA’s are reviewing and providing the feedback on z/OS DB 2 DDL • Astadia/DSHS/Dell team has completed the installation and initial configuration of the SAN • 8 out of 11 interfaces successfully established interface connections • Communication has been sent to all 40 interface partners about testing, 25 of 28 requested Testing and waiting for response from 12 partners • Current Schedule output provided to Astadia for conversion • Baseline 5 scripts capturing will be completed by DSHS test team by 2/14 The Database and Print solution related issues are impacting the project schedule. Astadia informed their system and parallel testing start date delayed by more than 6 weeks which impacts schedule. NEXT STEPS • Astadia to propose the q Micro Focus IMS solution on February 12 th. q Print Solution on February 18 th. q Disaster Recovery Options. • Re-baseline the schedule after all the above solutions are accepted by DSHS • Start the system and parallel testing • Complete the z/OS DB 2 DDL reviews • Final switch configuration is expected complete no later than 2/10 • Establish interface connections with remaining 3 connectivity points • Follow-up with rest of interface partners and identify testing requirements • Conversion and Testing of current schedule • Start discussions with OCS on security design review Decisions: • IBM Workload Scheduler has been selected as scheduling tool NOTE: See the ESAR Decision Log for a list of all decisions made during this period KEY RISKS & ISSUES Issues: #291. Delays in identifying the print solution could impact project schedule #324. Delayed Astadia System and Parallel testing will impact Go-Live date Risks: #304. Delays in database work from Astadia could impact schedule #306. Without DR in place business may not approve Go-Live NOTE: See the ESAR Risks & Issues Log for a list of all project risks & issues MAJOR MILESTONES End Date % Complete* 11/11/2019 100% Analysis & Detailed System review Phase 11/25/19 97% Design and Migration Phase 6/26/20 52% Deployment Phase 6/26/20 Not started Close-Out Phase 11/19/20 Not started Initiation Phase

DSHS Eligibility Service and ACES Remediation (ESAR) Project Report Period: January 2020 Date: 02/07/2020 Mainframe Rehosting Dashboard Readiness ESAR Mainframe Rehosting – Readiness Dashboard ESAR Mainframe Rehosting (Go-Live 07/11/2020) Project Sponsor: Tom Hornburg Project Start-up Date: 1/2/2019 Status as Of: 02/07/2020 Executive Sponsor: David Stillman Product Owner: Bobby Hatam Project Manager: Setty Duddu Shapes, Colors and meanings Not Started Supporting organization(s) processes Organizational / Staff Readiness Status In-Process Completed On target or ahead of plan, but not completed Behind plan & Risk to Go-Live (with contingency) Behind plan but no risk to Go-Live Behind plan & Risk to Go-Live Internal and External Stakeholders Technology/Data Status Solution Status Applications Communication Plan Complete Communication on Contractor Award Hardware ACES CICS screens Training Plan Complete Communications with Stakeholders Software ACES Online Roll-out Plan Complete Communication with external entities for support Database Eligibility Service (ESERV) Train the Trainer Session Complete Communications with HHS coalition Printing Washington Connection (WACON) Training Development Complete Communication with CMS Interface Connectivity ACES Batch Training Schedule Complete Communication with FNS OPC Scheduler Data Warehouse (DW) Training Resources in place - Early Adopters Communication with OCIO ESB Setup Training Resources in place - Full Roll Out Communication with external Interface partners Testing OCM scope validated Communication with internal Interface partners Security OCM in place and functioning OCS Review Disaster Recovery Dev. Sec. Ops Tools Status 6

DSHS Eligibility Service and ACES Remediation (ESAR) Project Report Period: January 2020 Date: 2/3/20 Financial Management Status Report OVERVIEW FINANCIAL HEALTH To monitor and report on federal and state funding status and to manage project financial aspects. Project Sponsor: Tom Hornburg Project Managers: Stu Olson PM Backup: Setty Duddu Budget: $11, 166, 636 GREEN Monthly burn rate: $596, 696 RECENT ACCOMPLISHMENTS NEXT STEPS Funding Compliance 1. 2. 3. 1. 4. Working with HCA on new Enterprise governance and related tools Reviewed Gate 5 funding position with OFM and OCIO Agreement with OFM and OCIO to continue Gate 5 due to current budget underspend and project solution status Completed December monthly reporting KEY RISKS & ISSUES No risks or issues to report Spend to Date (thru December): $3, 580, 175 2. 3. 4. 5. Continue to work with HCA on Enterprise governance and related tools as needed Complete documentation submission to OCIO for certification of Gate 5 deliverables Update Technology Budget for Gate 6 IT Pool funding Submit request for Gate 6 IT Pool funding Complete January monthly reporting MAJOR MILESTONES End Date % Complete Federal Funding requests 9/01/2020 86% State Funding requests 9/30/2019 88% Monthly Reporting 12/31/2020 82%

DSHS Eligibility Service and ACES Remediation (ESAR) Project Report Period: January 2020 Date: 2/5/20 Deliverable Status – Gate 5 Note: A Deliverable may be early or late without impacting Key Milestones. If a Key Milestone is late, it will have a variance on the report. DELIVERABLE STATUS Project Change Management Plan Technical Environment Assessment Presentation Technical Environment Assessment Report Interfaces Replication Plan Phase Exit Criteria Project Work Plan System Inventory Test Plan Configuration Management Plan DATE COMPLETE Complete June 2019 Complete July 2019 Complete August 2019 Complete October 2019 Complete September 2019 Complete October 2019 CR – moved to Gate 6 Target – Apr 2020 Schedule rebaselined moved to Gate 6 Target – Jan 2020 Complete December 2019 Complete January 2020 Data Conversion Migration Design Requirements Management Plan Knowledge Transfer and Training Plan Legend: GREEN: Not Started, On Schedule, Completed YELLOW: Past Due but not Impacting Critical Milestone(s) RED: Impacting Critical Milestone(s) 8

DSHS Eligibility Service and ACES Remediation (ESAR) Project Report Period: January 2020 Progress to Plan Date: 2/5/20 Critical Milestones The Astadia Project Management Office (PMO) actively tracks/manages the project’s tasks, activities, and schedule with an MS Project work plan. The tables below provide the key information directly from the work plan. Key Project Milestones ID Task Name Approved Milestone Date Planned Finish Variance 2070 Milestone: Complete Unit Test (Set 1) Fri 12/13/19 TBD* 2071 Milestone: Complete Unit Test (Set 2) Fri 1/31/20 TBD* 2072 Milestone: Complete System/Parallel Test Fri 3/20/20 TBD* 2073 Milestone: Complete Training Tue 4/28/20 TBD* 2074 Milestone: Complete UAT Fri 5/29/20 TBD* 2075 Milestone: DSHS Certified Production Ready Fri 6/19/20 TBD* 2076 Milestone: Go-Live Fri 7/10/20 TBD* For each “Late” Key Project Milestone, additional information is provided below: ID Comments 20702076 The revised Project Timeline is pending completion of the Micro Focus IMS proof of concept (POC) and the AFP Toolbox replacement proof of concept (POC).

Quality Assurance Monthly Summary Integrated Solutions Group (ISG) 10

QA Dashboard – January 2020 . Recommendations opened to date # that remain open High Priority 33 3 Other 49 4 Total 82 7 11

Assessment Trends by Category Management Category Overall Score Impact Trending July 2019 Assessment Aug 2019 Assessment Sept 2019 Assessment Oct 2019 Assessment 4. 5 4. 2 4. 0 Nov 2019 Assessment Dec 2019 Assessment Jan 2020 Assessment 4. 0 4. 1 5. 2 4. 0 1. 0 Integration 6. 0 5. 0 4. 0 3. 0 2. 0 Scope 5. 0 5. 0 4. 0 6. 0 5. 0 4. 0 3. 0 5. 0 3. 0 7. 0 3. 0 9. 0 5. 0 Quality 4. 0 5. 0 6. 0 Resource 5. 0 4. 0 7. 0 Communication 4. 0 3. 0 Schedule 4. 0 Cost 8. 0 Risk 9. 0 Procurement 10. 0 Stakeholder [1] 4. 0 5. 0 4. 0 6. 0 5. 0 4. 0 3. 0 3. 0 4. 0 A downwad arrow reflects a lower or improved risk rating. 12

Progress on High Priority QA Recommendations High Priority Recommendation 2. 9 Prepare ahead to make decisions on the printing and database solutions by identifying what process will be used for making decisions, particularly if scope and/or requirements are impacted. Opened in Jan 2020 Status Update: New this reporting period. 7. 8 Provide a formal communication about the delay in system and parallel testing. Status Update: No formal communications have been issued 9. 9 DSHS should ensure that any change or extension of the Astadia contract includes language that binds Astadia to deliverables and ‘no later than’ delivery dates. Opened in Dec 2019 Opened in Jan 2020 Status Update: New this reporting period. 13

Independent Verifications & Validation (IV&V) Monthly Summary (Public Knowledge) 14

Washington Medicaid Enterprise IV&V Status as of January 31, 2020 Enterprise IV&V Findings • Coalition stakeholders have begun to value the Coalition as a forum to work on problems together. We saw tangible progress on the Integrated Eligibility System Replacement effort. We closed a risk related to Communications. • The ESAR project has not resolved its database and print solution issues. We opened a risk around Astadia’s proposal to use Micro Focus IMS. We are concerned it will decrease system performance and availability and increase the long term costs of maintaining ACES. • The schedule remains tight for implementing a new Asset Verification System product and bringing CSD users on board by December 31, 2020. The funding outlook is positive. IV&V Activities • We reviewed the Systems Inventory, Identity Management Plan and Knowledge Transfer and Training Plan. • We closed a number of high priority IV&V findings. ESAR Mainframe Rehosting Asset Verification System Previous Current Enterprise Issues and Risks Vision, Strategic Direction, and Communication 9 0 • There are no open risks in this area. Governance, Leadership, and Program Management 15 15 • Cultural Alignment, Risk 2019 -07 -001 Organization, Resources, and Supporting Processes 18 18 • Coalition Resources, Risk 2019 -02 -005 • Project and Portfolio Management Processes, Risk 2019 -04 -001 Technology Infrastructure, Architecture, and Standards 0 15 • Maintaining Mission-critical Systems, Risk 2019 -12 -001. 01 Scope Schedule Budget Quality 0 25 0 40 • Mainframe Rehosting Schedule, Risk 2019 -03 -002 • ESAR Design Not Complete, Risk 2019 -11 -003 • ESAR IMS Solution, Risk 2020 -01 -001 0 • AVS Schedule Pressure, Risk 2019 -06 -001 • AVS Work Plan, Risk 2019 -11 -001 • AVS Funding, Risk 2019 -11 -003 15 15 5 Project Issues and Risks Scores reflect the level of risk to the success of the HHS Enterprise Coalition. Higher scores represent a higher level of risk. For more information please see the following deliverable: 3. 2(13) IV&V Monthly Status Report – January 2020 V 0. 9 (DRAFT) www. pubknow. com

Updates on QA Recommendations 2. 9 Prepare ahead to make decisions on the printing and database solutions by identifying what process will be used for making decisions, particularly if scope and/or requirements are impacted. Opened January 2020 Update: New recommendation, currently under review. 7. 8 Provide a formal communication about the delay in system and parallel testing. December 2019 Update: A formal communication has not been released on the delay in the start of system and parallel testing. However, the Rehosting Team Leads are aware of the delay and a discussion was held during a Team Leads meeting to answer questions. Also, the delay was discussed with all staff at the Leaders rehosting panel discussion on January 31. 9. 9 DSHS should ensure that any change or extension of the Astadia contract includes language that binds Astadia to deliverables and ‘no later than’ delivery dates. January 2020 Update: New recommendation, currently under review. 16

Updates on IV&V Findings/Risks IV&V Risks 2019 -03 -002 The ESAR Mainframe Rehosting track is behind schedule. From IV&V: December 2019 Update: This month, the rehosting vendor notified DSHS that the system and parallel test could not start as planned because development work related to the Open IMS transaction management solution is five weeks behind schedule. DSHS turned the project status to red and is determining impacts to the code freeze and the planned go-live date of July 11, 2020. We changed this item from a risk to an issue based on the new information. Opened March 2019 Update: The system and parallel testing has not yet begun. Once Astadia delivers the database and printing solutions and DSHS has determined a course of action, the schedule and work plan will be reviewed and updated. 2019 -11 -002 The ESAR Design Not Complete. From IV&V Report: December 2019 Update: The ESAR Mainframe Rehosting project did not begin system testing in December as planned and the vendor has yet to identify a workable print solution. DSHS is evaluating whether Adobe Experience can be used. However, all letters and reports that were created in the legacy mainframe environment would have to be converted from binary to PDF format before they could be displayed or printed in the rehosted environment. November 2019 Update: Astadia is completing a Proof of Concept for the database solution that is due this week. The printing solution POC will be completed by Astadia and delivered to DSHS next week. 17

Feedback & Closing Comments Tom Hornburg / Stu Olson 18